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Home My WebLink AboutContract 54548-A1CSC No. 54548-A1 AMENDMENT 1 TO CITY OF FORT WORTH CONTRACT 54548 BETWEEN THE CITY OF FORT WORTH AND TARRANT COUNTY HOM LESS COALITION TO ADMINISTER THE DIRECT CLIENT SERVICE FUND This Amendment is made and entered into by and between the City of Fort Worth, a home-rule municipality of the State of Texas (hereinafter referred to as the "City"), acting by and through Fernando Costa, its duly authorized Assistant City Manager, and TARRANT COUNTY HOM LESS COALITION (hereinafter referred to as the "Agency"), acting by and through Lauren King, its duly authorized eXecutive director. Each party shall be individually referred to herein as Party and collectively as Parties. RECITALS WHEREAS, the City entered into an Agreement with the Agency to provide services more specifically described in the agreement, City Secretary Office (CSO) Contract No. 54548, (the "Agreement"); WHEREAS, after executing the Agreement, it was determined that due to other available funding sources, the funding level should be reduced for the remainder of the current term, ending September 30, 2021; WHEREAS, the additional funding sources may not be available during the renewal periods of the Agreement, if exercised, it was determined that the reduction in available funds should only be applied to the current term and should not impact available funds for renewal terms; and; WHEREAS, the Parties agree to amend the Agreement to reduce the budget to reflect the actual amount of funding needed to continue the program for the current term. NOW THEREFORE City and Agency do hereby agree to the following: I. AMENDMENT TO AGREEMENT A. Section 3.1 is hereby amended and replaced to read as follows: 3.1 City shall pay Agency in accordance with the provisions of this Agreement and Exhibit "B" — Budget. Total payment made by City under this Agreement for the Initial Term shall not exceed $432.20; and total payment made by City under this Agreement for any Renewal Term, if exercised, shall not exceed $72,000.00 ("Program Funds"), and shall be paid to Agency on a reimbursement basis. Agency shall not perform any additional services for City not specified by this Agreement unless City requests and approves in writing the additional costs for such services. City shall not be liable for any additional expenses incurred by Agency not speci�ed by this Agreement unless City first approves such expenses in writing. City shall attach an amended budget for each renewal term along with each renewal so long as it does not exceed the amount included herein. Amendment 1 to CSC 54548 CoFW and TARRANT COUNTY HOM LESS COALITION OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX B. EXHIBIT "B" Budget attached to the Agreement is hereby amended and replaced in its entirety with the attached Exhibit B, which includes Part I addressing the initial term, and Part II addressing any renewal terms. II. This amendment is effective upon eXecution by the Parties. III. All terms and conditions of the Agreement not amended herein remain unaffected and in full force and effect, are binding on the Parties and are hereby ratified by the Parties. Capitalized terms not defined herein shall have the meanings assigned to them in the Agreement. [THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK] [SIGNATURE PAGE FOLLOWS] Amendment 1 to CSC 54548 Page 2 of 5 CoFW and TARRANT COUNTY HOM LESS COALITION IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this day of , 20_ FOR CITY OF FORT WORTH: � cL, Fernando Costa (May 25, 2021 17:47 CDT) Fernando Costa Assistant City Manager Date: M ay 25, 2021 FOR AGENCY: L.a��e� K � Lauren King (May 25, 21 ll:36 CDT) Lauren King Executive Director Date: Ma�/ ZJ�� 2�21 APPROVAL RECOM NDED Jo✓l � "P�� Tara Perez (May 25, 2021 1322 CDT) Date: May 25, 2021 APPROVED AS TO FORM AND LEGALITY Jo Pate (Ma 2, 202117:27 CDT) Jo Ann Pate, Assistant City Attorney Date: M ay 25, 2021 Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. J o✓l � "P�� Tara Perez (Mav 25. 2021 13:22 CDTI Tara Perez Manager, Directions Home Amendment 1 to CSC 54548 CoFW and TARRANT COUNTY HOM LESS COALITION ATTEST: ap�vF°Rr u�a q.O�000000000� � �,► ° oO� � �o 0 0 �o o= vo 0 o � o a 0 Y � °� o° * F �o A � �O00000°° �" `� �� (/ %�� nEX ASa�.� Mary J. Kayser, City Secretary May 26, 2021 Date: M&C No.: OFFICIAL RECORD CITY SECRETARY FT. W�RTH, TX Page 3 of 5 EXHIBIT "B" PART I- BUDGET FOR INITIAL TERM Agencv will submit invoices for reimbursement bv the 15te of the month following the month services were provided. This report shall itemize each monthly expense requested for reimbursement by the Agency and shall be included in Budget submitted. In order for this report to be complete the following must be submitted: For payroll expenses, timesheets signed and dated by employees and approved by supervisor for all payroll expenses listed with the code of time being billed to City/Directions Home. Electronic time sheets are acceptable but must show timestamp of employee submission and supervisor approval. Paystub must include pay period, date paid, amount and eXpenses (salary, FICA, benefits etc). If pay stubs are unavailable, payroll registries with applicable expenses highlighted and labeled will suffice. Agency may not submit payroll expenses dated 60 calendar days prior to the date of the Reimbursement Request with the exception of the first Reimbursement Request which may include items from the Effective Date of the Agreement to the end of the reporting month or with written permission from Directions Home staff so long as such changes are otherwise in accordance with the Agreement. For non-payroll expenses, invoices for each expense listed. Agency may not submit invoices dated 60 calendar days prior to the date of the Reimbursement Request with the exception of the first Reimbursement Request which may include items from the Effective Date of the Agreement to the end of the reporting month or with written permission from Directions Home staff so long as such changes are otherwise in accordance with the Agreement. Proof that each expense was paid by the Agency, which proof can be satisfied by cancelled checks. If a cancelled check is not possible, a bank statement with the eXpense highlighted and labeled will suffice. If allocations percentages are used, all documentation must be submitted with the first month's invoice and if changes are made, new allocation documentation submitted with mvoice. For the audit, bank statements showing payments, Form 941 s and allocation documentation will be reviewed. Reimbursement Requests shall be submitted to: Amendment 1 to CSC 54548 Page 4 of 5 CoFW and TARRANT COUNTY HOM LESS COALITION Citv Manager's Office Directions Home Attention Tara Perez 200 Texas Street Fort Worth TX 76102 PROGRAM COSTS A. PERSONNEL (By title) PERSONNEL TOTAL: B. FRINGE BENEFITS FRINGE BENEFITS TOTAL: C. MILEAGE MILEAGE TOTAL: D. CELL PHONES/EQUIPMENT CELL PHONES/EQUIPMENT TOTA: E. CLIENT EXPENSES CLIENT EXPENSES TOTAL: F. OTHER APPROVED Indirect cost — Administrative OTHER APPROVED TOTAL: TOTAL PROGRAM COST: Total $432.40 $432.40 $432.40 $432.40 Amendment 1 to CSC 54548 Page 5 of 5 CoFW and TARRANT COUNTY HOMELESS COALITION M&C Review Page 1 of 4 . Official site of the City of Fort Worth, Texas ��RT� I� CITY COUNCIL AGENDA - REFERENCE **M&C 20- 13P20-0161 DIRECTIONS HOME DATE: 9/15/2020 NO.: 0651 LOG NAME: FY2021 HOMELESSNESS OBJECTIVE SC CMO CODE: P TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: (ALL) Authorize Execution of Agreements with Listed Public Service Agencies in an Amount Up to $2,215,678.00 for the Continuation of Directions Home Initiatives and Authorize Three Renewal Options in a Combined Amount Up to $8,870,736.00 RECOMMENDATION: It is recommended that the City Council: 1. Authorize the City Manager or his designee to execute agreements with agencies listed below in a combined amount up to $2,215,678.00 for a term commencing October 1, 2020 and terminating September 30, 2021 for the continuation of Directions Home initiatives; 2. Authorize the City Manager or his designee to renew the agreements for Fiscal Years 2022, 2023 and 2024 with the agencies listed below in a combined amount of up to $8,870,736.00 for the continuation of Directions Home initiatives and dependent on funds being appropriated for Directions Home initiatives; and 3. Authorize the City Manager or his designee to amend the agreements if necessary to achieve program goals provided the amendment is within the scope of the program and in compliance with City policies and applicable laws and regulations. DISCUSSION: The City Manager's Directions Home Division approached the Purchasing Division to issue a Request for Proposals (RFP) seeking Firms to: 1) increase or maintain permanent supportive housing; 2) quickly house people in permanent housing; or 3) improve overall system capacity. The RFP consisted of specifications explaining the need for various housing programs and overall improvement of the homeless system. Proposals were scored based on the strength of the proposed program, program pertormance, outcomes and quality, organizational capacity of the agency, and budget. The RFP was advertised in the Fort Worth Star-Telegram on June 10, June 17, June 24, July 1 and July 8, 2020. The City closed the RFP on July 9, 2020. The City received 17 responses. Staff from the Directions Home Division and Neighborhood Services Department evaluated the proposals and found the below listed firms to be experienced and well equipped to perForm the needed services. A waiver of the goal M/WBE subcontracting requirement is approved by the Office of Business Diversity, in accordance with the M/WBE or BDE ordinance, because the purchase of goods or services is from sources where subcontracting or supplier opportunities are negligible. Any renewals are contingent on funds being appropriated. City staff recommends awarding agreements to the listed agencies in the amounts listed below: Agencies impacted by a decrease in funding will be notified as soon as practicable. Directions Home services and programs are available in ALL COUNCIL DISTRICTS. rrogram Case Management for Permanent Supportive Housing Clients Description �� Agency Assisting clients My Health, My in setting and Resources of fulfilling goals Tarrant County such as health, (MHMR) Funding FY 21 Up to $432,000.00 http://apps.cfwnet.org/council�acket/mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020 M&C Review Case Management for Permanent Supportive Housing Clients Rental Assistance and Administration for Permane Supportive Housing Clients Mental Health Services for Permanent Supportive Housing Clients Rapid Rehousing Page 2 of 4 education, employment, housing stability for approximately 150 permanent supportive housinq clients Case Management for Permanent Supportive Housing Clients Assisting clients in setting and fulfilling goals such as health, education, employment, housing stability for approximately 75 permanent supportive housina clients Day Resource Center for the Homeless d/b/a DRC Solutions Up to $200,977.00 Provide rental assistance (which is the difference between Fair Market Rent and the client's 30\°/a contribution of income, if applicable) to landlords of up to 20 permanent supportive housinq clients; Focus on housing stability by addressing addiction, mental health, social, coping skills and other adjustment difficulties: Maximize state and federal rapid rehousing rental assistance funds by funding case management for rapid rehousing clients Housing Authority of the City of Fort Worth dba Fort Worth Housing Solutions My Health, My Resources of Tarrant County (MHMR) SafeHaven of Tarrant County Up to $250,000.0 Up to $172,000.0 Up to $103,124.00 http://apps.cfwnet.org/council�acket/mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020 M&C Review Rapid Rehousing Rapid Exit/Diversion/Shallow Subsidies Maximize state and federal rapid rehousing rental assistance funds by funding case management for rapid rehousing clients Housing funds to allow people to quickly exit homelessness into housinq Cold Weather Overtlow Provide Emergency Shelter additional Operations emergency shelter beds on weather trigger nights; Critical Documents Clerk and Produce Funding documents Direct Client Services Fund Mobile Navigators Continuum of Care Support necessary for housing and employment for clients experiencing homelessness; Provide one time funds to quickly divert or rapidly exit households from the homeless systerr Reduce the length of time homeless by assisting assigned clients with unit location and gathering documentation for clients at the top of the permanent supportive and rapid rehousing lists Planning and data reporting for Continuum of Care Center for Transforming Lives The Presbyterian Night Shelter of Tarrant County, I nc. Day Resource Center for the Homless d/b/a DRC Solutions Day Resource Center for the Homeless d/b/a DRC Solutions Tarrant County Homeless Coalition Tarrant County Homeless Coalition Tarrant County Homeless Coalition Page 3 of 4 Up to $167,418.00� Up to $400,000.00 Up to $150,000.0 Up to $150,000.00 Up to $72,000.00 Up to $33,668.00 Up to $84,491.00 http://apps.cfwnet.org/council�acket/mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020 M&C Review Page 4 of 4 The Director of Finance certifies that upon approval of the above recommendations and adoption of the Fiscal Year 2021 Budget by the City Council, funds will be available in the Fiscal Year 2021 Operating Budget, as appropriated, in the General Fund. Prior to an expenditure being incurred, the City Manager's Office has the responsibility to validate the availability of funds. BQN\\ TO Fund Department Account Project Program Activity Budget Reference # Amount ID ID Year (Chartfield 2) Fund Department Account ID Submitted for Citv Manaqer's Office by; Originating Department Head: Additional Information Contact: ATTACHMENTS i� ram Budget Reference # Amount Year (Chartfield 2) Jay Chapa (5804) Fernando Costa (6122) Reginald Zeno (8517) Cynthia Garcia (8525) Sarah Czechowicz (2059) http://apps.cfwnet.org/council�acket/mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020