HomeMy WebLinkAboutContract 54547-R1A2 CSC No.54547-R1A2
RENEWAL 1 AND AMENDMENT 2 TO CITY OF FORT WORTH CONTRACT 54547
BETWEEN THE CITY OF FORT WORTH AND CENTER FOR TRANSFORMING
LIVES FOR RAPID REHOUSING CASE MANAGEMENT
This Contract Renewal and Amendment (the "Renewal and 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 CENTER FOR TRANSFORMING LIVES, a Texas nonprofit
corporation ("Agency"). Each party shall be individually referred to herein as Party and
collectively as Parties.
RECITALS
WHEREAS, the City entered into an Agreement with Agency to provide services more
specifically described in the agreement, City Secretary Contract No. 54547, (the "Agreement");
WHEREAS, on June 25, 2021,the Parties executed the first amendment to the Agreement
through which the Parties agreed to amend the budget in order to allocate funding to the categories
experiencing the highest demand;
WHEREAS,the Parties agreed on August 27,2021,to modify the budget using the process
provided in the Agreement in order to allocate funding to the categories experiencing the highest
demand and now wish to memorialize such agreement;
WHEREAS, the Parties agree to amend the Reporting Forms to allow better data
collection;
WHEREAS, the Parties agree to amend the Request for Budget Modification form to
better align with budget categories;
WHEREAS, the Agreement was for an initial one-year term with three additional one-
year renewal options, and the City believes that renewing the Agreement for an additional year
will further the goals and priorities of Directions Home; and
WHEREAS, this Renewal and Amendment will memorialize the prior budget
modification, amend the reporting forms, amend the request for budget modification form, and
renew the Agreement for an additional one year term.
NOW THEREFORE City and Agency do hereby agree to the following:
I.
AMENDMENT TO AGREEMENT
OFFICIAL RECORD
Renewal 1 and Amendment 2 to CSC 54547 CITY SECRETARY
CoFW and CENTER FOR TRANSFORMING LIVES FT. WORTH, TX
A. 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.
B. EXHIBIT"D" Reporting Forms are hereby amended for the renewal term and replaced in
their entirety with the attached Exhibit D.
C. EXHIBIT"E" Request for Budget Modification is hereby amended for the renewal term
and replaced in its entirety with the attached Exhibit E.
II.
RENEWAL OF AGREEMENT
The Agreement, as amended, is hereby renewed and extended for a renewal term
commencing on October 1, 2021, and ending on September 30, 2022,unless terminated earlier in
accordance with the Agreement.
III.
This amendment is effective upon execution.
IV.
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]
Renewal 1 and Amendment 2 to CSC 54547 Page 2 of 12
CoFW and CENTER FOR TRANSFORMING LIVES
IN WITNESS WHEREOF,the parties hereto have executed this agreement, to be effective this
day of , 20
FOR CITY OF FORT WORTH: FOR AGENCY: Center for Transforming
Lives
7,ri-- card I<khcl k
Fernando Costa(Sep 24,202114:42 CDT) Carol Klocek(Sep 24,202108:26 CDT)
Fernando Costa Carol Klocek
Assistant City Manager Executive Director
Date: Sep 24, 2021 Date: Sep 24, 2021
APPROVAL RECOMMENDED
Tara Perez(Sep 24,2021 08:53 CDT)
onr
Sep 24, 2021 0
aGt
Date: ° ° d
0
0 o9�d
016.
g o•l d
APPROVED AS TO FORM AND ATTEST: w °_
0
0 0 �d
°0
LEGALITY '� 0
°00 00000 ,od
nEXASaA.d
Jo Pate(Se 2 02111:51 CDT)
Jo Ann Pate, Assistant City Attorney Ronald Gonzales, Acting City Secretary
Date:
Sep 24, 2021 Date: Sep 24,2021
Contract Compliance Manager: M&C No.:
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.
To►,&-fw
Tara Perez(Sep 24,2021 08:53 CDT)
Tara Perez
Manager, Directions Home
OFFICIAL RECORD
Renewal 1 and Amendment 2 to CSC 54547 CITY SECRETARY
CoFW and CENTER FOR TRANSFORMING LIVES FT. WORTH, TX
EXHIBIT `B"
BUDGET
Part I—Initial Term
A2encv will submit an invoice for reimbursement by the 15th 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 the Budget submitted. In order for this report to be complete the following
must be submitted:
For payroll expenses, timesheets signed and dated by both the employee and supervisor
with the program fund 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
invoice.
For the audit,bank statements showing payments,Form 941s and allocation documentation
will be reviewed.
Renewal 1 and Amendment 2 to CSC 54547 Page 4 of 12
CoFW and CENTER FOR TRANSFORMING LIVES
PROGRAM COSTS Total
$167,418.00
A. SALARIES title
RRH Case Manager
RRH Case Manager
Housing Locator
Director of Housing
SALARIES TOTAL: $101,142.00
B. FRINGE BENEFITS
(Can include: Employer-paid Social Security,
Medicare, Health Insurance, Dental Insurance,Vision
Insurance, Life Insurance, Disability Insurance,
Unemployment Insurance, Workers Compensation and
Retirement expenses)
FRINGE BENEFITS TOTAL: $19,851.00
C. MILEAGE
Mileage $1,820.00
MILEAGE TOTAL: $1,820.00
D. CELL PHONES/EQUIPMENT
Cell Phones $285.00
CELL PHONES/EQUIPMENT TOTAL: $285.00
E. CLIENT EXPENSES
Client Expenses* $30,485.00
CLIENT EXPENSES TOTAL: $30,485.00
F. OTHER APPROVED
Indirect Costs $12,835.00
Office supplies $1,000.00
OTHER APPROVED TOTAL: $13,835.00
TOTAL PROGRAM COST: $167,418.00
*Client expenses are defined as those expenses necessary for the participant's success in
housing and/or employment. Client expenses include but are not limited to moving
expenses,food,laundry, critical documents,bus passes and other third-party
transportation providers, furniture, household cleaning supplies and kitchen,bedding and
household supplies. Any expenses not listed must have prior written authorization by
Directions Home manager.
Renewal 1 and Amendment 2 to CSC 54547 Page 5 of 12
CoFW and CENTER FOR TRANSFORMING LIVES
Part II—Renewal Terms
A2encv will submit invoices for reimbursement by the 15th 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 both the employee and supervisor
with the program fund 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
invoice.
For the audit, bank statements showing payments, Form 941 s and allocation
documentation will be reviewed.
Renewal 1 and Amendment 2 to CSC 54547 Page 6 of 12
CoFW and CENTER FOR TRANSFORMING LIVES
PROGRAM COSTS Total
$167,418.00
A. SALARIES title
RRH Case Manager
RRH Case Manager
Housing Locator
Director of Housing
SALARIES TOTAL: $110,865.00
B. FRINGE BENEFITS
(Can include: Employer-paid Social Security,Medicare,
Health Insurance, Dental Insurance,Vision Insurance, Life
Insurance, Disability Insurance, Unemployment Insurance,
Workers Compensation and Retirement expense
FRINGE BENEFITS TOTAL: $26,056.00
D. MILEAGE
Mileage $8,400.00
MILEAGE TOTAL: $8,400.00
D. CELL PHONES/EQUIPMENT
Cell Phones $720.00
CELL PHONES/EQUIPMENT TOTAL: $720.00
E. CLIENT EXPENSES
Client Expenses* $3,557.00
CLIENT EXPENSES TOTAL: $3,557.00
F. OTHER APPROVED
Indirect Costs $15,220.00
Office supplies, COVID PPE $2,600.00
OTHER APPROVED TOTAL: $17,820.00
TOTAL PROGRAM COST: $167,418.00
*Client expenses are defined as those expenses necessary for the participant's success in
housing and/or employment. Client expenses include but are not limited to moving
expenses,food,laundry, critical documents,bus passes and other third-party
transportation providers,furniture, household cleaning supplies and kitchen,bedding and
household supplies.Any expenses not listed must have prior written authorization by
Directions Home manager.
Renewal 1 and Amendment 2 to CSC 54547 Page 7 of 12
CoFW and CENTER FOR TRANSFORMING LIVES
EXHIBIT "D"
REPORTING FORMS
Quarterly Report
Current Reporting
Quarter
Submitting Agency
Contact Name
Phone Number and
Email
Please include outcome narrative that describes how measure was accomplished for each
quarter.
Effectiveness Measures and Quarterly Outcomes
Measure 1 . At least 90% of clients will sign a lease within 30 days of program
enrollment; (In the notes. list the clients'names(first initial,last name)who leased up
and the number leased up in 30 days vs.the total number leased up that quarter)
Outcome
Measure 2 . At least 56% of clients will increase employment income from program
entry to program exit; (in the notes, list the clients' names (first initial, last name)
who exited with increased employment income vs.the total number exited that quarter)
Outcome
Measure 3 . At least 21% of clients will increase non-employment income from
program entry to program exit; (In the notes,list the clients'names(first initial,last
name)who exited with increased non-employment income vs.the total number exited that
quarter)
Outcome
Measure 4 . Less than 15% of clients will return to homelessness one year after
program exit (List the clients who have exited at least one year ago and whether they
returned to homelessness)
Outcome
Renewal 1 and Amendment 2 to CSC 54547 Page 8 of 12
CoFW and CENTER FOR TRANSFORMING LIVES
I have reviewed this report and certify that the measures provided are accurate and
appropriately reflect the Directions Home goals set forth in the contract.
Authorized Signatory Signatory Title
Date
Renewal 1 and Amendment 2 to CSC 54547 Page 9 of 12
CoFW and CENTER FOR TRANSFORMING LIVES
Monthlv Report
If the new Tarrant County Homeless Coalition software system is able to pull data included in
monthly reports included herein and Directions Home staff confirms and agrees in writing, those
reports can be substituted for reports included herein.
Enter all clients in this report and add new clients to subsequent reports.
Name/HMIS Date Date Days to Income at Income at Amount
ID Enrolled Housed Housed Enrollment Discharge increase
0 -
0 -
0 -
0 -
0 -
0 -
0 -
0 -
0 -
0 -
0 -
0 -
0 -
0 -
0 -
Renewal 1 and Amendment 2 to CSC 54547 Page 10 of 12
CoFW and CENTER FOR TRANSFORMING LIVES
S
o -
S
o -
Date Returns at Returns at Returns at Date
discharged Agency 3 months 6 months 1 yr Returned
Renewal 1 and Amendment 2 to CSC 54547 Page 11 of 12
CoFW and CENTER FOR TRANSFORMING LIVES
EXHIBIT "E"
REQUEST FOR BUDGET MODIFICATION
PROGRAM COSTS
Budget Category Approved Budget Change Requested Revised Budget
Salaries
Fringe Benefits
Mileage
Cell Phones/Equipment
Client Costs
Administration/Indirect
Other Approved(excluding
Admin/Indirect)
Total Costs
• Up to 5% of any budgeted line-item does not need prior approval but form must be sent
to City with monthly RFR
• More than 5% of any budgeted line-item must have prior City approval
• An increase in a zero line-item must have prior City approval
Modification Narrative (describe in detail what change is for)
I have reviewed this request and certify that the listed modifications are correct.
Authorized Signatory Title
Date
STAFF USE ONLY
p Modification Approved 0 Modification NOT Approved
Staff Signature Date
Renewal 1 and Amendment 2 to CSC 54547 Page 12 of 12
COFw and CENTER FOR TRANSFORMING LIVES
M&C Review Page 1 of 4
Official site of the City of Fort Worth,Texas
CIRT*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 performance, 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 BIDE 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.
Program Description IF Agency 71 Funding FY 21
Case Management for Assisting clients My Health, My Up to $432,000.00
Permanent Supportive in setting and Resources of
Housing Clients fulfilling goals Tarrant County
such as health, (MHMR)
http://apps.cfwnet.org/council_packet/me review.asp?ID=28220&councildate=9/15/2020 9/16/2020
M&C Review Page 2 of 4
education,
employment,
housing stability
for approximately
150 permanent
supportive
housing clients
Case Management for Case Day Resource Up to $200,977.00
Permanent Supportive Management for Center for the
Housing Clients Permanent Homeless d/b/a
Supportive DRC
Housing Solutions
Clients Assisting
clients in setting
and fulfilling
goals such as
health,
education,
employment,
housing stability
for approximately
75 permanent
supportive
housing clients
Rental Assistance and Provide rental Housing Up to $250,000.00
Administration for Permanent assistance Authority of the
Supportive Housing Clients (which is the City of Fort
difference Worth dba Fort
between Fair Worth Housing
Market Rent and Solutions
the client's 30\%
contribution of
income, if
applicable) to
landlords of up to
20 permanent
supportive
housing clients;
Mental Health Services for Focus on My Health, My Up to $172,000.00
Permanent Supportive housing stability Resources of
Housing Clients by addressing Tarrant County
addiction, mental (MHMR)
health, social,
coping skills and
other adjustment
difficulties;
Rapid Rehousing Maximize state SafeHaven of Up to $103,124.00
and federal rapid Tarrant
rehousing rental County
assistance funds
by funding case
management for
rapid rehousing
clients
http://apps.cfwnet.org/council_packet/mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020
M&C Review Page 3 of 4
Rapid Rehousing Maximize state Center for Up to $167,418.00
and federal rapid Transforming
rehousing rental Lives
assistance funds
by funding case
management for
rapid rehousing
clients
Rapid Exit/Diversion/Shallow Housing funds to The Up to $400,000.00
Subsidies allow people to Presbyterian
quickly exit Night Shelter of
homelessness Tarrant County,
into housing Inc.
Cold Weather Overflow Provide Day Resource Up to $150,000.00
Emergency Shelter additional Center for the
Operations emergency Hornless d/b/a
shelter beds on DRC Solutions
weather trigger
nights;
Critical Documents Clerk and Produce Day Resource Up to $150,000.00
Funding documents Center for the
necessary for Homeless d/b/a
housing and DRC Solutions
employment for
clients
experiencing
homelessness;
Direct Client Services Fund Provide one time Tarrant County Up to $72,000.00
funds to quickly Homeless
divert or rapidly Coalition
exit households
from the
homeless system
Mobile Navigators Reduce the Tarrant County Up to $33,668.00
length of time Homeless
homeless by Coalition
assisting
assigned clients
with unit location
and gathering
documentation
for clients at the
top of the
permanent
supportive and
rapid rehousing
lists
Continuum of Care Support Planning and Tarrant County Up to $84,491.00
data reporting for Homeless
Continuum of Coalition
Care
http://apps.cfwnet.org/council_packet/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)
FROM
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID Year (Chartfield 2)
Submitted for City Manager's Office by; Jay Chapa (5804)
Fernando Costa (6122)
Originating Department Head: Reginald Zeno (8517)
Additional Information Contact: Cynthia Garcia (8525)
Sarah Czechowicz (2059)
ATTACHMENTS
http://apps.cfwnet.org/council_packet/mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020