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HomeMy WebLinkAboutContract 54525-R2A3 CSC No.54525-R2A3 RENEWAL 2 AND AMENDMENT 3 TO CITY OF FORT WORTH CONTRACT 54525 BETWEEN THE CITY OF FORT WORTH AND DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS FOR CRITICAL DOCUMENT SERVICES 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 its duly authorized Assistant City Manager, and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS, 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. 54525, (the "Agreement"); WHEREAS, the Parties, on October 1, 2021, executed the first amendment to the Agreement to modify the budget using the process provided in the Agreement in order to allocate funding to the categories experiencing the highest demand and to change the Reporting Forms and the Budget Modification Form; WHEREAS, at the expiration of the Agreement's original term, the Parties exercised the first renewal option to renew the Agreement for an additional year ("First Renewal Term"); WHEREAS,the Parties, on November 18, 2021, through the second Amendment, agreed to amend the Scope of Services, the Budget, and the Reporting Forms; WHEREAS, the Parties agreed on July 20, 2022, to modify the budget using the process provided in the Agreement in order to allocate funding to categories experiencing the highest demand and now wish to memorialize such agreements in the attached Budget — Part II — First Renewal Tenn; WHEREAS, the Parties now agree to amend the Reporting Forms to better reflect the metrics for this program; WHEREAS,the Parties wish to modify the budget for the Second Renewal Term and have agreed to the attached Budget- Part III— Second Renewal Term; 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 modifications with the final budget for the First Renewal term being added to Exhibit B as Part II- Page 1 of 9 Renewal 2 and Amendment 3 to CSC 54525 OFFICIAL RECORD CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS CITY SECRETARY FT.WORTH,TX First Renewal Term, include the budget for the next renewal term, amend the Reporting Forms, 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 A. EXHIBIT "B" Budget Part II—First Renewal Term is hereby included as part of the Agreement and shall immediately follow the EXHIBIT"B" Budget. B. The attached EXHIBIT"B" Budget Part III—Second Renewal Term is hereby included as part of the Agreement and shall immediately follow the Exhibit B Budget Part II—First Renewal Term. C. EXHIBIT"D"Reporting Forms is hereby amended and replaced in its entirety with the attached EXHIBIT "D" Reporting Forms. II. RENEWAL OF AGREEMENT The Agreement, as amended, is hereby renewed and extended for a renewal term commencing on October 1, 2022, and ending on September 30, 2023, unless terminated earlier in accordance with the Agreement. III. This amendment and renewal is effective upon the expiration of the First Renewal Term. 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 Patties. 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] Page 2 of 9 Renewal 2 and Amendment 3 to CSC 54525 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this 28th day of November , 20 22 . FOR CITY OF FORT WORTH: FOR AGENCY: DAY RESOURCE CENTER FOR THE HOMELESS Br�ry0R4{Gov 22,20221050 CST) Fernando Costa Bruce Frankel Assistant City Manager Executive Director Date: Nov 23,2022 Date: Nov 22,2022 APPROVAL RECOMMENDED Amy onnoll Nov 22,2 211:09 CST) Amy Connolly,Neighborhood Services Assistant Director Date: Nov 22,2022 4,dp44ppn��* by 00000%FART ` APPROVED AS TO FORM AND ATTEST: ��o° o0yad LEGALITY o o=� a$,�°°°° °°°*�a a �r�Aspga Jo Gun Nov ,202211:13 CST) Jannette S.Goodall(Nov 28,2022 08:34 CST) nUaa4dv Jo Ann Gunn, Assistant City Attorney Jannette S. Goodall, City Secretary Date: Nov 23,2022 Date: Nov 28,2022 Contract Compliance Manager: M&C No.: 20-0651 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. Uri 04 C-"P Tara Perez(Nov 22,202210:51 CST) Tara Perez Manager, Directions Home OFFICIAL RECORD CITY SECRETARY FT.WORTH,TX Page 3 of 9 Renewal 2 and Amendment 3 to CSC 54525 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS EXHIBIT "B" BUDGET Part II—First Renewal Term Agency will submit an invoice for reimbursement by the 15tl' 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 941 s and allocation documentation will be reviewed. Page 4 of 9 Renewal 2 and Amendment 3 to CSC 54525 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS PROGRAM COSTS Total - - $150,000.00 A. SALARIES�By title) Critical Document Specialist—FT Critical Document Specialist—PT SALARIES TOTAL: 1 $55,447.00 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: $19,020.00 C. MILEAGE Mileage- $1,727.010 MILEAGE TOTAL: $1,727.00 D. CELL PHONES/EQUIPMENT Cell phones $790.00 CELL PHONES/EQUIPMENT TOTAL: ( $790.00 E. CLIENT EXPENSES Critical Documents* $73,016.00 CLIENT EXPENSES TOTAL: $739016.00 F. OTHER APPROVED OTHER APPROVED TOTAL: TOTAL PROGRAM COST. $150,000.00 *Critical document expenses include fees for ordering birth certificates, state identification, driver's licenses and commercial driver's licenses, marriage decrees, divorce decrees, school records, certificates from abroad, immigration/naturalization cards. Payment of surcharges and/or reinstatement fees on driver's licenses is also included. Items not listed but needed for housing and/or employment are subject to approval of Directions Home manager. Any expenses not listed must have prior written authorization by Directions Home manager. Page 5 of 9 Renewal 2 and Amendment 3 to CSC 54525 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS Exhibit B—Budget Part III—Second Renewal Term Alzency will submit invoices for reimbursement by the 15' 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. Page 6 of 9 Renewal 2 and Amendment 3 to CSC 54525 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS PROGRAM COSTS Total $150,000.00 A. SALARIES (By title) Critical Document Specialist—FT Critical Document Specialist—PT SALARIES TOTAL: I $599247.00 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: $15,220.00 C. MILEAGE_ Mileage I $1,727.00 MILEAGE TOTAL: $1,727.00 D. CELL PHONES/EQUIPMENT Cell phones I $1,200.00 CELL PHONES/EQUIPMENT TOTAL: $1,200.00 E. CLIENT EXPENSES Critical Documents* $72,606.00 CLIENT EXPENSES TOTAL: $72,606.00 F. OTHER APPROVED OTHER APPROVED TOTAL: TOTAL PROGRAM COST: $150,000.00 *Critical document expenses include fees for ordering birth certificates, state identification, driver's licenses and commercial driver's licenses, marriage decrees, divorce decrees, school records, certificates from abroad, immigration/naturalization cards. Payment of surcharges and/or reinstatement fees on driver's licenses is also included. Items not listed but needed for housing and/or employment are subject to approval of Directions Home manager. Any expenses not listed must have prior written authorization by Directions Home manager. Page 7 of 9 Renewal 2 and Amendment 3 to CSC 54525 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS EXHIBIT "D" REPORTING FORMS Quarterly Report Current Reporting Quarter Submitting Agency Contact Name Phone Number and Email Remit Address Please include outcome narrative that describes how measure was accomplished for each quarter. Effectiveness Measures and Quarterly Outcomes Measure 1 Provided case management regarding documents and ordered documents for at least 100 persons experiencing homelessness a month Outcome 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 Page 8 of 9 Renewal 2 and Amendment 3 to CSC 54525 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS Monthly 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. Please enter number of documents obtained in each month per category. Oct. Nov. Dec. Jan. Feb. Mar. Driver's license Social Security Card Birth certificates Commercial driver's license State identification Voter's registration cards Page 9 of 9 Renewal 2 and Amendment 3 to CSC 54525 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS M&C Review Page 1 of 4 Official site of the City of Fort Worth,Texas CITY COUNCILAGENDA FaRTWORTH REFERENCE **M&C 20- 13P20-0161 DIRECTIONS HOME REF DATE: 9/15/2020 REF ** 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/VVBE 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 Agency --]IFunding 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/Me 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_pacicet/Me review.asp?ID=28220&coi,mcildate=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 1D ID Year (Chartfield 2) FROM Fund Department Account Project Program Activity Budget Reference# Amount ID 1D 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_pacl�-et/mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020