HomeMy WebLinkAboutContract 54548-R2A5 CSC No.54548-R2A5
RENEWAL 2 AND AMENDMENT 5 TO CITY OF FORT WORTH CONTRACT 54548
BETWEEN THE CITY OF FORT WORTH AND TARRANT COUNTY HOMELESS
COALITION FOR THE DIRECT CLIENT SERVICE FUND
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 Tarrant County Homeless Coalition, 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. 54548, (the "Agreement");
WHEREAS, the Parties executed the first amendment to reduce the budget due to other
available funding sources;
WHEREAS, the Parties executed the second amendment to amend the Budget
Modification form;
WHEREAS, the Parties executed the third amendment to increase the funding for the
program (M&C 21-0882) and amend the scope of services;
WHEREAS,the Parties executed the fourth amendment to increase the funding and amend
the scope of services;
WHEREAS,the Parties agree to increase the budget to expand services because the Direct
Client Services Fund ran out of funds this year and it slowed housing processes for clients;
WHEREAS, the Parties agree to amend the scope of services to serve at least 20 more
households with the additional funds;
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 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 increase the budget for the second
renewal term, amend the Scope of Services and renew the Agreement for an additional one-year
term' OFFICIAL RECORD
CITY SECRETARY
NOW THEREFORE City and Agency do hereby agree to the following: FT.WORTH,Tx
Renewal 2 and Amendment 5 to CSC 54548 Pagel of 8
CoFW and TARRANT COUNTY HOMELESS COALITION
I.
AMENDMENT TO AGREEMENT
A. Section 3.1 is hereby amended and replaced to read as follows;
City shall pay Agency in accordance with the provisions of this Agreement and
Exhibit " B"—Budget, which shall include all parts added thereto. Total payment
made by City under this Agreement for the Initial Term shall not exceed$ 432. 40;
total payment made by City under this Agreement for the First Renewal Term shall
not exceed$ 315, 000. 00; and total payment made by City under this Agreement for
any subsequent renewal term, if exercised, shall not exceed $350,000, (collectively
referred to as "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
specified by this Agreement unless City first approves such expenses in writing.
B. EXHIBIT"A." Scope of Services attached to the Agreement is hereby amended and
replaced in its entirety with the attached Exhibit A.
C. 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—Part
II First Renewal Term,
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,
regardless of the date of execution of this document.
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.
Renewal 2 and Amendment 5 to CSC 54548 Page 2 of 8
CoFW and TARRANT COUNTY HOMELESS COALITION
[THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK]
[SIGNATURE PAGE FOLLOWS]
Renewal 2 and Amendment 5 to CSC 54548 Page 3 of 8
CoFW and TARRANT COUNTY HOMELESS COALITION
IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this
day of , 20
FOR CITY OF FORT WORTH: FOR AGENCY: TARRANT COUNTY
HOMELESS COALITION
7t��
Fernando Costa Lauren King
Assistant City Manager Executive Director
Date:Nov 15,2022 Date; Nov 11,2022
APPROVAL RECOMMENDED
Victor Turner,Neighborhood Services Director
Date: Nov 14,2022 ��444nnn
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Ja nnette G Goodall(Nw 16,]@]Ofi%9 C6T
Jo Ann Gumz, Assistant City Attorney Jannette S. Goodall, City Secretary
Nov 15,2022 Nov 16,2022
Date; Date:
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,
TOV,C_-f
Tara Perez
Manager, Directions Home
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH,TX
Renewal 2 and Amendment 5 to CSC 54548 Page 4 of 8
CoFW and TARRANT COUNTY HOMELESS COALITION
EXHIBIT "A"
SCOPE OF SERVICES
DIRECT CLIENT SERVICE FUND
TARRANT COUNTY HOMELESS COALITION will do the following:
® Assist 370 Fort Worth households with one time funds to move into permanent housing;
® Eligible households are persons in the City of Fort Worth who meet the United States
Department of Housing and Urban Development (HUD) definition of literally homeless or
who are on a homeless assistance program such as rapid exit,rapid rehousing or permanent
supportive housing;
• Agencies will make payments to housing providers—most often apartment owners,but can
include group homes - for fees necessary in order to house the client. Depending on
whether a client has income, evictions, a criminal record and/or a rental history, apartment
owners charge additional fees such as opportunity fees and high risk fees.
® No money will ever be paid directly to the client.
® Reimburse agencies who have used funds in one of these categories up to $1,500 per
household;
o Housing expenses not covered by a program's grant, including application fees,
apartment administrative fees, security deposits, high risk fees, opportunity fees
and utility deposits;
o Diversion/Rapid Exit expenses which include bus tickets to reunite with family,
and application fees, apartment administrative fees, security deposits, high risk
fees, opportunity fees, rental assistance and utility deposit for clients without a
housing program and transportation costs;
o Additional items such as furniture and/or mattresses,bus passes, and gas vouchers
are also included;
o Motel expenses for families if family emergency shelter beds are full;
o Critical documents such as drivers' licenses;
o Transportation costs to allow clients to work/attend appointments;
o If the landlord has a Memorandum of Understanding with Tarrant County
Homeless Coalition, mitigation funds to repair current or previous housing unit
damaged by the client,that will allow client to remain in the unit or enter into new
housing;
o Rental or utility arrears that are preventing a client from being housed
If housing fees are over $1,500 per household, Tarrant County Homeless Coalition will request a
waiver from Directions Home staff to pay the higher fee;
Renewal 2 and Amendment 5 to CSC 54548 Page 5 of 8
CoFW and TARRANr COUNTY HOMELESS COALITION
® Reimbursement requests will only be honored if:
o Agency enters a Direct Client Service Fund touchpoint in HMIS and includes:
• Type of funding categories for the reimbursement;
• Total amount of reimbursements for that client;
It Supporting documentation,to be uploaded and include;
® Receipt of expenditures;
® Supporting documentation of expenditure;
® Proof of income;
• Approved requests will be processed and reimbursement will be submitted electronically
to the requesting agency by the 20"' of the month
Evaluation:
Evaluation meetings will be held with Directions Home staff to continually evaluate program and
Agency shall comply as necessary and in good faith.
Based on the rate of spending,Directions Home staff reserves the right to adjust funding categories
and spending levels with Tarrant County Homeless Coalition.
Financial reporting:
Reimbursement Request and any necessary supporting documentation and reports will be
submitted by the 15t1' of every month in format of Exhibit"C".
Programmatic reporting:
Monthly reports will be submitted by the 15"' of every month in format of Exhibit"D". Quarterly
reports will be submitted by the 15"' of July, October, January and April in the format of Exhibit
"D»
Renewal 2 and Amendment 5 to CSC 54548 Page 6 of 8
CoFW and TAR-RANT COUNTY HOMELESS COALITION
Part III—Second Renewal Term
Agency will submit invoices for reimbursement by the 15t1l of the month following the
month sex-vices 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 941s and allocation
documentation will be reviewed.
Renewal 2 and Amendment 5 to CSC 54548 Page 7 of 8
CoFW and TARRANT COUNTY HOMELESS COALITION
PROGRAM COSTS Total $350,000.00
A. SALARIES (By title)
SALARIES TOTAL
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:
C. MILEAGE
Mileage
MILE AGE TOTAL:
D. CELL PHONE'SIEQUIPMENT
Cell Phone
Computer
CELL PHONES/EQUIPMENT TOTAL:
E. Direct Client Assistance"
CLIENT EXPENSES TOTAL: $315,000.00
F. OTHER APPROVED
Indirect Cost- Administrative (10%) $35,000.00
OTHER APPROVED TOTAL: $35,000.00
TOTAL PROGRAM COST: $350,000.00
Renewal 2 and Amendment 5 to CSC 54548 Page 8 of 8
CoFW and TAR-RANT COUNTY HOMELESS COALITION
M&C Review Page 1 of 4
Official site of the City of Fort Wotth,Texas
COUNCILCITY AGENDA FORT WpRTI I
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 1n 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 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.
Program Description Agency 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/lnc review.asp?ID=28220&coune,ildate=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.oxg/council_paoicot/lx-no review.asp?TD=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
horneless 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
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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 I I 1D 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/coun.cil_packet/me review.asp?ID=28220&councildate=9/15/2020 9/16/2020