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HomeMy WebLinkAboutContract 54547-A4CSC No. 54547-A4 AMENDMENT 4 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, 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, through the second Amendment, agreed to renew and amend the Agreement to change the Reporting Forms and the Budget Modification form; WHEREAS, the Parties agreed on February 16, 2022 and August 29, 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; WHEREAS, on October 13, through the third Amendment and second Renewal, the Parties agreed to amend the scope of services to include a client survey, renewed the Agreement for an additional year and memorialized prior budget modifications; WHEREAS, the Parties now agree to amend the budget to correct a minor error in the approved budget; NOW THEREFORE City and Agency do hereby agree to the following: I. AMENDMENT TO AGREEMENT OFFICIAL RECORD Amendment 4 to CSC 54547 CITY SECRETARY CoFW and CENTER FOR TRANSFORMING LIVES FT. WORTH, TX A. EXHIBIT `B" Budget — Part III Second Renewal Term is hereby amended and replaced in its entirety with the attached Exhibit B — Part III Second Renewal Term. II. This amendment and renewal is effective on the date of 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] Amendment 4 to CSC 54547 CoFW and CENTER FOR TRANSFORMING LIVES IN WITNESS WH REOF, the parties hereto have executed this agreement, to be effective this 3rd day of January , 20 23. FOR CITY OF FORT WORTH: Fernando Costa Assistant City Manager Date: Dec 29, 2022 APPROVAL RECOMMENDED Victor Turner, Neighborhood Services Director Date: Dec 21, 2022 APPROVED AS TO FORM AND LEGALITY Jo Gun Dec 29, 202214:42 CST) Jo Ann Gunn, Assistant City Attorney Date: Dec 29, 2022 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. JMc--W Tara Perez (Dec 19, 2022 16:14 CST) Tara Perez Manager, Directions Home Amendment 4 to CSC 54547 CoFW and CENTER FOR TRANSFORMING LIVES FOR AGENCY: Center for Transforming Lives Carol Klocek (Dec 19, 2022 16:13 CST) Carol Klocek Executive Director Date: Dec 19, 2022 ATTEST: Yannoj'�'o S. Goodall Jannette S. Goodall (Dec 30, 202218:33 CST) Jannette S. Goodall, City Secretary Date: Dec 30, 2022 M&C No.: 20-0651 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX EXHIBIT B - BUDGET Part III — Second Renewal Term Agencv will submit invoices for reimbursement by the 1511 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. Amendment 4 to CSC 54547 CoFW and CENTER FOR TRANSFORMING LIVES PROGRAM COSTS Total $167,418.00 A. SALARIES (By 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 expenses) FRINGE BENEFITS TOTAL: $26,056.00 C. 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* $5,557.00 CLIENT EXPENSES TOTAL: $5,557.00 F. OTHER APPROVED Indirect Costs $15,220.00 Office supplies, COVID PPE $600.00 OTHER APPROVED TOTAL: $15,820.00 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. Amendment 4 to CSC 54547 CoFW and CENTER FOR TRANSFORMING LIVES 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 MIWBE 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 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/Mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020 M&C Review Page 2 of 4 Case Management for Permanent Supportive Housing Clients Rental Assistance and Administration for Permanent Supportive Housing Clients Mental Health Services for Permanent Supportive Housing Clients Rapid Rehousing education, employment, housing stability for approximately 150 permanent supportive housing 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 housing clients Provide rental assistance (which is the difference between Fair Market Rent and the client's 30\% contribution of income, if applicable) to landlords of up to 20 permanent supportive housing 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 Day Resource Center for the Homeless d/b/a DRC Solutions 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 $200,977.00 Up to $250,000.00 Up to $172,000.00 Up to $103,124.00 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/eouncil_packet/mc review.asp?ID=28220&councildate=9/15/2O20 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 I Account Project Program Activity Budget Reference # Amount ID ID Year I (Chartfield 2) FROM Fund Department Account Project Program Activity Budget I Reference # Amount ID I I ID I I Year I (Chartfield 2) Submitted for Citv Manager's Office bv: Jay Chapa (5804) Fernando Costa (6122) Oriainatina Department Head: Additional Information Contact: ATTACHMENTS Reginald Zeno (8517) Cynthia Garcia (8525) Sarah Czechowicz (2059) http://apps.cfwnet.org/council_pacicet/mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020