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HomeMy WebLinkAboutContract 52240-R1A1 CITY SECRETARY C®N` RACT NC. _ -- �-B 2619 ��Ofjp�WAL I AND AMENDMENT 1 TO CITY OF FORT WORTH CONTRACT 52240 CO SiUqffTWEEN THE CITY OF FORT WORTH AND CENTER FOR TRANSFORMING LIVES FOR RAPID REHOUSING CASE MANAGEMENT This Contract Renewal and Amendment (the "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 (hereinafter referred to as the "Agency"), acting by and through Carol Klocek, its duly authorized Chief Executive Officer, to provide rapid rehousing case management to homeless households. Each party shall be individually referred to herein as Party and collectively as Parties. RECITALS WHEREAS, on April 24, 2019, the City entered into an Agreement with the Agency to provide services more specifically described in the agreement, City Secretary Office (CSO) Contract No. 52240, (the "Agreement"); and WHEREAS,the term of the Agreement was for a six month period from April 1, 2019,to September 30, 2019, and could be renewed for an additional one year term by mutual agreement of the Parties; WHEREAS, the Parties previously agreed to modify the scope of work to include client costs for furniture vouchers on August 18, 2019, and the Parties now wish to memorialize that agreement through this Amendment; WHEREAS, the City believes that renewing the Agreement for an additional year will further the goals and priorities of Directions Home; and WHEREAS,the Parties agree to amend the Agreement to provide for funding for the entire program year and include costs for director of housing programs, bus passes, human resources outsourcing and information technology outsourcing. NOW THEREFORE City and Agency do hereby agree to the following: I. RENEWAL OF AGREEMENT The Agreement, as amended, is hereby renewed and extended for a renewal term commencing on October 1, 2019, and ending on September 30, 2020, unless terminated earlier in accordance with the Agreement. LU_r+10Ai, RECt)R.MMYTH$ `rX Renewal of CSC 52240 Page 1 of 11 CoFW and Center for Transforming Lives I I 11. AMENDMENT TO AGREEMENT Section 3. COMPENSATION is hereby amended and replaced in its entirety with the following: Section 3. COMPENSATION. 3.1 City shall pay Agency in accordance with the provisions of this Agreement and Exhibit "B" — Budget. Total payment made by the City under this Agreement shall not exceed $137,948.00 ("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 specified by this Agreement unless City first approves such expenses in writing. If City determines in its sole discretion that this Agreement should be renewed as provided udder Section 2 of this Agreement, the City shall provide an updated Exhibit `B", which shall include the not to exceed amount to be paid to Agency on a reimbursement basis during the renewal term. 3.2 Payment of the Program Funds from City to Agency shall be made on a cost- reimbursement basis following receipt by City from Agency of a signed Reimbursement Request Form ("RRF") as described in Exhibit "C" along with copies of all receipts and other supporting documentation.The RRF and reports shall be submitted to City no later than the 15th day following the end of the month. Submittal of a monthly RRF and reports is required even if services are not provided. 3.3 The monthly RRF should be sequentially numbered and include expense documentation that is detailed,clear and concise. The submission shall include applicable monthly reports. Submissions must be scanned and submitted to the Directions Home Program Manager. Submissions should be titled "CENTER FOR TRANSFORMING LIVES —RFR Month-RAPID REHOUSING CASE MANAGEMENT" and sent either via email to Tara.Perez@fortworthtexas.gov or via mail to ATTENTION: Tara Perez, Directions Home Manager, City Manager's Office, 200 Texas Street, Fort Worth TX 76102. Reimbursements will not be made until after receipt of an acceptable and approved RRF and monthly report as required. Reimbursements shall be made within 30 days receipt of said documents. Incomplete or incorrect submissions will be returned to the Agency for resubmission,restarting the 30-day reimbursement schedule. f 3.4 Agency is authorized to modify up to five (5) percent of any budgeted line-item in the original approved budget without prior written permission from City. However, Agency must submit the Request for Budget Modification Form (Exhibit "E") to City, with the monthly RRF, during the month the modification took place. The new modified budget cannot exceed the total amount of Program Funds. Agency shall be solely responsible for any money spent in excess of the not to exceed amount included in this Agreement for the then-current term. Renewal of CSC 52240 Page 2 of 11 CoFW and Center for Transforming Lives 3.5 Any modifications of more than five (5) percent of any budgeted line-item in the original approved budget must have prior written permission from City before the modifications are made. The Budget Modification Form (Exhibit "E") must be submitted, and request must be approved by City, before any money is moved to the line-item. Once the Budget Modification is approved, the modified budget will take effect on the first day of the following month. The new modified budget shall not exceed the total amount of Program Funds. Agency shall be solely responsible for any money spent in excess of the not to exceed amount included in this Agreement for the then-current term. 3.6 Any modifications to zero line-items in the original approved budget must have prior written permission from City before the modifications are made. The Budget Modification Form (Exhibit "E") must be completed and approved by City before money is transferred into the new line-item. Once the Budget Modification is approved,the modified budget will take effect on the first day of the following month. The new modified budget shall not exceed the total amount of Program Funds. Agency shall be solely responsible for any money spent in excess of the not to exceed amount included in this Agreement for the then-current term. 3.7 Agency will document cost allocations for all budgeted expenses throughout the entirety of the Agreement and will be responsible for having a policy and procedure in place for this documentation. Specifically, Agency will document how all shared costs, personnel time, or equipment that was fully or partially paid for using City funds, were used in furtherance of the program activities described in this Agreement. Documentation of these cost allocations, as well as a copy of the Agency's policy and procedures for the documentation of the cost allocations shall be made available to the City upon request. 3.8 The City reserves the right to reject any budget modification that the City believes, in its sole discretion, is not clearly aligned with the program activities and any requests for reimbursement expenses that the City believes, in its sole discretion, are not specified in Exhibit "D" of this Agreement or an approved budget modification form. 3.9 Budget adjustments shall be submitted via either email to Tara.Perez@fortworthtexas.gov or to the Tara Perez, Directions Home Manager, City Manager's Office, 200 Texas Street, Fort Worth TX 76102. Exhibit A and Exhibit B of the Agreement are hereby amended and replaced in their entirety with the attached Exhibit A and Exhibit B. III. This amendment is effective as of the Effective Date of this Amendment. Renewal of CSC 52240 Page 3 of 11 CoFW and Center for Transforming Lives IV. All terms and conditions of the Contract 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 Contract. [THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK] [SIGNATURE PAGE FOLLOWS] Renewal of CSC 52240 Page 4 of 11 CoFW and Center for Transforming Lives IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this 1st day of October , 2019 . FOR CITY OF FORT WORTH: FOR 75��� �L— Fernando Costa Carol Klocek Assistant City Manager Chief Executive Officer Date: Date: 1°f 3L AP OVAL REC MMENDED ............ Date: _ APPROVED AS TO FORM AND ATTEST: LEGALITY °n %' ? ems' , J Pate, Assistant City Attorney Mary J. se City Secretary Date: Date: Contract Compliance Manager: M&C No.: WN By signing I acknowledge that 1 am the person responsible for the monitoring and administration of this contract, including ensuring all performance and P,pQrting req r ents. Tara Perez OFFICIAL RECORI) Manager, Directions H me C9�$A SECR�1! R r_r r RM,? TX Renewal of CSC 52240 Page 5 of 11 CoFW and Center for Transforming Lives EXHIBIT "A" SCOPE OF SERVICES RAPID REHOUSING CASE MANAGEMENT CENTER FOR TRANSFORMING LIVES will do the following: Employ equivalent of two (2) full time case managers to provide case management services to 62 rapid rehousing households ("RRH clients")which will include the following: A. In General • Document the nature and extent of all services provided to homeless individuals in the City of Fort Worth receiving case management services hereunder ("RRH clients")in a complete case file, with case notes in the HMIS system within 3 business days of a service being provided hereunder. • Eligible clients include current Directions Home rapid rehousing clients as well as new families in the City of Fort Worth referred by Tarrant County Homeless Coalition from the Coordinated Entry rapid rehousing list; B. Services to Locate and Facilitate Housing • Notify Tarrant County Homeless Coalition ("TCHC") of any case management openings as quickly as possible but in no event exceeding three (3) days from the date of the opening; • Work in good faith with TCHC Navigators ("Navigators") to place RRH clients from the Coordinated Entry List in housing units as quickly as possible and without undue delay; • Assist clients in gathering necessary information for lease applications and completing lease applications; • If a client is not approved for a lease based on criminal history, credit history, or rental/tenant history, a case manager shall help the client, with good faith and due diligence, mitigate and resolve the issue as quickly and to the extent possible. • Attend all necessary interviews and meetings between the client and potential or current property management. Renewal of CSC 52240 Page 6 of 11 CoFW and Center for Transforming Lives C. Additional Services • As needed, provide assistance to RRH clients to obtain necessary household items including furniture vouchers and bus passes; • Provide support and services consistent with Housing First practices to those RRH clients who voluntarily choose to utilize such services in the interest of housing retention, including but not limited to: o Providing an initial needs assessment and development of individualized client- based solution centered services plans for each consenting RRH client,including periodic evaluation and modification of the tenant housing plan; o Refer or facilitate appropriate support services necessary for housing retention and positive community integration may include,but not be limited to,assistance with: • Employment readiness and job search; ■ Obtaining employment or obtaining higher paying employment; ■ Educational and/or training opportunities; ■ Money management and paying rent on time; ■ Obtaining mainstream benefits; ■ Socialization support; • The case manager will work with RRH Clients to develop a plan to increase income within two weeks of being housed. Increasing income can include obtaining employment, gaining higher paying employment, and/or applying for mainstream benefits. • The case manager will offer services once a week for the first three(3)months of tenancy and then assess client needs to determine level of continued support needed and provide that level of support.However,at a minimum,the case manager must make contact twice each month with the client, including at least one in-person meeting. Evaluation: Evaluation meetings will be held with Directions Home staff to continually evaluate program and Agency shall comply as necessary and in good faith. Financial reporting: Reimbursement Request and any necessary supporting documentation and reports will be submitted by the 15" of every month in format of Exhibit "C". Renewal of CSC 52240 Page 7 of l 1 CoFW and Center for Transforming Lives Programmatic reporting: Monthly reports will be submitted by the 15th of every month in format of Exhibit"D". Quarterly reports will be submitted by the 15th of July, October, January and April in the format of Exhibit Renewal of CSC 52240 Page 8 of]1 CoFW and Center for Transforming Lives EXHIBIT ` B" BUDGET A enc will submit invoice for reimbursement by the 1Stb of the month followinu 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. 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. 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. 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. For the audit, bank statements showing payments, Form 94 1 s and allocation documentation will be reviewed. Reimbursement Requests shall be submitted to: City Manager's Office Directions Home Attention Tara Perez 200 Texas Street Fort Worth TX 76102 Renewal of CSC 52240 Page 9 of 11 CoFW and Center for Transforming Lives EXHIBIT "B" PROGRAM COSTS Total $137,948.00 A. PERSONNEL (Bytitle) RRH Case Manager $35 549.65 RRH Case Manager $34.000 00 Housing Locator $13,500.00 Director of Housing Serviee;s $4,221.29 PERSONNEL TOTAL: $87,270.94 i B. FRINGE BENEFITS Social Security/MQdicare(FICA) $6,676.23 Health Insurance $12,358.55 Unemployment - State $527.67 Worker's Compensation $1,090.89 Refirelnent $3,597.99 FRINGE BENEFITS TOTAL: $24,251.32 C. MILEAGE Mileage _ $8,400-00 MILEAGE TOTAL: $8,400.00 D. CELL PHONESIEQUIPMENT 041 phone -- $720.00 CELL PHONES/EQUIPMENT TOTAL: $720.00 E. CLIENT COSTS/EXPENSES Bus Passes $1,456.58 Furniture Vouchers _ $2,100.00 CLIENT EXPENSES TOTAL: $3,55G.58 F. OTIIE]t APPROVED Professional Fees: HR Outsourcing $524.80 Profmional Fees: IT Outsoulx:ing $1,006.96 i Indirect Costs $12,217.40 OTHER APPROVED TOTAL: $13,749.16 TOTAL P110CRAM COST: 137,948.0ft *Client expenses are defined as items necessary for the client's success in housing and/or employment. Examples include bus passes, work boots, cleaning supplies, utility connections, childcare, education training/certification programs and furniture vouchers. Renewal of CSC 52240 Page 10 of 11 CoFW and Center for Transforming Lives ** Indirect costs are defined as costs for the program's share of executive administration, finance and accounting, human resources, facilities, research and development and grant management. Renewal of CSC 52240 Page 11 of 11 CoFW and Center for Transforming Lives