HomeMy WebLinkAboutContract 53791-A2 CSC No.53791-A2
AMENDMENT 2 TO CITY SECRETARY CONTRACT 53791
FOR EMERGENCY OVERFLOW SHELTER MANAGEMENT SERVICES
This Amendment("Amendment")is made and entered into by and between the CITY OF
FORT WORTH("City"),a Texas home rule municipality,acting by and through Fernando Costa,
its duly authorized Assistant City Manager, and DAY RESOURCE CENTER FOR THE
HOMELESS DB/A DRC SOLUTIONS, a Texas nonprofit corporation ("Agency"), each
individually referred to as a"party" and collectively referred to as the "parties."
RECITALS:
1. WHEREAS,the United States of America,the State of Texas,Tarrant County,and the City
of Fort Worth have all declared a state of emergency due to the recent coronavirus
pandemic ("COVID-19");
2. WHEREAS,the Center for Disease Control has issued guidance to help prevent the spread
of COVID-19,including social distancing of at least six feet;
3. WHEREAS, due to social distancing requirements, emergency shelters do not have the
capacity to house people who are experiencing homelessness;
4. WHEREAS, City is committed to protecting the health, wellbeing, and life safety of City
residents who are homeless during times of emergency, such as the COVID-19 pandemic,
when community-based emergency shelters have reached full capacity;
5. WHEREAS, City previously entered into City Secretary Contract 53791 ("Agreement")
for Agency to provide emergency overflow shelter management services;
6. WHEREAS, City has determined that the emergency overflow shelter is still necessary to
ensure the public health and safety of the City and its residents against the spread of
COVID-19,but the previous location is no longer suitable for shelter;
7. WHEREAS,the City is relocating the emergency overflow shelter to 300 E.Vickery Blvd.
("Shelter") to increase the number of shelter beds available to well homeless residents
during this emergency; and
8. WHEREAS,Agency can continue to provide management services during the COVID-19
pandemic to City's Shelter but the Agreement must be amended to reflect the new scope
of services and new cost of service for additional screening time for a subcontractor and
transportation costs for ensuring that symptomatic individuals receive prompt testing; and
9. WHEREAS, City finds that the additional screening and transportation is necessary to
protect the City from and to mitigate the effects of COVID-19.
NOW THEREFORE,the Parties hereby agree to amend the Agreement as follows:
RE-00Ro
Amendment 1 to CSC 53791 Cjyy SECRrUARUP .ge I of 6
FT.WORTH,TX
I.
AMENDMENTS
I. Section 3 is hereby amended and replaced in its entirety.
3. COMPENSATION
3.1 City shall pay Vendor in accordance with the provisions of this Agreement.Vendor
shall not perform any additional services or bill for expenses incurred 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 of Vendor not specified by this
Agreement unless City first approves such expenses in writing.
3.2 For all Services rendered on or before June 18, 2020, City will pay Agency
$2,800.00 per day(a day is defined as the period from 4pm-7am that services are provided for
the purposes of this Agreement) that the shelter is operations, and that Agency provides
Services. For all Services rendered on or after June 19, 2020, City will pay Agency$1,505.61
per day (a day is defined as the period from 2 pm-8am that services are provided for the
purposes of this Agreement)that the shelter is operational, and that Agency provides Services.
For all Services rendered on or after June 23, 2020, City will pay Agency$1,769.61 per day(a
day is defined as the period from 2 pm-8am that services are provided for the purposes of this
Agreement) that the shelter is operational, and that Agency provides Services. Vendor shall
also be reimbursed up to $400.00 per month for actual transportation costs to transport
individuals who are symptomatic to the testing center. These amounts shall include all of
Vendor's costs associated with performing the Services, including staff costs, administrative
costs, cell phone costs, sub-contracting costs and supply costs. The amount in this Section 3.2
shall be referred to herein as the "Payment". In the event that the City and Agency mutually
agree in writing that additional shelter management staff are necessary, the Agency shall
provide additional staffing rates and hours for review and approval by the City. Such rates and
costs shall be added to the per day rate for the days on which the City approves.
3.3 The Agency will submit all invoices for Payment to the City by Tuesday of each
week for Services rendered for the immediately preceding week. City will pay Vendor within
30 days of receiving a correct and accurate invoice for services. The invoice must specifically
state the personnel who were assigned to the shelter on each day and Agency shall not request
any payment pursuant to this Agreement for any personnel time or related cost that is being
paid for under any other agreement, contract, or similar arrangement. City shall pay Agency
within thirty days of receiving a correct and accurate invoice.
3.4 The parties agree that the Payment is solely for the sheltering of homeless
individuals pursuant to this Agreement and no portion of the Payment shall have been for any
sectarian or religious activity. The Agency retains its independence and may continue to carry
out its mission, including the definition, development practice, and expression of its religious
beliefs,provided that it does not request reimbursement or payment for any explicitly religious
activities (including activities that involve overt religious content such as worship, religious
Amendment 1 to CSC 53791 Page 2 of 6
instruction, or proselytization), or in any other manner prohibited by law. If Agency engages
in explicitly religious activities (including activities that involve overt religious content such
as worship, religious instruction, or proselytization), the explicitly religious activities must be
offered separately, in time or location, from the programs or activities supported by City
payment or reimbursement and participation must be voluntary for individuals being housed
at the Shelter.
II. The following shall be added to the end of Exhibit A, as amended:
For all Services rendered on or after June 23, 2020, the following shall apply:
Appropriately staff a screening process at 1100 E. Lancaster Fort Worth, Texas 76104 or a
location that is mutually agreed upon and approved in writing by the City and an emergency
overflow shelter at 300 E. Vickery, Fort Worth Texas 76104 from June 19, 2020 until
December 30, 2020 or until the City no longer deems the shelter necessary.
A. Eligibility
Only persons experiencing homelessness who have been medically screened and approved
are eligible for overflow shelter services.
B. Operating Overflow Shelter
Overflow Shelter will operate between June 19, 2020 and December 30, 2020 or as
determined by the City.
C. The City of Fort Worth will:
• Provide a facility at 300 E. Vickery, Fort Worth TX 76104 from 6:OOpm to 8:OOam
each day the shelter is in operation
• Provide cots and blankets for overflow shelter guests
• Provide security for shelter and the screening location
• Provide laundry services for shelter necessities
• Provide cleaning services
• Provide 5 radios and 2 chargers
• Arrange for a Fort Worth Police Officer to be onsite from 6:30pm to 7:30am each day
of operation of the shelter
• Will coordinate with DRC-Solutions and Trinity Metro on pick-up and drop-off
D. Agency will:
• Subcontract with When We Love to medically screen people in front of 1100 E.
Lancaster from 2:OOpm to 7:30pmpm each day the shelter is open
• Will coordinate with the City of Fort Worth and Trinity Metro on pick-up and drop-
off daily
Amendment 1 to CSC 53791 Page 3 of 6
• Be onsite at 300 E. Vickery by 5:30pm each day that the shelter is open
• Oversee guests from 6:OOpm to 8:OOam each day the shelter is open
• Assign cots, distribute blankets, review rules as necessary, orient guests to facility
and other shelter related management services
• Record guest information into HMIS
III. The following is hereby added to the end of Exhibit C, as amended:
For all services rendered on or after June 23, 2020, the following shall apply:
The flat rate of$1,769.61 per day will cover all of Agency's costs associated with the
services provided hereunder, including:
• Personnel expenses
• Administrative expenses
• Supplies
• Cell phones necessary for running the shelter operations
Additionally, the Agency shall be reimbursed up to $400 per month to cover costs associated
with transportation needs associated with transporting homeless individuals screening
presumptive positive/symptomatic for COVID-19 to receive prompt testing at a local testing
facility, True Worth Medical Clinic. Agency shall be responsible for ensuring that
transportation is done in a safe manner.
Vendor shall submit invoices by Tuesday of each week to the City for payment for all
services rendered in the immediately preceding week is defined for purposes of this
Agreement as running Monday to Sunday.
Vender will keep backup documents for seven years of all expenses including:
• Paystubs
• Time Sheets
• Receipts
If requested by City of Fort Worth, Vendor will provide all backup documentation to
supporting all expenses invoiced.
II.
REMAINING PROVISIONS UNCHANGED
All other provisions of the Contract which are not expressly amended herein shall remain
in full force and effect.
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IN WITNESS WHEREOF,the parties hereto have executed this Agreement in multiples
this day of , 20 .
ACCEPTED AND AGREED:
CITY OF FORT WORTH:
CONTRACT COMPLIANCE
MANAGER:
— By signing I acknowledge that I am the
BF Oando Costa(Jul 1,202016:52 CDT) person responsible for the monitoring and
yy Name: Fernando Costa administration of this contract, including
Title: Assistant City Manager ensuring all performance and reporting
requirements.
Date: Jul 1,2020
APPROVAL RECOMMENDED:
7a-4.91 L B Tara Perez(Jul 1,20201 CDT)
Y�
By.Perez(Jul 1,20201 . CDT) Name: Tara Perez
Name: Tara Perez Title: Director,Directions Home
Title: Directions Home Manager
APPROVED AS TO FORM AND
ATTEST: LEGALITY:
By: 7/ ��,� By Jo Pate(Ju fd2.'L16:59 CDT)
Name: Mary Kayser '.. a Name: Jo Ann Pate
Title: City Secreta ,, ; Title: Assistant City Attorney
TRACT AUTHORIZATION:
Ordinance No.24161-04-2020
AGENCY: DRC Solutionsj ;
grace Frankel ATTEST:
By�ruce Frankel(Jul 1,202013:13 CDT)
-�arfo Frankel By:
Titl&xecutive Director
Jul 1,2020 Name:
Date: Title:
,AL RECORD
Amendment 1 to CSC 53791 Page 5 of 6
L�RTH, TX
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Agency Services Agreement—Exhibit C Page 6 of 6