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HomeMy WebLinkAboutContract 54058-A1 CSC# 54058-A1 FIRST AMENDMENT OF FORT WORTH CITY SECRETARY CONTRACT NO. 54058 This First Amendment ("AMENDMENT") of Fort Worth City Secretary Contract No. 54058 ("AGREEMENT") is made and entered into by and between the City of Fort Worth, a home-rule municipal corporation of the State of Texas ("City"), acting herein by and through Fernando Costa, its duly authorized Assistant City Manager, and Smith Temporaries Inc., dba Cornerstone Staffing("Vendor"), acting herein by and through Colby Waldrop, its duly authorized representative. City and Consultant are individually referred to as a "Party" and collectively referred to as the"Parties". WHEREAS, City and Vendor are currently Parties to the Agreement for Vendor to provide temporary staffing services to City for"Eligibility Specialist"positions; WHEREAS, these positions are necessary to provide additional support for screening individuals who may qualify for the FWCares Housing Assistance Program which has been created to help indivi uals who have been affected by COVID-19; WHEREAS, the positions have been funded by using funds allocated under the CARES Act which limits use of the Title V Funds to costs associated with responding to COVID-19; WHEREAS, the City finds that the costs of engaging temporary workers to process applications to be paid out of the Title V Funds is a necessary expense of Title V Funds; WHEREAS, currently the Agreement states that Vendor will provide three(3)temporary workers to fill the "Eligibility Specialist" positions for City for a term that is set to expire on September 30,2020; WHEREAS, there is an additional need for assistance in screening individuals to determing eligibilty for the FW Cares Housing Assistance Program; WHEREAS, there are still resources available under the CARES Act funding provided to the City to help with this need; and WHEREAS, the Parties wish to amend the Agreement to add two additional Eligibility Specialist positions to be filled by Vendor, extend the term of the Agreement to December 30, 2020, and increase the total compensation amount allowed under the Agreement to account for the additional positions and extended term. NOW THEREFORE, KNOWN ALL BY THESE PRESENT,City and Consultant,acting herein by and through their duly authorized representatives, enter into this Amendment, which amends the Agreement as follows: OFFICIAL RECORD CITY SECRETARY FT.WORTH, TX FIRST AMENDMENTAND FIRST RENEWAL OF CSC NO.47547 Page 1 of 9 I. The Agreement is hereby amended by deleting sections I through 3, "Scope of Services", "Term", and "Compensation", of the Agreement in their entirety and replacing them with the following: I. Scope of Services. Vendor agrees to provide City with temporary staffing services to fill up to five (5) Eligibility Specialist positions in the City's Neighborhood Services Department to assist in screening individuals for housing assistance options based on circumstances related to the COVID-19 Pandemic. Exhibit "A," - Scope of Services more specifically describes the services to be provided hereunder. 2. Term. This Agreement shall begin on June 2, 2020 ("Effective Date") and shall expire on December 30, 2020 ("Expiration Date"), unless terminated earlier in accordance with this Agreement("Initial Term"). 3. Compensation. City shall pay Vendor an amount not to exceed one hundred and twenty thousand dollars ($120,000.00) in accordance with the provisions of this Agreement and Exhibit "B," Payment Schedule, which is attached hereto and incorporated herein for all purposes. Vendor shall not perform any additional services for the City not specified by this Agreement unless the 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. City agrees to pay all invoices of Vendor within thirty (30) days of receipt of such invoice. 2. Exhibit "A", "Scope of Services" and Exhibit "B", "Price Schedule" of the Agreement are deleted in their entirety and replaced with the attached Exhibits "A" and "B" to this Amendment. 3. Except as expressly modified in this Amendment, all other terms and conditions of the Agreement shall remain in full force and effect. [Signature Page Follows] FIRST AMENDMENT AND FIRST RENEWAL OF CSC NO.47547 Page 2 of 9 IN WITNESS WHEREOF,the parties hereto have executed this Amendment in multiples. ACCEPTED AND AGREED: CITY OF FORT WORTH: CONTRACT COMPLIANCE MANAGER: Digitally signed by Fernando By signing I acknowledge that I am the person Fernando Costa costa responsible for the monitoring and administration Date:2020.08.20 14:02:50-05'00' By: of this contract, including ensuring all performance Name: Fernando Costa and reporting requirements. Title: Assistant City Manager Date: 12020 By: APPROVAL RECOMMENDED: Name: Sonia Singleton Title: Assistant Director APPROVED AS TO FORM AND LEGALITY: By: -ax;� . Name: Victor T. Turner Title: Director .�4UURn�� o4!FOR,.*�a By: ATTEST: p�o c100d Name: Royce Hansen a0o osd Title: Assistant City Attorney apQ,�oo 0 o*� aaau nezp5a4p CONTRACT AUTHORIZATION: By: M&C: nla: Emergency Memo Name: Mary Kayser Title: City Secretary VENDOR: Smith Temporaries Inc., dba Cornerstone Staffing signed Colby Waldrop Colby Waldrop Datle:tally 2020.08-18131Tfl6-O5fl0' By: Name: Colby Waldrop Title: Senior Branch Manager Date: August 18, 2020 OFFICIAL RECORD CITY SECRETARY First Amendment to FT.WORTH, TX Vendor Services Agreement Between City of Fort Worth and Cornerstone Staffing{Neighborhood Services} Pave 3 of 9 EXHIBIT A SCOPE OF SERVICES Vendor shall provide up to five (5) temporary staffing workers for EIigibility Specialist positions for the City's Neighborhood Services Department "Department" that will provide screening and eligibility determinations of individuals applying for housing assistance due to the COVID-19 Pandemic ("Temporary Workers"). GENERAL SUMMARY OF THE ELIGIBILITY SPECIALIST POSITION. Vendor will ensure that the Temporary Workers provided will be able to perform intake duties and determine applicant eligibility in assigned human services or housing assistance programs that were created in relation to the COVID-19 Pandemic. Vendor will ensure that Temporary Workers can perform a variety of administrative tasks in support of assigned area of responsibility. ESSENTIAL DUTIES & RESPONSIBILITIES FOR THE ELIGIBILITY SPECIALIST POSITION Temporary Workers assigned to the Eligibility Specialist position will be required to: - Intake applications and determine applicant eligibility for assigned human services or housing assistance program areas related to the COVID-19 Pandemic. - Receive and process initial or reactivated applications. Reviews provided information to ensure application is complete and complies with program requirements. - Contact applicant and schedule and conduct interviews. Obtain further documentation to supplement initial application in order to determine eligibility. - Contact employers or other agencies to verify applicant information, income and special status. - Determine applicant eligibility for requested program or service within established guidelines for assigned program.Notify applicant and refer to appropriate counselor, coordinator or administrator. - Explain program policies, procedures, rules and regulations to potential applicants. Provide various informational brochures and videos. - Maintain file-tracking system to tag recertification dates and advises participant of recertification requirements. - Provide case management and Input initial and subsequent data into computer system and copy relevant documentation for files. First Amendment to Vendor Services Agreement Bettiveen City of Fort Worth and Cornerstone Staffing(Neighborhood Services) --Exhibit A Page 4 of 9 - Make referrals and partner with other social service agencies that assist clients' additional needs. - Perform other duties as required. - Adhere to assigned work schedule as outlined in the Department and City attendance policies and procedures; ensure all behaviors comply with the City's Personnel Rules and Regulations. GENERAL RESPONSIBILITIES OF VENDOR: 1. Vendor sball provide Temporary workers that have the following knowledge, skills and abilities: - Knowledge of: o Pertinent Federal, State and local laws, codes and regulations. o Computer and data entry. o Program guidelines. o Jurisdiction requirements. o Fair Housing ACT. o Fair Employment Laws. o City Ordinances. o Housing and Urban Development (HUD) and Equal Employment Opportunity Commission (EEOC) procedures. o Freedom of Information Act. o Human Relations Commissions mission and goals. - Skill in: o Time management. o Professionalism. o Organizational. o Basic math. o Conflict resolution. - Ability to: o Learn rules, regulations and procedures of assigned human services or employment and training program. o Conduct eligibility assessments for a variety of programs in assigned human services or employment and training area. o Apply policies, procedures, rules and regulations of specific agency in determining program eligibility. o Explain policies,procedures, rules and regulations to applicants. o Interview program applicants. o Communicate clearly and concisely, both orally and in writing. First Amendment to Vendor Services Agreement Between City of Fort Worth and Cornerstone Staffing(Neighborhood Services) —Exhibit A Page 5 of 9 a Develop relationships with diverse groups and individuals. o Maintain a variety of records and files. o Operate office equipment including computers and supporting word processing and spreadsheet applications. o Establish and maintain effective working relationships with those contacted in the course of work. o Verify data for various programs. o Elicit information from clients. o Maintain personal relationships. o Explain rules, regulations and procedures for services. o Work with diverse population. 2. Vendor shall provide one of its employees to be specifically assigned as Project Manager to the City's account to support delivery of temporary staffing services in accordance with all applicable requirements. Vendor shall be required to provide City with a phone number, email, fax and emergency phone number of Project Manager. 3. In addition to screening for the requirements listed above for this specific position, Vendor shall furnish workers who are at least 18 years of age, legally authorized to work in United States of America, possess a valid U.S. federal or state government-issued identification and are appropriately dressed for the assigned position. 4. Vendor must be able to provide all requested temporary workers within forty eight(48) hours of receipt of a City request for services. 5. Vendor will be required to maintain insurance and/or bonds in accordance with the solicitation to protect the City from any loss caused by a temporary worker assigned by Vendor. 6. Vendor must have a written dress code or policy for assigned temporary workers that requires them to be clean and appropriately dressed for their specific assignment. 7. The City reserves the right to decline the services of any temporary worker provided by a Vendor, for any reason with or without notice. 8. If the City deems an assigned temporary worker to be a safety risk, the City may contact the Vendor and request the individual be removed that same day. 9. If one of Vendor's temporary workers leave the job site before the requested service time period has expired, no payment will be rendered to Vendor for the remaining time left based on the requested service time period. Payments will be rendered only for actual hours of temporary services supplied by Vendor. First Amendment to Vendor Services Agreement Between City of Fort Worth and Cornerstone Staffing(Neighborhood Services) —Exhibit A Page 6 of 9 10. Should the City wish to hire one of Vendor's temporary workers who has been filling a temporary position, neither the worker nor the City will be required to pay a placement or similar fee to Vendor. 11. Vendor shall submit the following details to the applicable departmental Iiaison for the City department requesting the temporary worker and the City's Human Resources Department before assignment of each temporary staff and notify within a day of end of such assignments, by email to CFW_TempSereening@fortwor-thtexas.gov a. hull name of the temporary staff; b. Assigned to which City department; c. Assigned City department manager; d. Start date of assignment; e. Confirmation on background check cleared; Yes/No f. Assigned temporary staff pay rate; g. Vendor's bill rate; h. Upon completion of service vendor should notify last day of assignment. 12. Vendor's employees will present their timesheet to the City Department representative who will sign off on the Vendor's employee's timesheet that he or she was present for the specified period. 13. Vendor will be required to provide a weekly timesheet summary showing (i) the name of each worker assigned to the City during the preceding week, (ii) the date(s) each listed worker was assigned during the reporting period, (iii) the department(s) to which the worker was assigned on each date, (iv) the hourly rate billed to the City for each assignment and (v) hours of service provided each day. 14. Vendor shall be required to pay each temporary worker assigned to the City at least the hourly minimum wage rate established by federal law. 15. All scheduling will be done through Vendor. Once the City makes a request for temporary services during a specified time frame, the Vendor will be required to coordinate the scheduling with its employee who will be performing the temporary service. 16. The City will not provide transportation to or from the assigned work site. The City will not reimburse mileage or parking for temporary workers. 17. Vendor shall be responsible and liable for the safety, injury and health of its personnel while they are performing the temporary services on City property. First Amendment to Vendor Services Agreement Between City of Fort Worth and Cornerstone Staffing(Neighborhood Services) —Exhibit A Page 7 of 9 1 S. Vendor must call City to confirm the name of the assigned temporary worker and verify that his or her skills meet the City needs. 19. The Vendor shall describe, in writing, what immediate action it will take to replace temporary workers whose services are declined. 20. If non-English speaking temporary workers are assigned to the City, Vendor shall ensure interpretation services are also provided, which may be furnished by one of the other assigned temporary workers. 21. Vendor must conduct background checks on all temporary workers assigned to the City which will include minimum factors consisting of the following: a. 7 yr - County Criminal Record Search for Felonies & Misdemeanors from all counties; b. SSN trace to National Criminal/Sex & Violent Offender Search—National c. Social Security Number Trace d. Statewide Criminal check from all counties SSN was traced to 22. Vendor will provide City with proof such checks have occurred. On request, Vendor shall provide City a copy of an assigned temporary worker's background check. 23. Vendor shall ensure that its assigned temporary workers do not have any type of firearm, weapon, drug or alcohol on City premises. 24. Vendor will be responsible for processing payroll for its temporary workers who are assigned to the City. This responsibility will include but not be limited to making all necessary deductions and paying all taxes and insurance required by federal, state, or local law. Each selected Vendor shall be responsible for payment of taxes, assessments, fees, and fines that may be due or owing to any local, state or federal government agency relating to or arising out of Vendor's role as employer of the assigned temporary workers. First Amendment to Vendor Services Agreement Between City of Port Worth and Cornerstone Staffing(Neighborhood Services) —Exhibit A Pagc 8 of 9 EXHIBIT B PRICE SCHEDULE Vendor will provide up to five (5) temporary workers assigned to FWCares Housing Assistance Program that will be funded by the CARES Act Tide V funding at $22.02/hour Projected Start and End Dates for Assignment: 6/2/2020-12/30/2020 Anticipated total number of hours: up to 40 hours per week Hourly Billing Rate to Vendor: $22.02 per hour Total Anticipated Cost for Assignment: $27,304 each for 3 staff and $17,616 each for 2 staff First Amendment to Vendor Services Agreement Between City of Fort Worth and Cornerstone Staffing(Neighborhood Services) —Exhibit B Page 9 of 9 FWCares Amendment 1 to Contract Final Audit Report 2020-08-18 Created: 2020-08-18 By: Rhonda.Hinz@fortworthtexas.gov Status: Signed Transaction ID: CBJCHBCAABAASEprr7h_2W39NBfzQgOnN4mAiYD774p2 TWCares Amendment 1 to Contract" history L-) Document created by Rhonda.Hinz@fortworthtexas.gov 2020-08-18-5:43:22 PM GMT-IP address:209.194.29.100 t= Document emailed to colbyw@cornerstonestaffing.com for signature 2020-08-18-5:45:43 PM GMT Email viewed by colbyw@cornerstonestaffing.com 2020-08-18-5:48:13 PM GMT-IP address: 108.60.221.161 to Document digitally signed by Colby Waldrop (colbyw@cornerstonestaffing.com) 2020-08-18-6:17:06 PM GMT Signed document emailed to Rhonda.Hinz@fortworthtexas.gov and colbyw@cornerstonestafftng.com 2020-08-18-6:17:06 PM GMT A VRT oRm Adobe Sign FORT WORTH MEMORANDUM Date;. August 12,2020 To: COV.ID JOEC Resource Team From: Rhonda Hinz, senior.A.dmiriistrative Services Managerr ��-- Subject: COVID-19 Disaster Response Expense-'Emergency Memo Due.to the COVID-19°pandemic,the City of Fort Worth launched-a new housing assistance program with an online application.process utilizing CARES Act funding. The allocation for the housing assistance piogram`is$3M:of the CARES Acf, The FWCares.Housing Assistance program began on May 6,2020.. On May 28;2020,the.CbVierstq:gc Sfaf-B Brnexgeriey Memo for tkee;(3)Migxbil�ity Specialists for up ' to 40 hours per week from.June 1 to September 30; 2020`at$22:02/hour was app>oyed. Neighborhood Services.Department-is requesting tio,bring on two (2)additional temporary staff to assist - withtkFW Caies;Housing Assistance program due to the increased.workload to proo�ss FWCares. .T,heieforp,,the Cornerstone contract will be ainended.to be: (5)temporary$t applications aff and j contract-Will be extended to December 34,_2020. This request-for additional$60:00.0.of cost is available in'thc-adriiinistratiye oap.of the program,Thes City finds that the addition.of these positions is,ne.cessary-i-n Ord er for the City to a 0quateI addicts"s citizen's needs ' lesporise to the GOVID-1,9 pandemic. ,A,PMOVED FOR EMERGEIVC Y i'ItOCURCIVY TT;; Pi epared by;: Signature: ,r �.. Rhonda:Hinz!;,Sr�..A i 'vftlq_ ,6nalter A roved: ( ' Fp .Signature. Victor Turner;Nieig4bo TCo6a Services Director Maribel Martinez':DlgllallyeignedbyMadbel f`Mejia bets:20 008.1312:04:41-05'00Appr6ved b JEOC: Sgnature; ' lvZaxliei:iViartinez,:Emergency lYlgzzit.Coordiziatoi , Dlgllally,signed by Ja Mn Pale j JO Ann Pate,Ote?020,08,1312:06:49 Approved.A.s.To Foim.and Legality: Signature: `ro Ahh Paten_Assis ht City Attorney Appoved;. $ uatui'e,; ...- Cyrttiiia:"C�kc�t';; �4ssi' an�t:`Ftnatco D�:eet©x :. -