HomeMy WebLinkAboutContract 54592-A1 CSC No.54592-A1
AMENDMENT 1 TO CITY OF FORT WORTH CONTRACT 54592
BETWEEN THE CITY OF FORT WORTH AND DAY RESOURCE CENTER FOR THE
HOMELESS DB/A DRC SOLUTIONS FOR COLD WEATHER EMERGENCY
OVERFLOW SHELTER
This 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 DAY RESOURCE CENTER
FOR THE HOMELESS DB/A DRC SOLUTIONS (hereinafter referred to as the "Agency"),
acting by and through Bruce Frankel, its duly authorized Executive Director, for cold weather
emergency overflow shelter. Each party may be individually referred to herein as Party and
collectively as Parties.
RECITALS
WHEREAS, on September 15, 2020, the City entered into an Agreement with Agency to
provide services more specifically described in the agreement, City Secretary Office (CSO)
Contract No. 54592, (the "Agreement"); and
WHEREAS, the Parties agree to amend the Agreement to change the scope of services
and budget to account for changes to the overflow shelter process.
NOW THEREFORE City and Agency do hereby agree to the following:
I.
AMENDMENT TO AGREEMENT
EXHIBIT "A" Scope of Services attached to the Agreement is hereby amended and
replaced in its entirety with the following:
EXHIBIT "A"
SCOPE OF SERVICES
COLD WEATHER EMERGENCY OVERFLOW SHELTER
DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS will do
the following:
Agency shall provide staffing for the cold weather emergency overflow shelter sites and screening
sites as necessary and contract with needed vendors to provide 200 cold weather emergency
overflow beds on an as needed basis:
Amendment 1 to CSC 54592 OFFICIAL RECORD
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS
CITY SECRETARY
FT. WORTH, TX
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 ("clients") in a complete
case file, with case notes in the HMIS system within 3 business days of a service being
provided hereunder.
• Eligible households are individuals in the City of Fort Worth who meet the United States
Department of Housing and Urban Development(HUD) definition of literally homeless;
B. Definitions
• Cold Weather Trigger nights are defined as nights with the City's Office of Emergency
Management predicts:
o Temperature will be below 40 degrees in wet conditions, 35 degrees in dry
conditions or a wind chill of 32 degrees for three consecutive overnight hours
• Cold Weather Emergency Overflow Locations are:
0 300 East Vickery—capacity up to 85
o Sycamore Community Center—2525 East Rosedale, capacity of up to 70
o Riverside Community Center—3700 East Belknap, capacity of up to 50
o Fire Station Community Center—1601 Lipscomb, capacity of up to 50
o Fellowship Corner Community Center—1601 New York Ave, capacity of up to 30
Due to the fluid nature of the operation, it is possible sites will change. Funds have been added to
allow contracting with additional personnel if screeners and shelter staff at 4 overflow sites are
needed. If four overflow sites are needed, an alternate plan for a screening site, and its associated
staffing, will be developed.
C. Agency Responsibilities
Agency will:
• Recruit a pool of at least 18 contract workers by October 16, 2020
• Train recruited contract workers on cold weather emergency overflow shelter process and
procedures by October 30, 2020
• Contract with vendors for laundry,janitorial and security by October 16, 2020
• Purchase bus passes and distribute to emergency shelters by October 30, 2020
Amendment 1 to CSC 54592 Page 2 of 7
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS
• Notify and schedule a sufficient number of contract shelter staff to cover up to four sites as
soon as Agency is notified of a cold weather trigger night
• Ensure sufficient staff are onsite at 1100 East Lancaster to do temperature checks and ask
COVID screening questions from 6pm— 8pm on activation nights
• Ensure sufficient staff are onsite at cold weather emergency overflow locations by 7pm
• Notify contracted staff they can leave at 9pm if that site has no guests
• Provide oversight of the four sites from 7pm to 6am
• Ensure shelter staff:
o greet guests,
o sign in with scancard or enter into HMIS if no scan card,
o hand out blankets,
o direct guests to cots,
o let guests know where restrooms are, rules,
o walk through shelter,
o wake up guests and direct them to depart at 6am
• Ensure contractors fulfill obligations including pick up, laundering and return of blankets,
cleaning of facility and providing security personnel from 7pm to 6am
• Ensure that contract employees and contract vendors are paid in a timely manner
EXHIBIT "B" Budget attached to the Agreement is hereby amended and replaced in its
entirety with the following:
EXHIBIT "B"
BUDGET
Agency 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 employees and approved by
supervisor for all payroll expenses listed with the code of time being billed to
Amendment 1 to CSC 54592 Page 3 of 7
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS
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 941 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
Amendment 1 to CSC 54592 Page 4 of 7
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS
PROGRAM COSTS Total
$150,000.00
A. PERSONNEL (By title
Contracted shelter staff $45,980.00
Program Manager/On-site supervisor $12,500.00
PERSONNEL TOTAL: $58,480.00
B. FRINGE BENEFITS
FRINGE BENEFITS TOTAL:
C. MILEAGE
MILEAGE TOTAL:
D. CELL PHONES/EQUIPMENT
CELL PHONES/EQUIPMENT TOTAL:
E. CLIENT EXPENSES
CLIENT EXPENSES TOTAL:
F. OTHER APPROVED
Indirect costs—administration $4,328.00
Contracted security $26,489.00
Contracted janitorial $29,108.00
Contracted laundry $28,595.00
Start Up Costs $3,000.00
OTHER APPROVED TOTAL: $91,520.00
TOTAL PROGRAM COST: $150,000.00
Amendment 1 to CSC 54592 Page 5 of 7
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS
III.
This amendment is effective as of the Effective Date of this Amendment.
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]
Amendment 1 to CSC 54592 Page 6 of 7
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS
IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this
day of 120
FOR CITY OF FORT WORTH: FOR AGENCY:
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Fernando Costa(Nov 10,202013:37 CST) Bruc Frankel(Nov 10,2020 13:35 CST)
Fernando Costa Bruce Frankel
Assistant City Manager Executive Director
Date:
Nov 10' Date:2020 Nov 10,2020
APPROVAL RECOMMENDED
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Tara Perez(Nov 10,2020 13:36 CST)
Date: Nov 10, 2020
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APPROVED AS TO FORM AND ATTEST: pro �=d
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Taylor Paris, Assistant City Attorney Mary J. Kayser, City Secretary
Date: Nov 10, 2020 Date: Nov 10, 2020
Contract Compliance Manager: M&C No.. 20-06 rJ 1
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.
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Tara Perez(Nov 10,2020 13:36 CST)
Tara Perez OFFICIAL RECORD
Manager, Directions Home
CITY SECRETARY
FT.WORTH, TX
Amendment 1 to CSC 54592 Page 7 of 7
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS
M&C Review Page 1 of 4
Official site of the City of Fort Worth,Texas
CIRT*I�
CITY COUNCIL AGENDA
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 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 M/WBE 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 IF Agency 71 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/me review.asp?ID=28220&councildate=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
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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
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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 ID Year (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID 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/council_packet/mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020