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HomeMy WebLinkAboutContract 55037-A1 CSC No.55037-A1 AMENDMENT 1 TO CITY OF FORT WORTH CONTRACT 55037 BETWEEN THE CITY OF FORT WORTH AND TARRANT COUNTY HOSPITAL DISTRICT DB/A JPS HEALTH NETWORK FOR MEDICAL NAVIGATION 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 TARRANT COUNTY HOSPITAL DISTRICT D/B/A JPS HEALTH NETWORK ("Agency" , a unit of local government in Texas, and more specifically a county hospital district. Each party shall be individually referred to herein as Parry 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 Office (CSO) Contract No. 55037, (the "Agreement"); and WHEREAS,after executing the Agreement,it was determined that it was possible to have one full-time and one part-time JPS Health Network employees onsite at Casa de Esperanza without increasing the budget amount, which would benefit the project as a whole and further the goals of the Agreement; WHEREAS,the Parties previously agreed to amend the scope of services based on staffing need at Casa de Esperanza and modify the budget to reflect the actual staffing at the project as of April 1, 2021; and WHEREAS, this Amendment is to memorialize the prior agreement of the Parties and clarify the revised scope of work and budget. NOW THEREFORE City and Agency do hereby agree to the following: I. AMENDMENT TO AGREEMENT A. EXHIBIT "A" Scope of Services attached to the Agreement is hereby amended and replaced in its entirety with the attached Exhibit A. B. EXHIBIT "B" Budget attached to the Agreement is hereby amended and replaced in its entirety with the attached Exhibit B. II. This amendment is effective upon execution by the Parties and the amendments made herein shall be effective as of April 1, 2021, in accordance with the agreement of the Parties. OFFICIAL RECORD Amendment 1 to CSC 55037 COFW and TARRANT COUNTY HOSPITAL DISTRICT DB/A JPS HEALTH NETWORK CITY SECRETARY FT. WORTH, TX III. 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 1 to CSC 55037 Page 2 of 7 CoFW and TARRANT COUNTY HOSPITAL DISTRICT DB/A JPS HEALTH NETWORK IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this day of , 20 FOR CITY OF FORT WORTH: FOR AGENCY: Tarrant County Hospital District d/b/a JPS Health Network 7 cz-- Fernando Costa(Jul 13,2021 17:51 CDT) P""&,%&y. Fernando Costa Robert Earley Assistant City Manager President and CEO Date:Jut 13) 2021 Date: July 7, 2021 1 4:07 PM CDT APPROVAL RECOMMENDED Tara Perez(Jul 8,202109:26 CDT) Date: Jul 8, 2021 APPROVED AS TO FORM AND ATTEST: dA FoR p �0000000aoo d LEGALITY 0 0 �1-o oA t� S 2 d 0 o d Jo Pat�02117:43 CDT) 0o o 0 0 0 Jo Ann Pate, Assistant City Attorney Mary J. Kayser, City Secretary a�4 n000000 p Date: Jul 13, 2021 Date: Ju114,2021 Contract Compliance Manager: M&C No.: 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. TOV,G-fw Tara Perez(Jul 8,202109:26 CDT) Tara Perez Manager, Directions Home OFFICIAL RECORD Amendment I to CSC 55037 CITY SECRETARY COFW and TARRANT COUNTY HOSPITAL DISTRICT DB/A JPS HEALTH NETWORK FT. WORTH, TX EXHIBIT "A" SCOPE OF SERVICES MEDICAL NAVIGATION SERVICES TARRANT COUNTY HOSPITAL DISTRICT D/B/A JPS HEALTH NETWORK ("TCHD")will do the following: Employ one part-time and one full-time community health workers to provide medical navigation services as needed to approximately 119 permanent supportive housing clients at Casa de Esperanza to do the following: A. In General • Document the nature and extent of all services provided to chronically homeless individuals in the City of Fort Worth receiving medical navigation services hereunder("client")in a complete case file,with case notes in the HMIS system within 3 business days of a service being provided hereunder; • Eligible clients are those chronically homeless with a COVID vulnerability living at Casa de Esperanza; B. Medical Navigation Services • Conduct activities including recruiting participants and facilitating self-management, nutrition, psychosocial support groups and physical activity sessions according to State approved curriculum; • Convey the purpose and services of JPS Connection to the user population and the benefits; • Establish trusting relationships with patients while providing general support and encouragement; • Conduct intake interviews with patients, including enrolling and/or referring patients into programs; assists patients with completing applications and registration forms; • Follow-up with patients via phone calls and home visits; • Conduct eligibility determination, enrollment and follow-up with uninsured patients; • Provide referrals for services to Presbyterian Night Shelter case managers and My Health, My Resources mental health services provider at Casa de Esperanza as appropriate; • Help patients connect with transportation resources and provide appointment reminders; • Work closely with medical providers to ensure patients have comprehensive and coordinated care; • Work cooperatively with other clinical personnel assigned to the same patient; • Provide consistent communication to evaluate patient, ensuring that provided information and reports clearly describe progress; Amendment 1 to CSC 55037 Page 4 of 7 CoFW and TARRANT COUNTY HOSPITAL DISTRICT DB/A JPS HEALTH NETWORK • Ensure that all program applications submitted are complete with supporting documentation. 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 15th of every month in the format of Exhibit "C". Programmatic reporting: Monthly reports will be submitted by the 15th of every month in the format of Exhibit "D". Quarterly reports will be submitted by the 151h of July, October, January and April in the format of Exhibit "D". Amendment 1 to CSC 55037 Page 5 of 7 CoFW and TARRANT COUNTY HOSPITAL DISTRICT DB/A JPS HEALTH NETWORK EXHIBIT `B" BUDGET Agency will submit an invoice 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 the 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. 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. Reimbursement Requests shall be submitted to: City Manager's Office Directions Home Attention Tara Perez 200 Texas Street Amendment 1 to CSC 55037 Page 6 of 7 CoFW and TARRANT COUNTY HOSPITAL DISTRICT DB/A JPS HEALTH NETWORK Fort Worth TX 76102 PROGRAM COSTS Total $70,000.00 A. PERSONNEL (By title Community Health Worker(PT) $23,414.00 Community Health Worker(FT) $28,618.00 PERSONNEL TOTAL: $52,032.00 B. FRINGE BENEFITS Social Security/Medicare FICA $3,980.00 Workers Comp/Health Insurance/Retirement $9,288.00 FRINGE BENEFITS TOTAL: $13,268.00 C. MILEAGE$ Mileage $300.00 MILEAGE TOTAL: $300.00 D. CELL PHONES/EQUIPMENT Cell phones and laptops $4,200.00 CELL PHONES/EQUIPMENT TOTAL: $4,200.00 E. CLIENT EXPENSES CLIENT EXPENSES TOTAL: F. OTHER APPROVED* Supplies $200.00 OTHER APPROVED TOTAL: $200.00 TOTAL PROGRAM COST: $70,000.00 *Requires prior written approval of eligibility from Directions Home staff. Amendment 1 to CSC 55037 Page 7 of 7 CoFW and TARRANT COUNTY HOSPITAL DISTRICT DB/A JPS HEALTH NETWORK DATE: 9/15/2020 REFERENCE M&C 20-0640 LOG NAME: 02SUPPORTIVE SERVICES FOR NO.: COVID-VULNERABLE PSH CLIENTS CODE: C TYPE: NON- PUBLIC NO CONSENT HEARING: SUBJECT: (ALL)Authorize Execution of Agreements in an Amount Up to $350,000.00 with Presbyterian Night Shelter of Tarrant County, Inc.; My Health, My Resources(MHMR)of Tarrant County; and Tarrant County Hospital District dba JPS Health Network to Provide Supportive Services for COVID-Vulnerable Permanent Supportive Housing Residents and Authorize Three Renewal Options in a Combined Amount Up to$1,050,000.00 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$350,000.00 for a term commencing October 1, 2020 and terminating September 30, 2021 for the provision of supportive services; 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 up to $1,050,000.00 for the provision of supportive services 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 that the amendment is within the scope of the program and in compliance with City policies and applicable laws and regulations. DISCUSSION: On June 17, 2008, the City adopted Directions Home, the City's plan to make homelessness rare, short-term and nonrecurring (Resolution No. 3628-06-2008). One of the goals of Directions Home is the expansion of Permanent Supportive Housing (PSH). PSH is a type of housing suitable for disabled households experiencing more than one year of homelessness. PSH clients require ongoing case management and assistance to remain housed. While there has been significant homeless system funding provided to the City and the Tarrant County Homeless Coalition through U.S. Housing and Urban Development's (HUD) Emergency Solutions Grants(ESG)due to COVID-19, this funding does not address the need for PSH. The U.S. Centers for Disease Control and Prevention (CDC) has noted that congregate living situations, such as homeless shelters, pose a greater risk of COVID-19 spreading and have issued recommendations that emergency homeless shelters reduce density/decompress to allow for safe distancing of homeless clients. The CDC additionally recommends"protective housing for people who are at highest risk of severe COVID-19." Per the CDC, two groups defined as particularly vulnerable to severe COVID-19 are those over 65 years old and those with specific underlying health conditions, especially chronic lung disease or moderate/severe asthma, serious heart conditions, immunocompromised, severe obesity, diabetes, chronic kidney disease and liver disease. In view of the CDC recommendations and the lack of ESG funding for PSH, the City Council voted (M&C 20-0518) to use$9,300,000.00 of funding provided under the Coronavirus Aid, Relief, and Economic Security Act(CARES Act),Title V(Coronavirus Relief Funds or Title V funds)to acquire and convert existing motels, hotels, extended stays, apartment complexes, or similar permanent structures to serve as and provide approximately 100 new units of PSH. The new PSH units will provide protective housing for high risk COVID-19 vulnerable and disabled households experiencing chronic homelessness. Currently, 119 units of permanent supportive housing for COVID-vulnerable households are being developed with Coronavirus Relief Funds. On July 1, 2020, the City issued Request for Proposals 20-0190 (RFP)seeking proposers to: (1) quickly acquire and convert existing motels, hotels, extended stays, apartment complexes, or similar permanent structures to serve as approximately 200 units of PSH split across two or more locations; and (2) provide ongoing supportive services for such households for a period of at least twenty(20)years. The City will provide funding for the initial costs of acquisition via a one-time payment and subsequent payments for conversion/renovation from Title V funds, and anticipates assisting the selected proposers to secure ongoing operating subsidies from other sources. After a competitive scoring process, Housing Authority of the City of Fort Worth, dba Fort Worth Housing Solutions (FWHS), and The Presbyterian Night Shelter of Tarrant County, Inc. (PNS)were recommended to be awarded a notice to proceed. These agencies have experience in permanent supportive housing. FWHS put an option to purchase on a property which can create 119 units of PSH for COVID-vulnerable households. FWHS selected PNS, My Health, My Resources of Tarrant County(MHMR), and Tarrant County Hospital District d/b/a JPS Health Network(JPS)as service providers in order to meet the unique client needs. Directions Home will provide the funding for the three service providers in order to create the 119 units of COVID-vulnerable PSH. PNS will provide three on-site case managers to work with clients to create service plans which can include goals for increasing income, education, employment, physical and mental health goals and housing stability plans. MHMR will provide one on-site mental health professional, a licensed chemical dependence counselor, to work with clients who need mental health services including one on one counseling and group sessions as well as activities to encourage socialization. JPS will provide one on-site medical navigator to best assist tenants in connecting to needed medical services. This team approach will provide a robust support network for tenants. City staff recommends awarding agreements to the listed agencies in the listed amounts: Program Description Agency Funding FY 21 Case Management Assisting clients in setting and Presbyterian Up to$201,000.00 for Permanent fulfilling goals such as health, Night Shelter of Supportive Housing education, employment, Tarrant County Clients housing stability for Inc. permanent supportive housing clients Mental Health Focus on housing stability by My Health, My Up to$79,000.00 Services for addressing addiction, mental Resources of Permanent health, social, coping skills Tarrant County Supportive Housing and other adjustment (MHMR) Clients difficulties for permanent supportive housing clients; Medical Services Connect clients to appropriate Tarrant County Up to$70,000.00 Navigation medical services Hospital District d/b/a JPS Health Network This M&C authorizes the City Manager or his designee to approve the renewal amounts up to the amounts listed above, including any decreases for the specified agencies necessary to bring the total renewal amounts in line with actual funding. 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. FISCAL INFORMATION/CERTIFICATION: 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. TO Fund DepartmentAccount Project ProgramActivityBudget Reference#Amount ID ID Year (Chartfield 2) FROM Fund DepartmentAccount Project ProgramActivityBudget Reference#Amount ID ID Year (Chartfield 2) Submitted for City Manager's Office b1L. Fernando Costa (6122) Originating Department Head: Tara Perez(2235) Additional Information Contact: Tara Perez(2235)