HomeMy WebLinkAboutContract 54492-R1A1 R21021.1
CSC No.54492-RlA1
RENEWAL 1 AND AMENDMENT 1 TO CITY OF FORT WORTH CONTRACT 54492
BETWEEN THE CITY OF FORT WORTH AND MY HEALTH MY RESOURCES OF
TARRANT COUNTY(MHMR) FOR MENTAL HEALTH SERVICES
This Contract Renewal and Amendment (the "Renewal and 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 MY HEALTH, MY RESOURCES OF TARRANT COUNTY
(MHMR), a unit of local government in Texas. Each party shall be individually referred to herein
as Party 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 Contract No. 54492, (the "Agreement');
WHEREAS,the Parties previously agreed to modify the budget using the process provided
in the Agreement on July 22, 2021 and August 27, 2021 in order to allocate funding to the
categories experiencing the highest demand;
WHEREAS, additional funds are needed during the renewal term to provide for client
needs and incentives;
WHEREAS,the City has identified$77,000.00 of funding that is available for the renewal
contract term that can be allocated to this Agreement;
WHEREAS, the Parties agree to amend the quarterly report measures;
WHEREAS, the Parties agree to amend the Request for Budget Modification form to
better align with budget categories;
WHEREAS, the Agreement was for an initial one-year term with three additional one-
year renewal options, and the City believes that renewing the Agreement for an additional year
will further the goals and priorities of Directions Home; and
WHEREAS, this Renewal and Amendment will memorialize the prior agreements of the
Parties, increase the budget for the renewal term only, amend the quarterly report, amend the
request for budget modification form, and renew the Agreement for an additional one year term.
NOW THEREFORE City and Agency do hereby agree to the following:
I.
AMENDMENT TO AGREEMENT
OFFICIAL RECORD
Renewal I and Amendment I to CSC 54492 CITY SECRETARY
CoFW and MY HEALTH,MY RESOURCES OF TARRANT COUNTY(MHMR)
FT.WORTH, TX
A. Section 3.1 is hereby amended and replaced to read as follows:
3.1. City shall pay Agency in accordance with the provisions of this Agreement and
Exhibit "B"—Budget. Total payment made by City under this Agreement for the Initial
Term shall not exceed$172,000.00; and total payment made by City under this Agreement
for any Renewal Term, if exercised, shall not exceed $249,000.00 ("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 under 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.
B. EXHIBIT"B" Budget attached to the Agreement is hereby amended and replaced in its
entirety with the attached Exhibit B, which includes Part I addressing the initial term, and
Part II addressing any renewal terms.
C. EXHIBIT "D"Reporting Forms attached to the Agreement is hereby amended and
replaced in its entirety with the attached Exhibit D for renewal term only.
D. EXHIBIT "E" Request for Budget Modification form is hereby amended for the renewal
term and replaced in its entirety with the attached Exhibit E.
II.
RENEWAL OF AGREEMENT
The Agreement, as amended, is hereby renewed and extended for a renewal term
commencing on October 1, 2021, and ending on September 30, 2022,unless terminated earlier in
accordance with the Agreement.
III.
This amendment is effective upon execution.
IV.
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]
Renewal I and Amendment 1 to CSC 54492 Page 2 of 12
CoFW and MY HEALTH,MY RESOURCES OF TARRANT COUNTY(MHMR)
IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this
day of , 20
FOR CITY OF FORT WORTH: FOR AGENCY: MHMR of Tarrant
County
'7D ga--
Fernando Costa(Oct 11,202111:08 CDT) a't-�
Fernando Costa Susan Garnett
Assistant City Manager Chief Executive O lcer
Date:
Oct 11,2021 Date: ZQ a l
APPROVAL RECOMMENDED
Jo✓i a±*:�
Tara Perez(Oct 8,202112:18 CDT)
Date: Oct 8,2021 O10o10R�Gaa�
0
Vo4 d
APPROVED AS TO FORM AND ATTEST: 00 0=
WA 0
LEGALITY ��� �d
d
0
.d
TT�� 000000000° *
a
o Pat l�r1�0�11:04 CDT) nEXA`r.�o 11
J
Jo Ann Pate, Assistant City Attorney Ronald Gonzales, Acting City Secretary
Date: Oct 11,2021 Date: Oct 12,2021
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.
TOA&.
Tara Perez(Oct 8,2021 12:18 CDT)
Tara Perez
Manager, Directions Home
OFFICIAL RECORD
Renewal 1 and Amendment 1 to CSC 54492 CITY SECRETARY
CoFW and MY HEALTH,MY RESOURCES OF TARRANT COUNTY(MHMR)
FT.WORTH, TX
EXHIBIT"B"
BUDGET
Part I—Initial Term
Mency will submit an invoice for reimbursement by the 15th of the month following the
month services were Drovided.
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 both the employee and supervisor
with the program fund 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.
Renewal I and Amendment I to CSC 54492 Page 4 of 12
CoFW and MY HEALTH,MY RESOURCES OF TARRANT COUNTY(MHMR)
PROGRAM COSTS Total '
$172,000.00
A. SALARIES titlo
Program Manager i
_... -. ... - — v.. -...-�_.-
Tenant Support Specialist
SALARIES TOTAL: $75,705.00
B. FRINGE BENEFITS _
(Can include: Employer-paid Social Security,
Medicare,Health Insurance, Dental Insurance,Vision
Insurance, Life Insurance, Disability Insurance,
Unemployment Insurance, Workers Compensation
.and Retirement expenses) ___
FRINGE BENEFITS TOTAL: _ $28,724.00
C. MILEAGE
Mileage - — --- - - —i- -- $2,750.00
MILEAGE TOTAL:..---. i $2,750.00
D. CELL PHONES/EIUIPMENT_T-
Cell Phone '
Computer
CELL PHONES/EQUIPMENT TOTAL: , M .., $2,7G6.,W,
E. CLIENT EXPENSES '"f s ' "s► .
Resident Services* _ _ $29,471.00
CLIENT EXPENSES TOTAL: $29471.00
F. OTHER APPROVED — -
*Indirect Cost-Administrative (10%) $17,200.00ce Suppliesice Contractor
Office Space
Professional Insurance j $15,384.00
OTHER APPROVED.TOTAL: $32,584.00
:TOTAL PROGRAM COST: _ _ __ _ $172,000.00
Renewal 1 and Amendment I to CSC 54492 Page 5 of 12
CoFW and MY HEALTH,MY RESOURCES OF TARRANT COUNTY(MHMR)
*Resident services include but are not limited to inpatient detox/residential substance use
treatment,bus passes, group supplies, group incentives, and those items or services which
are necessary for the client's success in housing. Incentives can include household items
(toilet paper, cleaning supplies) or gift cards. Services can include cleaning service if
needed to allow client to retain housing.
Renewal i and Amendment 1 to CSC 54492 Page 6 of 12
CoFW and MY HEALTH,MY RESOURCES OF TARRANT COUNTY(MHMR)
Part II—Renewal Terms
AQency will submit invoices for reimbursement by the 15'h 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 both the employee and supervisor
with the program fund 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.
Renewal I and Amendment I to CSC 54492 Page 7 of 12
CoFW and MY HEALTH,MY RESOURCES OF TARRANT COUNTY(MHMR)
PROGRAM COSTS f Total
$249,000.00
A. SALARIES (By title)..
Program Manager
Tenant Support Specialist
SALARIES TOTAL: $59,053.00
B. FRINGE BENEFITS '
(Can include: Employer-paid Social Security,
Medicare,Health Insurance, Dental Insurance,Vision
Insurance, Life Insurance, Disability Insurance,
Unemployment Insurance, Workers Compensation
and Retirement expenses)
FRINGE BENEFITS TOTAL: — —_— $22,$54.00
D. MILEAGE
Mileage
MILEAGE TOTAL: _ $2,400-A0
D. CELL PHONES/EUIPMENT
Cell Phone
Computer
CELL PHONES/EUIPMENT TOTAL: $2,766.00 '
E. CLIENT EXPENSES
Resident Services* $119,000.00
CLIENT EXPENSES TOTAL: $119,000.00
F..OTHER APPROVED
Indirect Cost-Administrative_Cl0O _ $24,900.00
Office Supplies
Service Contractor
Office Space -- . ... . . ---. .... :.�,.
Professional Insurance $18,027.00
OTHER APPROVED.TOTAL: $42,927.00
TOTAL PROGRAM.COST: _ - $249 000.00
Renewal I and Amendment I to CSC 54492 Page 8 of 12
CoFW and MY HEALTH,MY RESOURCES OF TARRANT COUNTY(MHMR)
*Resident services include but are not limited to inpatient detoxlresidential substance use
treatment, bus passes, group supplies, group incentives,and those items or services which
are necessary for the client's success in housing. Incentives can include household items
(toilet paper, cleaning supplies)or gift cards. Services can include cleaning service if
needed to allow client to retain housing. Any expenses not listed must have prior written
authorization by Directions Home manager.
Renewal 1 and Amendment 1 to CSC 54492
Page 9 of 12
CoFW and MY HEALTH,MY RESOURCES OF TARRANT COUNTY(MHMR)
EXHIBIT "D"
REPORTING FORMS
Quarterly Report
Current Reporting
Quarter
Submitting Agency
Contact Name
Phone Number and
Email
Please include outcome narrative that describes how measure was accomplished for each
quarter.
Effectiveness Measures and Quarterly Outcomes
Measure 1 Improvement in Wellness score between referral to high priority case load
and every 6 months after that for at least 20% of clients. (in the notes, list the
client's name (first initial, last name) who are on high priority case load and whether
Wellness score has improved or not)
Outcome
Measure 2 At least 20% of clients attending groups will improve their wellbeing
every 6 months by learning and utilizing new coping skills. (In the notes,list
the client's name(first initial, last name)who attend weekly group meetings and
whether their wellbeing has increased or not)
Outcome
Measure 3 , At least 50% of clients that exit the high priority case load will have
successfully graduated all 6 dimensions of the Wellness Plan. (in the notes,
list the client's name (first initial, last name) who exited high priority case load and
whether they have graduated all 6 dimensions of the Wellness Plan or not.)
Outcome
I have reviewed this report and certify that the measures provided are accurate and
appropriately reflect the Directions Home goals set forth in the contract.
Authorized Signatory Signatory Title
Date
Renewal 1 and Amendment I to CSC 54492 Page 10 of 12
CoFW and MY HEALTH,MY RESOURCES OF TARRANT COUNTY(MHMR)
Monthly Report
If the new Tarrant County Homeless Coalition software system is able to pull data included in
monthly reports included herein and Directions Horne staff confirms and agrees in writing, those
reports can be substituted for reports included herein.
Enter all clients in this report and add new clients to subsequent reports.
First Last Date Date Assessment Assessment Date of Changes in
Nam e Narne en tc!ring exiting Score upon Score upon follow up housing
mental mental entry to exit of stability
health case health case priority priority
load load mental Mental
'a�th case health case
load load
Monthly Report
Unduplicated clients attending weekly group meetings. (Add columns as needed)
Unduplicated Oct. Nov. Dec. Jan. Feb. March
Client
Number
Renewal I and Amendment I to CSC 54492 Page 11 of 12
CoFW and MY HEALTH,MY RESOURCES OF TARRANT COUNTY(MHMR)
EXHIBIT "E"
REQUEST FOR BUDGET MODIFICATION
PROGRAM COSTS
Budget Category Approved Bud et Change Requested Revised Budget
Salaries
Fringe Benefits
Mileage
Cell Phones/Equipment
Client Costs
Administration/Indirect
Other Approved(excluding
Admin/Indirect)
Total Costs
• Up to 5%of any budgeted line-item does not need prior approval but form must be sent
to City with monthly RFR
• More than 5%of any budgeted line-item must have prior City approval
• An increase in a zero line-item must have prior City approval
Modification Narrative describe in detail what change is for
1 have reviewed this request and certify that the listed modifications are correct.
Authorized Signatory Title
Date
�... _ STAFF USE ONLY
❑ Modification Approved ❑ Modification NOT Approved
Staff Signature Date
Renewal I and Amendment I to CSC 54492 Page 12 of 12
CoFW and MY HEALTH,MY RESOURCES OF TARRANT COUNTY(MHMR)
M&C Review Page 1 of 4
Official site of the City of Fort Worth,Texas
CITY COUNCIL AGENDA F°Rr�RT11
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 appl=cable 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 MIWBE or BDE 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 Agency 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/mc review.asp?1D=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 dlbla
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 clients 301%
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
http://apps,cfwnet.org/council_packct/me_review.asp?ID=28220&councildate=9/15/2020 9/16/2020
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 Homless 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 I 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
http://apps.cfiwnet.org/counciI_packeVmc review.asp?ID- 28220&councildate. °9/15/2020 9/16/2020
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.
BQNII
TO
—[
(Fund Department Account Project Program Activity Budget Reference# Amount
I I 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 b 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