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HomeMy WebLinkAboutContract 54502-R1A1 CSC No.54502-RlA1 RENEWAL 1 AND AMENDMENT 1 TO CITY OF FORT WORTH CONTRACT 54502 BETWEEN THE CITY OF FORT WORTH AND MY HEALTH,MY RESOURCES OF TARRANT COUNTY MHMR FOR PERMANENT SUPPORTIVE HOUSING CASE MANAGEMENT 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. 54502,(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 for the renewal term due to the use of Emergency Housing Vouchers to house more people, WHEREAS,the City has identified$93,000.00 of additional funding for the renewal term; WHEREAS, the Parties agree to amend the scope of services for the renewal term to provide for an additional case manager; WHEREAS, the Parties agree to amend the Reporting Form in order to align measures across all permanent supportive housing programs; 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 scope of services for the renewal term,amend the request for budget modification form,and renew the Agreement for an additional one year term. OFFICIAL RECORD Supportive Services Agreement Exhibits CITY SECRETARY FT.WORTH,TX NOW THEREFORE City and Agency do hereby agree to the following: I. AMENDMENT TO AGREEMENT 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$432,000.00;and total payment made by City under this Agreement for any Renewal Term, if exercised, shall not exceed $525,000.00 (`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 by 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"A"Scope of Services attached to the Agreement is hereby amended for the renewal term and replaced in its entirety with the attached Exhibit A. C. 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 terns. D. 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. E. EXHIBIT"E"Request for Budget Modification form is hereby amended for the renewal term and replaced in its entirety with the attached Exhibit E. H. 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] 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 cam. Fernando Costa(Oct 11,202111:09 CDT) Fernando Costa Susan Garnett Assistant City Manager Chief Executive Uicer Date-Oct 11,2021 Date: D Zo2 APPROVAL RECOMMENDED TOV,a"Pkv!� Tara Perez(Oct 8,202112:21 CDT) �� 00 ��oR��aa� Date: Oct 8,2021 ado 00 d �g odd o o= APPROVED AS TO FORM AND ATTEST: ���*0 4 LEGALITY da4�Nix Jo Pate(Oc 1, 02111:02 CDT) 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. Tara Perez(Oct 8,202112:21 CDT) Tara Perez Manager, Directions Home OFFICIAL RECORD CITY SECRETARY FT.WORTH, TX EXHIBIT"A" SCOPE OF SERVICES RENEWAL TERM Permanent Supportive Housing Case Management MHMR will do the following: Employ five(5)full time case managers,one(1)team lead and one(1)program manager to provide case management services to approximately 150 permanent supportive housing ("PSH")clients and one(1)full time case manager to work with clients transferred to Emergency Housing Vouchers(EHV)which will include the following: A. In General • Document the nature and extent of all services provided to all eligible clients in the City of Fort Worth receiving case management 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; • For the five PSH case managers,eligible clients are those currently on the Directions Home permanent supportive housing program and those who are chronically homeless in the City of Fort Worth and referred by Tarrant County Homeless Coalition from the Coordinated Entry list for permanent supportive housing; • For the EHV case manager, eligible clients are those who exited permanent supportive housing programs, rapid rehousing programs or literal homelessness to be placed on an EHV by Fort Worth Housing Solutions and need case management in order to retain housing; • Ensure that all clients are informed during their initial meeting with the case manager of their right to request reasonable accommodations and that there is a formal process for hearing these requests and acting upon them. When necessary, assist Clients in submitting reasonable accommodation requests to the property manager; B. Services to Locate and Facilitate Housing • Notify Tarrant County Homeless Coalition("TCHC") of any case management openings as quickly as possible but in no event exceeding three (3) days from the date of the opening; • Work in good faith with TCHC Navigators ("Navigators") to place clients from the Coordinated Entry List in housing units as quickly as possible and without undue delay; • Assist clients in gathering necessary information for lease applications,completing lease applications and housing voucher applications; • If a client is not approved for a lease based on criminal history, credit history, or rental/tenant history, a case manager shall help the client, with good faith and due diligence,mitigate and resolve the issue as quickly and to the extent possible. • Attend all necessary interviews and meetings between the client and potential or current property management. C. Additional Services • As needed,provide assistance to clients to obtain necessary household items; • Provide support and services consistent with Housing First practices to those clients who voluntarily choose to utilize such services in the interest of housing retention, including but not limited to: c7 Providing an initial needs assessment and development of individualized client- based solution centered services plans for each consenting client, including periodic evaluation and modification of the tenant housing plan; r-t Refer or facilitate appropriate support services necessary for housing retention and positive community integration may include,but not be limited to,assistance with: ■ Primary and behavioral health care; ■ Money management and paying rent on time; ■ Employment readiness and job search; ■ Communication skills; ■ Educational and/or training opportunities; ■ Obtaining mainstream benefits; • Addiction services; • Community living abilities; ■ Conflict resolution skills; ■ Assertiveness training; ■ Relapse prevention; • Socialization support; ■ Housekeeping and maintaining ahousehold; and • Nutrition and meal preparation; • The case manager will offer services once a week for the first three(3)months of tenancy and then assess client needs to determine level of continued support needed and provide that level of support.However,at a minimum,the case manager must make contact twice each month with the client, including at least one in-person meeting; • Assist clients in complying with the requirements of any voucher housing assistance or other assistance program necessary for tenants' housing retention; • Maintain communications with necessary staff from such housing or other assistance programs to advocate for the clients and inform the client of any rules or issues that may impact the client's voucher or housing. 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 15"of every month in format of Exhibit"C". Programmatic reporting: Monthly reports will be submitted by the 15"of every month in format of Exhibit"W'. Quarterly reports will be submitted by the 15`h of January, April,July and October in the format of Exhibit"D". EXHIBIT "B" BUDGET Part I—Initial Term Agency will submit an invoice for reimbursement by the 154n 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 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. PROGRAM COSTS Total . _ — $432,000.00 A.SALARIES{By title)— ' "'' L.. Team Leader 5 Housing Specialists i Program Manager,3 FTE SALARIES TOTAL: $238,102.00 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: $102�793.00 C. MILEAGE _ Mileage MILEAGE TOTAL: D.CELL PHONES/EQUIPMENT Cell Phone Computer F.: CELL PHONES/EQUIPMENT TOTAL: $6320.00 E. CLIENT EXPENSES-— Client Expenses* _ I $16,260.00 CLIENT EXPENSES TOTAL: $16,260.00 — — - 00 F.OTHER APPROVED Indirect Cost-Administrative I01A) —_ $43,200.00 Professional Insurance Building Overhead _ Translation Services T Capital Computer Equipment Dues,Permits, Fees _ Office Supplies. $10,025.00 OTHER APPROVED TOTAL: $53,225.00 TOTAL PROGRAM COST: $432,000.00 * Client expenses are those expenses necessary for the client's success in housing and/or employment. Client expenses include but are not limited to moving expenses,food,laundry, critical documents,cleaning supplies and transportation. Part II—Renewal Terms Agency 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 941s and allocation documentation will be reviewed. PROGRAM COSTS Total 11 A.SALARIES (Py title) __ Team Leader 6 Housing Specialists Program Manager SALARIES TOTAL: $290,844.00 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: _ _ $123A99.00 D. MILEAGE -.-- .---.--_..-- Mileage ' $18,000.00 - - MILEAGE TOTAL: $18,000.00 D.CELL PHONES/EQUIPMENT._.-.-..-- Cell Phone Computer -T -- CELL PHONES/EUIPMENT TOTAL: ... $5A80.00 E. CLIENT_EXPENSES _ Client Services* _ $18,484.00 CLIENT EXPENSES TOTAL: $18,484.00 F.OTHER APPROVED Indirect Cost-Administrative Q0% rProfessionalInsurance _ Building Overhead Translation Services 1 Capital Com utp er Equipment.., Dues,Permits,Fees Office Supplies. $15,393.00 OTHER APPROVED TOTAL: $67,893.00 TOTAL PROGRAM COST: $525,000.00 * Client expenses are those expenses necessary for the client's success in housing and/or employment. Client expenses include but are not limited to moving expenses,food,laundry, critical documents,cleaning supplies and transportation. Any expenses not listed must have prior written authorization by Directions Home manager. 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 . At least 85% of clients will be housed within 35 days of being given a voucher (In the notes list the clients'names(first initial,last name)who leased up and the number leased up in 35 days vs.the total number leased up thatquarter) Outcome Measure 2 . At least 5%of clients increase income per quarter (For income measure-in the notes list the number of clients who increased income that quarter) Outcome Measure 3 . Less than 15% of clients exit program and enter homelessness within a year of exit (List the clients who have exited at least one year ago and whether they returned to homelessness) Outcome Measure 4 • At least 20% of clients will see improved assessment score every six months (List the total number of clients whose assessment improved from the previous G months vs. the total number of clients) 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 Monthly Report If the new Tarrant County Homeless Coalition software system is able to pull data included in monthly reports included herein and Directions Home 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. Add columns to spreadsheet to track income and assessments scores every six months—"Assessment Score after 18 months"and "Income after 18 months"etc. Assessment Enrollment Lease Up score at First Name Date Date Family Size entry Monthly Report Returns to Returns to Homelessness homelessne,j Date 6 months 12 months First Name Last Name •. Reason Disenrolled after exit after exit Renewal 1 and Amendment 1 to CSC 54502 Page 17 of 18 CoFW and MY HEALTH,MY RESOURCES OF TARRANT COUNTY(MHMR) EXHIBIT"E" REQUEST FOR BUDGET MODIFICATION PROGRAM COSTS Budget Category Approved Budget 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°o 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 I have reviewed this request and certify that the listed modifications are correct. Authorized Signatory Title Date STAFF USE ONLY p Modification Approved 0 Modification NOT Approved Staff Signature Date Renewal l and Amendment 1 to CSC 54502 Page 18 of 18 I'OFW and MY HEALTH,MY RESOURCES OF TARRANT COUNTY(MHMR) M&C Review Page 1 of 4 Df dal site of the City of Fart Worth,Texas CITY COUNCIL AGENDA FORT� H 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 MANBE subcontracting requirement is approved by the Office of Business Diversity, in accordance with the M/WBE 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.cf vnet.org/council_packet/mc 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 I Day Resource I 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 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_packet/mc_.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 ExiUDiversion/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 http://apps.cfwmet.orgleouncil_packet/mc 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 ID ID I Year Chartfield 2 FROM Fund Department Account Project Program Activity Budget Reference# Amount ID I I ID I 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 hftp://apps.cfwnet.org/council_packet/me—review.asp?ID. 28220&councildate--9/15/2020 9/16/2020