HomeMy WebLinkAboutContract 54525-A2 CSC No.54525-A2
AMENDMENT 2 TO CITY OF FORT WORTH CONTRACT 54525
BETWEEN THE CITY OF FORT WORTH AND DAY RESOURCE CENTER FOR THE
HOMELESS D/B/A DRC SOLUTIONS FOR CRITICAL DOCUMENT SERVICES
This Amendment(the"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 D/B/A DRC SOLUTIONS,a Texas nonprofit
corporation ("Agency"). 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. 54525, (the "Agreement");
WHEREAS,the Parties previously agreed to modify the budget using the process provided
in the Agreement on August 30, 2021 in order to allocate funding to the categories experiencing
the highest demand;
WHEREAS, on October 1, 2021, the Parties previously agreed to amend the Reporting
Form, Request for Budget Modification form, and renewed the Agreement for an additional year;
WHEREAS,the Parties previously agreed to amend the budget to reflect current spending
needs and reporting forms to reflect the intent of the contract;
WHEREAS,the Parties agreed to amend the scope of service to include uploading critical
documents to Green River database within 3 days of receipt;
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.
C. EXHIBIT"D"Reporting Forms attached to the Agreement is hereby amended and
replaced in its entirety with the attached Exhibit D.
OFFICIAL RECORD
Amendment 2 to CSC 54525 CITY SECRETARY
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS FT.WORTH, TX
II.
This amendment is effective September 30, 2021.
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.
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[SIGNATURE PAGE FOLLOWS]
Amendment 2 to CSC 54525 Page 2 of 8
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS
IN WITNESS WHEREOF,the parties hereto have executed this agreement, to be effective this
day of , 20
FOR CITY OF FORT WORTH: FOR AGENCY: DAY RESOURCE
CENTER FOR THE HOMELESS
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Fernando Costa(Nov 18,202118:22 CST) Bruce Frankel(Nov 17,202116:47 CST)
Fernando Costa Bruce Frankel
Assistant City Manager Executive Director
Date: Nov 18, 2021 Date: Nov 17, 2021
APPROVAL RECOMMENDED
Tara Perez(Nov 17,2021 16:48 CST)
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LEGALITY
Jo Pate(No�l ,202108:43 CST)
Jo Ann Pate,Assistant City Attorney Ronald Gonzales,Acting City Secretary
Date:
Nov 18, 2021 Date: Nov 19,2021
Contract Compliance Manager: M&C No.. 20-0651
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 17,2021 16:48 CST)
Tara Perez
Manager, Directions Home
OFFICIAL RECORD
Amendment 2 to CSC 54525 CITY SECRETARY
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS FT.WORTH, TX
EXHIBIT "A"
SCOPE OF SERVICES
CRITCAL DOCUMENT SERVICES
DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS will do the
following:
Employ one (1)full time critical document specialist and one (1) part time critical document
specialist to provide critical document services to 1,200 persons experiencing
homelessness/formerly homeless which will include the following:
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 ("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 persons in the City of Fort Worth who meet the United States
Department of Housing and Urban Development (HUD) definition of literally homeless
and those formerly homeless clients on permanent supportive,rapid rehousing or rapid exit
programs;
• All critical documents obtained must be uploaded to Green River within 3 days of receipt
B. Eligibility/Referrals
• Only persons experiencing homelessness or those clients who were formerly homeless and
currently in a housing program are eligible for critical document services;
• Critical document services will be offered daily at The Transfer Center by appointment
only;
• Clients will be referred directly or electronically by True Worth Place, Veteran's
Administration, JPS Medical Outreach Team, Hands of Hope Outreach Team, HOPE
Team, Palm Tree Permanent Supportive Housing, Union Gospel Mission, Presbyterian
Night Shelter, The Salvation Army, SafeHaven of Tarrant County and agencies with rapid
rehousing or permanent supportive housing programs;
C. Critical Document Services
Amendment 2 to CSC 54525 Page 4 of 8
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS
• Critical documents are defined as documents needed for employment and/or housing—
examples are driver's licenses, birth certificates, state identification, Social Security
cards,voter's registrations, commercial driver's licenses;
• Critical document specialists will assess clients for needed documents and then order
documents as appropriate;
• As necessary, critical document specialists will also provide transportation to the Social
Security office,vital records office and court to assist clients in obtaining documents;
• As appropriate, critical documents specialists will make referrals to Community Court
(City of Fort Worth) so clients can resolve outstanding tickets;
• Critical document specialists will upload all critical documents received to HMIS to
safeguard against permanent loss;
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 format of Exhibit"C".
Programmatic reporting:
Monthly reports will be submitted by the 15th of every month in format of Exhibit"D". Quarterly
reports will be submitted by the 15th of July, October, January and April in the format of Exhibit
«D».
Amendment 2 to CSC 54525 Page 5 of 8
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS
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 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.
Amendment 2 to CSC 54525 Page 6 of 8
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS
PROGRAM COSTS Total
$150,000.00
A. SALARIES (By title
Critical Document Specialist—FT
Critical Document Specialist—PT
SALARIES TOTAL: $59,247.00
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: $15,220.00
C. MILEAGE
Mileage $1,727.00
MILEAGE TOTAL: $1,727.00
D. CELL PHONES/EQUIPMENT
Cell phones $1,200.00
CELL PHONES/EQUIPMENT TOTAL: $1,200.00
E. CLIENT EXPENSES
Critical Documents* $72,606.00
CLIENT EXPENSES TOTAL: $72,606.00
F. OTHER APPROVED
OTHER APPROVED TOTAL:
TOTAL PROGRAM COST: $150,000.00
*Critical document expenses include fees for ordering birth certificates, state identification,
driver's licenses and commercial driver's licenses, marriage decrees, divorce decrees,
school records, certificates from abroad,immigration/naturalization cards. Payment of
surcharges and/or reinstatement fees on driver's licenses is also included. Items not listed
but needed for housing and/or employment are subject to approval of Directions Home
manager. Any expenses not listed must have prior written authorization by Directions
Home manager.
Amendment 2 to CSC 54525 Page 7 of 8
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS
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 90% of clients for critical document services are seen in less than 10 business days
Outcome
Measure 2 At least 85% of document requests are completed
Outcome
Measure 3 Provided case management regarding documents to at least 100 persons
experiencing homelessness a month
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
Amendment 2 to CSC 54525 Page 8 of 8
CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/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
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 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
http://apps.cfwnet.org/council_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.
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