HomeMy WebLinkAboutContract 54955-A1 CSC No.54955-A1
FIRST AMENDMENT TO CITY SECRETARY CONTRACT NO. 54955
WHEREAS the City of Fort Worth("City")and Day Resource Center for the Homeless,dba DRC
Solutions ("Agency")made and entered into City Secretary Contract No. 54955 ("Contract");
WHEREAS, the Contract provides funding to Agency pursuant to a grant received by City from
the United States Department of Housing and Urban Development ("HUD") through the Emergency
Solutions Grant Program ("ESG"); Program No. S-20-MC48-0006, Catalog of Federal Domestic
Assistance No. 14.231, and the special allocations of funds received for this program known as ESG-CV
and ESG-CV2,through the Coronavirus Aid,Relief, and Economic Security(CARES)Act of 2020;
WHEREAS,it is the mutual desire of the City and Agency to amend the Contract to decrease the
budget by$100,000.00;
WHEREAS,this amendment results in a decrease in the overall Contract budget to a total amount
of$300,000.00;
WHEREAS, it is the mutual desire of City and Agency to amend the Contract to extend the term
and revise certain reimbursement provisions and performance objectives in order to complete the Program
and meet Contract objectives.
WHEREAS,this amendment makes funds available for a Homeless Prevention program between
the City and Agency;
NOW,THEREFORE,City and Agency hereby agree to amend the Contract as follows:
I.
Section 4.1 Provide ESGCV2 Funds is deleted in its entirety and replaced by the following:
"4.1 Provide ESGCV2 Funds.
City shall provide up to $300,000.00 of ESG-CV2 Funds under the terms and conditions of this
Contract."
II.
The first sentence in Section 3 TERM is deleted and replaced by the following:
"The term of this Contract(Contract Term)begins on the Effective Date and terminates
On September 2, 2022 unless earlier terminated as provided in this Contract."
III.
Section 5.3.1 PROGRAM PERFORMANCE MILESTONES is revised as follows: the table of
milestones is deleted and replaced with the below table which specifies the dates of program performance
milestones and expenditure deadlines for the extended term of the Contract:
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Amendment No.1 to CSC No.54955 Page 1
Day Resource Center for the Homeless(ESG-CV2)
Month Relative to Date Expenditures Unduplicated Clients as
Beginning of Specified in EXHIBIT"A":
Contract Term Program Summary
Month 3 December 31,2020 15% 15%
Month 6 March 31,2021 30% 30%
Month 9 June 30,2021 50% 50%
Month 12 September 30,2021 65% 65%
Month 15 December 30,2021 75% 75%
Month 18 March 31,2022 80% 80%
Month 21 June 30,2022 90% 90%
Month 23 September 2,2022 100% 100%
NOTE: If the Contract was executed prior to October 1,2020 and/or if the Effective Date of the Contract
is March 13,2020,all months prior to December 31,2020 are included in the Month 3 period.
Section 9 REIMBURSEMENT REQUIREMENTS is revised as follows:
Section 9.2.1 Attachment I—Invoice is deleted in its entirety and replaced by the following:
"9.2.1 Attachment I—Invoice.
This report shall contain the amount requested for reimbursement each month or partial month,the
cumulative reimbursement requested to date (inclusive of that month's or partial month's request).
Section 9.2.1.1 is hereby amended to read as follows:
9.2.1.1 Agency must submit a separate invoice for each ESG-CV2-eligible activity type funded
through this Contract, i.e. Shelter Operations, Homeless Prevention, Rapid Rehousing, Unsheltered
Outreach, Administration, and HMS. Entries on Attachment II Expenditure Summary must list and
designate Administration line items separately from Program costs, with the word `Administration'
included in the cost item title."
Section 9.4 Final Reimbursement Request is added as follows:
"9.4 Final Reimbursement Request
9.4.1 Agency's Final Reimbursement Request must be submitted no later than September 9,
2022. The Final Reimbursement Request must include all program-eligible expenses incurred during
August 2022. Agency's Final Reimbursement Request may also include a request for advancement of
funds for September program expenses for up to 90%of the monthly average of Agency's standard Program
operations expenses (staff salaries, benefits, and related program operational expenses). The monthly
average of Agency Program Operations expenses will be based on the Program's prior six months' of such
expenses charged to the Contract(February thru July 2022). Agency's Final Reimbursement Request may
be submitted with partial Complete Documentation for August or September 2022 expenses if such
documentation is not available at the time of submittal, provided that such Complete Documentation will
be submitted no later than October 15, 2022. Failure to submit Complete Documentation for August or
September 2022 expenses by October 16, 2022 may, in City's sole discretion, be cause for delay or
withholding of payment of ESG funds awarded through other City Contracts,or may disqualify Agency for
consideration under the future City Requests for Proposals for federal grant funds.
Amendment No.1 to CSC No.54955 Page 2
Day Resource Center for the Homeless(ESG-CV2)
9.4.2 All Contract funds not requested by Agency as of September 10, 2022 will be subject to
immediate recapture by City."
IV.
The first sentence in Section 17 INSURANCE AND BONDING is deleted and replaced by the
following:
"Agency will maintain coverage in the form of insurance or bond in the amount of$300,000.00
to insure against loss from the fraud,theft or dishonesty of any Agency's officers,agents,trustees,
directors,representatives, or employees."
V.
Exhibit "A"—Program Summary and Exhibit `B"—Budget attached to the Contract are hereby
replaced with the attached Exhibit "A"-Program Summary Revised 8/2021 and Exhibit "B"—Budget
revised 8/2021.
VI.
Unless otherwise specified,this amendment is effective as of the Effective Date of the Contract.
VII.
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.
[SIGNATURES APPEAR ON FOLLOWING PAGE]
Amendment No.1 to CSC No.54955 Page 3
Day Resource Center for the Homeless(ESG-CV2)
AGREED AND ACCEPTED:
DAY RESOURCE CENTER FOR THE HOMELESS CITY OF FORT WORTH
Bruce Frankel
By: Bruce Frankel(Feb 21,2022 11:53 CST) By:
Bruce Frankel,Executive Director Fernando Costa,Assistant City Manager
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By: Jannette S.Goodall(Feb 22,2022 08:19 CST) 0000000 ICY
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Jannette Goodall,City Secretary Taylor Paris,Assistant City Attorney
M&C: 20-0657
M&C: 22-0017
1295 Certification No. 2020-662769
Date: September 15,2020 and January 11,2022
RECOMMENDED BY:
By:
Victor Turner,Director—Neighborhood Services Department
CONTRACT COMPLIANCE MANAGER:
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
Charletta Moaning
Senior Contract Compliance Specialist
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Amendment No.1 to CSC No.54955 Page 4
Day Resource Center for the Homeless(ESG-CV2)
Day Resource Center Solutions EXHIBIT "A"
Mobile Outreach PROGRAM SUMMARY
PROGRAM SUMMARY
(ESG-CV2)
October 1,2020- September 2,2022 $300,000.00
(Extension)
PERIOD AMOUNT
Capitalized terms not defined herein shall have meanings assigned them in the Contract.
PROGRAM:
DRC Mobile Assessor's will conduct outreach and mobile assessments for unsheltered individuals
and families found on E. Lancaster Avenue and in surrounding high-populated areas. This role
will serve as an entry point for participants who choose to not access the classic brick and mortar
service providers in the area, such as emergency shelter and day centers to help stop the spread of
COVID-19. After discussing diversion options, the DRC Mobile Assessor will begin the process
of preparing the participant for housing by assessing, gathering critical documents, and verifying
homeless episodes. The HUD, VI-SPDAT, and Employment assessments will be completed with
participants who have not completed them, or with participants who are entering a new episode of
unsheltered homelessness. In addition, DRC Mobile Assessor's will be attached to other
continuum outreach efforts (HOPE, JPS Care Connection, MHMR) in order to provide holistic
services to individuals and families experiencing unsheltered homelessness.
ESG Funds will be used to pay for the salaries and fringe benefits for Program employees, and for
direct supervision and administrative fees. Additional program costs include laptops and cell
phones for program staff.
Agency's Administrative office is available at 1212 E. Lancaster, Fort Worth, Texas 76054,
Monday- Friday, 9:00 am- 4:30 pm. Services will be mainly field based.
REGULATORY CLASSIFICATION:
Service Category (if more than one category, specify amount for each): ESG Relocation and
Stabilization Services in Support of Rapid Rehousing
Regulatory Citation(s): 24 CFR 576.104, 24 CFR 576.105, and 24 CFR 576.106
Agency will maintain documentation that 100% of clients served are homeless at the time of
Program entry in accordance with the ESG Regulations and that the client lacks sufficient
resources and support networks to obtain housing. Agency will also maintain documentation on
ESG-CV2 PSA OUTREACH CONTRACT—EXHIBIT"A"—PROGRAM SUMMARY Page 1
Day Resource Center Solutions
eligibility for the housing unit for which financial assistance is provided, including rental amounts
and compliance with applicable ESG Minimum Habitability Standards.
PROGRAM GOALS:
Minimum Number of Fort Worth Clients to be Served: The Program must serve a minimum
of 400 Unduplicated Clients as shown by the monthly Attachment III and yearly SAGE (HMIS
reporting). Timely, accurate, and complete information should always be reported,but not be
limited,to the following number and percentage goals of those clients served:
ESG-CV2 PSA OUTREACH CONTRACT—EXHIBIT"A"—PROGRAM SUMMARY Page 2
Day Resource Center Solutions
EXHIBIT "B"-BUDGET
Account I Grant Budget I Increase I Decrease
EMERGENCY SHELTER
ESSENTIAL SERVICES
Salaries 1001 $ 278,550.00 $ 74,000.00 $ 204,550.00
FICA 1002 $ 21,309.08 $ 5,660.08 $ 15,649.00
Health/Dental/Life/Disability Insurance 1003 $ 55,800.00 $ 15,000.00 $ 40,800.00
Unemployment-Workers Compensation 1004 $ 720.00 $ 1,000.00 $ 1,720.00
Office Supplies 1007 $ 1,350.00 $ 1,350.00
Retirement 1008 $ 7,843.50 $ 7,843.50
Transportation 1010 $ 7,200.00 $ 2,839.92 $ 4,360.08
Communication 1011 $ 9,000.00 $ 3,500.00 $ 5,500.00
Contractual Services O 1012 $ 9,227.42 $ 9,227.42
SHELTER OPERATIONS
Maintenance 2001 $ $
Security 2002 $ $
Insurance 2003 $ $
Utilities 2004 $
Supplies 2005 $ $
Repairs 2006 $ $
Insurance-Liability etc. 2008 $ 1,500.00 $ 1,500.00
Other/Food Supplies etc. 2009 $ 7,500.00 $ 7,500.00
SUBTOTAL EMERGENCY SHELTER $ 400,000.00 $ 1,000.00 $ 101,000.00 $ 300,000.00
HOUSING RELOCATION AND STABILIZATION
PREVENTION
Salaries 3001
FICA 3002
Life/Disability/Health/Dental Insurance 3003
Unemployment-Workers Compensation 3005
Other/Contractual Services( ) 3007
REHOUSING
Salaries 4001
FICA 4002
Life/Disability/Health/Dental Insurance 4003
Unemployment-Workers Compensation 4005
Retirement 4008
Transportation(Parking/Mileage) 4009
Hotel/Motel Vouchers
Subtotal Housing Relocation/Stabilization $
ADMINISTRATION(from City 10%)
Salaries
FICA
Insurance(Health/Disability/Life/etc) 4011
Supplies
Training
Contractual Services(Accounting,Audit,etc.)
SUBTOTAL ADMINISTRATION1 I $ $ $ $
OUTREACH TO UNSHELTERED
Salaries
FICA
Health/Dental/Life/Disability Insurance
Unemployment-Workers Compensation
Office Supplies
Retirement
Transportation(Parking/Mileage)
HOMELESS MANAGEMENT INFORMATION SYSTEM(HMIS)
HMIS Software Costs 7001 $
SUBTOTAL HMIS
BUDGET TOTAL $ 400,000.00 $ 1,000.00 $ 101,000.00 $ 300,000.00
ESG PSA CONTRACT 2020-2021-EXHIBIT'B" -Amendment 1 Page I
The following tables were created for the purpose of preparing, negotiating, and determining the cost
reasonableness and cost allocation method used by the Agency for the line item budget represented on
the first page of this year one and year two proposal budget. The information reflected in the tables
is to be considered part of the terms and conditions of the Contract. Agency must have prior written
approval by the City to make changes to any line item in the Budget as outlined in Section 5.2.2 in
the Contract. The deadline to make changes to the proposed budget is June 1, 2022.
SALARY DETAIL
Est. Percent to Amount to
Position Title Annual Salary Grant Grant
Mobile Case Manager - 6 months $ 45,000.00 100.0% $ 22,500.00
Mobile Case Manager - 14 months $ 45,000.00 100.0% $ 52,500.00
Mobile Case Manager - 18 months $ 45,000.00 100.0% $ 67,500.00
Mobile Case Manager - 18 months $ 45,000.00 100.0% $ 67,500.00
Clinical Director- 18 months $ 57,000.00 10.0% $ 8,550.00
Holiday/PTO excluded by CFW I I $ (14,000.00)
TOTAL $ 237,000.00 1 86.3% $ 204,550.00
FRINGE/EMPLOYEE BENEFITS DETAIL
Percent of Est. Percent to Amount to
Payroll Amount Grant Grant
FICA 7.65% $ 15,648.08 100.0% $ 15,649.00
Health/Dental Insurance 27.28% $ 55,800.00 73.1% $ 40,800.00
Unemployment-State - 2
years 0.84% $ 1,720.00 100.0% $ 1,720.00
Worker's Compensation
Employee Benefits, Other
Other( )
Other( )
TOTAL 1 1 $ 73,168.08 1 79.5% $ 58,169.00
SUPPLIES AND SERVICES
Est. Percent to Amount to
Total Budget Grant Grant
Office Supplies - $75/month $ 1,350.00 100% $ 1,350.00
Office Rent- 10% of$4357.50/month $ 7,843.50 100% $ 7,843.50
Contractual Services $ -
Transportation - mileage $100/month/FTE $ 7,200.00 100% $ 4,360.08
Communications/Telephone - $125/mo/FTE $ 9,000.00 100% $ 5,500.00
4 mobile computer solutions @ $1500 each $ 6,000.00 100% $ 6,000.00
IT Services - 10% of$2000/month $ 36,000.00 9% $ 3,227.42
Other( ) $ -
Other( ) $ -
TOTAL $ 67,393.50 $ 28,281.00
ESG PSA CONTRACT 2020-2021 -EXHIBIT"B"-BUDGET
-Amendment 1 Page 1
MISCELLANEOUS
Est. Percent to Amount to
Total Budget Grant Grant
Insurance - Liability & Other $ 13,450.00 11% $ 1,500.00
Accounting/Audit $ 7,500.00 100% $ 7,500.00
Contractual Services (Security etc)
Other( )
TOTAL $ 20,950.00 $ 9,000.00
SHELTER OPERATIONS
Est. Percent to Amount to
Total Budget Grant Grant
Maintenance
Security
Insurance
Utilities
Supplies
Repairs
Other( )
TOTAL $ - $ -
FINANCIAL ASSISTANCE
Est. Percent to Amount to
Total Budget Grant Grant
Rental Assistance $ -
Security Deposits
Utility Payments
Utility Deposits
Other( )
Other( )
TOTAL $ - $ -
HMIS
Est. Percent to Amount to
Total Budget Grant Grant
HMIS Software Costs
TOTAL $ - $ -
TOTAL $ 398,511.58 $ 300,000.00
ESG PSA CONTRACT 2020-2021 -EXHIBIT"B" -BUDGET
-Amendment 1 Page 2