HomeMy WebLinkAboutContract 54584-R2A2 CSC No.54584-R2A2
RENEWAL 2 AND AMENDMENT 2 TO CITY OF FORT WORTH CONTRACT 54584
BETWEEN THE CITY OF FORT WORTH AND SAFEHAVEN OF TARRANT
COUNTY FOR RAPID REHOUSING 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 SafeHaven of Tarrant County, 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. 54584, (the "Agreement");
WHEREAS, the Parties executed the first amendment to the Agreement through which
the Parties agreed to amend the budget in order to allocate funding to the categories experiencing
the highest demand, amend the Agency's address, amend the Reporting Forms and amend the
Budget Modification form;
WHEREAS, the Parties agreed on May 26, 2022, to modify the budget using the process
provided in the Agreement in order to allocate funding to the categories experiencing the highest
demand and now wish to memorialize such agreement by amending Part II of the budget regarding
the first renewal term and by adding Part III to the budget which will address the second renewal
term;
WHEREAS,the Parties agree to amend the scope of sel vices to include a client survey;
WHEREAS, at the expiration of the Agreement's original term, the Parties exercised the
first renewal option to renew the Agreement for an additional year ("First Renewal Term");
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 budget
modifications, amend the Scope of Services, and renew the Agreement for an additional one-year
term.
NOW THEREFORE City and Agency do hereby agree to the following:
I OFFICIAL RECORD
CITY SECRETARY
AMENDMENT TO AGREEMENT FT.WORTH,Tx
Renewal 2 and Amendment 2 to CSC 54584 Page 1 of 10
CoFW and SAFEHAVEN OF TARRANT COUNTY
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 Part II—First Renewal Term is hereby amended and replaced
in its entirety with the attached Exhibit B —Part II First Renewal Term
C. The attached EXHIBIT"B" Budget—Part III Second Renewal Term is hereby
included as part of the Agreement and shall immediately follow the Exhibit B—Part
II First Renewal Term.
II.
RENEWAL OF AGREEMENT
The Agreement, as amended, is hereby renewed and extended for a renewal term
commencing on October 1, 2022, and ending on September 30, 2023, unless terminated earlier in
accordance with the Agreement.
III.
This amendment and renewal is effective upon the expiration of the First Renewal Term,
regardless of the date of execution of this document.
IV.
All terms and conditions of the Agreement not amended herein remain unaffected and in
full force and effect, are binding on the Patties 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 2 and Amendment 2 to CSC 54584 Page 2 of 10
CoFW and SAFEHAVEN OF TARRANT COUNTY
IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this
16th day of November , 20 22.
FOR CITY OF FORT WORTH: FOR AGENCY: SAFEHAVEN OF
TARRANT COUNTY
7 LJ -
Kathryn v 15,2022 08:39 CST)
Fernando Costa Kathryn Jacob
Assistant City Manager President, Chief Executive Officer
Date: Nov 15, 2022 Date: Nov 15, 2022
APPROVAL RECOMMENDED
Amy ronnollf4hLov 15,2T22 09:33 CST)
Amy Connolly,Neighborhood Services Assistant Director
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Date: Nov 15, 2022 of°F°R 00
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APPROVED AS TO FORM AND ATTEST: �v, °=d
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Jo Gun Nov 5,202216:45 CST) Jannette S.Goodall(Nov 16,2022 08:48 CST)
Jo Ann Gunn, Assistant City Attorney Jannette S. Goodall, City Secretary
Date:
Nov 15, 2022 Date: Nov 16,2022
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.
J a✓l a-P
Tara Perez(Nov 15,2022 08:41 CST) OFFICIAL RECORD
Tara Perez CITY SECRETARY
Manager, Directions Home FT.WORTH,TX
Renewal 2 and Amendment 2 to CSC 54584 Page 3 of 10
CoFW and SAFEHAVEN OF TARRANT COUNTY
EXHIBIT "A"
SCOPE OF SERVICES
RAPID REHOUSING CASE MANAGEMENT
SAFEHAVEN OF TARRANT COUNTY will do the following:
Employ two (2) full time case managers to provide case management services to 30 rapid
rehousing households who have experienced domestic violence ("RRH" clients) 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("RRH clients") in a complete case
file, with case notes in the HMIS system within 3 business days of a service being provided
hereunder.
• Eligible clients include current Directions Home rapid rehousing clients as well as new
clients in the City of Fort Worth referred by Tarrant County Homeless Coalition from the
Coordinated Entry rapid rehousing list and who are also victims of domestic violence;
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 RRH 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 and completing
lease 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.
Renewal 2 and Amendment 2 to CSC 54584 Page 4 of 10
CoFW and SAFEHAVEN OF TARRANT COUNTY
C. Additional Services
® As needed, provide assistance to RRH clients to obtain necessary household items;
® Provide support and services consistent with Housing First practices to those RRH
clients who voluntarily choose to utilize such services in the interest of housing
retention, including but not limited to:
o Providing an initial needs assessment and development of individualized client-
based solution centered services plans for each consenting RRII client,including
periodic evaluation and modification of the tenant housing plan;
o Refer or facilitate appropriate support services necessary for housing retention
and positive community integration may include,but not be limited to,assistance
with:
® Employment readiness and job search;
® Obtaining employment or obtaining higher paying employment;
® Educational and/or training opportunities;
® Money management and paying rent on time;
® Obtaining mainstream benefits;
in Socialization support;
® The case manager will work with RRII Clients to develop a plan to increase income
within two weeks of being housed. Increasing income can include obtaining
employment, obtaining higher paying employment, and/or applying for mainstream
benefits.
® 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.
Evaluation:
Evaluation meetings will be held with Directions Home staff to continually evaluate program
and Agency shall comply as necessary and in good faith. Agency will work with Directions
Home to create a client survey which allows agency to incorporate client feedback into the
program.
Financial reporting:
Reimbursement Request and any necessary supporting documentation and reports will be
submitted by the 15t" of every month in format of Exhibit "C".
Programmatic reporting:
Renewal 2 and Amendment 2 to CSC 54584 Page 5 of 10
CoFW and SAFEHAVEN OF TARRANT COUNTY
Monthly reports will be submitted by the 15tf of every month in format of Exhibit"D". Quarterly
reports will be submitted by the 15t" of July, October, January and April in the format of Exhibit
«D".
Renewal 2 and Amendment 2 to CSC 54584 Page 6 of 10
CoFW and SAFEHAVEN OF TARRANT COUNTY
EXHIBIT "B"
BUDGET
Part II—First Renewal Term
Agency will submit an invoice for reimbursement by the 15th 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.
Renewal 2 and Amendment 2 to CSC 54584 Page 7 of 10
CoFW and SAFEHAVEN OF TARRANT COUNTY
PROGRAM COSTS _Total _ $103,124.00
A. SALARIES (By title)
Case Manager
Case Manager
Housing Case Aide
SALARIES TOTAL: $90,112.00
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: $7,112.00
C. MILEAGE
Mileage
MILEAGE TOTAL: $2,900.00
D. CELL PHONES/EQUIPMENT
CELL PHONES/EQUIPMENT TOTAL:
E. CLIENT EXPENSES
Client Expenses* $3,000..00
CLIENT EXPENSES TOTAL: ( $3,000.00
F. OTHER APPROVED
OTHER APPROVED TOTAL:
TOTAL PROGRAM COST: $103,124.00
*Client expenses are defined as those expenses necessary for the participant's success in
housing and/or employment. Client expenses include but are not limited to moving
expenses, food, laundry, critical documents, bus passes and other third-party
transportation providers, furniture, household cleaning supplies and kitchen, bedding and
household supplies. Any expenses not listed must have prior written authorization by
Directions Home manager.
Renewal 2 and Amendment 2 to CSC 54584 Page 8 of 10
CoFW and SAFEHAVEN OF TARRANT COUNTY
Part III—Second Renewal Term
Agency will submit invoices for reimbursement by the 15111 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 2 and Amendment 2 to CSC 54584 Page 9 of 10
CoFW and SAFEHAVEN OF TARRANT COUNTY
PROGRAM COSTS Total $103,124.00
A. SALARIES (By title)
Case Manager
Case Manager _ I
Housing Case Aide _ I
SALARIES TOTAL. _ ( . $86,502.00
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: I $10,722.00
D. MILEAGE
Mileage $2,900.00
MILEAGE TOTAL: I $2,900.00
D.CELL PHONES/EQUIPMENT
CELL PHONES/EQUIPMENT TOTAL:
E. CLIENT EXPENSES
Client Expenses* $3,000.00
CLIENT EXPENSES TOTAL: $3,000.00
F. OTHER APPROVED
OTHER APPROVED TOTAL:
I
TOTAL PROGRAM COST: $103,124.00
*Client expenses are defined as those expenses necessary for the participant's success in
housing and/or employment. Client expenses include but are not limited to moving
expenses, food, laundry, critical documents, bus passes and other third-party
transportation providers, furniture, household cleaning supplies and ldtchen, bedding and
household supplies. Any expenses not listed must have prior written authorization by
Directions Home manager.
Renewal 2 and Amendment 2 to CSC 54584 Page 10 of 10
CoFW and SAFEHAVEN OF TARRANT COUNTY
M&C Review Page 1 of 4
Official site of the City of Fort Worth,Texas
CITY COUNCILAGENDA FORT WORTH
REFERENCE **M&C 20- 13P20-0161 DIRECTIONS HOME
REF
DATE: 9/15/2020 REF ** 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 D e S—G r—i p—t-ii-o—nj I 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/Me review.asp?ID=28220&councildatc=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
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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
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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
I ID Year (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID Year I (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/me review.asp?ID=28220&councildatc=9/15/2020 9/16/2020