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HomeMy WebLinkAboutContract 54479-R2A2CSC No. 54479-R2A2 RENEWAL 2 AND AMENDMENT 2 TO CITY OF FORT WO TH CONTRACT 54479 BETWEEN THE CITY OF FORT WO TH AND TARRANT COUNTY HOMELESS COALITION FOR MO ILE HOUSING NAVIGATION 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 Tarrant County Homeless Coalition, 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. 54479 (the "Agreement"); WHEREAS, the Parties executed the first amendment to amend the budget and to amend the Budget Modification form; WHEREAS, the Agreement was for an initial one-year term with three additional one- year renewal options, and 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 Parties agree to increase the budget to provide focused mobile navigation services in conjunction with the Police Department's HOPE Team in order to continue that needed service after another funding source ends; WHEREAS, the Parties agree to include Budget Part II and Part III to ensure clarity on the applicable budget for each term of the contract with the original term being under the Exhibit "B" Budget, the First Renewal Term being under Exhibit `B" Budget — Part II, and the Second Renewal Term being under Exhibit `B" Budget — Part III; WHEREAS, the Parties agree to amend the scope of services to reflect new focus; WHEREAS, the City believes that renewing the Agreement for an additional year will further the goals and priorities of Directions Home ("Second Renewal Term"); and WHEREAS, this Renewal and Amendment will increase the budget for the second renewal term, 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: IOFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Renewal 2 and Amendment 2 to CSC 54479 Page 1 of 9 CoFW and TARRANT COUNTY HOMELESS COALITION 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 — Part II, First Renewal Term is hereby included as part of the Agreement and shall immediately follow the Exhibit `B" — Budget included in the Agreement. 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 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 FOLLO Renewal 2 and Amendment 2 to CSC 54479 Page 2 of 9 CoFW and TARRANT COUNTY HOMELESS COALITION IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this day of , 20 FOR CITY OF FORT WO TH: Fernando Costa Assistant City Manager Date: Jan 9, 2023 APPROVAL RECO NDED Victor Turner, Neighborhood Services Director Date: Jan 6, 2023 APPROVED AS TO FORM AND LEGALITY Jo Gun Jan 9, 202313:46 CST) Jo Ann Gunn, Assistant City Attorney Date: Jan 9, 2023 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. rowlC-fk%!!:� Tara Perez (Dec 16, 202215:36 CST) Tara Perez Manager, Directions Home Renewal 2 and Amendment 2 to CSC 54479 CoFW and TARRANT COUNTY HOMELESS COALITION FOR AGENCY: TARRANT COUNTY HOMELESS COALITION Lauren King Executive Director Date: Dec 16, 2022 Jannette S. Goodall, City Secretary Date: Jan 9, 2023 M&C No.: OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Page 3 of 9 EXHIBIT "A" SCOPE OF SERVICES MO ILE HOUSING NAVIGATION SERVICES TARRANT COUNTY HOMELESS COALITION will do the following: Contract for two (2) full time mobile housing navigators to provide assessments, assistance with obtaining documents and diversion services to 200 eligible households, as defined below, which will include the following: • Eligible households are persons in the City of Fort Worth experiencing homelessness with a primary focus on people who do not access shelter program beds; • 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; • Agency or sub -recipient agency will work as part of the HOPE Team to provide services; • Agency or sub -recipient agency shall attempt to locate assigned clients; • Agency or sub -recipient agency shall gather documentation of homelessness as necessary for clients to apply for and receive housing; • Agency or sub -recipient agency shall conduct any needed assessments; • Agency or sub -recipient agency shall work to obtain documents such as identification; • Agency or sub -recipient agency shall assist clients with housing intake applications and forms; • Agency or sub -recipient agency works with partner agencies towards client housing success; • Agency or sub -recipient agency shall transition clients to housing case manager when assigned to a housing program; • Agency or sub -recipient agency shall attend case consultation and navigation meetings hosted by Agency; Renewal 2 and Amendment 2 to CSC 54479 Page 4 of 9 CoFW and TARRANT COUNTY HOMELESS COALITION 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 151h 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 151h of July, October, January and April in the format of Exhibit «D», Renewal 2 and Amendment 2 to CSC 54479 Page 5 of 9 CoFW and TARRANT COUNTY HOMELESS COALITION EXHIBIT "B" Part II — First Renewal Term Agency will submit invoices for reimbursement by the 15t' 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. Renewal 2 and Amendment 2 to CSC 54479 Page 6 of 9 CoFW and TARRANT COUNTY HOMELESS COALITION PRO AM COSTS GR Total $33,668.00 A. SALARIES (By title) Mobile Housing Navigator Mobile Housing Navigator Mobile Housing Navigator Mobile Housing Navigator SALARIES TOTAL: $33,668.00 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: C. MILEAGE Mileage MILEAGE TOTAL: D. CELL PHO INES/EQUIPMENT Cell phones CELL PHONES/EQUIPMENT TOTAL: E. CLIENT EXPENSES CLIENT EXPENSES TOTAL: F. OTHER APPROVED OTHER APPROVED TOTAL: TOTAL PRO AM COST: GR $33,668.00 Renewal 2 and Amendment 2 to CSC 54479 Page 7 of 9 CoFW and TARRANT COUNTY HOMELESS COALITION EXHIBIT "B" Part III — Second Renewal Term Agency will submit invoices for reimbursement by the 15t' 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. Renewal 2 and Amendment 2 to CSC 54479 Page 8 of 9 CoFW and TARRANT COUNTY HOMELESS COALITION PROGRAM COSTS Total $86,100.00 A. SALARIES (By title) Mobile Housing Navigator Mobile Housing Navigator SALARIES TOTAL: $68,874.00 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: $17,226.00 I $17,226.00 C. MILEAGE MILEAGE TOTAL: D. CELL PHONES/EQUIPMENT CELL PHONES/EQUIPMENT TOTAL: E. CLIENT EXPENSES CLIENT EXPENSES TOTAL: F. OTHER APPROVED OTHER APPROVED TOTAL: TOTAL PROGRAM COST: $86,100.00 Renewal 2 and Amendment 2 to CSC 54479 Page 9 of 9 CoFW and TARRANT COUNTY HOMELESS COALITION M&C Review Page 1 of 4 Official site of the City of Fort Worth, Texas CITY COUNCILAGENDA FaRTWORTH 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 MIWBE 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 Agency 11 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?ID=28220&councildate=9/15/2020 9/16/2020 M&C Review Page 2 of 4 Case Management for Permanent Supportive Housing Clients Rental Assistance and Administration for Permanent Supportive Housing Clients education, employment, housing stability for approximately 150 permanent supportive housina clients Case Management for Permanent Supportive Housing Clients Assisting clients in setting and fulfilling goals such as health, education, employment, housing stability for approximately 75 permanent supportive housing clients Provide rental assistance (which is the difference between Fair Market Rent and the client's 30\% contribution of income, if applicable) to landlords of up to 20 permanent supportive housing clients; Day Resource Center for the Homeless d/b/a DRC Solutions Housing Authority of the City of Fort Worth dba Fort Worth Housing Solutions Up to $200,977.00 Up to $250,000.00 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; Maximize state and federal rapid rehousing rental assistance funds by funding case management for rapid rehousing clients SafeHaven of Tarrant County Up to $103,124,00 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/eouncil_packet/mc review.asp?ID=28220&councildate=9/15/2O20 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\\ Fund Department Account Project Program Activity Budget I Reference # Amount ID I I ID I I I Year I (Chartfield 2) Fund Department Account Project Program Activity Budget Reference # Amount ID I I ID I I I Year (Chartfield 2) Submitted for City Manager's Office by: Originating Department Head: Additional Information Contact: ATTACHMENTS Jay Chapa (5804) Fernando Costa (6122) Reginald Zeno (8517) Cynthia Garcia (8525) Sarah Czechowicz (2059) http://apps.cfwnet.org/council_pacicet/mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020