HomeMy WebLinkAboutContract 55225-A3 CSC No.55225-A3
THIRD AMENDMENT TO CITY SECRETARY CONTRACT NO. 55225
This Amendment("Amendment") is entered into by and between the City of Fort Worth("City")
and Day Resources Center for the Homeless doing business as DRC Solutions("Agency")by and through
their respective duly authorizes agents. City and Agency may be referred to individually as "Party" and
collectively as"Parties."
WHEREAS the City and Agency made and entered into City Secretary Contract No. 55225
("Contract") for Agency to provide critical cold weather overflow shelter beds during times of extreme
weather;
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. E-20-MW-48-0010, 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, the Contract had an initial term that was set to expire on March 31, 2022,but could
be extended if such extension is necessary for the completion of the program;
WHEREAS, on May 10, 2021, the Parties agreed to amend the Contract to increase funding to
address the then-current demand on the system to ensure adequate shelter service were provided
("Amendment I");
WHEREAS, on February 22, 2022, the Parties agreed to amend the Contract to amend the line-
item budget to ensure that funds were available for the then most needed services("Amendment 2");
WHEREAS, the Parties have understood and agreed that the services under this Contract are
necessary and critical for the welfare of the City's homeless population and intended to extend the Contract
to ensure continued shelter services during extreme weather;
WHEREAS,to date,Agency has not expended the total amount of the funds allocated through this
Contract and the Parties agree that a portion of the funds are needed to fund other contracts for emergency
overflow shelter activities through other agencies;
WHEREAS,these funds became available to Agency for ESG-eligible program expenses as a result
of reclassification of certain cost items within the original program budget which must be more
appropriately charged to the City's ESG Administration budget for ESG-CV2 in order to comply with HUD
regulations;
WHEREAS, it is the mutual desire of City and Agency to amend the Contract to extend the term
and reduce the total funding in order to complete the Program and meet Contract objectives.
NOW, THEREFORE,City and Agency hereby agree to amend the Contract as follows:
I.
Amendments
A. Section 3. TERM.is hereby amended and replaced with the following: OFFICIAL RECORD
CITY SECRETARY
FT.WORTH,TX
Amendment No.3 to CSC No.55225 Page 1
DRC Solutions(ESG-CV2)
3. TERM.
The term of this Contract (Contract Term) begins on the Effective Date and
terminates on September 30,2023,unless earlier terminated as provided in this Contract.
B. Section 4.1 Provide ESG-CV2 Funds hereby amended and replaced with the following:
4.1 Provide ESG-CV2 Funds.
City shall provide up to $128,758.87 of ESG-CV2 Funds under the terms and
conditions of this Contract.
C. Exhibit A—Program Summary is hereby amended and replaced in its entirety with the attached
Exhibit A—Program Summary.
D. Exhibit B-Budget is hereby amended and replaced in its entirety with the attached Exhibit B-
Budget.
II.
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.3 to CSC No.55225 Page 2
DRC Solutions(ESG-CV2)
AGREED AND ACCEPTED:
DRC SOLUTIONS CITY OF FORT WORTH
Swoo FranMl � C By: Bruce Frankel(Jan 7,202317:28 CST) By:
Bruce Frankel,Executive Director Fernando Costa,Assistant City Manager
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ATTEST: P�o APPROVE AS TO FORM AND
vo LEGALITY:
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By: Rd0 By:Jo Gun Jan r7,202316:57CST)
Jannette S. Goodall,City Secretary Jo Ann Gunn,Assistant City Attorney
RECOMMENDED BY:
By: y
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.3 to CSC No.55225 Page 3
DRC Solutions(ESG-CV2)
Day Resource Center Solutions
EXHIBIT"A"
Overflow Shelter PROGRAM
SUMMARY
PROGRAM SUMMARY
(ESG-CV2)
October 1,2020- September 30,2023 $128,758.87
PERIOD AMOUNT
COLD WEATHER EMERGENCY OVERFLOW SHELTER
DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS will do the
following:
Agency shall operate and provide staffing for the cold weather emergency overflow shelter sites and
screening sites as necessary and contract with needed vendors to provide at least 90 cold weather
emergency overflow beds on an as needed basis:
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 ("clients") in a complete case file,
with case notes in the HMIS system within 3 business days of a service being provided
hereunder.
• Eligible households are individuals in the City of Fort Worth who meet the United States
Department of Housing and Urban Development(HUD) definition of literally homeless;
B. Definitions
City staff will notify agency that it needs to open its overflow shelter upon the occurrence of one or more of the Triggers, as
defined below, and when other overflow beds are not sufficient to meet the current need. Upon notification, Agency must
open its overflow shelter within two hours.
Triggers for Opening Cold Weather Overflow Shelter("Triggers"):
•Temperature is forecasted to be or is below 40 degrees in wet conditions for three consecutive overnight hours; or
•Temperature is forecasted to be or is 35 degrees or less in dry conditions for three consecutive overnight hours; or
•The wind chill is forecasted to be or is 32 degrees or less for three consecutive overnight hours; and
•Emergency shelter beds full for either individual men or individual women by 6pm.
o Cold Weather Emergency Overflow Locations are:
0 300 East Vickery—capacity up to 85
o Riverside Community Center—3700 East Belknap, capacity of up to 50
o Fire Station Community Center—1601 Lipscomb, capacity of up to 50
o Fellowship Corner Community Center—1601 New York Ave, capacity of up to 30
o The Transfer Center— 1100 E. Lancaster
Due to the fluid nature of the operation,it is possible sites will changed.
C. Agency Responsibilities
Agency will:
• Recruit a pool of at least 18 contract workers by
• Train recruited contract workers on cold weather emergency overflow shelter process and
procedures
• Contract with vendors for laundry,janitorial and security
• Purchase bus passes and distribute to emergency shelters
• Notify and schedule a sufficient number of contract shelter staff to cover up to four sites as
soon as Agency is notified of a cold weather trigger night
• Ensure sufficient staff are onsite at 1100 East Lancaster to do temperature checks and ask
COVID screening questions from 6pm— 8pm on activation nights
• Ensure sufficient staff are onsite at cold weather emergency overflow locations by 7pm
• Notify contracted staff they can leave at 9pm if that site has no guests
• Provide oversight of the four sites from 7pm to 6am
• Ensure shelter staff:
o greet guests,
o sign in with scan card or enter into HMIS if no scan card,
o hand out blankets,
o direct guests to cots,
o let guests know where restrooms are, rules,
o walk through shelter,
o wake up guests and direct them to depart at 6am
• Ensure contractors fulfill obligations including pick up, laundering and return of blankets,
cleaning of facility and providing security personnel from 7pm to 6am
• Ensure that contract employees and contract vendors are paid in a timely manner
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 eligibility for
the housing unit for which financial assistance is provided, including rental amounts
and compliance with applicable ESG Minimum Habitability Standards.
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 EXHIBIT "B"—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 EXHIBIT "B"—Budget is.
SALARY DETAIL
Est. Percent to Amount to
Position Title Annual Salary Grant Grant
Chief Operating Officer(supervision) $ 67,060.00 10.0% $ 6,706.00
TOTAL $ 67,060.00 1 10.0% $ 6,706.00
FRINGE DETAIL
Percent of Est. Percent to Amount to
Payroll Amount Grant Grant
FICA 7.65% $ 5,130.09 10.0% $ 513.00
Life/Disability Insurance
Health/Dental Insurance
Unemployment-State
Worker's Compensation
HRA
Retirement
Parking
Mileage
Other
TOTAL $ 5,130.09 10.0% $ 513.00
SUPPLIES AND SERVICES
Est. Percent to Amount to
Total Budget Grant Grant
Office Supplies
Food Supplies
TOTAL
MISCELLANEOUS
Est. Percent to Amount to
Total Budget Grant Grant
Insurance
Accounting $ 1,509.87 100 $ 1,509.87
Contract Labor(Security)
Other()
EXHIBIT"B"-BUDGET
DRC Solutions(ESG-CV2) Page 1
TOTAL I I $ 1,509.87
SHELTER OPERATIONS
Est. Percent to Amount to
Total Budget Grant Grant
Maintenance -janitorial $ 21,450.00 100 $ 21,450.00
Shelter staff including retainers (overnight
workers, screening, shelter manager) $ 65,580.00 100 $ 65,580.00
Insurance
Utilities
Supplies $ 1,000.00 100 $ 1,000.00
Laundry $ 32,000.00 100 $ 32,000.00
Other(hotel costs for women& families) $ -
TOTAL I $ 120,030.00
FINANCIAL ASSISTANCE
Est. Percent to Amount to
Total Budget Grant Grant
Rental Assistance $ -
Security Deposits
Utility Payments
Utility Deposits
Moving Costs
Motel/Hotel Vouchers
TOTAL $ -
HMIS
Est. Percent to Amount to
Total Budget Grant Grant
HMIS Software Costs
TOTAL
TOTAL $ 128,758.87
EXHIBIT'B"-BUDGET
DRC Solutions(ESG-CV2) Page 2