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HomeMy WebLinkAboutContract 55225-A4CSC No. 55225-A4 FOURTH 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 agreed to (1) extend the Contract to ensure continued shelter services during extreme weather and (2) reallocate a portion of the funds that were anticipated to not be expended to other critical sheltering services ("Amendment 3"); WHEREAS, the incorrect amount was unintentionally included in Amendment 3 and such amount would not be sufficient to provide the necessary services during the extreme weather; WHEREAS, it is the mutual desire of City and Agency to amend the Contract to correct the amount funds available through this Contract 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 4.1 Provide ESG-CV2 Funds hereby amended and replaced with the following: 4.1 Provide ESG-CV2 Funds. City shall provide up to $238,000 conditions of this Contract. Amendment No.4 to CSC No. 55225 DRC Solutions (ESG-CV2) of ESG-CV2 Funds under the terms and OFFICIAL RECORD CITY SECRETARY Page 1 FT. WORTH, TX Budget. B. 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- 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.4 to CSC No. 55225 Page 2 DRC Solutions (ESG-CV2) AGREED AND ACCEPTED: DRC SOLUTIONS 8�irce- ��a,�zlce-G By: Bruce Frankel (Jan 27, 2023 09:56 CST) Bruce Frankel, Executive Director pdg444n�� ATTEST: xxy y ° 000 ad Ovo o °=d 0 P o dd Pa Iln nEXA?�pp By ll Jannette S. Goodall, City Secretary M&C: C-20-0657 1295 Certification No. 2022-962728 Date: September 15, 2020 RECOMMENDED BY: CITY OF FORT WORTH By: Fernando Costa, Assistant City Manager APPROVE AS TO FORM AND LEGALITY: By: Jo Gun Feb , 2023 08:35 CST) Jo Ann Gunn, Assistant City Attorney By: a� 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.4 to CSC No. 55225 Page 3 DRC Solutions (ESG-CV2) Day Resource Center Solutions Overflow Shelter EXHIBIT "A" PROGRAM f.Y% uiu/_1klyj PROGRAM SUMMARY (ESG-CV2) October 1, 2020- September 30, 2023 PERIOD COLD WEATHER EMERGENCY OVERFLOW SHELTER DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS will do the following: $238,000 AMOUNT Agency shall 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 Cold Weather Trigger nights are defined as nights with the City's Office of Emergency Management predicts: o Temperature will be below 40 degrees in wet conditions, 35 degrees in dry conditions or a wind chill of 32 degrees for three consecutive overnight hours 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 change. 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 scancard 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. EXHIBIT "B" - BUDGET Account Budget DAxr * current Balances Increase Decrease A4 TOTAL NEW PROGRAM BUDGETTOTAL EMERGENCY SHELTER ESSENTIAL SERVICES Salaries 1001 $ 38,757.00 $ 33,084.03 $ 5,672.97 $ 1,033.03 $ 6,706.00 $ 39,790.03 FICA 1002 $ 3,562.00 $ 2,332.23 $ 1,229.77 $ (716.77) $ 513.00 $ 2,845.23 Life/Disability Insurance 1003 $ $ Heal"entalInsurance 1004 $ $ Unemployment -State 1005 $ 630.00 $ 630.00 $ $ 630.00 Worker's Compensation 1006 $ $ Office Supplies 1007 $ $ Food Supplies 1008 $ $ Insurance 1009 $ $ Accounting Salaries (Admin) 1010 $ 3,763.00 $ 1,084.81 $ 2,678.19 $ (1,168.32) $ 1,509.87 $ 2,594.68 Contract Labor (City needs copy of contract before expenses can be reimbursed) 1011 $ $ Other( Administration - Exec Dir) 1012 $ 3,600.00 $ 3,600.00 $ (3,600.00) $ $ SHELTER OPERATIONS $ $ Contracted Janitoral Services 2001 $ 44,641.00 $ 7,297.92 $ 37,343.08 $ (15,893.08) $ 21,450.00 $ 28,747.92 Contracted Laundry Services 2002 $ 18,560.38 $ 7,456.00 $ 11,104.38 $ 20,895.62 $ 32,000.00 $ 39,456.00 Contracted Shelter Services 1001 $ 17,698.80 $ 17,698.80 $ $ 17,698.80 Contracted Security Services 2003 $ 64,147.00 $ 14,091.89 $ 50,055.11 $ (50,055.11) $ $ 14,091.89 Maintenance 2004 $ $ Security 2005 $ $ Insurance 2006 $ $ Utilities 2007 $ $ Supplies 2008 $ 7,500.00 $ 7,500.00 $ (6,500.00) $ 1,000.00 $ 1,000.00 Repairs 2009 $ $ Contract Labor (City needs copy of contract before expenses can be reimbursed) 1011 $ 114,524.00 $ 18,948.63 $ 95,575.37 $ 29,995.37 $ 65,580.00 $ 84,528.63 Indirect Costs - Administration 1012 $ 786.62 $ 786.62 $ $ 786.62 Program Manager/Onsite Supervisor 1001 $ 5,830.20 $ 5,830.20 $ $ 5,830.20 SUBTOTAL EMERGENCY SHELTER $ 324,000.00 $ 109,241.13 1 $ 214,758.87 $ 21,928.65 $ 107,928.65 $ 128,758.87 $ 238,000.00 HOUSING RELOCATION AND STABILIZATION PREVENTION Salaries 3001 FICA 3002 Life/Disability Insurance 3003 Health/DentalInsurance 3004 Unemployment -State 3005 Worker's Compensation 3006 Othero 3007 REHOUSING Salaries 4001 FICA 4002 Life/Disability Insurance 4003 Health/DentalInsurance 4004 Unemployment -State 4005 Worker's Compensation 4006 HRA 4007 Retirement 4008 Parking 4009 Mileage 4010 Rental Asistance/Security Deposits Utility Deposits/Payments Food; postage; telephone/network/intemet; occupancy; mileage; training and professional development; HMIS/professional/contract fees; other direct client and supportive Other(Fringe Benefits): Parking, employee prescreening BRA, worker's 4011 SUBTOTAL HR&S S S S $ FINANCIAL ASSISTANCE PREVENTION Rental Assistance 5001 Utility Payments 5002 REHOUSING Rental Assistance 6001 $ Security Deposits 6002 Utility Deposits 6003 Utility Payments 6004 Moving Costs 6005 Motel/Hotel Vouchers 6006 SUBTOTAL FINANCIAL ASSISTANCE 1 1$ $ $ HOMELESS MANAGEMENT INFORMATION SYSTEM(HMS) HMIS Software Costs 7001 SUBTOTAL HMIS BUDGET TOTAL $ 324,000.00 $ 109,241.13 $ 214,758.87 $ 21,928.65 $ (107,928.6s)l $ 128,758.87 $ 238,000.00 (BUDGET REDUCTION $86,000) (EXPENDED +A4) a Budget updated as of Amendment 4, the amount expended to date and current balances included for informational purposes only ESG PSA CONTRACT 2019-2020 - EXHIBIT "B" - Page 1 City of Fort Worth, Mayor and Texas Council Communication DATE: 09/15/20 M&C FILE NUMBER: M&C 20-0657 LOG NAME: 1920NS CARES ACT HUDFUDS ESG-CV2 AWARDS SUBJECT (ALL) Authorize Acceptance of Coronavirus Aid, Relief, and Economic Security Act Emergency Solutions Grant to be Awarded by the U.S. Department of Housing and Urban Development in an Amount Up to $6,070,529.00, Approve a Substantial Amendment to the City's 2019-2020 Annual Action Plan for the use of the Grant Funds, Authorize Execution of Related Contracts, and Adopt Appropriation Ordinance RECOMMENDATION: It is recommended that City Council: 1. Authorize acceptance of Coronavirus Aid, Relief, and Economic Security (CARES) Act Emergency Solutions Grant (ESG-CV2) to be awarded by the U.S. Department of Housing and Urban Development in an amount up to $6,070,529.00 (ESG-CV2 funds); 2. Approve a substantial amendment to the City's 2019-2020 Annual Action Plan for submission to the U.S. Department of Housing and Urban Development for the use of ESG-CV2 funds in the Amount of $6,070,529.00 and acceptance of this award of the City's second allocation of CARES Act Emergency Solutions Grant funds, including allocations of grant funds to particular programs and activities as detailed below; 3. Authorize the City Manager or his designee to execute contracts for up to eighteen -month terms with the agencies listed in Table 1 below for CARES Act ESG-CV2 funds, contingent upon receipt of funding and satisfactory completion of all regulatory requirements; 4. Authorize the City Manager or his designee to extend contracts if an agency requests an extension and such extension is necessary for completion of the program, or to amend contracts if necessary to achieve program goals, provided any amendment is within the scope of the program and complies with City policies and all applicable laws and regulations governing the use of federal grant funds; and 5. Adopt the attached appropriation ordinance increasing the estimated receipts and appropriations in the Grants Operating Federal Fund in the amount of $6,070,529.00 subject to receipt of funds. DISCUSSION: The CARES Act was signed into law on March 27, 2020 to respond to the many impacts of the COVID-19 public health emergency. The CARES Act includes provisions to help local governments prevent, prepare for and respond to the Coronavirus, including providing for additional allocations of formula grant funds under the Emergency Solutions Grant (ESG) program. The City was notified by HUD on April 9, 2020 of its initial award of $2,202,929.00 in ESG-Coronavirus (ESG-CV1) funds. These funds were subsequently awarded to eligible activities and programs through M&C 20-0330 and M&C 20-0471 in May and June of this year. The City was notified on June 9, 2020 of the award of its second allocation of ESG funds, known as ESG-CV2, in the amount of $6,070,529.00. All funds must be used to prevent, prepare for, and respond to the Coronavirus for the benefit of homeless or at -risk populations. On September 2, the Community Development Council (CDC) as the City's advisory body for the use of ESG-CV2 funds approved a funding recommendation for award of these funds. The funding recommendation was developed in consultation with the Tarrant County Homeless Coalition and the City's Directions Home Program, and following a solicitation of proposals from existing and new nonprofit partners in July. A five- day public comment period was published in the Fort Worth Star -Telegram, posted on the City's website, and distributed through the City Community Engagement Office. Any comments received are maintained by the Neighborhood Services Department in accordance with federal regulations. A summary of funding recommendations approved by the CDC is provided below. A spreadsheet of funding recommendations is also attached. The CARES Act authorized local jurisdictions to use up to 10% of ESG-CV2 funds for grant administration; therefore, staff is recommending that $607,052.00 be used for this purpose. It is also recommended that $5,463,477.00 in ESG-CV2 funds be awarded for public service activities and subrecipient agency contracts as follows: TABLE 1: ESG-CV2 AGENCIES AGENCY PROGRAM AMOUNT Presbyterian Night Shelter of Tarrant Rapid Re -Housing $700,000.00 County The Salvation Army Rapid Re -Housing $700,000.00 SafeHaven of Tarrant Rapid Re -Housing $350,000.00 County Fort Worth Housing Rapid Re -Housing $1,809,477.00 Solutions Sub -Total, Rapid Re- $3,559,477.00 Housing Day Resource Center Outreach to Unsheltered $400,000.00 Homeless Lighthouse for the Outreach to Unsheltered Homeless, dba True Homeless $200,000.00 Worth Place Sub -Total, Outreach $600,000.00 Presbyterian Night Emergency Shelter Shelter of Tarrant Operations $260,000.00 County Lighthouse for the Emergency Shelter Homeless, dba True Operations $220,000.00 Worth Place Vendors selected by Emergency Shelter City of Fort Worth Operations: Cold Weather $324,000.00 Directions Home Overflow or COVID-19 Response Sub -Total, Emergency $804,000.00 Shelter Operations Cornerstone Homelessness Assistance Network Prevention: Re -Entry $450,000.00 Program SafeHaven of Tarrant Homelessness Prevention $50,000.00 County Sub -Total, Homelessness $500,000.00 Prevention TOTAL ESG-CV2 $5,463,477.00 CONTRACTS The City's Directions Home Division will execute one or more subcontracts for the purpose of providing cold weather overflow shelter or COVID-19 response sheltering, as needed. Demand for these services will be dependent on changing conditions, such as weather conditions and existing shelter capacity. Directions Home will bring back an M&C to seek approval for the subcontracts, if required. All figures have been rounded to the nearest dollar for presentation purposes. These programs are available in ALL COUNCIL DISTRICTS. FISCAL INFORMATION / CERTIFICATION: The Director of Finance certifies that upon approval of the above recommendations, adoption of the attached appropriation ordinance and receipt of grant funds, funds will be available in the current operating budget, as appropriated, of the Grants Operating Federal Fund. These are reimbursement grants. The Neighborhood Services Department has the responsibility to validate the availability of funds prior to an expenditure being made. Submitted for City Manager's Office by. Fernando Costa 6111 Originating Business Unit Head: Victor Turner 8187 Additional Information Contact: Barbara Asbury 7331