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HomeMy WebLinkAboutContract 54525-A4R3CSC No. 54525-A4R3 FOURTH AMENDMENT AND THIRD RENEWAL TO CITY OF FORT WO TH CONTRACT 54525 BETWEEN THE CITY OF FORT WO TH AND DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS FOR CRITICAL DOCUMENT SERVICES This fourth amendment and third renewal (the "Amendment and Renewal") 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 its duly authorized Assistant City Manager, and DAVAHZESOURCE CENTER FOR THE HO LESS D/B/A DRC SOLUTIONS, 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. 54525, (the "Agreement"); WHEREAS, the Parties executed Amendment 1 to the Agreement through which the Parties agreed to modify the budget using the process provided in the Agreement in order to allocate funding to the categories experiencing the highest demand and to change the Reporting Forms and the Budget Modification Form; WHEREAS, the Parties executed the first renewal to renew the Agreement through which the Parties agreed to renew for an additional year; WHEREAS, the Parties executed the second amendment to the Agreement through which Parties agreed to amend the Scope of Services, the Budget, and the Reporting Forms; WHEREAS, the Parties executed Renewal 2 and Amendment 3 to the Agreement through which the Parties agreed to amend the budget and reporting forms and renew the Agreement for an additional year; 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 Amendment and Renewal will memorialize prior budget modifications, amend the budget and renew the Agreement for an additional one-year term. NOW THEREFORE City and Agency do hereby agree to the following: I. OFFICIAL RECORD AMENDMENT TO AGREEMENT CITY SECRETARY FT. WORTH, TX Page 1 of 7 Renewal 3 and Amendment 4 to CSC 54525 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS NO THEREFORE, for valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree as follows: A. The attached EXHIBIT "B" Budget Part III — Second Renewal Term is hereby amended and replaced in its entirety with the attached EXHIBIT `B" Budget Part III — Second Renewal Term consisting of two (2) pages attached hereto. B. The attached EXHIBIT `B" Budget Part IV - Third Renewal Term is hereby included as part of the Agreement and shall immediately follow the Exhibit B Part III - Second Renewal Term. II. RENEWAL OF AGREEMENT The Agreement, as amended, is hereby renewed and extended for a renewal term commencing on October 1, 2023, and ending on September 30, 2024, unless terminated earlier in accordance with the Agreement. III. This Amendment and Renewal is effective upon the expiration of the Second 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. [SIGNATURE PAGE FOLLO Page 2 of 7 Renewal 3 and Amendment 4 to CSC 54525 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this 12th day of October , 2023 . FOR CITY OF FORT WORTH: Fernando Costa Assistant City Manager Date: Oct 11, 2023 APPROVAL RECOMMENDED Victor Turner, Neighborhood Services Director Date: Oct 11, 2023 APPROVED AS TO FORM AND LEGALITY LLe le .. - 11, 2023 6:28 CDT) Leslie L. Hunt, Senior Assistant City Attorney Date: Oct 11, 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. TWIF -Pw*l Tara Perez (Oct 4, 2023 14:51 CDT) Tara Perez Manager, Directions Home FOR AGENCY: DAY RESOURCE CENTE `OR THE HOMELESS Bruce Frankel Executive Director Date: i �3 p44v�up� pF FORT ��d p T � OO0000 a0000�OYAA ATTEST: ado o�'-+� PVo o=A °o * °oo� TEXA54QG V �ttnuonoo- Jannette S. Goodall, City Secretary Date: Oct 11, 2023 M&C No.: 20-0651 Renewal 3 and Amendment 4 to CSC 54525 C'ol: W and DAY RESOURCE CENTER FOR THE HOMELESS DIBIA DRC SOLUTIONS OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Page 3of7 EXHIBIT `B" BUDGET Part III — Second Renewal Term Agency will submit an invoice for reimbursement by the 15' 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. Page 4 of 7 Renewal 3 and Amendment 4 to CSC 54525 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS PRO AM COSTS GR Total $150,000.00 A. SALARIES (By title) Critical Document Specialist — FT Critical Document Specialist — PT SALARIES TOTAL: $67,142.00 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: $12,475.00 C. MILEAGE Mileage $1,577.00 MILEAGE TOTAL: $1,577.00 D. CELL PHO MS/EQUIPMENT Cell phones $800.00 CELL PHONES/EQUIPMENT TOTAL: $800.00 E. CLIENT EXPENSES Critical Documents* $68,006.00 CLIENT EXPENSES TOTAL: $68,006.00 F. OTHER APPROVED OTHER APPROVED TOTAL: TOTAL PRO AM COST: GR 1 $150,000.00 *Critical document expenses include fees for ordering birth certificates, state identification, driver's licenses and commercial driver's licenses, marriage decrees, divorce decrees, school records, certificates from abroad, immigration/naturalization cards. Payment of surcharges and/or reinstatement fees on driver's licenses is also included. Items not listed but needed for housing and/or employment are subject to approval of Directions Home manager. Any expenses not listed must have prior written authorization by Directions Home manager. Page 5 of 7 Renewal 3 and Amendment 4 to CSC 54525 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS EXHIBIT `B" BUDGET Part IV — Third Renewal Term AL,encv 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 941 s and allocation documentation will be reviewed. Page 6 of 7 Renewal 3 and Amendment 4 to CSC 54525 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS PROGRAM COSTS Total $150,000.00 A. SALARIES (By title) Critical Document Specialist Critical Document Specialist SALARIES TOTAL: $67,142.00 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: $129475.00 D. MILEAGE Mileage $1,577.00 MILEAGE TOTAL: $1,577.00 D. CELL PHONES/EQUIPMENT Cell phones $800.00 CELL PHONES/EQUIPMENT TOTAL: $800.00 E. CLIENT EXPENSES Critical Documents* $68,006.00 CLIENT EXPENSES TOTAL: $68,006.00 F. OTHER APPROVED OTHER APPROVED TOTAL: TOTAL PROGRAM COST: $150,000.00 *Critical document expenses include fees for ordering birth certificates, state identification, driver's licenses and commercial driver's licenses, marriage decrees, divorce decrees, school records, certificates from abroad, immigration/naturalization cards. Payment of surcharges and/or reinstatement fees on driver's licenses is also included. Items not listed but needed for housing and/or employment are subject to approval of Directions Home manager. Any expenses not listed must have prior written authorization by Directions Home manager. Page 7 of 7 Renewal 3 and Amendment 4 to CSC 54525 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS M&C Review Page 1 of 4 Official site of the City of Fort Worth, Texas FORT WORT I] CITY L IM 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 Description - 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_paelcet/Me 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 Mental Health Services for Permanent Supportive Housing Clients Rapid Rehousing education, employment, housing stability for approximately 150 permanent supportive housing 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; Focus on housing stability by addressing addiction, mental 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 Day Resource Center for the Homeless d/b/a DRC Solutions Housing Authority of the City of Fort Worth dba Fort Worth Housing Solutions My Health, My Resources of Tarrant County (MHMR) SafeHaven of Tarrant County Up to $200,977.00 Up to $250,000.00 Up to $172,000.00 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 and federal rapid rehousing rental assistance funds by funding case management for rapid rehousing clients Rapid Exit/Diversion/Shallow Housing funds to Subsidies allow people to quickly exit homelessness into housing Cold Weather Overflow Provide Emergency Shelter additional Operations emergency shelter beds on weather trigger nights; Critical Documents Clerk and Produce Funding documents Direct Client Services Fund Mobile Navigators Continuum of Care Support necessary for housing and employment for clients experiencing homelessness; Provide one time funds to quickly divert or rapidly exit households from the homeless system Reduce the length of time homeless by assisting assigned clients with unit location and gathering documentation for clients at the top of the permanent supportive and rapid rehousing lists Planning and data reporting for Continuum of Care Center for Transforming Lives The Presbyterian Night Shelter of Tarrant County, Inc. Day Resource Center for the Hornless d/b/a DRC Solutions Day Resource Center for the Homeless d/b/a DRC Solutions Tarrant County Homeless Coalition Tarrant County Homeless Coalition Tarrant County Homeless Coalition Up to $167,418.00 Up to $400,000.00 Up to $150,000.00 Up to $150,000.00 Up to $72,000.00 Up to $33,668.00 Up to $84,491.00 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\\ TO Fund Department Account Project Program Activity Budget Reference # Amount I I I 1D Year 11 (Chartfield 2) FROM Fund I Department I Account I Project I Program Activity Budget Reference # Amount ID ID Year I (Chartfield 2) Submitted for Citv Manager's Office b)l: 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_pael-,et/mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020