HomeMy WebLinkAboutContract 54500-A3R3CSC No. 54500-A3R3
THIRD AMENDMENT AND THIRD RENEWAL TO CITY OF FORT WORTH
CONTRACT 54500 BETWEEN THE CITY OF FORT WORTH AND DAY RESOURCE
CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS FOR PERMANENT
SUPPORTIVE HOUSING CASE MANAGEMENT
This third 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 Fernando Costa, its duly authorized
Assistant City Manager, and Day Resource Center for the Homeless 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. 54500, (the "Agreement");
WHEREAS, the Parties executed Amendment 1 and Renewal 1 to the Agreement through
which the Parties agreed to amend the budget, Reporting Forms and the Budget Modification Form
and renew the Agreement for an additional year;
WHEREAS, the Parties executed Renewal 2 and Amendment 2 to the Agreement through
which the Parties agreed to renew the Agreement and amend the Agreement to change the scope
of services to include a client survey;
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 a prior budget modification,
amend the scope of services, 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.
AMENDMENT TO AGREEMENT
NOW THEREFORE, for valuable consideration, the receipt and sufficiency of
which are hereby acknowledged, the Parties agree as follows:
A. The Scope of Services attached as EXHIBIT "A" to the Agreement is hereby deleted
and replaced in its entirety with the scope of services consisting of three (3) pages
attached hereto.
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
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B. EXHIBIT `B" Budget attached to the Agreement is hereby amended and replaced in
its entirety with the attached EXHIBIT `B" Budget regarding fiscal year 2023 and
consisting of two (2) pages attached hereto.
C. The attached EXHIBIT `B-l" Budget regarding fiscal year 2024, consisting of three
(3) pages attached hereto, is hereby included as part of the Agreement and shall
immediately follow the EXHIBIT `B" Budget.
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
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IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be
effective this day of 120
FOR CITY OF FORT WORTH:
Fernando Costa
Assistant City Manager
Date: Oct 19, 2023
APPROVAL RECOMMENDED
�4�
Victor Turner, Neighborhood Services Director
Date: Oct 18, 2023
APPROVED AS TO FORM AND
LEGALITY
Le ie unt (Oct 19, 202313:28 CDT)
Leslie L. Hunt, Senior Assistant City Attorney
Date: Oct 19, 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.
T°AC--W
Tara Perez (Oct 18, 2023 08:32 CDT)
Tara Perez
Manager, Directions Home
FOR AGENCY: DAY RESOURCE
CENTER FOR THE HOMELESS
Bruce Frankel
Executive Director
Date: 1,a 1312— 3
ATTEST:
O� Fe7RT�9 D
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Ott nEXA?o�p
Jannette S. Goodall, City Secretary
Date: Oct 20, 2023
M&C No.: 23-0862
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
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Rene%%al 3 and Amendment 3 to CSC 54500
(.'oFW and DAY RESOURCE CENTER FOR THE HOMELESS DIWA DRC SOLUTIONS
EXHIBIT "A"
SCOPE OF SERVICES
Permanent Supportive Housing Case Management
DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS will do
the following:
Employ six (6) full time case managers to provide case management services to
approximately 150 permanent supportive housing ("PSH") clients which will include the
following:
A. In General
• Document the nature and extent of all services provided to chronically homeless individuals in
the City of Fort Worth receiving case management services hereunder ("PSH client") in a
complete case file, with case notes in the HMIS system within 3 business days of a service
being provided hereunder.
• Eligible clients are those currently on the Directions Home permanent supportive housing
program, those who are chronically homeless in the City of Fort Worth and referred by
Tarrant County Homeless Coalition from Coordinated Entry for permanent supportive
housing and those households composed of at least one adult and one minor child with a
disability who have an Emergency Housing Voucher referred by Tarrant County Homeless
Coalition.
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;
• Assist clients in gathering necessary information for lease applications, completing lease
applications and housing voucher 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.
• If a client is not approved for a housing voucher 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.
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• Attend all necessary interviews and meetings between the client and potential or current
property management.
C. Additional Services
• As needed, provide assistance to PSH clients to obtain necessary household items;
• Provide support and services consistent with Housing First practices to those PSH 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 PSH 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:
■ Primary and behavioral health care;
■ Money management and paying rent on time;
■ Employment readiness and job search;
■ Communication skills;
■ Educational and/or training opportunities;
■ Obtaining mainstream benefits;
■ Addiction services;
■ Community living abilities;
■ Conflict resolution skills;
■ Assertiveness training;
■ Relapse prevention;
■ Socialization support;
■ Housekeeping and maintaining ahousehold; and
■ Nutrition and meal preparation;
• 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.
• Assist PSH clients in complying with the requirements of any voucher housing
assistance or other assistance program necessary for tenants' housing retention.
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• Maintain communications with necessary staff from such housing or other assistance
programs to advocate for the PSH clients and inform the client of any rules or issues that
may impact the client's voucher or housing.
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 151h of every month in format of Exhibit "C".
Programmatic reporting:
Monthly reports will be submitted by the 15' 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».
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EXHIBIT `B"
BUDGET
Mencv will submit invoices 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 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.
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PRO AM COSTS GR Total $200,977.00
A. SALARIES (By title)
Case Manager
Case Manager
Case Manager - Lead
Clinical Director
SALARIES TOTAL: $449,023.00
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: $27,074.00
C. MILEAGE
Mileage $3,980.00
MILEAGE TOTAL: $3,980.00
D. CELL PHO MS/EQUIPMENT
Cell Phones
Equipment
CELL PHONES/EQUIPMENT TOTAL: $6,900.00
E. CLIENT EXPENSES
Client Expenses* $11,000.00
CLIENT EXPENSES TOTAL: $11,000.00
F. OTHER APPROVED
Administration $3,000.00
OTHER APPROVED TOTAL: $3,000.00
TOTAL PRO AM COST: GR $200,977.00
*Client expenses are those expenses necessary for the client's success in housing and/or
employment. Client expenses include but are not limited to moving expenses, food, laundry,
critical documents, cleaning supplies and transportation. Any expenses not listed must
have prior written authorization by Directions Home manager.
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EXHIBIT "B-1"
BUDGET
Mencv will submit invoices 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 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.
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CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS
PRO AM COSTS Total GR $425,977.00
A. SALARIES (By title)
Case Manager
Case Manager
Case Manager
Case Manager
Case Manager
Case Manager - Lead
Chief Programs Officer
SALARIES TOTAL: $305,500.00
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: $615100.00
D. MILEAGE
Mileage $5,000.00
MILEAGE TOTAL: $5,000.00
D. CELL PHO MS/EQUIPMENT
Cell Phones
Equipment
CELL PHONES/EQUIPMENT TOTAL: $3,000.00
E. CLIENT EXPENSES
Client Expenses* $13,917.00
CLIENT EXPENSES TOTAL: $13,917.00
F. OTHER APPROVED
Indirect Costs $37,460.00
OTHER APPROVED TOTAL: $37,460.00
TOTAL PRO AM COST: GR $425,977.00
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*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, gas cards, third -party transportation
providers, furniture, household cleaning supplies, kitchen, bedding and household supplies,
inpatient detox/residential substance use treatment and incentives. Incentives can include
household items or gift cards. Services can include cleaning service if needed to allow client
to retain housing. Rental assistance and related fees can be paid if needed for client to retain
housing. Any expenses not listed must have prior written authorization by Directions Home
manager.
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REFERENCE **M&C 23- 19AMENDMENTS AND NEW
DATE: 10/17/2023 NO.: 0862 LOG NAME: HOMELESS SERVICES
CONTRACT
CODE: C TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize Execution of Amendments to Contracts with (i) the Presbyterian Night
Shelter of Tarrant County, Inc., Increasing Contract Amount by $498,373.00 for a Total
Contract Amount of $1,556,746.00, (ii) Day Resource Center for the Homeless, Increasing
Contract Amount by $225,000.00 for a Total Contract Amount of $425,977.00, (iii) My
Health, My Resources of Tarrant County, Increasing Contract Amount by $225,000.00 for a
Total Contract Amount of $750,000.00, and (iv) Tarrant County Homeless Coalition,
Increasing Contract Amount by $116,332.00 for a Total Contract Amount of $150,000.00,
and Authorize Execution of Contract with When We Love for $200,000.00 for the
Continuation of Directions Home Initiatives; Find that Amendments and Contracts Serve a
Public Purpose and that Adequate Controls are in Place
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the City Manager or his designee to execute an amendment to agreement with
The Presbyterian Night Shelter of Tarrant County Inc., in the amount of $498,373.00 for a
total contract amount of $1,556,746.00;
2. Authorize the City Manager or his designee to execute an amendment to agreement with
Day Resource Center for the Homeless DBA DRC-Solutions, in the amount of $225,000.00
for a total contract amount of $425,977.00;
3. Authorize the City Manager or his designee to execute an amendment to agreement with My
Health, My Resources of Tarrant County, in the amount of $225,000.00 for a total contract
amount of $750,000.00;
4. Authorize the City Manager or his designee to execute an amendment to agreement with
Tarrant County Homeless Coalition in the amount of $116,332.00 for a total contract
amount of $150.000.00;
5. Authorize the City Manager or his designee to execute a contract with When We Love for
$200,000.00;
6. 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; and
7. Find that such amendments serve a public purpose and that adequate controls are in place.
DISCUSSION:
In its 2023 State of the Homeless Report, Tarrant County Homeless Coalition (TCHC) announced a
22\% increase in overall homelessness and 27\% increase in family homelessness compared to 2020.
To respond to the increased needs of the homeless system, upon approval of the Fiscal Year 2024
Adopted Budget by Mayor and Council, three decision packages were authorized to expand programs
serving those experiencing homelessness for rapid exit, permanent supportive housing, and cold
weather sheltering.
In 2019, the City of Fort Worth (City) introduced a rapid exit program to the homeless system. Rapid
exit provides brief rental assistance and case management to help quickly house households who do
not need ongoing rental assistance or case management. The City contracted with Presbyterian Night
Shelter of Tarrant County, Inc. (PNS) to provide rapid exit and diversion services. Diversion in the local
homeless system means exiting someone back to housing within 14 days.
Even those households who are employed or have benefits rarely have $3,000.00 or more saved to
lease an apartment. This program allows people who are employed to quickly get off the street or out
of the shelter by paying for fees associated with moving into an apartment, in addition to one to three
months' rent. This reduces the person's time in homelessness and also frees up emergency shelter
beds. Since 2019, PNS has moved 873 households including 597 children into housing through the
rapid exit program. For households who exited the program, the rate of return to homelessness was
11\% (the national goal is less than 15\%). The amendment will bring the total contract amount to
$1,556,476.00.
The City has long been committed to permanent supportive housing. When TCHC received 368
Emergency Housing Vouchers from the Texas Department of Housing and Community Affairs, the City
saw an opportunity to leverage this new resource to boost the supply of permanent supportive housing
by offering case management to 175 households with these vouchers. The households served are a
mix of chronically homeless households and disabled family households in order to be responsive to
the family homelessness crisis.
The recommendation is to increase DRC-Solutions' permanent supportive housing case management
contract in the amount of $225,000.00 for a total contract amount of $425,977.00 and to increase the
My Health, My Resources of Tarrant County (MHMR) permanent supportive housing contract in the
amount of $225,000.00 for a total contract amount of $750,000.00. This reflects an increase of
$450,000.00 for permanent supportive housing case management services.
The recommendation is to increase Tarrant County Homeless Coalition's navigation contract in order to
continue to provide two outreach workers who work with the Police Department's Homeless Outreach
Program and Enforcement (HOPE) Team to provide mobile navigation services which connect those
experiencing unsheltered homelessness to services and provide housing assessments. These
positions were previously funded by a community partner agency with federal funds related to COVID
and have expired. In order to continue this service, the recommendation is to increase the contract in
the amount of $116,332.00 for a total contract amount of $150,000.00.
To provide up to 200 beds for cold weather shelter overflow, the recommendation is to contract with
When We Love to staff overflow shelter(s) at a designated site or sites when the weather reaches
certain temperatures and when all regular shelter beds are full.
Directions Home services and programs are available in ALL COUNCIL DISTRICTS.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of the above recommendations and adoption of
the Fiscal Year 2024 Budget by the City Council, funds will be available in the Fiscal Year
2024 operating budget, as appropriated, in the General Fund. Prior to an expenditure being incurred,
the Neighborhood Services Department has the responsibility to validate the availability of funds.
TO
Fund I Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
Submitted for Citv Manaqer's Office bv:
Oriqinatinq Department Head:
Additional Information Contact:
ATTACHMENTS
Fernando Costa (6122)
Victor Turner (8187)
Tara Perez (2235)
CFW 1295 Form WWL CWEOS 2023-2024.1)df (CFW Internal)