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HomeMy WebLinkAboutContract 54502-A3R3DocuSign Envelope ID: 8535lA34-BB02-4685-84C5-7F3F4104BD1E CSC No. 54502-A3R3 THIRD AMENDMENT AND THIRD RENEWAL TO CITY OF FORT WORTH CONTRACT 54502 BETWEEN THE CITY OF FORT WORTH AND MY HEALTH, MY RESOURCES OF TARRANT COUNTY 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 MY HEALTH, MY RESOURCES OF TARRANT COUNTY, a unit of local government in Texas ("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. 54502, (the "Agreement"); WHEREAS, the Parties executed Amendment 1 and Renewal 1 to the Agreement through which the Parties agreed to increase the budget, amend the Scope of Services, amend the 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 memorialize prior budget modifications, amend the scope of services, and renew the Agreement; 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: OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Page 1 of 10 Renewal 3 and Amendment 3 to CSC 54502 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY DocuSign Envelope ID: 8535lA34-BB02-4685-84C5-7F3F4104BD1E 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. B. 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. C. 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" Budget 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 FOLLOWS] Page 2 of 10 Renewal 3 and Amendment 3 to CSC 54502 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY DocuSign Envelope ID: 8535lA34-BB02-4685-84C5-7F3F4104BD1E IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this day of 20 FOR CITY OF FORT WORTH: Fernando Costa Assistant City Manager Date: Dec 19, 2023 APPROVAL RECOMMENDED Victor Turner, Neighborhood Services Director Date: Dec 18, 2023 APPROVED AS TO FORM AND LEGALITY Le. Hunt (Dec 19.2023 09:33 CST) Leslie L. Hunt, Senior Assistant City Attorney Date: Dec 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. J o✓l a -fw Tara Perez (Dec 5, 2023 13:24 CST) Tara Perez Manager, Directions Home FOR AGENCY: MY HEALTH, MY RESOURCES OF TARRANT COUNTY DocuSigned by: wSWA, Gav vU11 `zu4tA 6hbhA1 F4G1... Susan Garnett Chief Executive Officer Date: 11/29/2023 --- '14 4 ATTEST: of FOR. 4& v°>e o -o pV8 og=o o0 ooe *pd NJ4� bLno ao Jannette S. Goodall, City Secretary Date: Dec 19, 2023 M&C No.: 23-0862 Renewal 3 and Amendment 3 to CSC 54502 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Page 3 of 10 DocuSign Envelope ID: 8535lA34-BB02-4685-84C5-7F3F4104BD1E EXHIBIT "A" SCOPE OF SERVICES Permanent Supportive Housing Case Management MY HEALTH, MY RESOURCES OF TARRANT COUNTY will do the following: Employ six (9) full time housing specialists, a team leader and program manager to provide case management services to approximately 225 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. Page 4of10 Renewal 3 and Amendment 3 to CSC 54502 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY DocuSign Envelope ID: 8535lA34-BB02-4685-84C5-7F3F4104BD1E • 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. Page 5of10 Renewal 3 and Amendment 3 to CSC 54502 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY DocuSign Envelope ID: 8535lA34-BB02-4685-84C5-7F3F4104BD1E • 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 15th 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 15th of July, October, January and April in the format of Exhibit «D». Page 6of10 Renewal 3 and Amendment 3 to CSC 54502 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY DocuSign Envelope ID: 8535lA34-BB02-4685-84C5-7F3F4104BD1E EXHIBIT "B" BUDGET Part III — Second Renewal Term A2encv will submit invoices for reimbursement by the 15t' of the month fonowinLy 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 7of10 Renewal 3 and Amendment 3 to CSC 54502 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY DocuSign Envelope ID: 8535lA34-BB02-4685-84C5-7F3F4104BD1E PROGRAM COSTS Total $525,000.00 A. PERSONNEL (By title) Team Leader 6 Housing Specialists Program Manager .3 FTE PERSONNEL TOTAL: $255,091.00 B. FRINGE BENEFITS Social Security/Medicare (FICA) Workers Compensation Health Insurance/Retirement FRINGE BENEFITS TOTAL: $108,202.00 C. MILEAGE MILEAGE TOTAL: $18,500.00 D. CLIENT EXPENSES Client expenses* CLIENT EXPENSES TOTAL: $54,995.00 E. OTHER APPROVED Professional insurance Employee Training Cell Phone Translation Services Dues, Permits, Fees Office supplies $40,485.00 Administrative Indirect costs (up to 10%) $41,121*00 TOTAL OTHER APPROVED: $88,212.00 TOTAL PROGRAM COST: $525,000.00 *Client expenses include but are not limited to inpatient detox/residential substance use treatment, bus passes, group supplies, group incentives, and those items or services which are necessary for the client's success in housing. Incentives can include household items (toilet paper, cleaning supplies) or gift cards. Services can include cleaning service if needed to allow client to retain housing. Any expenses not listed must have prior written authorization by Directions Home manager. Rental assistance and related fees can be paid if needed for client to retain housing. Page 8of10 Renewal 3 and Amendment 3 to CSC 54502 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY DocuSign Envelope ID: 8535lA34-BB02-4685-84C5-7F3F4104BD1E EXHIBIT `B" BUDGET Part IV— Third Renewal Term A2encv will submit invoices for reimbursement by the 15t' of the month followinLy 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 9of10 Renewal 3 and Amendment 3 to CSC 54502 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY DocuSign Envelope ID: 8535lA34-BB02-4685-84C5-7F3F4104BD1E PROGRAM COSTS Total $750,000.00 A. PERSONNEL (By title) Team Leader 9 Housing Specialists Program Manager PERSONNEL TOTAL: $477,763.00 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: $137,934.00 D. MILEAGE MILEAGE TOTAL: $18,516.00 D. CLIENT EXPENSES Client expenses* CLIENT EXPENSES TOTAL: $13,963.00 E. OTHER APPROVED Professional insurance Employee Training Cell Phone Translation Services Dues, Permits, Fees Office supplies Building Overhead Computer Fees $38,047.00 Administrative costs (up to 10%) $63,777.00 TOTAL OTHER APPROVED: $101,824.00 TOTAL PROGRAM COST: $750,000.00 *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. Page 10 of 10 Renewal 3 and Amendment 3 to CSC 54502 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY 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)