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HomeMy WebLinkAboutContract 54492-R3A4Page 1 of 7 Renewal 3 and Amendment 4 to CSC 54492 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY FOURTH AMENDMENT AND THIRD RENEWAL TO CITY OF FORT WORTH CONTRACT 54492 BETWEEN THE CITY OF FORT WORTH AND MY HEALTH, MY RESOURCES OF TARRANT COUNTY FOR MENTAL HEALTH SERVICES This fourth amendment and third renewal 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. 54492, (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 Reporting Forms and the Budget Modification Form and renew the Agreement for an additional year; WHEREAS, the Parties executed Amendment 2 through which the Parties agreed to amend the Agreement to expand the definition of resident services in the budget; WHEREAS, the Parties executed the Amendment 3 and Renewal 2 to the Agreement through which the Parties agreed to renew the Agreement and amend the Agreement to change memorialize prior budget modifications and amend the scope of services; 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 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: Page 2 of 7 Renewal 3 and Amendment 4 to CSC 54492 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY A. - Second Renewal Term is hereby amended and - Second Renewal Term. B. - Third Renewal Term is hereby included as part of the Agreement and shall immediately follow the 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 3 of 7 Renewal 3 and Amendment 4 to CSC 54492 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this 26th day of December, 2023. FOR CITY OF FORT WORTH:FOR AGENCY: MY HEALTH, MY RESOURCES OF TARRANT COUNTY Fernando Costa Susan Garnett Assistant City Manager Chief Executive Officer Date:________________Date: APPROVAL RECOMMENDED Victor Turner, Neighborhood Services Director Date: ________________ APPROVED AS TO FORM AND ATTEST: LEGALITY Leslie L. Hunt, Senior Assistant City Attorney Jannette S. Goodall, City Secretary Date: Date: Contract Compliance Manager: M&C No.: 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. Tara Perez Manager, Directions Home Page 4 of 7 Renewal 3 and Amendment 4 to CSC 54492 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY BUDGET Part III Second Renewal Term Agency 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 invoice. For the audit, bank statements showing payments, Form 941s and allocation documentation will be reviewed. Page 5 of 7 Renewal 3 and Amendment 4 to CSC 54492 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY *Resident services include but are not limited to inpatient detox/residential substance use treatment, bus passes, group supplies, group incentives, and those items or services which (toilet paper, cleaning supplies) 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. PROGRAM COSTS Total $199,000.00 A. PERSONNEL (By title) Program Manager Tenant Support Specialist PERSONNEL TOTAL: $82,508.00 B. FRINGE BENEFITS Social Security/Medicare (FICA) Workers Compensation Health Insurance/Retirement FRINGE BENEFITS TOTAL: $32,287.00 C.MILEAGE Mileage MILEAGE TOTAL: $4,100.00 D. CLIENT EXPENSES Client Incentives* $50,138.00 CLIENT EXPENSES TOTAL: $50,138.00 E. OTHER APPROVED Office supplies Employee Training Computer/Software fees Cell Phone Professional Insurance $17,876.00 Indirect Costs $12,091.00 OTHER APPROVED TOTAL: $29,967.00 TOTAL PROGRAM COST: $199,000.00 Page 6 of 7 Renewal 3 and Amendment 4 to CSC 54492 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY BUDGET Part IV Third Renewal Term Agency 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 invoice. For the audit, bank statements showing payments, Form 941s and allocation documentation will be reviewed. Page 7 of 7 Renewal 3 and Amendment 4 to CSC 54492 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY PROGRAM COSTS Total $199,000.00 A. SALARIES (By title) Tenant Support Specialist Program Director SALARIES TOTAL: $84,119.00 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: $22,400.00 C.MILEAGE Mileage $3,172.00 MILEAGE TOTAL: $3,172.00 E. CLIENT EXPENSES Client Expenses* $55,546.00 CLIENT EXPENSES TOTAL: $55,546.00 F. OTHER APPROVED Professional Insurance $22,685.00 Employee Training Cell Phone Office Supplies Building Overhead Computer fees Administration $11,078.00 OTHER APPROVED TOTAL: $33,763.00 TOTAL PROGRAM COST: $199,000.00 *Client expenses are defined as those expenses necessary for the 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. M&C Revievv Page 1 of 4 . Official site of the City oF Fort Worth, Texas FC�RT �'�ORTI� L REFERENCE **M&C 20- 13P20-0161 DIRECTIONS HOME DA7E: 9/15/2020 NO.: 0651 �-OG NAME: FY2021 HOMELESSNESS OBJECTIVE SC CMO CODE; P TYPE: CONS�NT pUBLIC NO HEARING: SUBJ�CT: (ALL) Authorize �xecution of Agreements with L.isted Public Service Agencies in an Amount lJp to $2,215,678.00 for the Continuation of Directions Home Initiatives and Authorize 7hree Renewal Options in a Combined Amount Up to $8,870,736.00 RECOMMEIVDATION: � It is recommended that the City Council: 1, Authorize the City Manager or his designee to execute agreemen�s with agencies lis�ed below in a combined amounr up to $2,215,678.00 for a�erm commencing October 1, 2020 and terminating September 30, 2Q21 Por 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 oP 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 wi�h City policies and applicable laws and regulations. DISCUSSION: The City Manager's Directions Home Division approached the Purchasing Division to issue a Request for Propasais (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 cfosed 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 belaw listed firms to be experienced and well equipped to perform the needed services. A waiver of fhe goal M/WB� subcontracting requirement is approved by the Office of Business Diversity, in accordance with the M/WBE or E3DE ordinance, because the purchase of goods or services is from sources where subconfracting or supplier opportunities are negligible, Any renewals are contingent on funds being appropriated. City staff recornmends 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. Proqram () Description II Aaencv II Fundina �Y 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,l/apps.c�'wnet.org/council�acicet/mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020 M&C Revzew Case Management for Permanent Supportive Housing Clients Rental Assistance and Administration for Permane Supportive Housing Clients Mental Health Services for Permanent Supportive Housing Clients Rapid Rehousing I 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 supporEive housing clients Provide rental assistance (which is the difference between Fair Market Rent and the client's 30\°/a contribution of income, if applicable) to landlords of up to 20 permanent supportive housing clients; Focus an housing stability by addressing addiction, mentai health, social, coping skills and other adjustment difficuities; 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 Authori#y of the City of Fort Worth dba Fort Wor�h Housing Solutions My Health, My Resources of Tarrant County (MHMR) SafeHaven of Tarrant County Page 2 of 4 Up to $200,977.00 Up to $250,000. Up to $172,000.00 Up to $�03,124. http://apps.cfi�vnet.org/council�acicet/mc zeview.asp?ID=28220&councildate=9/15/2020 9/16/2020 M&C Review Rapid Rehousing Rapid Exit/Diversion/Shallow Subsidies Maximize state and federal rapid rehousing rental assistance funds by funding case management for rapid rehousing clients Housing funds to allow people to quickly exit homelessness into housinq Cofd 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 quickiy divert or rapidly exit households from the homeless systerr 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 l ists Planning and data reporting for Continuum of Care Center for Transforming Lives The Presbyterian Night Shelter of Tarrant County, I nc. Day Resource Center for the Homless 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 Page 3 of 4 Up to $167,418.00 Up to $400,000.0 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/council_pacicet/mc xeview.asp?ID=28220&councildate=9/15/2020 9/16/2020 M&C Review Page 4 0� 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 wilf 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\\ Fund Department Account Project Arogram Ib 1D Fund Department Accaunt Project ID ID Submitted for Citv Manager's Office by: Originating Department Head: Additional Information Contact: ATTACHM�NTS �udget Reference # Amount Year (Chartfield 2) Budget Reference # Amount Year (Chartfield 2) rogram Jay Chapa (5804) Fernando Costa (6122) Reginald Zeno (85�7) Cynthia Garcia (8525) Sarah Czechowicz (2059) http://apps.cfwnet.org/council_pacicet/mc review.asp?ID=28220&councildate-9/15/2020 9/16/2020