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Home My WebLink AboutContract 54525-A5CSC No. 54525-A5 FIFTH AMENDMENT TO CITY OF FORT WORTH CONTRACT 54525 BETWEEN THE CITY OF FORT WORTH AND DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS FOR CRITICAL DOCUMENT SERVICES This fifth amendment ("Fifth Amendment" or "Amendment 5") 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 Mark McDaniel, its duly authorized Deputy 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. 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 Renewal 1 to renew the Agreement through which the Parties agreed to renew for an additional year; WHEREAS, the Parties executed the Amendment 2 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 Parties executed Renewal 3 and Amendment 4 to the Agreement through which the Parties agreed to memorialize a prior budget modification, amend the budget and renew the Agreement for an additional year; and WHEREAS, the Parties desire to amend the budget to increase funds because of increased demand for services; WHEREAS, this Amendment will amend the budget. NOW THEREFORE City and Agency do hereby agree to the following: OFFICIAL RECORD I• CITY SECRETARY AMENDMENT TO AGREEMENT FT. WORTH, Tx Page 1 of 6 Amendment 5 to CSC 54525 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS NOW THEREFORE, for valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree as follows: A. The EXHIBIT "B" BUDGET Part IV — Third Renewal Term is hereby deleted and replaced in its entirety with attached "EXHIBIT "B" BUDGET Part IV -Third Renewal Term consisting of three (3) pages attached hereto. B. This Fifth Amendment is effective on the date of execution. C. 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. D. This Fifth Amendment shall be binding upon the Parties hereto and their respective successors and assigns, if any. [SIGNATURE PAGE FOLLOWS] Page 2 of 6 Amendment 5 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 29th day of July , 2024 . FOR CITY OF FORT WORTH: � � $4 9 1/� k �-> ; Mark McDaniel Deputy City Manager Date: Jul 26, 2024 APPROVAL RECOMMENDED FOR AGENCY: DAY RESOURCE CENTER FOR THE HOMELESS grace- rr"t,�-w Bruce Frankel (Jul 25. 2024 DR:51 CDT) Bruce Frankel Executive Director Date: Jul 25, 2024 Rath Warn Inl �f,, �n�a n9�AfnT1 Bethany Warner, Intergovernmental Relations Manager Date: Jul 26, 2024 APPROVED AS TO FORM AND LEGALITY Le ie unt(Ju126.20 CDT) Leslie L. Hunt, Senior Assistant City Attorney Date: Jul 26, 2024 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. Tara Perez Manager, Directions Home papcUvpq ppO�o O�to�Oad p o ATTEST: oo d 0 o=� o oo0 any QExloo 45b40 AQU6 Jannette S. Goodall, City Secretary Date: Jul 29, 2024 M&C No.: 20-0651 Amendment 5 to CSC 54525 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Page 3 of 6 FIFTH AMENDMENT TO CITY OF FORT WORTH CONTRACT 54525 BETWEEN THE CITY OF FORT WORTH AND DAY RESOURCE CENTER FOR THE HOMESS D/B/A DRC SOLUTIONS FOR CRITICAL DOCUMENT SERVICES ATTACHMENT 1 TO FIFTH AMENDMENT FOR THE FY 2024 BUDGET EXHIBIT "B" BUDGET Part IV — Third Renewal Term Agencv 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. Page 4 of 6 Amendment 5 to CSC 54525 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS For the audit, bank statements showing payments, Form 941 s and allocation documentation will be reviewed. PROGRAM COSTS Total $175,000.00 A. SALARIES (By title) Critical Document Specialist Critical Document Specialist SALARIES TOTAL: $71,542.00 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: $13,975.00 C. MILEAGE Mileage $2,977.00 MILEAGE TOTAL: $2,977.00 D. CELL PHONES/EQUIPMENT Cell phones $1,050.00 CELL PHONES/EQUIPMENT TOTAL: $1,050.00 E. CLIENT EXPENSES Critical Documents* $82,956.00 CLIENT EXPENSES TOTAL: $82,956.00 F. OTHER APPROVED Indirect Costs (up to 10%) $2,500.00 OTHER APPROVED TOTAL: $2,500.00 TOTAL PROGRAM COST: 1 $175,000.00 *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 Page 5 of 6 Amendment 5 to CSC 54525 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS 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 6 of 6 Amendment 5 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