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HomeMy WebLinkAboutContract 61226-A1Docusign Envelope ID: 3CF1202E-03BF-43A2-99C3-25CC447256DE CSC No. 61226-A1 FIRST AMENDMENT TO CITY OF FORT WORTH CONTRACT 61226 BETWEEN THE CITY OF FORT WORTH AND MY HEALTH, MY RESOURCES OF TARRANT COUNTY FOR A HIGH IMPACT PILOT PROGRAM This first amendment (the "First Amendment") 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 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. 61226, (the "Agreement"); WHEREAS, the Parties desire to correct the contractual amount and period, amend the scope of services and amend the budget. NOW THEREFORE City and Agency do hereby agree to the following: AMENDMENTS NOW THEREFORE, for valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree as follows: A. Section 2. TERM is hereby deleted and replaced in its entirety with: Despite the fact that Services are not expected to begin until May 1, 2024, the effective date of this Agreement is March 20, 2024 ("Effective Date"), and shall expire on September 30, 2024 ("Expiration Date"), unless terminated earlier in accordance with this Agreement ("Initial Term"). City shall have the option, in its sole discretion, to renew this Agreement under the same terms and conditions, except for the compensation amount which shall be provided at the time of the renewal, for 3 additional 1-year terms. Execution of this Agreement after the Effective Date shall have no bearing on the enforceability of the Agreement. OFFICIAL RECORD CITY SECRETARY Amendment I to CSC 61226 FT. WORTH, TX CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY Docusign Envelope ID: 3CF1202E-03BF43A2-99C3-25CC447256DE B. Section 3. COMPENSATION is hereby deleted and replaced in its entirety with: 3. COMPENSATION. 3.1 City shall pay Agency in accordance with the provisions of this Agreement and Exhibit "B" — Budget. Total payment made by City under this Agreement for the Initial Term shall not exceed $1,096,847.00 ("Program Funds"), and shall be paid to Agency on a reimbursement basis. Agency shall not perform any additional services for City not specified by this Agreement unless City requests and approves in writing the additional costs for such services. City shall not be liable for any additional expenses incurred by Agency not specified by this Agreement unless City first approves such expenses in writing. If City determines in its sole discretion that this Agreement should be renewed as provided under Section 2 of this Agreement, the City shall provide an updated Exhibit "B", which shall include the not to exceed amount to be paid to Agency on a reimbursement basis during the renewal term. 3.2 Payment of the Program Funds from City to Agency shall be made on a cost - reimbursement basis following receipt by City from Agency of a signed Reimbursement Request Form ("RRF") as described in Exhibit "C" along with copies of all receipts and other supporting documentation. The RRF and reports shall be submitted to City no later than the 15th day following the end of the month. Submittal of a monthly RRF and reports is required even if services are not provided. 3.3 The monthly RRF should be sequentially numbered and include expense documentation that is detailed, clear and concise. All invoices should be sent electronically to the Directions Home coordinator and manager. The invoice must contain the following information: • Supplier Name and Address; • Remit to Supplier Name and Address, if different; • Applicable City Department business unit# (i.e. FW019) • Complete City of Fort Worth PO number (i.e. the PO number must contain all preceding zeros); • Invoice number; • Invoice date; and • Invoices to be submitted after delivery of the goods or services. Reimbursements will not be made until after receipt of an acceptable and approved RRF and monthly report as required. Reimbursements shall be made within 30 days receipt of said documents. Incomplete or incorrect submissions will be returned to the Agency for resubmission, restarting the 30-day reimbursement schedule. Amendment 1 to CSC 61226 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY Docusign Envelope ID: 3CF1202E-03BF-43A2-99C3-25CC447256DE 3.4 Any modifications in the original approved budget must have prior written permission from City before the modifications are made. The Request for Budget Modification Form (Exhibit "E") must be submitted, and request must be approved by City before any money is moved to the line -item. Once the Request for Budget Modification is approved, the modified budget will take effect on the first day of the following month. The new modified budget shall not exceed the total amount of Program Funds. Agency shall be solely responsible for any money spent in excess of the not to exceed amount included in this Agreement for the then -current term. 3.5 Agency will document cost allocations for all budgeted expenses throughout the entirety of the Agreement and will be responsible for having a policy and procedure in place for this documentation. Specifically, Agency will document how all shared costs, personnel time, or equipment that was fully or partially paid for using City funds, were used in furtherance of the program activities described in this Agreement. Documentation of these cost allocations, as well as a copy of the Agency's policy and procedures for the documentation of the cost allocations shall be made available to the City upon request. 3.6 The City reserves the right to reject any budget modification that the City believes, in its sole discretion, is not clearly aligned with the program activities and any requests for reimbursement expenses that the City believes, in its sole discretion, are not specified in Exhibit "B" of this Agreement or an approved budget modification form. 3.7 Budget adjustments shall be submitted via email to Tara.Perez@fortworthtexas.gov. C. The EXHIBIT "A" SCOPE OF SERVICES is hereby deleted and replaced in its entirety with the attached EXHIBIT "A" consisting of four (4) pages as Attachment 1 to First Amendment. D. The EXHIBIT "B" BUDGET is hereby deleted and replaced in its entirety with attached EXHIBIT "B" consisting of three (3) pages as Attachment 2 to First Amendment. E. This First Amendment is effective on March 20, 2024 regardless of the date of execution. F. 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. Amendment 1 to CSC 61226 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY Docusign Envelope ID: 3CF1202E-03BF-43A2-99C3-25CC447256DE G. This First Amendment shall be binding upon the Parties hereto and their respective successors and assigns, if any. [SIGNATURE PAGE FOLLOWS] Amendment 1 to CSC 61226 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY Docusign Envelope ID: 3CF1202E-03BF-43A2-99C3-25CC447256DE FOR CITY OF FORT WORTH: Marls McDaniel Deputy City Manager Date: Aug 23, 2024 APPROVAL RECOMMENDED FOR AGENCY: My Health, My Resources of Tarrant County Signed by: /�� fin, LkS& as �wt l 1 1:.7/aNr- OF-1 Susan Garnett Chief Executive Officer Date: 8/20/2024 Bethany Warner (Aug 23, 2024 08:46 CDT) Bethany Warner, Intergovernmental Relations Manager Date: Aug 23, 2024 APPROVED AS TO FORM AND LEGALITY 1.�4ta�c Leunt (Aug 23, 2024 09:38 CDT) Leslie L. Hunt, Senior Assistant City Attorney Date: Aug 23, 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 ,d44Vpn v�.>, � F�RT��d�d ATTEST: ' °moo ° r o PC �1d dv% 8 o0,0000 C Jannette S. Goodall, City Secretary Date: Aug 23, 2024 M&C No.: 24-0200 Amendment 1 to CSC 61226 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Docusign Envelope ID: 3CF1202E-03BF-43A2-99C3-25CC447256DE FIRST AMENDMENT TO CITY OF FORT WORTH CONTRACT 61226 BETWEEN THE CITY OF FORT WORTH AND MY HEALTH, MY RESOURCES OF TARR-ANT COUNTY FOR THE A HIGH IMPACT PILOT PROGRAM ATTACHMENT 1 TO FIRST AMENDMENT Amendment 1 to CSC 61226 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY Docusign Envelope ID: 3CF1202E-03BF-43A2-99C3-25CC447256DE EXHIBIT "A" SCOPE OF SERVICES HIGH IMPACT PILOT PROGRAM MY HEALTH, MY RESOURCES OF TARRANT COUNTY will do the following: Agency shall provide staffing for a Housing First Assertive Community Treatment Team ("Housing First ACT Team") and provide housing assistance for households referred to the High Impact Pilot Program. A. In General Housing First ACT Team - Eligible households are either on the High Impact Cohort in Tarrant County Homeless Coalition's Homeless Management Information System or are referred by a permanent supportive housing case manager. • High Impact Pilot Program housing assistance — Eligible households are individuals in the City of Fort Worth who meet the United States Department of Housing and Urban Development (HUD) definition of literally homeless; B. Definitions A general Assertive Community Treatment Team ("ACT Team") is a well -documented community mental health program for treating those with severe mental disorders. A multidisciplinary team which delivers a full range of medical, psychosocial and rehabilitative services to clients in a community setting (as opposed to treatment in an institution). The team provides support in community that is modeled after the staffing patterns on inpatient psychiatric units. The "hospital without walls" consists of people from multiple disciplines who work together, meet daily and coordinate care for clients. Background information from "Housing First: The Pathways Model to End Homelessness for People with Mental Health and Substance Use Disorders" by Sam Tsemberis. Key features of an ACT Team: • Interdisciplinary staffing that includes expertise in psychiatry, nursing, social work, vocational functioning and substance use treatment • Team approach (shared caseloads and daily team meetings) • Low staff -client ratios (1:10) • Locus of contact in the community • Intensive and frequent contacts with clients • Assertive outreach • 24 hour availability • Time unlimited services Amendment I to CSC 61226 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY Docusign Envelope ID: 3CF1202E-03BF-43A2-99C3-25CC447256DE A Housing First Assertive Community Treatment Team ("Housing First ACT Team") embodies the practices of an ACT Team however it is specifically to serve those experiencing homelessness or those who are formerly homeless and has access to housing options. High Impact Cohort — The list of individuals who have been referred to the High Impact Pilot Program, High Impact Pilot Program — City's 17 month pilot with My Health, My Resources of Tarrant County to focus additional housing and mental health resources on individuals experiencing homelessness in seven target areas: • Camp Bowie West/Las Vegas Trail (CD 3) • Seminary/La Gran Plaza/Hemphill (CD 11) • Downtown (CD 9) • Near Southside (CD 9) • Historic Southside/Near Eastside (CD 8) • Northside/Stockyards (CD 2) • Beach Street intersections — from E. Lancaster to N. Tarrant Parkway (CD 4) The program will also include City-wide HOPE referrals. Referrals will be made based on being located in these target areas and either having been in the location over two years or are suspected of having severe mental illness. Referrals for the High Impact Cohort will be made by neighborhood patrol officers, the Homeless Outreach Program and Enforcement (HOPE) Team of the City's Police Department and street outreach teams. C. Agency Responsibilities Agency will: Hire or subcontract for the following positions for the Housing First ACT Team (which can be modified as agreed to by the Parties in writing): Physician Assistant — Psychiatric Physician Assistant — Medical Registered Nurse Program Manager Licensed Therapist/Team Lead Two case workers Two certified peer specialists Patient Benefits Coordinator Landlord engagement coordinator Amendment 1 to CSC 61226 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY Docusign Envelope ID: 3CF1202E-03BF-43A2-99C3-25CC447256DE The Housing First ACT Team will work with 80 severely mentally ill clients who are homeless or formerly homeless. Literally homeless clients will be referred through the High Impact Cohort. Formerly homeless clients will be referred through permanent supportive housing case managers. The Housing First ACT Team will build rapport by continuing to engage and offer services to individuals on the High Impact Cohort with a goal of assisting the individual to exit homelessness into permanent housing. This includes but is not limited to — working to establish a client's chronicity if at all possible, obtaining a client's verification of disability if at all possible, understanding where the client prefers to live, trying to meet any immediate needs the client has in order build the relationship, attempt to engage client at least once a week, offer to show clients apartments that are pre -leased, assist clients in choosing furniture packages, guide clients through the apartment application process, transport clients to potential apartment units, meet with potential landlords, assist clients in resolving any rental arrears or other obstacles to housing and anything else that assists the client's transition from homelessness to housing. The Housing First ACT Team will also build rapport by engaging and offering services to referred individuals in permanent supportive housing with severe mental illness and the need of additional supports to retain housing. The Housing First ACT Team will work to: Assist clients in obtaining documentation of disability and homelessness as well as securing identification documents Assist clients in stabilizing to retain housing Secure mainstream benefits or other income for clients Support client's goals related to health and recovery Support client in building a good relationship with landlord Assist clients to integrate into the community Assist clients in developing housekeeping habits, provide advice on nutrition and meal preparation, as well as money management and paying rent on time The Housing First ACT Team will keep a weekly schedule board, monthly schedule board, and goal board which includes all clients' names and current goals and an on -call log. The Housing First ACT Team will have a weekly case conference to focus on clinical needs of all clients. The Housing First ACT Team will have daily team meetings to ensure all members of the team are informed and on task. The goals of the morning Housing First ACT Team meeting: Review every client Note significant interactions Discuss follow-ups Create schedule for day Update weekly plan Update monthly plan Share information and maintain transparency Amendment I to CSC 61226 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY Docusign Envelope ID: 3CF1202E-03BF43A2-99C3-25CC447256DE The Housing First ACT Team will provide services where the client is — there will be no requirement for client to visit an office except in rare circumstances. The Housing First ACT Team will be available 24 hours a day, 7 days a week to clients who need assistance. MHMR will contract with Tarrant County Homeless Coalition to establish some master lease agreements in order to quickly be able to house clients who choose that location. MHMR will also administer rental assistance payments as needed for clients Evaluation: Evaluation meetings will be held with Directions Home staff to continually evaluate program and Agency shall comply as necessary and in good faith. Financial reporting: Reimbursement Requests and any necessary supporting documentation and reports will be submitted by the 15" 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 15"' of July, October, January and April in the format of Exhibit «D». Amendment 1 to CSC 61226 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY Docusign Envelope ID: 3CF1202E-03BF-43A2-99C3-25CC447256DE ATTACHMENT 2 TO FIRST AMENDMENT Amendment I to CSC 61226 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY Docusign Envelope ID: 3CF1202E-03BF43A2-99C3-25CC447256DE "EXHIBIT "B" BUDGET Mencv will submit invoices for reimbursement by the 15" of the month followine 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 Hoene 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. Amendment 1 to CSC 61226 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY Docusign Envelope ID: 3CF1202E-03BF43A2-99C3-25CC447256DE PROGRAM COSTS A. SALARIES (By title) Program Manager Licensed Therapist/Team Lead Case Worker (2) Certified Peer Specialist (2) Mental Health Administration Specialist Advanced Practice Registered Nurse or Physician's Assistant Patient Benefits Coordinator Registered Nurse SALARIES TOTAL: $178,913.00 B. FRINGE BENEFITS All positions listed above FRINGE BENEFITS TOTAL: $68,395.00 C. TRAVEL Local mileage $5,000.00 TRAVEL TOTAL: $5,000.00 D. CELL PHONES/EQUIPMENT 7 monthly phone bills $1,890.00 Lease laptop computers $4,661.00 CELL PHONES/EQUIPMENT TOTAL: $6,551.00 E. CLIENT EXPENSES Initial Lease Up Fees $120,000.00 Rental Assistance $220,000.00 Client transportation $2,000.00 Client needs $147,000.00 Client Medications $50,000.00 CLIENT EXPENSES TOTAL: $539,000.00 F. OTHER APPROVED Rental Assistance Administration $51,200.00 Contract — Landlord Engagement $44,000.00 Amendment 1 to CSC 61226 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY Docusign Envelope ID: 3CF1202E-03BF-43A2-99C3-25CC447256DE Contract — APRN/PA _ _ _ $62,000.00 Office Supplies --- - ---- ----- $1,500.00 -Office Space - - $19,000.00 Software services fees $25,475.00 Shredding $100.00 Training $45,000.00 Professional Insurance $2_,200.00 Modified Direct Cost $48,513.00 OTHER APPROVED TOTAL: $298,988.00 TOTAL PROGRAM COST: $1,096,847.00 Amendment 1 to CSC 61226 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY City of Fort Worth, Texas Mayor and Council Communication DATE: 03/19/24 M&C FILE NUMBER: M&C 24-0200 LOG NAME: 19FUNDING HIGH IMPACT PILOT PROGRAM SUBJECT (CD 2, CD 3, CD 4, CD 8, CD 9 and CD 11) Authorize Execution of Contract with My Health My Resources of Tarrant County in the Amount of $1,096,847.00 For a High -Impact Pilot Program Aimed to Reduce Homelessness in Targeted Areas, Adopt the Appropriation Ordinance Reallocating Appropriations in the General Fund from Non -Departmental to Neighborhood Services Department in the Amount of $1,096,847.00, and Find the Agreement Serves a Public Purpose and that Adequate Controls are in Place RECOMMENDATION: It is recommended that the City Council: 1, Authorize execution of a contract with My Health My Resources of Tarrant County for up to $1,096,847.00 for a high -impact pilot program aimed to reduce homelessness in targeted areas; 2. Adopt the attached appropriation ordinance reallocating appropriations in the General Fund by decreasing the Non -Departmental Department by $1,096,847.00 and increasing the Neighborhood Services Department by the same amount, for the purpose of funding contractual services for the high impact pilot program; and 3. Find that the agreement serves the public purpose of reducing homelessness and that adequate controls are in place. DISCUSSION: With the end of the eviction moratorium and federal emergency rental assistance funds, homelessness has increased in Fort Worth. Most nights emergency shelters are near capacity resulting in a sharp increase in unsheltered homelessness. Daily citizens regularly report homeless encampments throughout the City. While many areas of Fort Worth have seen an uptick in unsheltered homelessness and the issues associated with it, there are some areas that have been hit especially hard. The high impact pilot program is a way to direct resources in a targeted way to reduce issues in seven areas initially identified as hard hit. Data gathered from this pilot project will be used to analyze whether the program should continue, be expanded, or end. If it is expanded, new areas will be selected based on the data at that time of areas that have been most impacted by increased homelessness. Resources that are currently being used to provide housing assistance and case management across the city will continue. The high impact pilot program brings additional resources to these seven initially selected areas. Initial Areas: • Camp Bowie West/Las Vegas Trail (CD 3) • Seminary/La Gran Plaza/Hemphill (CD 11) • Downtown (CD 9) • Near Southside (CD 9) • Historic Southside/Near Eastside (CD 8) • Beach Street intersections — from E. Lancaster to N. Tarrant Parkway (CD 4) • Northside/Stockyards (CD 2) City-wide Homeless Outreach Program & Enforcement (HOPE) referrals will also be considered. Street outreach teams, neighborhood police officers and the HOPE team will be asked to refer individuals who have either been reported in that area for a long time (more than two years) or are suspected of having severe mental illness. These individuals are being referred for housing assistance and services. The level of services offered will depend on the individual's needs. For those individuals with severe mental illness, a new community resource will be offered through this pilot program. The pilot program will offer low barrier housing and voluntary case management to referred individuals. The housing would be in the form of rental assistance and would be capable of being used at apartments throughout the City or in master leased apartments. Housing assistance for up to 40 people will be provided. The City will also leverage some existing housing vouchers in order to serve more people. The case management would be provided by My Health My Resources of Tarrant County. Those clients who need a more intensive approach would transition to the care of the Housing First Assertive Community Treatment Team (Housing First ACT Team) which is a high-level team including psychiatric and medical professionals for severely mentally ill clients. The Housing First ACT Team would work with those with severe mental illness who are on the street and also those who are in housing but need more intensive services to stay housed. Members of Housing First ACT Team: • Physician Assistant — Psychiatric • Physician Assistant — Medical • Registered Nurse • Program Manager • Licensed Therapist/Team Lead • 2 Case Workers • 2 Certified Peer Specialists • Patient Benefits Coordinator • Landlord engagement coordinator The Housing First ACT Team will work with 80 severely mentally ill clients who are either housed or on the street to meet the physical and mental health care needs of clients directly. The Housing First ACT Team cannot force severely mentally ill folks experiencing homelessness into housing and services. The pilot program's performance measures will be that at least 70% of those offered housing enter housing within six months and after one year of entering housing, at least 70% are still housed (can be different unit, but must be housed). In order to gather sufficient data, this is a 17-month pilot beginning May 1, 2024 and ending September 30, 2025. It is the intent to request funds in FY 2025 of approximately $2,200,000.00 for the remaining 12 months of the pilot. Approval of the M&C will amend the Fiscal Year 2024 Adopted Budget, as approved with Ordinance 26453-09-2023, Section 1 as follows: General Fund / Department FY2024 Adopted Budget Authority Budget Adjustment Revised FY2024 Budget Expenditures Neighborhood Services $ 23,066,282.00 This M&C $ 1,096,847.00 $ 24,163,129.00 INon-Departmental $ 29,147,095.00 This M&C $ (1,096,847.00) I $ 28,050,248.00 A Form 1295 is not required because: This contract will be with a governmental entity, state agency or public institution of higher education: My Health, My Resources of Tarrant County FISCAL INFORMATION / CERTIFICATION: The Director of Finance certifies that upon approval of the above recommendations, funds are available in the current operating budget, as previously appropriated, in the General Fund. Prior to an expenditure being incurred, the Neighborhood Services Department has the responsibility to validate the availability of funds. Submitted for Citv Manaaer's Office bv: Fernando Costa 6122 Oriainatina Business Unit Head: Victor Turner 8187 Additional Information Contact: Tara Perez 2235