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HomeMy WebLinkAboutContract 54500-A5R4CSC No. 54500-A5R4 FIFTH AMENDMENT AND FOURTH RENEWAL TO CITY OF FORT WORTH CONTRACT 54500 BETWEEN THE CITY OF FORT WORTH AND DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS FOR PERMANENT SUPPORTIVE HOUSING CASE MANAGEMENT This fifth amendment and fourth 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 Mark McDaniel, its duly authorized Deputy City Manager, and Day Resource Center for the Homeless DB/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 the first amendment and first renewal 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 the second renewal and second amendment 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 Parties executed the third renewal and third amendment to the Agreement through which the Parties agreed to renew the Agreement, memorialize a prior budget modification, amend the scope of services and amend the budget; WHEREAS, the Parties executed the fourth amendment to the Agreement through which the Parties agreed to decrease the budget because the original use of the vouchers changed; WHEREAS, the Parties desire to renew the agreement for an additional one-year term, amend the scope of services, memorialize a prior budget modification for FY 24 and amend the budget for FY 25; 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 15 Fifth Amendment and Fourth Renewal to CSC 54500 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS A. EXHIBIT "A" SCOPE OF SERVICES is hereby deleted and replaced in its entirety with attached EXHIBIT "A" SCOPE OF SERVICES consisting of three pages as Attachment 1 to the Fifth Amendment. B. The EXHIBIT `B-2" Budget regarding fiscal year 2024 is hereby deleted and replaced in its entirety with attached EXHIBIT "B-2" Budget to memorialize a prior budget modification for FY 24 consisting of three pages as Attachment 2 to the Fifth Amendment. C. The EXHIBIT "B" BUDGET Part III — Fourth Renewal Term is added after the EXHIBIT "B-2" BUDGET to set forth the budget for FY 25 consisting of three pages as Attachment 3 to the Fifth Amendment. II. RENEWAL OF AGREEMENT The Agreement, as amended, is hereby renewed and extended for a renewal term commencing on October 1, 2024, and ending on September 30, 2025, unless terminated earlier in accordance with the Agreement. III. This Amendment and Renewal is effective upon the expiration of the Third 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 15 Fifth Amendment and Fourth Renewal to CSC 54500 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 day of , 20 FOR CITY OF FORT WORTH: �' - �P'M l Mark McDaniel Deputy City Manager Date: 10/22/2024 FOR AGENCY: DAY RESOURCE CENTER FOR THE HOMELESS Bruce Frankel (Oct 21, 202415:21 CDT) Bruce Frankel Executive Director Date: 10/21 /2024 APPROVAL RECOMMENDED (� 0 Bethanv Warner (Oct 22, 2024 08:57 CDT) Bethany Warner, Intergovernmental Relations Manager Date: 10/22/2024 APPROVED AS TO FORM AND LEGALITY�� Le Aiunt/t (Oct 22, 2024 08:58 CDT) Leslie L. Hunt, Senior Assistant City Attorney Date: 10/22/2024 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 govopp o �U %; ATTEST: 0- °•IP Ov8 �=d Q�z�t,nr�R- /mil � an�naC�X 4gOgp Jannette S. Goodall, City Secretary Date: 10/22/2024 M&c No..24-0553 Fifth Amendment and Fourth Renewal to CSC 54500 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Page 3 of 15 FIFTH AMENDMENT TO CITY OF FORT WORTH CONTRACT 54500 BETWEEN THE CITY OF FORT WORTH AND DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS FOR PERMANENT SUPPORTIVE HOUSING CASE MANAGEMENT ATTACHMENT 1 TO FIFTH AMENDMENT Page 4 of 15 Fifth Amendment and Fourth Renewal to CSC 54500 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS EXHIBIT "A" SCOPE OF SERVICES Permanent Supportive Housing Case Management DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS will do the following: Employ six (6) full time case managers to provide case management services to approximately 120 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 doing business as Partnership Home ("PH") 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 Page 5 of 15 Fifth Amendment and Fourth Renewal to CSC 54500 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS diligence, mitigate and resolve the issue as quickly and to the extent possible. • 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 6 of 15 Fifth Amendment and Fourth Renewal to CSC 54500 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS • 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 15th of every month in format of Exhibit "W. Quarterly reports will be submitted by the 151h of July, October, January and April in the format of Exhibit «D», Page 7 of 15 Fifth Amendment and Fourth Renewal to CSC 54500 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS FIFTH AMENDMENT TO CITY OF FORT WORTH CONTRACT 54500 BETWEEN THE CITY OF FORT WORTH AND DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS FOR PERMANENT SUPPORTIVE HOUSING CASE MANAGEMENT ATTACHMENT 2 TO FIFTH AMENDMENT Page 8 of 15 Fifth Amendment and Fourth Renewal to CSC 54500 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS EXHIBIT "B-2" BUDGET AL,encv will submit invoices for reimbursement by the 1511 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 94I s and allocation documentation will be reviewed. Page 9 of 15 Fifth Amendment and Fourth Renewal to CSC 54500 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS PROGRAM COSTS A. SALARIES (By title) Case Manager Case Manager Case Manager Case Manager Case Manager Case Manager - Lead Chief Programs Officer SALARIES TOTAL: 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: C. MILEAGE Mileage MILEAGE TOTAL: D. CELL PHONES/EQUIPMENT Cell Phones Equipment CELL PHONES/EQUIPMENT TOTAL: E. CLIENT EXPENSES Client Expenses* CLIENT EXPENSES TOTAL: F. OTHER APPROVED Indirect Costs Supplies HMIS fees OTHER APPROVED TOTAL: Total Fifth Amendment and Fourth Renewal to CSC 54500 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS $350,977.00 $246,640.00 $42,205.00 $5,625.00 $5,625.00 $2,830.00 $20,917.00 $29,917.00 $31,060.00 $500.00 $1,200.00 $32,760.00 Page 10 of 15 TOTAL PROGRAM COST: I $350,977.00 *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 11 of 15 Fifth Amendment and Fourth Renewal to CSC 54500 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS FIFTH AMENDMENT 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 ATTACHMENT 3 TO FIFTH AMENDMENT EXHIBIT B PART III - FOURTH RENEWAL TERM Page 12 of 15 Fifth Amendment and Fourth Renewal to CSC 54500 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS EXHIBIT `B" BUDGET Part III — Fourth Renewal Term AL,encv will submit invoices for reimbursement by the 15t' 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 94I s and allocation documentation will be reviewed. Page 13 of 15 Fifth Amendment and Fourth Renewal to CSC 54500 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS PROGRAM COSTS A. SALARIES (By title) Case Manager Case Manager Case Manager Case Manager Case Manager — 90% Case Manager — Lead Chief Programs Officer SALARIES TOTAL: 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: D. MILEAGE Mileage MILEAGE TOTAL: D. CELL PHONES/EQUIPMENT Cell Phones Equipment CELL PHONES/EQUIPMENT TOTAL: E. CLIENT EXPENSES Client Expenses* CLIENT EXPENSES TOTAL: F. OTHER APPROVED Indirect Costs — 10% Supplies HMIS fees OTHER APPROVED TOTAL: Fifth Amendment and Fourth Renewal to CSC 54500 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS $425,977.00 $280,630.00 $56,126.00 $10,800.00 $3,600.00 $36,505.00 $35,116.00 $2,000.00 $1,200.00 38,315.60 Page 14 of 15 TOTAL PROGRAM COST: 1$425,977.00 *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 15 of 15 Fifth Amendment and Fourth Renewal to CSC 54500 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS DB/A DRC SOLUTIONS City of Fort Worth, Texas Mayor and Council Communication DATE: 06/25/24 M&C FILE NUMBER: M&C 24-0553 LOG NAME: 19DIRECTIONS HOME AMENDMENTS AND RENEWALS SUBJECT (ALL) Authorize Execution of Amendments to Contracts with WhenWeLove Decreasing Contract Amount by $144,077.46 for a Total Contract Amount of $55,922.54 for Cold Weather Shelter and with Tarrant County Homeless Coalition Increasing Contract Amount by $144,077.46 for a Total Contract Amount of $494,477.46 for the Direct Client Services Fund; Authorize a Renewal of Directions Home Contracts for Fiscal Year 2025; 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 on City Secretary Contract 60388 with WhenWeLove decreasing contract amount by $144,077.46 for a total contract amount of $55,922.54 for cold weather shelter; 2. Authorize the City Manager or his designee to execute an amendment to agreement on City Secretary Contract 54548 with Tarrant County Homeless Coalition increasing contract amount by $144,077.46 for a total contract amount of $494,477.46 for the Direct Client Services Fund; 3. Authorize a Renewal of Directions Home Contracts for Fiscal Year 2025; 4. Authorize the City Manager or his designee to amend the agreements if necessary to achieve program goals provided that the amendment is within the scope of the program and in compliance with City policies and applicable laws and regulations; 5. Find that such amendments serve a public purpose and that adequate controls are in place. DISCUSSION: The City funded cold weather overflow shelter from October 15, 2023 to March 31, 2024 so that on nights when certain cold weather triggers were met and regular emergency shelter beds were full, an overflow site could be utilized by those experiencing homelessness. WhenWeLove had the contract to provide overflow shelter staffing. This season there were 34 standby nights triggered by temperatures and 11 nights of activation of cold weather overflow shelter. The shelter averaged 40 guests per night but had a maximum of 164 during the ice storm. Due to a relatively mild winter, there are unexpended funds in the contract with WhenWeLove for cold weather shelter staffing. However, there has been increasing demand on the Direct Client Services Fund (DCSF) at Tarrant County Homeless Coalition. DCSF covers a variety of expenses for those experiencing homelessness including: a bus ticket to reunite with family or friends, one-time rental assistance, critical documents, fees necessary to house someone that other programs don't cover, family overflow shelter and other fees necessary to house someone. In an effort to reduce heat -related fatalities, DCSF will also cover expenses at cooling stations in Fort Worth. Transferring funds between the cold weather shelter contract and DCSF for Fiscal Year (FY) 2024 will provide needed funding for family overflow shelter and cooling stations as well as other eligible expenses. Directions Home staff is closely monitoring spending in all programs and anticipates executing amendments for less than $100,000.00 in FY 2024 to ensure the best use of funding to serve those experiencing homelessness. A Professional Service 252 Exemption Form was submitted for Directions Home services and approved by the City Attorney's Office allowing the renewal of contracts in FY 2025. Funding is budgeted in the Other Contractual Services account within the General Fund for the Neighborhood Services Department. Directions Home services and programs are available in ALL COUNCIL DISTRICTS. I9&+103111111kiIMQ:7 �fF_weri►/c93=1:4911197Nrr•7hiA The Director of Finance certifies that upon approval of the recommendations, funds are available in the current operating budget as previously appropriated, in the General Fund. Prior to an expenditure being made 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: Kacey Bess 8187 Additional Information Contact: Tara Perez 2235