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HomeMy WebLinkAboutContract 62338-A1Page 1 of 6 Amendment 1 to CSC 62338 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS FIRST AMENDMENT TO CITY OF FORT WORTH CONTRACT 62338 BETWEEN THE CITY OF FORT WORTH AND DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS FOR OUTREACH SERVICES This first amendment (“First Amendment” or “Amendment 1”) 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 Richard Zavala, its duly authorized Interim Assistant 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. 62338 (the "Agreement"); WHEREAS, the Parties desire to amend the budget to add allowable line items without changing the amount of the overall contract; 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: A.EXHIBIT “B” BUDGET is hereby deleted and replaced with the attached EXHIBIT “B” BUDGET. B. This First Amendment is effective October 1, 2024. 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 First Amendment shall be binding upon the Parties hereto and their respective successors and assigns, if any. [SIGNATURE PAGE FOLLOWS] Page 2 of 6 Amendment 1 to CSC 62338 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/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:FOR AGENCY: DAY RESOURCE CENTER FOR THE HOMELESS Richard Zavala Tony Wilson Interim Assistant City Manager Interim Executive Director Date:________________ Date: APPROVAL RECOMMENDED Bethany Warner, Intergovernmental Relations Manager Date: ________________ APPROVED AS TO FORM AND ATTEST: LEGALITY Gavin Midgley, 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, Homeless Strategies Page 3 of 6 Amendment 1 to CSC 62338 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS FIRST AMENDMENT TO CITY OF FORT WORTH CONTRACT 62338 BETWEEN THE CITY OF FORT WORTH AND DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS FOR OUTREACH SERCICES ATTACHMENT 1 TO FIRST AMENDMENT Page 4 of 6 Amendment 1 to CSC 62338 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS EXHIBIT “B” BUDGET 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/Homeless Strategies. 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 Homeless Strategies 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 Homeless Strategies 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 941s and allocation documentation will be reviewed. Page 5 of 6 Amendment 1 to CSC 62338 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS PROGRAM COSTS $150,000.00 A. SALARIES (By title) 3 Outreach staff SALARIES TOTAL: $111,603.00 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: $28,247.00 C. MILEAGE Mileage MILEAGE TOTAL: D. CELL PHONES/EQUIPMENT Cell Phones Equipment CELL PHONES/EQUIPMENT TOTAL: $1,200.00 E. CLIENT EXPENSES Client Expenses* CLIENT EXPENSES TOTAL: F. OTHER APPROVED Indirect (up to 15%)$7,950.00 Supplies HMIS fees $1,000.00 OTHER APPROVED TOTAL: $8,950.00 TOTAL PROGRAM COST:$150,000.00 *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 Page 6 of 6 Amendment 1 to CSC 62338 CoFW and DAY RESOURCE CENTER FOR THE HOMELESS D/B/A DRC SOLUTIONS housing. Any expenses not listed must have prior written authorization by Homeless Strategies manager. DATE:11/12/2024 REFERENCE NO.: **M&C 24- 0950 LOG NAME:02DIRECTIONSHOMEOUTREACHCONTRACT CODE:C TYPE:CONSENT PUBLIC HEARING: NO SUBJECT: (ALL) Authorize Execution of Contract with Day Resource Center for the Homeless Doing Business as DRC Solutions for Up to $150,000.00 for Street Outreach and Find that the Contract Serves 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 contracts with Day Resource Center for the Homeless doing business as DRC Solutions for a total contract amount of up to $150,000.00 for street outreach services; 2. Authorize the City Manager or his designee to amend, extend, and renew the contracts as needed to achieve program goals provided that the amendment(s) is within the scope of the program and in compliance with City policies and applicable laws and regulations; 3. Find that the contracts, including amendments and renewals, serve a public purpose and that adequate controls are in place. DISCUSSION: For the past four years, the City of Fort Worth has contracted with Tarrant County Homeless Coalition, which was recently renamed Partnership Home, and provided funding for mobile navigation services. Partnership Home was able to use this funding as a match for Continuum of Care funding which added funding to the local homeless system while providing mobile navigation services. Partnership Home subcontracted with DRC Solutions to pay partial salaries of two to four mobile navigators. Partnership Home no longer needs City funds as a match to Continuum of Care funding, and the City would like to contract directly with DRC Solutions to continue mobile navigation services. The mobile navigation services provided are now known as “outreach” – primarily working with unsheltered individuals to document their living situation in order to establish chronicity, explore diversion or rapid exit possibilities, assist in obtaining identification documents and documentation of disability as needed. Outreach workers who are embedded with the Homeless Outreach Program and Enforcement (HOPE) teams, Fire and Police, currently work on these tasks. In the past four years, this outreach team of two to four mobile navigators has connected more than two thousand people experiencing unsheltered homelessness with homeless system resources and has been able get 294 of those individuals out of unsheltered homelessness and into housing through various programs. This project was approved for a waiver per the Chapter 252 exemption, as Professional Service by the Legal Department. Therefore, the business equity goal requirement is not applicable. 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. FISCAL INFORMATION/CERTIFICATION: 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 incurred, the City Manager's Office and Neighborhood Services Department have the responsibility to validate the availability of funds. TO Fund Department ID Account Project ID Program Activity Budget Year Reference # (Chartfield 2) Amount FROM Fund Department ID Account Project ID Program Activity Budget Year Reference # (Chartfield 2) Amount Submitted for City Manager's Office by:Mark McDaniel (6316) Originating Department Head: Bethany Warrner (6121) Additional Information Contact: Tara Perez (2235) ATTACHMENTS 02DIRECTIONSHOMEOUTREACHCONTRACT.docx (CFW Internal) Approved Chapter 252 Exemption Form - DRC Outreach.pdf (CFW Internal) Certificate of Interested Parties CFW 10 21 2024.pdf (CFW Internal) FID table DRC Solutions outreach contract FY25.xlsx (CFW Internal) Request for Waiver of Business Equity Goal Final CC.pdf (CFW Internal)