Loading...
HomeMy WebLinkAboutContract 54502-A6Page 1 of 10 Amendment 6 to CSC 54502 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY SIXTH AMENDMENT TO CITY OF FORT WORTH CONTRACT 54502 BETWEEN THE CITY OF FORT WORTH AND MY HEALTH, MY RESOURCES OF TARRANT COUNTY FOR PERMANENT SUPPORTIVE HOUSING CASE MANAGEMENT This sixth 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 Dianna Giordano, 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. 54502, (the "Agreement"); WHEREAS, the Parties executed the first amendment and first renewal to the Agreement through which the Parties agreed to increase the budget, amend the Scope of Services, amend the Reporting Forms and the Budget Modification Form and renew the Agreement for an additional year; WHEREAS, the Parties executed the second amendment and second renewal to the Agreement through which the Parties agreed to memorialize prior budget modifications, amend the scope of services, and renew the Agreement; WHEREAS, the Parties executed the third amendment and third renewal to the Agreement through which the Parties agreed to memorialize a prior budget modification, amend the scope of services, amend the budget and renew the Agreement; WHEREAS, the Parties executed the fourth amendment to the Agreement through which the Parties agreed to amend the scope of services; WHEREAS, the Parties executed the fifth amendment and fourth renewal to the Agreement through which the Parties agreed to renew the Agreement, memorialize prior budget modifications and amend the budget; WHEREAS, the Parties desire to amend the scope of services and budget to reflect prior budget modifications; NOW THEREFORE City and Agency do hereby agree to the following: I. AMENDMENT TO AGREEMENT Page 2 of 10 Amendment 6 to CSC 54502 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY NOW THEREFORE, for valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree as follows: A.The is hereby deleted and replaced in its entirety with attached and consists of three (3) pages as Attachment 1 to this Sixth Amendment. B.The V Fourth Renewal Term is hereby deleted and replaced in its entirety with attached V Fourth Renewal Term and consists of two (2) pages as Attachment 2 to this Sixth Amendment for the FY 2025 budget. II. This Amendment is effective upon the date of execution of this document. III. 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 10 Amendment 6 to CSC 54502 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY IN WITNESS WHEREOF,the parties hereto have executed this agreement, to be effective this _____ day of ______________, 20___. FOR CITY OF FORT WORTH:FOR AGENCY: MY HEALTH, MY RESOURCES OF TARRANT COUNTY Dianna Giordano Susan Garnett Assistant City Manager Chief Executive Officer 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 4 of 10 Amendment 6 to CSC 54502 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY SIXTH AMENDMENT TO CITY OF FORT WORTH CONTRACT 54502 BETWEEN THE CITY OF FORT WORTH AND MY HEALTH, MY RESOURCES OF TARRANT COUNTY FOR PERMANENT SUPPORTIVE HOUSING CASE MANAGEMENT ATTACHMENT 1 TO SIXTH AMENDMENT Page 5 of 10 Amendment 6 to CSC 54502 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY E SCOPE OF SERVICES Permanent Supportive Housing Case Management MY HEALTH, MY RESOURCES OF TARRANT COUNTY will do the following: Employ nine (9) full time housing specialists, a team leader and program manager to provide case management services to approximately 180 permanent supportive housing A. In General Document the nature and extent of all services provided to chronically homeless 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, and those households in the high impact pilot program. B. Services to Locate and Facilitate Housing Notify Partnership Home (formerly Tarrant County Homeless Coalition) 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 diligence, mitigate and resolve the issue as quickly and to the extent possible. Page 6 of 10 Amendment 6 to CSC 54502 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY 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 a household; 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 7 of 10 Amendment 6 to CSC 54502 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY 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 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 15th of every month in format of Programmatic reporting: Monthly reports will be submitted by the 15th of every month in format of . Quarterly reports will be submitted by the 15th of July, October, January and April in the format of Exhibit Page 8 of 10 Amendment 6 to CSC 54502 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY SIXTH AMENDMENT TO CITY OF FORT WORTH CONTRACT 54502 BETWEEN THE CITY OF FORT WORTH AND MY HEALTH, MY RESOURCES OF TARRANT COUNTY FOR PERMANENT SUPPORTIVE HOUSING CASE MANAGEMENT ATTACHMENT 2 TO SIXTH AMENDMENT Page 9 of 10 Amendment 6 to CSC 54502 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY E BUDGET Part V Fourth 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 10 of 10 Amendment 6 to CSC 54502 CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY PROGRAM COSTS $750,000.00 A. PERSONNEL (By title) Program Manager 9 Housing Specialists Program Director PERSONNEL TOTAL: $361,103.00 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: $139,472.00 C. MILEAGE MILEAGE TOTAL: $21,987.00 D. CLIENT EXPENSES Client expenses* CLIENT EXPENSES TOTAL: $99,183.00 E. OTHER APPROVED $68,255.00 Professional insurance Employee Training Cell Phone Translation Services Dues, Permits, Fees Office supplies Building Overhead Computer Fees Administrative costs (up to 10%) $60,000.00 TOTAL OTHER APPROVED: $128,255.00 TOTAL PROGRAM COST: $750,000.00 *Client expenses are defined as those expenses necessary 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 Homeless Strategies manager. City of Fort Worth, Mayor and Texas 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. 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 made the Neighborhood Services Department has the responsibility to validate the availability of funds. Submitted for City Manager's Office b� Fernando Costa 6122 Originating Business Unit Head: Kacey Bess 8187 Additional Information Contact: Tara Perez 2235