HomeMy WebLinkAboutContract 52336-R1A1 CHYSECRUARY
NOV
CONYRAC-r NO.
8 za19
RENEWAL 1 AND AMENDMENT I TO CITY OF FORT WORTH CONTRACT 52336
BETWEEN THE CITY OF FORT WORTH AND HOUSING AUTHORITY OF THE
CITY OF FORT WORTH DBA FORT WORTH HOUSING SOLUTIONS FOR RENTAL
ASSISTANCE AND ADMINISTRATION
This Contract Renewal and Amendment (the "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 Fernando Costa, its duly authorized Assistant City
Manager, and HOUSING AUTHORITY OF THE CITY OF FORT WORTH DBA FORT
WORTH HOUSING SOLUTIONS (hereinafter referred to as the "Agency"), acting by and
through Mary Margaret Lemons, its duly authorized President, to provide rental assistance and
administration. Each party shall be individually referred to herein as Party ind collectively as
Parties.
RECITALS
WHEREAS, on May 22, 2019, the City entered into an Agreement with the Agency to
provide services more specifically described in the agreement, City Secretary Office (CSO)
Contract No.52336, (the "Agreement"); and
WHEREAS, the term of the Agreement was for a six month period from April 1, 2019, to
September 30, 2019, and could be renewed for an additional one year tern by mutual agreement
of the Parties;
WHEREAS,the Parties previously agreed to modify the scope of work to include overage
payment for Homeless Housing and Services Program at the direction of Directions Home staff on
September 9, 2019, and the Parties now wish to memorialize that agreement through this
Amendment;
WHEREAS, the City believes that renewing the Agreement for an additional year will
further the goals and priorities of Directions Home; and
WHEREAS,the Parties agree to amend the Agreement to provide for funding for the entire
program year and include salary percentages for an inspector, housing clerk and HMIS specialist
under "Personnel" as well as include interpretation services and an inspection fee under "Other
Approved Expenses."
NOW THEREFORE City and Agency do hereby agree to the following:
I.
RENEWAL OF AGREEMENT
rWYOFFICOAL RECORD
SECRETARY'
WORTH, TX
Renewal of CSC 522336 Pagel of 9
COFW and HOUSING AUTHORITY OF THE CITY OF FORT WORTH DBA FORT WORTH HOUSING SOLUTIONS
The Agreement, as amended, is hereby renewed and extended for a renewal term
commencing on October 1, 2019, and ending on September 30, 2020,unless terminated earlier in
accordance with the Agreement.
II.
AMENDMENT TO AGREEMENT
Section 3. COMPENSATION is hereby amended and replaced in its entirety with the
following:
Section 3. COMPENSATION.
3.1 City shall pay Agency in accordance with the provisions of this Agreement and Exhibit
"B" — Budget. Total payment made by the City under this Agreement shall not exceed
$715,000.00 ("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 Prograiu 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 Iaer 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. The submission shall include applicable monthly
reports. Submissions must be scanned and submitted to the Directions Home Program Manager.
Submissions should be titled"HOUSING AUTHORITY OF THE CITY OF FORT WORTH DBA
FORT WORTH HOUSING SOLUTIONS — RFR Month- RENTAL ASSISTANCE AND
ADMINISTRATION and sent either via email to Tara.Perez@fortworthtexas.gov or via mail to
ATTENTION: Tara Perez, Directions Home Manager, City Manager's Office, 200 Texas Street,
Fort Worth TX 76102. 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.
3.4 Agency is authorized to modify up to five percent (5%) of any budgeted line-item in
the original approved budget without prior written permission from City. However, Agency must
submit the Request for Budget Modification Form (Exhibit"E") to City, with the monthly RRF,
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CoFW and HOUSING AUTHORITY OF THE CITY OF FORT WORTH DBA FORT WORTH HOUSING SOLUTIONS
during the month the modification took place. The new modified budget cannot exceed the total
amount of Program Funds. Agency shall be solely responsible for any honey spent in excess of
the not to exceed amount included in this Agreement for the then-current term.
3.5 Any modifications of more than five percent (5%) of any budgeted line-item in the
original approved budget must have prior written permission from City before the modifications
are made. The 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 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.
3.6 Any modifications to zero line-items in the original approved budget must have prior
written permission from City before the modifications are made. The Budget Modification Form
(Exhibit "E") must be completed and approved by City before money is transferred into the new
line-item. Once the 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.
3.7 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.
3.8 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
"D" of this Agreement or an approved budget modification form.
3.9 Budget adjustments shall be submitted via either email to
Tara.Perez@fortworthtexas.gov or to the Tara Perez, Directions Home Manager, City Manager's
Office, 200 Texas Street, Fort Worth TX 76102.
Exhibit A and Exhibit B of the Aareexnent are hereby amended and replaced in their entirety
with the attached Exhibit A and Exhibit B. -
III.
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CoFW and HOUSING AUTHORITY OF THE CITY OF FORT WORTH DBA FORT WORTH HOUSING SOLUTIONS
This amendment is effective as of the Effective Date of this Amendment.
IV.
All terms and conditions of the Contract 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 Contract.
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[SIGNATURE PAGE FOLLOWS]
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CoFW and HOUSING AUTHORITY OF THE CITY OF FORT WORTH DBA FORT WORTH HOUSING SOLUTIONS
IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this
7rA, day of 4jj Vept#,f,, , 201.9 .
FOR CITY OF FORT WORTH: FOR AGENCY:
/P.�irilrs - /a rlj
- '64-14tmd Lmiti-
Fernando Costa Mary argar em
Assistant City Manager President
Date: &Z / Date: 10/28/2019
7VAL RECOMMENDED
Date: I
APPROVED AS T FORM AND ATTEST:
LEGA Y `ra.
)Xnn Pa , sistant City Attorney Mary J. ys 1', y Secretarj
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
re ing requirements
V M ()� OW &--�
Tara Perez
Manager, Directions Home
OFFICIAL RECORD
COW SECRETARY
[
■T. ORTHO TX
Renewal of CSC 522336 age 5 oT9
CoFW and HOUSING AUTHORITY OF THE CITY OF FORT WORTH DBA FORT WORTH HOUSING SOLUTIONS
EXHIBIT "A"
SCOPE OF SERVICES
RENTAL ASSISTANCE AND ADMINISTRATION
HOUSING AUTHORITY OF THE CITY OF FORT WORTH DBA FORT WORTH
HOUSING SOLUTIONS will do the following:
Pay rental assistance to landlords of permanent supportive housing clients on a continuous basis.
Although the clients may change, Agency shall provide rental assistance to approximately 85
clients at all times during the term of this Agreement. While the goal is 85 households at any given
time, this number will fluctuate based on speed of referrals which is not something Agency
controls.
Eligible clients are those currently on the Directions Home permanent supportive housing program
and those who are chronically homeless in the City of Fort Worth and referred by Tarrant County
Homeless Coalition from the Coordinated Entry list for permanent supportive housing. If and
when necessary, pay any overage from Homeless Housing and Services Program.
Pay application fees, apartment administrative fees, security deposits, high risk fees and
opportunity fees as funds are available and in consultation with Directions Home staff.
High risk fees are extra charges for tenants without a rental history, with an eviction history, with
a criminal justice history and/or without income.
Agency will:
• Process applications for assistance within seven(7) days of receiving completed
applications,
• Assign clients to a particular funding source
• Conduct housing briefings within seven (7) days,
• Facilitate initial and subsequent apartment inspections,
• Oversee the resolution of inspection deficiencies,
• Notify client's case manager within three (3) days if a client fails inspection,
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CoFW and HOUSING AUTHORITY OF THE CITY OF FORT WORTH DBA FORT WORTH HOUSING SOLUTIONS
• Maintain documents and records, work with Agencies and the City to further the goals of
the Directions Home Program and the Housing First philosophy.
• Enter client records in Homeless Management Inforination System (HMIS) within three
(3) days of service provision
• Submit on time monthly list of newly housed clients with the date application was received,
date application completed, date given voucher, date of inspection and date moved in.
• Agency will ensure that 100% of new clients who receive Directions Home rental
assistance funds are pulled from the Coordinated Entry system. The only exception is a
client being transferred from another permanent supportive housing program and this
requires written approval of Directions Home manager.
The goal is to provide rental assistance to 85 households at any given tinge. Directions Home staff
may lower the number of households if alternate funding sources are identified.
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 Request and any necessary supporting documentation and reports will be
submitted by the 15t"of every month in format of Exhibit"C".
Programmatic reporting:
Monthly reports will be submitted by the 15t"of every month in format of Exhibit"D". Quarterly
reports will be submitted by the 15t" of July, October, January and April in the format of Exhibit
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CoFW and HOUSING AUTHORITY OF THE CITY OF FORT WORTH DBA FORT WORTH HOUSING SOLUTIONS
EXHIBIT "B"
BUDGET
Agency will submit invoice for reimbursement by the 15111 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 employees and approved by
supervisor for all payroll expenses Iisted with the code of time being billed to
City/Directions Home. 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.
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.
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.
For the audit, bank statements showing payments, Form 941 s and allocation
documentation will be reviewed.
Reimbursement Requests shall be submitted to:
City Manager's Office
Directions Home
Attention Tara Perez
200 Texas Street
Fort Worth TX 76102
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CoFW and HOUSING AUTHORITY OF THE CITY OF FORT WORTH DBA FORT WORTH HOUSING SOLUTIONS
EXHIBIT "B"
_. -- -- - -- ......... ......- ---- ...__ _ ...-.. ---- _-._---- -
fPROGRAM COSTS Total— $715,000.00
A. PERSONNEL (By title)
Directions Home Coordinator $36,429.00
Inspector $z,408A0.0
Housing Clerk—Spec Prg. II $2,271.00
HMIS Specialist _ — — _ _ $738.00
PERSON NEL'TOTAL: 41,846.O0
B. FRINGE BENEFITS
Health Coverage Retirement $14.646.00
FRINGE BE'NE FITS TOTAL: _ $14,646.00
MILEAGE TO"I'AL: — — — -
D. CELL PHO E,SfEQUIPMENT —
CELLPHONJES/E UIPMENTTOTAL: - - - 3
E. CLIENT C0ST,,g1 EXFE E _ _ — 1
Client Expenses $657,048.00
C 11 1 ENT E XPENSESTOTAL:
F. OTI#ER-APPROVED
Office Supplies $250.00
Interpretation Services-ADA related $200.00
Inspection Fee $200.00
HMIS fee __ _ $810.00
OTHER APPROVED 'TOTL: $1,26 ,00
TOTAL Pk0G AM' COST: _ $715,000.00
- - -- _-_+
`Client Expenses are defined as rental assistance, application feeds, apartment administrative
fees, security deposits,high risk fees and opportunity fees. High risk fees and opportunity fees
are sometimes charged to clients with a rental history, clients with evictions, clients with
criminal background histories and/or clients without income.
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