HomeMy WebLinkAboutContract 52387-R1A1 GUY SECRETARY
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crh s `kF-,NEWAL 1 AND AMENDMENT 1 TO CITY OF FORT WORTH CONTRACT 52387
14ETWEEN THE CITY OF FORT WORTH AND MY HEALTH, MY RESOURCES OF
TARRANT COUNTY(MHMR) FOR MENTAL HEALTH SERVICES
This Contract Renewal and Amendment("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 MY HEALTH, MY RESOURCES OF TARRANT COUNTY(MHMR)(hereinafter referred
to as the "Agency"), acting by and through Susan Garnett, its duly authorized Chief Executive
Officer, to provide mental health services. Each party shall be individually referred to herein as
Party and collectively as Parties.
RECITALS
WHEREAS, on June 3, 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_52387, (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 term by mutual agreement
of the Parties;
WHEREAS, the Parties agreed to a budget modification in order to modify Exhibit B to
increase cell phone,client costs and other costs and decrease salaries, fringe benefits and mileage
costs on August 23,2019, in accordance with the procedures included in the Agreement;
WHEREAS, the City believes that renewing the Agreement for art additional year will
further the goals and priorities of Directions Home; and
WHEREAS,the Parties agree to amend the Agreement to provide for Wnding for the entire
program year.
NOW THEREFORE City and Agency do hereby agree to the following;
I.
RENEWAL OF AGREEMENT
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.
IL rOFFICIAL ECORDAMENDMENT TO AGREEMENT TY SECRETrAkRY
fie W WORTH,, T7�
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Section 3. COMPENSATION is Hereby mmencted and replaced in its entirety with the
following;
Section 3.COMPENSATION.
3.1 City shalt pay Agency in accordance with the provisions of this Agreement and Exhibit
Budget. Total payment made by the City under thin Agreement shall not exceed
150,000.00("Program Fu nds"),and shal l be paid to Agency on a reimbursement basis. Agency
shall not perform any additional services for Cily not specified by this Agreement unless City
requests and approves in writing the additional casts for such services. City shall not be liable for
arty additional expenses incurred by Agency not spccified by this Agreerent unim City first
approves such expenses in writing. if City determines in its sole discrotion that this Agreement
should be renewed as provided under Section 2 of this Agreement. the City shall provide an
updated Exhibit `YB", which shall include the not to exceed arnnunt to be paid to Agency on a
reimbursement basis during the renewai term.
3.2 Payment of 1hr, Program Funds from City to Agency shall be rrradc on a cost-
reimbursement basis following receipt by City from Agency of a signed Reimbursement Request
I=orm (*RRF") as described in Exhibit"C" along with copies of all reccipis and otbor supporting
documentation.The RRF and reports shalt be suhmitted to City no later than the i 5th 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 seclucntialiy numbered and include expense
documentation that is detailed,clear and concise. The submission small includc agplicabto monthly
reports. Submissions must be sr.unned and submitted to the Directions Home Program Manager.
Submissions should be titled "NfY HEALTH, MY RESOURCES OF TARRANT COL NT
(Ml-IMR)— RFR Month- MENTAL HEALTH SERVICES" and sent either via email to
Tara.Pere--z@fortworlhtexas.gov or via strati to ATTENTION. Tara Perez, Directions Home
Manager, City Manager's Office, 200 Texas Street, Fort Worth TX 76102. Reimbursements will
riot be made uniil after receipt of an acceptable and approved RRF and monthly report as required.
Reimbursements shall be made within 30 days receipt of said docti ments_ Incomplete or incorrect
submissions will be retumed to the Agency l`or resubmission, restarting the 3(Way reirnbursenamt
schedule,
3.4 Agency is authorized to modify up to five (5) percent 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,
during the raonth the modification took place. The new modified budget cannot exceed the total
amount of Pmgrarn Funds. Agency shall be solely responsible for any money spent in excess of
the not to exceed amount included in this Agreement for the theta-current terra,
33 Any modifications of more than five (5) percent of any budgeted lirte-item in the
original approved budget must have prior written permissiont from City before the modifications
are made. The Budget Modification Form (Exhilalt " +E")must be Submitted, and request must be
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CoM and my W-Ahk My Resourcm of Tarrant County
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 B of the Aa_reement is=hereby amended and replaced in its entirety with the
attached Exhibit B. — - - -
Ill.
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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[THE RE MAFNDER OF 'TIIIS PAGE IS INTIENTtONALLY LE r Hl.ANKi
ISEGNATURF', PAGE FOLLOWS1
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COW orrd My Health,My RosaUNC3 of TBminl County
IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this
A day of Algyem`e . 20 19.
FOR CITY OF FORT WORTH: FOR AGENCY:
Fernando Costa S�et -
Assistant City Manager
Date: !! !9 _ Date:
APPROVAL RECOMMENDED
e6 U 1.6
Date: ;
APPROVED AS TO FORM AND ATTEST:
LEGALIT
„ vY.,...
i
Jo A ate, Assist City Attorney Mary J. Ka r, C y Secretary
Date: Date: —.44&
Contract Compliance Manager: M&C No.: N
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 OFFICUAL RECURO
Manager, Directions Home CITY
SECRETARY
WORTH,
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EXHIBIT 41"
BUDGET
A et►e will submit invoiir for re a enl by the 151h oft the munth k1lowipp the rnointh
services were vrovided.
-Riffs report shall iternize-eachmonthly expanse requested for reimbursement by the Agency and
shall lie included in Budget submitted. Its order for this report to be complete the following must
be Submitted:
For pay all expenses, timcsheets signed and dated by employees and approved by
supervisor For all payroll expenses listed with tho code of time being billed to
City/Directions Nome. Paystub must include pay period, date pain, 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 priorto the date of the Reimbursement Request
with the exception of the first Reimbursement Request which may} include items from
the E festive 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 elated 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.
Pmof that each expense was paid by the Agency, which proof can be satisfied by
caicelled checks. Ifa cancelled check isnut pussible, a bank statement with the expense,
highlighted and €abelcd will suffice.
If allocations percentages are used, all documentation must be submitted with the first
month Is invoice,
For the audit, bank statements showing payments, Form 941s and allocation
documentation wit] be reviewed.
Reimbursement Rerluests Kllall,be submitted toto:
City N jiumer's Oftlee
D&ggleas Monte
tggkgn Turn Perez
00 Texas Street
Fort Worth TX 76102
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EXHIBIT"B"
PROGRAM COSTS Total
$150,000.00
A. PERSONNEL(By title)
Program Manager.40 FTE 30,220.37
Tenant Support Program Specialist 1.0 FTE 38,188,80
PERSONNEL TOTAL: 69,409.17
B. FRINGE BENEFITS
Social Security/Medicare (FICA)/Unemployment 4,993.87
7.3 %
Workers Compensation .6% 410.46
Health Insurance/Life Insurance/Retirement 25.4% 12,295.93
FRINGE BENEFITS TOTAL: 17,700.26
C. MILEAGE
Mileage 1,600.00
MILEAGE TOTAL: 1,600.00
D. CELL PHONES/EQUIPMENT
Cell Phone 940.00
Laptop 1,006.00
CELL PHONES/EQUIPMENT TOTAL: 1,846,00
E. CLIENT COSTS/ EXPENSES
Client Incentives' 33,000_00
CLIENT EXPENSES TOTAL. 33,000.00
F.OTHER APPROVED
Office Supplies 1,000.00
Service Contractor 14,000.00
Office Space 4,833.57
Professional Insurance 11 I.00
Indirect Costs(5%) 7,500.00
OTHER APPROVED TOTAL; 27,444.57
TOTAL PROGRAM COST: $150,000.00
*Client incentives are defined as those items which assist clients and increase attendance at group
meetings. Incentives can include household items(toilet paper, cleaning supplies) and prizes(gift
cards, electronics).
** Indirect costs are defined as costs for the program's share of executive administration, finance
and accounting,human resources, facilities,research and development and grant management.
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