HomeMy WebLinkAboutContract 52335-R1A1 LAL
C-oY SECRETARY
1 AND AMENDMENT 1 TO CITY OF FORT WORTH CONTRACT 52335
E EN THE CITY OF FORT WORTH AND THE PRESBYTERIAN NIGHT
d� LTER OF TARRANT COUNTY INC., FOR EMERGENCY OVERFLOW
�99 0 £ Z *, SHELTER
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 THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC.
(hereinafter referred to as the "Agency"), acting by and through Toby Owen, its duly authorized
Chief Executive Officer, to provide emergency overflow shelter. Each party shall be individually
referred to herein as Party and 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.52335, (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
include an increase in other approved costs and decrease in salaries, fringe benefits and mileage
on June 10, 2019, and a budget modification in order to modify Exhibit B to include an increase
in other approved costs and decrease in other overflow on September 3, 2019, in accordance with
the procedures included in the Agreement;
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.
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.
Renewal of CSC 52335 OFFICIAL RE-Pa= f9
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC
CITY SECRETARY
FT. WORTH,TX
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
$180,000.00 ("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 Program 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 later 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 "THE PRESBYTERIAN NIGHT SHELTER OF TARRANT
COUNTY, INC. — RFR Month- Emergency Overflow Shelter" 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 (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 month the modification took place. The new modified budget cannot 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.
3.5 Any modifications of more than five (5) percent of any budgeted line-item in the
original approved budget must have prior written permission from City before the modifications
Renewal of CSC 52335 Page 2 of 9
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC
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 Agreement are hereby amended and replaced in their entirety
with the attached Exhibit A and Exhibit B.
III.
This amendment is effective as of the Effective Date of this Amendment.
IV.
Renewal of CSC 52335 Page 3 of 9
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC
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.
[THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK]
[SIGNATURE PAGE FOLLOWS]
Renewal of CSC 52335 Page 4 of 9
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC
IN WITNESS MIE RE OF, the parties hereto have executed this agreement, to be effective this
day of1�-- , 201.
FOR CITY OF FORT WORTH: FOR AGE Y:
L
Fernando Costa Toby Owen
Assistant City Manager Chief Executive Officer
Date: 1110,011.9 Date:
APP OVAL COMMENDED
M2&
1-0
Date: a'
APPROVED AS TO FORM AND ATTEST:
LEGALITY
T
Jo n Pate, Assistant City Attorney ary J. ser, Cit Secretary
Date: Date: (1l kkd'
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.
\� M�� \N a/
Tara Perez
Manager, Directions Home
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH,TX
Renewal of CSC 52335 Page 50 of 9
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC
EXHIBIT "A"
SCOPE OF SERVICES
EMERGENCY OVERFLOW SHELTER
THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY, INC. will do the
following:
Agency shall employ seven (7) full time employees to provide emergency shelter and case
management services to 600 unduplicated persons which will include the following:
A. In General
• Document the nature and extent of all services provided to homeless individuals in the City of
Fort Worth receiving case management services hereunder ("clients") in a complete case file,
with case notes in the HMIS system within 3 business days of a service being provided
hereunder.
• Eligible households are individuals in the City of Fort Worth who meet the United States
Department of Housing and Urban Development (HUD) definition of literally homeless;
B. Services
• Beginning June 1, 2019, Agency shall provide the following services:
• Provide 80 additional emergency shelter beds for men every night until March 31, 2020;
• Provide 20 additional emergency shelter beds for women every night until March 31, 2020;
• Provide 90 additional emergency shelter beds for men and 10 additional beds for women
when these conditions are met between November 1, 2019 and March 31, 2020:
o Temperature is below 40 degrees in wet conditions, 35 degrees in dry conditions or
a wind chill of 32 degrees or Temperature is between 98 — 105 degrees with heat
indexes of 105 — 109 degrees for three consecutive overnight hours; and
o There are no empty emergency shelter beds at 7:00 p.m. for men or women in any
of the emergency shelters in Fort Worth and the 100 overflow beds at THE
PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY, INC.;
• Bed assignments will begin at 3:00 p.m. and continue until all beds are filled;
• Agency shall offer anyone who enters the shelter prior to 5:30 p.m. dinner and allow him
or her to have access to showers and hygiene items;
Renewal of CSC 52335 Page 6 of 9
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC
• Agency shall provide all individuals using overflow shelter updated assessments from the
United States Department of Housing and Urban Development (HUD) and VI-SPADTs to
provide them access to Coordinated Entry;
• If clients have income and are able to exit homelessness with one time assistance, case
managers will refer clients to the Direct Client Service Fund at Tarrant County Homeless
Coalition.
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 151h of every month in format of Exhibit "C".
Programmatic reporting:
Monthly reports will be submitted by the 151h of every month in format of Exhibit"D". Quarterly
reports will be submitted by the 151h of July, October, January and April in the format of Exhibit
«D99.
Renewal of CSC 52335 Page 7 of 9
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC
EXHIBIT "B"
BUDGET
Agency will submit invoice 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 employees and approved by
supervisor for all payroll expenses listed 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
Renewal of CSC 52335 Page 8 of 9
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC
EXHIBIT "B" _
PROGRAM COSTS Total
$180,000.00
A. PERSONNEL (py title
Journey Home advocate $12,480.00
Journey Home advocate $12,480.00
Journey Home advocate $12,480.00
Journey Home advocate $12,480.00
Journey Home guide $17,250.00
Facility caretaker $10,400.00
Facility caretaker $10,400.00
PERSONNEL TOTAL $87,970.00
B. FRINGE BENEFITS
Social Securit /Medicare (FICA), $2,859.00
Health Insurance $6,409.00
FRINGE BENEFITS TOTAL: $%268.00
C. MILEAGE
MILEAGE TOTAL:
D. CELL PHONES/EQUIPMENT
CELL PHONES/EQUIPMENT TOTAL:
E. CLIENT EXPENSES _
CLIENT EXPENSES TOTAL:
F. OTHER APPROVED
Meals $9,762.00
Utilities $3,500.00
Administrative Costs $ 9,500.00
Cold Weather Expansion Beds $60,000.00
OTHER APPROVED TOTAL: _ $82 762.00
TOTAL PROGRAM COST: $180,000.00
Renewal of CSC 52335 Page 9 of 9
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC
M&C Review Page 1 of 4
Official site of the City of Fort Worth,Texas
CITY COUNCIL AGENDA FoRy T' m
COUNCIL ACTION: Approved on 4/2/2019
DATE: 4/2/2019 REFERENCE C-29083 LOG NAME: 02DIRECTIONS HOME
NO.: CONTRACTS
CODE: C TYPE: NOW PUBLIC CONSENT HEARING: NO
SUBJECT: Authorize Execution of Agreements with Listed Public Service Agencies in an Amount Up
to $1,758,668.00 for an Initial Six-Month Term for the Continuation of Directions Home
Initiatives and Authorize Renewal Options for Fiscal Year 2020 in a Combined Amount
Up to$3,930,156.00 (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the City Manager or his designee to execute agreements with agencies listed below in a
combined amount up to $1,758,668.00 for a term commencing April 1, 2019 and terminating September 30,
2019 for the continuation of Directions Home initiatives;
2. Authorize the City Manager or his designee to renew the agreements for Fiscal Year 2020 with the
agencies listed below for up to one year in a combined amount up to $3,930,156.00 for the continuation of
Directions Home initiatives in order to align Directions Home program year with the City's fiscal year;
3. 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.
DISCUSSION:
On June 17, 2008, the City adopted Directions Home, the City's plan to make homelessness rare, short-
term and nonrecurring (Resolution No. 3628-06-2008). The United Way of Tarrant County (United Way) has
served as the fiscal and grant-making agent for public and private funds in support of Directions Home for
the previous 10 years. This year, there are two changes regarding the expenditure of Directions Home's
funds. The City will now serve as the fiscal and grant-making agent due to United Way's capacity issues,
and the Directions Home April to March program year will be changed to align with the City's Fiscal Year
beginning October 1, 2019.
Because the initial term of the agreements is six months, only a portion (up to $1,758,668.00) of the Fiscal
Year 2019 (FY19) Directions Home budget will actually be expended during FY19. Residual funds from
FY2019 will be addressed during the FY2020 (FY20) budget development. For FY20, the total amount for
the renewals will be up to $3,930,156.00. This amount includes the anticipated budget for Directions Home
for FY20 as well as the unspent funds from FY19. The exact amount of the renewals will be determined at
the beginning of FY20 when the actual budget is known. This one-time structure will allow Directions Home
to align with the City's Fiscal Year while continuing to further its program goals without disrupting necessary
services. The rollover of funding caused by this structure will allow Directions Home to support one-time
innovative programs to reduce family/childhood homelessness. The Directions Home contract cycle will be
in line with the City's Fiscal Year beginning in Fiscal Year 2021.
Directions Home staff issued a Request for Proposals through the City's Purchasing Division on February 6,
2019. The solicitation was advertised in the Fort Worth Star-Telegram on February 6, 13, 20, and 27. The
City closed the RFP on February 28, 2019. In order to align with the City's Fiscal Year, the Directions Home
RFP included funding for an initial six-month term, April 1 -September 30 of 2019 (Initial Term), with a
renewal of up to a year at the City's discretion.
http://apps.cfwnet.org/council_packet/mc review.asp?ID=26826&councildate=4/2/2019 10/31/2019
M&C Review Page 2 of 4
City staff recommends awarding agreements to the listed agencies in the listed amounts:
Program Description Agency Funding FY 19 Funding FY 20
Case Management Assisting clients in My Health, My Up to Up to
for Permanent setting and fulfilling Resources of Tarrant $180,000.00 $360,000.00
Supportive Housing goals such as County(MHMR)
Clients health,education,
employment,
housing stability for
150 permanent
supportive housing
clients
Case Management Case Management Day Resource Center Up to Up to
for Permanent for Permanent for the Homeless d/b/a $150,000.00 $300,000.00
Supportive Housing Supportive Housing DRC Solutions
Clients Clients Assisting
clients in setting
and fulfilling goals
such as health,
education,
employment,
housing stability for
75-125 permanent
supportive housing
clients(depending
on voucher
availability for
permanent
supportive housin
Rental Assistance Provide rental Housing Authority of the Up to Up to
and Administration assistance(which is City of Fort Worth dba $357,500.00 $715,000.00
for Permanent the difference Fort Worth Housing
Supportive Housing between Fair Solutions
Clients Market Rent and
the client's 30%
contribution of
income, if
applicable)to
landlords of up to
85 permanent
supportive housing
clients;
Mental Health Focus on housing My Health, My Up to Up to
Services for stability by Resources of Tarrant $75,000.00 $150,000.00
Permanent addressing County(MHMR)
Supportive Housing addiction, mental
Clients health,social,
coping skills and
other adjustment
difficulties;
Rapid Rehousing Maximize state and SafeHaven of Tarrant Up to Up to
federal rapid County $53,528.00 $107,056.00
rehousing rental
assistance funds by
funding case
management for
rapid rehousing
clients
Rapid Maximize state and Center for Transforming Up to Up to
Rehousing federal rapid Lives $68,974.00 $137,948.00
rehousing rental
assistance funds by
funding case
management for
rapid rehousing
clients
Rapid New program to The Presbyterian Night Up to Up to
Exit/Employment improve the flow at Shelter of Tarrant $165,000.00 $330,000.00
Case Management emergency shelters County, Inc.
and reduce
homelessness by
http://apps.cfwnet_org/council_packet/mc_review.asp?ID=26826&councildate=4/2/2019 10/31/2019
M&C Review Page 3 of 4
quickly connecting
clients who need
very limited
assistance with
housing;
Cold Weather Prevent anyone The Presbyterian Night Up to Up to
Overflow Emergency from needing to Shelter of Tarrant $100,000.00 $200,000.00
Shelter Operations sleep outside in County, Inc.
severe cold weather
conditions;
Critical Documents Produce documents Day Resource Center Up to Up to
Clerk and Funding necessary for for the Homeless d/b/a $75,000.00 $150,000.00
housing and DRC Solutions
employment for
clients experiencing
homelessness;
Direct Client Provide one time Tarrant County Up to Up to
Services Fund funds to quickly Homeless Coalition $200,000.00 $400,000.00
divert or rapidly exit
households from
the homeless
system
Navigators Reduce the length Tarrant County Up to Up to
of time homeless by Homeless Coalition $33,668.00 $67,336.00
assisting assigned
clients with unit
location and
gathering
documentation for
clients at the top of
the permanent
supportive and
rapid rehousing lists
Reducing New program to The Presbyterian Night Up to Up to
Family/Childhood reduce the number Shelter of Tarrant $300,000.00 $1,012,820.00
Homelessness of literally homeless County, Inc.
families
Because the exact amount of funding for FY20 cannot be determined at this time, the amounts included for
FY20 are estimates based on current funding and the anticipated Directions Home budget for FY20. In the
event that Directions Home funding in FY20 is less than anticipated, the funding included for the listed
agencies for FY20 will remain the same except for funding for reducing family and childhood homelessness
(The Presbyterian Night Shelter of Tarrant County, Inc) and funding for direct client services (Tarrant County
Homeless Coalition), which will be decreased to the extent necessary to match actual available funding. This
M&C authorizes the City Manager or his designee to approve the renewal amounts up to the amounts listed
above, including any decreases for the specified agencies necessary to bring the total renewal amounts in
line with actual FY20 funding. Agencies impacted by a decrease in funding will be notified as soon as
practicable.
Directions Home services and programs are available in ALL COUNCIL DISTRICTS.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget as appropriated, of
the General Fund and that prior to an expenditure being made; the City Manager's Office has the
responsibility to validate the availability of funds.
TO
Fund Department Account Project Program Activity Budget Reference# Amount
ID I ID Year (Chartfield 2)
10100 0022002 5330201 2019 $1758,668.00
FROM
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID I I Year Chartfield 2
http://apps.cfwnet.org/council packet/mc review.asp?ID=26 826&councildate=4/2/2019 10/31/2019
M&C Review Page 4 of 4
Submitted for City Manager's Office by: Fernando Costa (6122)
Originating Department Head: Tara Perez (2235)
Additional Information Contact: Tara Perez (2235)
ATTACHMENTS
1295 Navigation signed Redacted.pdf '
CTL Form 1295 CFW DH RRH 2O19 Redacted.pdf
MC Directions Home Budget.pdf
RFP 1295 Redacted.pdf
http://apps.cfwnet.org/council packet/mc review.asp?ID=26 826&councildate=4/2/2019 10/31/2019