Loading...
HomeMy WebLinkAboutContract 52320-R1A1 CITY SECRETARY s � o< m o C7 CONTRACTNO. �5a3oZO-IRI A I n m EWAL 1 AND AMENDMENT 1 TO CITY OF FORT WORTH CONTRACT 52320 T yaBETWEEN THE CITY OF FORT WORTH AND THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC., FOR REDUCING FAMILY HOMELESSNESS 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. FOR REDUCING FAMILY HOMELESSNESS (hereinafter referred to as the "Agency"), acting by and through Toby Owen, its duly authorized Chief Executive Officer, to reduce family homelessness . Each party shall be individually referred to herein as Party and collectively as Parties. RECITALS WHEREAS, on May 20, 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.52320, (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 previously agreed to modify the scope of work to include 0.9 FTE for supervision, expanded definition of eligible clients for diversion to include families at imminent risk of homelessness, and eliminated a VI SPADT score barrier for eligibility on August 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. 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. OFFICIAL RECORD CITY SECRETARY Renewal of CSC 52320 FT .Ps'11�a,]�,'T CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC WOK A r! 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 $612,820.00 ("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- Reducing Family Homelessness" 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. Renewal of CSC 52320 Page 2 of 11 CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC 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 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, Exhibit B, and Exhibit C of the Agreement are hereby amended and replaced in their entirety with the attached Exhibits. III. This amendment is effective as of the Effective Date of this Amendment. IV. Renewal of CSC 52320 Page 3 of 11 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 52320 Page 4 of I I CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this day of Movegagi , 20 13. FOR CITY OF FORT WORTH: FOR AGENCY: Fernando Costa Toby Owen Assistant City Manager Chief Executive Officer Date: / O /-1 Date: APROVAL CC MME DED Date: 6 1 we= APPROVED AS TO FORM AND ATTEST: LEGALITY .} u '. Jo Ann Pate, Assistant City Attorney Mary J. K w ser, rty ecretary 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. v \ Tara Perez Manager, Directions Home OFFICIAL RECORD CITE°SECRETARY ET: WORTH,TX Renewal of CSC 52320 Page 5 of 11 CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC EXHIBIT "A" SCOPE OF SERVICES REDUCING FAMILY HOMELESSNESS THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY, INC. will do the following: Employ two (2) full time diversion/rapid exit case managers and .9 FTE program management to provide services to 120 households 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 clients include families in the City of Fort Worth composed of at least one related adult and one minor; • Diversion clients will be those homeless families or families at imminent risk of homelessness who call or present at local agencies providing homeless services or are referred from Fort Worth Independent School District; • Rapid exit clients will be families referred from the Coordinated Entry list by Tarrant County Homeless Coalition; • One case manager will office at The Salvation Army because they are the only family emergency shelter in Fort Worth; • Family rapid exit clients will be referred according to the following criteria: o Have a valid state issued identification or driver's license (or have the documents necessary to quickly obtain a state issued identification); o Have sufficient income to maintain housing; B. Services • Provide short term case management focused on housing stabilization Renewal of CSC 52320 Page 6 of 11 CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC • Provide conflict mediation between family and landlord or other family members/friends as necessary • Connect to mainstream benefits and services as necessary • Provide housing location assistance as necessary • Provide financial and utility assistance as necessary up to three months • Financial assistance includes short-term childcare, bus passes, gas cards, critical documents, apartment application fees, apartment administrative fees, security deposits, high risk fees, opportunity fees, rental assistance, utilities, past due rent, balances due to a housing authority, and diversion services; • Short term childcare is defined as up to four (4) weeks of childcare; • High risk fees and opportunity fees are extra charges for tenants without a rental history, with an eviction history, with a criminal justice history and/or without income. 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 15th of every month in format of Exhibit "D". Quarterly reports will be submitted by the 15th of July, October, January and April in the format of Exhibit «D99 Renewal of CSC 52320 Page 7 of 11 CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC EXHIBIT "B" BUDGET Agency will submit invoice for reimbursement by the 15" 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 52320 Page 8 of 11 CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC _ EXHIBIT`B" PROGRAM COSTS Total $612,820.00 A. PERSONNEL (4y title _ Rapid exit/employment Case Manager $35,600.00 Diversion Specialist _ $35,600.00 Program Manager $33,750.00 Director of Housing Services $10,043.00 PERSONNEL TOTAL: $1149993.00 B. FRINGE BENEFITS Social Security/Medicare(FICA) $7,461.00 Health Insurance $18,266.00 Housing Incentive Pam 4� $4,000.00 FRINGE BENEFITS TOTAL: $29,727.00 C. MILEAGE Mileage $2,800.00 MILEAGE TOTAL: $29800.00 D. CELL PHONES/EQUIPMENT Cell phones $1,245.00 ( CELL PHONES/EQUIPMENT TOTAL: $1245.00 E. CLIENT EXPENSES Client Expenses* _ $403,000.00 CLIENT EXPENSES TOTAL: $403 000.00 F. OTHER APPROVED Training $10,000.00 Administrative Costs _ $51,055.00 OTHER APPROVED TOTAL: $52,055.00 TOTAL PROGRAM COST: $6129820.00 *Client expenses include short-term childcare, bus passes, gas cards, critical documents, apartment application fees, apartment administrative fees, security deposits, high risk fees, opportunity fees, rental assistance up to three months,past due rent, utilities, balances due to a housing authority, and diversion services. High risk fees and opportunity fees are extra charges Renewal of CSC 52320 Page 9 of 11 CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC for tenants without a rental history, with an eviction history, with a criminal justice history and/or without income. Renewal of CSC 52320 Page 10 of 11 CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC EXHIBIT "C" REPORTING FORMS Quarterly Report Current Reporting Quarter Submitting Agency Contact Name Phone Number and Email Remit Address Please include outcome narrative that describes how measure was accomplished for each quarter. Effectiveness Measures pd_Qugterl Outcomes Measure 1 . At least 75%of families with full-time employment will exit to permanent housing within 30 days of program entry; Outcome Measure 2 . Exit at least seven (7) families to housing through rapid exit services each month; Outcome Measure 3 Divert at least three(3)families from shelter to stable housing each month; Measure 4 . Less than 15% of clients will return to homelessness one year after program exit Outcome I have reviewed this report and certify that the measures provided are accurate and appropriately reflect the Directions Home goals set forth in the contract. Authorized Signatory Signatory Title Date Renewal of CSC 52320 Page 11 of 11 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 FoRTii 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 1 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 ID Year (Chartfield 2) 10100 0022002 5330201 2019 $1,758,668.00 FROM Fund Department Account Project Program Activity Budget Reference# Amount ID I I ID I I Year Chartfield 2 http://apps.cfwnet.org/council_packet/mc_review.asp?ID=26826&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.g_df http://apps.cfwnet.org/council_packet/mc review.asp?ID=26826&councildate=4/2/2019 10/31/2019