HomeMy WebLinkAboutContract 52321-A2 �Gt�d��o�� CITY SECRETARY
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AMENDMENT 2 TO CITY OF FORT WORTH CONTRACT 52321
BETWEEN THE CITY OF FORT WORTH AND THE PRESBYTERIAN NIGHT
SHELTER OF TARRANT COUNTY INC.,FOR RAPID EXIT AND EMPLOYMENT
SERVICES
This 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 rapid exit and employment services. 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.52321, (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 amended the scope of work to include 0.35 FTE for
supervision, eliminated a VI SPADT score barrier for eligibility and added provision to pay
additional rent on August 9, 2019,and renewed the Agreement for an additional year(CSC 52321-
R1A1);
WHEREAS, the Parties have evaluated the evolving needs of the target community and
have determined that allocating additional money towards rapid exit and employment services will
have the most significant impact towards ending homeless;
WHEREAS, the Parties have identified other programs that have less demand on current
resources and have therefore decreased funding in those programs to increase funding for rapid
exit and employment services;
WHEREAS, the Parties agree to increase the Agreement by $400,000.00 for a total
amount of$730,000.00 in order to further the goals and priorities of Directions Home;
NOW THEREFORE City and Agency do hereby agree to the following:
I.
AMENDMENT TO AGREEMENT
Section 3. COMPENSATION is hereby amended and replaced in its entirety .�a
following: OFFICIAL RECORD
Amendment of CSC 52321 CITY CRET14RY CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC
FT UVORTH,TX
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
$730,000.00("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-Rapid Exit and Employment Services" 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
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
Amendment of CSC 52321 Page 2 of 9
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC
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.
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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CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC
[THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK]
[SIGNATURE PAGE FOLLOWS]
Amendment of CSC 52321 Page 4 of 9
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC
Iii WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this
day of &I'tJl , 20c D.
FOR CITY OF FORT WORTH: FOR AGE
Fernando Costa T 9 Owen
Assistant City Manager Chief Executive Officer
Date: o 2 o Date:
APPROVAL RE MME ED
Date:
APPROVED AS TO FORM AND ATTEST. V
LEGALITY
o P ,A s' tant City Attorney Mary J.Ka ty Secretary
ate: Date:
Contract Compliance Manager: M&C No.: 4 o-0061 0 /0410110
By signing I acknowledge that I am the 10 Q95 ac)11-56 a365
person responsible for the monitoring
and administration of this contract,
including ensuring all performance and
orting require ts.
Tara Perez
Manager, Directions Home0
[CO�FFIUAL RECORD'
CITY SECRETARY N
FT WORTH T
Amendment of CSC 52321 Page 5 ot9
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC
EXHIBIT "A"
SCOPE OF SERVICES
RAPID EXIT/EMPLOYMENT SERVICES
THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY, INC. will do the
following:
Employ two (2) full time rapid exit/employment case managers and .35 FTE program
management to provide case management services to 300 rapid exit/employment households
and host shared housing forums through which a combined minimum of 225 households will
exit to permanent housing. All rapid exit/employment households must meet the eligibility
criteria described in section A, below. Case management and assistance to these households
shall 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 households in the City of Fort Worth referred through Coordinated
Entry by Tarrant County Homeless Coalition with the following criteria;
o Have a valid state issued identification or drivers license (or have the documents
necessary to quickly obtain a state issued identification)
o Be currently employed or have a recent employment history and be willing to work
B. Services
• Agency shall maintain a caseload of 35 at all times of eligible clients;
• Agency shall dedicate a minimum of 25 men's emergency shelters beds and 10 women's
emergency shelter beds for individuals participating in the rapid exit program;
• Agency shall provide the 35 participants an assigned bed, an assigned locker and three
meals per day for up to 90 days;
• Agency shall assist clients in directly obtaining employment, enrolling in employment
training or finding other ways to obtain permanent housing;
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CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC
• Agency shall host five (5) shared housing forums to help guests with income find
roommates and develop skills to increase housing success;
• Agency shall provide housing unit search assistance as necessary;
• Agency shall provide assistance to clients in completing rental applications and signing
leases as necessary;
• Agency shall provide funding, as available and necessary, for clients to assist them move
to stable housing;
• Agency may use funds to assist clients,as specifically allowed in Exhibit B,with apartment
application fees, administration fees, security deposits, high risk fees, opportunity fees and
first month's rent; and
• Agency may use funds to provide additional rent as allowed in Exhibit B.
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 15th 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 151h of July, October, January and April in the format of Exhibit
«D»
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CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC
EXHIBIT "B"
BUDGET
Agency will submit invoice for reimbursement by the 15tb 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
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CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY INC
EXHIBIT "B"
PROGRAM COSTS Total
_- L $730,000.00
A. PERSONNEL(By title)
Rapid exit/employment Case Manager $35,500.00
Rapid exit/employment Case Manager $35,500.00
Program Manager $11,250.00
Director of Housing Services $6,695.00
PERSONNEL TOTAL: $88,945.00
B. FRINGE BENEFITS
Social Security/Medicare(FICA) $5,781.00
Health Insurance $15,061.00
Housing Incentive Pay $5,000.00
FRINGE BENEFITS TOTAL: $25,842.00
C. MILEAGE
Mileage $2,895.00
MILEAGE TOTAL: $2,895.00
D.CELL PHONES/EQUIPMENT
Cell phones $975.00
CELL PHONES/EQUIPMENT TOTAL: $975.00
E. CLIENT EXPENSES
Client Expenses* $551,343.00
CLIENT EXPENSES TOTAL: $551,343.00
F. OTHER APPROVED
Administrative Costs $60,000.00
OTHER APPROVED TOTAL: $60,000.00
TOTAL PROGRAM COST: $730,000.00
*Client expenses include apartment application fees,apartment administrative fees,security
deposits, high risk fees, opportunity fees, rental assistance, bus passes, critical documents,
job items (steel toed boots etc.) and shared housing mixers. 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.
Amendment of CSC 52321 Page 9 of 9
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COLJNTY INC
City of Fort Worth, Texas
Mayor and Council Communication
DATE: 02/04/20 M&C FILE NUMBER: M&C 20-0054
LOG NAME: 02RAPID EXIT AND EMPLOYMENT SERVICES CONTRACT AMENDMENT
SUBJECT
Authorize Amendment to City Secretary Contract No.52321 with Presbyterian Night Shelter of Tarrant County Inc.to add Funds in the Amount of
$400,000.00 for a Total Contract Amount of$730,000.00 for Rapid Exit and Employment Services(ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize an amendment to City Secretary Contract No.52321 with Presbyterian Night Shelter of Tarrant
County Inc.to add funds in the amount of$400,000.00 for a total contract amount of$730,000.00 to provide rapid exit and employment services.
DISCUSSION:
On April 2,2019,the City Council authorized agreements with various public service agencies for initiatives for Directions Home,the City
homelessness plan(M&C C-29083). One of the contracts approved was with Presbyterian Night Shelter of Tarrant County, Inc.(PNS)for a new
program for rapid exit and employment case management with the intent to improve the flow at emergency shelters and reduce homelessness by
quickly connecting clients who need very limited assistance with housing. The contract was originally for$330,000.00 as it was not known at that
time how much demand there would be for this type of intervention. However over six months of operation,38 clients have been connected to
employment and 137 people have been permanently housed. This demonstrates a great need in the system for this one-time intervention to
quickly get people out of shelter and into housing.
Staff recommends that City Council approve the addition of$400,000.00 to City Secretary Contract No.52321 with Presbyterian Night Shelter of
Tarrant County Inc.for a total contract amount of$730,000.00 to provide rapid exit and employment services. The additional$400,000.00 is from
one-time funding as a result of savings generated by the change to the program-year in FY2019.
Directions Home services and contracts are available in ALL COUNCIL DISTRICTS
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of the recommendation,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.
Submitted for City Manager's Office by. Valerie Washington 6199
Originating Business Unit Head: Fernando Costa 6122
Additional Information Contact: Tara Perez 2235