HomeMy WebLinkAboutContract 54050-A3 CSC No.54050-A3
AMENDMENT 3 TO CITY OF FORT WORTH CONTRACT 54050
BETWEEN THE CITY OF FORT WORTH AND THE PRESBYTERIAN NIGHT
SHELTER OF TARRANT COUNTY, INC., FOR COVID-19 RELATED RAPID EXIT
AND EMPLOYMENT SERVICES
This 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, 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, for COVID-19 related rapid
exit and employment services. Each party may be individually referred to herein as Party and
collectively as Parties.
RECITALS
WHEREAS, on June 1, 2020, the City entered into an Agreement with the Agency to
provide services more specifically described in the agreement, City Contract No. 54050, (the
"Agreement");
WHEREAS, on December 27, 2020, the deadline by which the Coronavirus Aid, Relief,
and Economic Security (CARES) Act Coronavirus Relief Fund (CRF) resources must be spent
was extended to Dec. 31, 2021;
WHEREAS,the Parties agreed to amend the Agreement to change the term of the contract
because the federal deadline for Coronavirus Relief Funds was extended("Amendment I");
WHEREAS,the Parties agreed to amend Exhibit"B"Budget and Exhibit"D"Reporting
Forms to more closely align with the Agency's rapid exit program funded by Directions Home
through City Secretary Office Contract No. 54513 ("Amendment 2");
WHEREAS,during the term of the Agreement,the Parties followed the contractual budget
modification process to adjust budget line items to better match the needs of the program and to
fulfill project goals; and
WHEREAS,the Amendment is meant to bring the contract into alignment with the budget
modification made on May 28, 2021.
NOW THEREFORE City and Agency do hereby agree to the following:
I.
AMENDMENT TO AGREEMENT
OFFICIAL RECORD
Amendment 3 to CSC 54050
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY,INC. CITY SECRETARY
FT. WORTH, TX
EXHIBIT "B" Budget attached to the Agreement is hereby amended and replaced in its
entirety with the following:
EXHIBIT "B"
BUDGET
Agency will submit invoices 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. Electronic time sheets are acceptable but must show timestamp
of employee submission and supervisor approval. 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 or with written permission from Directions Home staff so long
as such changes are otherwise in accordance with the Agreement.
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 or with written
permission from Directions Home staff so long as such changes are otherwise in
accordance with the Agreement.
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 and if changes are made,new allocation documentation submitted with
invoice.
For the audit, bank statements showing payments, Form 941 s and allocation
documentation will be reviewed.
Amendment 3 to CSC 54050 Page 2 of 5
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY,INC.
Reimbursement Requests shall be submitted to:
City Manager's Office
Directions Home
Attention Tara Perez
200 Texas Street
Fort Worth TX 76102
PROGRAM COSTS Total $350,000
A. PERSONNEL (By title and percent of time dedicated to the Program)
$20,000.00
Journey Home Guide
100%
Program Manager(20%) $7,000.00
Director of Housing $3,562.00
Services 10%
PERSONNEL TOTAL: $30,562.00
B. FRINGE BENEFITS
Social Security/Medicare $620.00
FICA
Workers Compensation $100.00357
Health $3,0000
Insurance/Retirement
FRINGE BENEFITS $3,720.00
TOTAL:
C. MILEAGE
Mileage $102.00
MILEAGE TOTAL: $102.00
D. CELL PHONES/EQUIPMENT
JHG @ $30/mo $250.00
PM and Director(20% $150.00
and 10%, respective)
CELL $400.00
PHONES/EQUIPMENT
TOTAL:
Amendment 3 to CSC 54050 Page 3 of 5
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY,INC.
E. CLIENT EXPENSES
Rent, deposits, high risk $298,974.00
fees, application fees, and
Other approved costs
necessary to rapidly
exiting someone to
housing
CLIENT EXPENSES $298,974.00
TOTAL:
F. OTHER APPROVED
Admin $16,242.00
OTHER APPROVED $16,242.00
TOTAL:
TOTAL PROGRAM $350,000
COST:
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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[SIGNATURE PAGE FOLLOWS]
Amendment 3 to CSC 54050 Page 4 of 5
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY,INC.
Effective as of the date signed by the Assistant City Manager below. ACCEPTED AND
AGREED:
City: Vendor:
1 C'-- Tby okow
RFernando Costa(Jun 23,202116:28 CDT) By: Toby Men(Jun 23,202114:30 CDT)
Name: Fernando Costa Name: Toby Owen
Title: Assistant City Manager Title: Chief Executive Officer
Date: Jun 23,2021 Date: J U n 23, 2021
CITY OF FORT WORTH INTERNAL ROUTING PROCESS:
Approval Recommended: Contract Compliance Manager:
By signing I acknowledge that I am the person
responsible for the monitoring and administration
OV,C- of this contract,including ensuring all
ByTara Perez(Jun23,202114:31 CDT) performance and reporting requirements.
Name: Tara Perez
Title: Manager,Directions Home
Tara Perez(Jun 23,202114:31 CDT)
By:
Approved as to Form and Legality: Name: Tara Perez
Title: Manager,Directions Home
Jo Pate Jw�r� 'd�S `Onr( 2"3,'102116:07CDT) q, o000000
By. City Secretary: Oo 00oGa�
Name: Jo Ann Pate P�0 00�►��
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Title: Assistant City Attorney �v8 �=c
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Contract Authorization: Name: Mary Kayser By: a ���nEXAso�p
M&C: Title: City Secretary
OFFICIAL RECORD
CITY SECRETARY
Amendment 3 to CSC 54050
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY,INC. FT. WORTH, TX
DT1
INTEROFFICE MEMO
EMERGENCY PURCHASE
To: Fernando Costa,Assistant City Manager
Cynthia B. Garcia,Assistant Finance Director, Financial Management Services
Jo Ann Pate, Assistant City Attorney II, EOC management
JEOC Purchase Approval Team
From: Tara Perez, City Manager's Office
Date: May 15, 2020
Subject: Contract with Presbyterian Night Shelter for Rapid Exit Services to Aid Overflow
Ramp down at Fort Worth Convention Center
Covid-19 is an infectious disease caused by severe acute respiratory syndrome coronavirus 2: a
strain similar to SARS. The disease was first identified in China and has quickly spread to the
rest of the world. The World Health Organization (WHO) declared it a global pandemic.
Currently the United States is working to prevent mass infection in the country by passing a 15
day guide that is intended to slowthe spread of the virus.As a consequence, there exists a
need to ensure the pandemic does not spread in the homeless population of Fort Worth.
To ensure safety and immediate detection of potential infection among the homeless population,
the City of Fort Worth worked to create a temporary shelterin the Fort Worth convention center
starting March 18, 2020. This shelter has been operating with an average of 326 guests per
night.
To shut down the overflowshelter at the Fort Worth Convention Center, multiple strategies are
being utilized. These strategies include exiting guests through existing diversion funds and
transferring people to emergency shelters as they increase capacity. Another strategy to
reduce the population at FWCC is an intervention called rapid exit. In the homeless system
context, rapid exit is the best intervention for households that are already employed or who can
quickly re-gain employment. These targeted households receive short-term case management
focused on unit location and short-term rental assistance (this includes lease up expenses such
as security deposits, application fees, administrative fees, high risk fees, opportunity fees and
up to three months rent). Case managers will have some discretion to increase the rent beyond
three months if needed.
It is estimated that 60 households are appropriate for rapid exit intervention. The estimated cost
is $350,000.00 for lease up fees and rental assistance.
The Shelter Operations Unit requests$350,000.00 in spending authority from The Coronavirus
Relief Funds (CARES Act, Title V) for Presbyterian Night Shelter in orderto provide rapid exit
assistance to 60 households to assist with the ramp down of FWCC.
Chapter 2, Article I, Section 2-9 at(9) of the City's Code of Ordinances and Section 252.022 of
the Local Government Code exempts from normal bidding requirements expenditures that are
necessary to preserve or protect the city's property and the public health or safety of the
municipality's residents.
APPROVED FOR EMERGENCY PROCUREMENT:
TaYa a Leo
Recommended: T3,iFe,�z 15,2u.267
Tara Perez, Directions Home Manager, CMO
Approved by JEOC � ,f-,1�.
Signature from one of the following:
Mark Rauscher,Assistant Fire Director, Fire;
Homer Robertson,Assistant Fire Chief;
Maribel Martinez, Emergency Mgt. Coord.; or
Justin Cox, Grants Manager
Approved As To Form and Legality: 7JP3'e 311 2-:1,
Jo Ann Pate,Assistant City Attorney II
Approved by Assistant City Manager 2,023)
Fernando Costa,Assistant City Manager
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Approved: (r-5v 18,210z��,
Cynthia Garcia,Assistant Finance Director
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