HomeMy WebLinkAboutContract 54548-A4 CSC No.54548-A4
AMENDMENT 4 TO CITY OF FORT WORTH CONTRACT 54548
BETWEEN THE CITY OF FORT WORTH AND TARRANT COUNTY HOMELESS
COALITION FOR THE DIRECT CLIENT SERVICE FUND
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, and TARRANT COUNTY
HOMELESS COALITION, a Texas nonprofit corporation ("Agency"). Each party shall be
individually referred to herein as Party and collectively as Parties.
RECITALS
WHEREAS, the City entered into an Agreement with Agency to provide services more
specifically described in the agreement, City Secretary Contract No. 54548, (the "Agreement");
WHEREAS, on May 25, 2021,the Parties agreed to amend the budget in order to allocate
funding to programs experiencing a higher demand;
WHEREAS, on September 23, 2021,the Parties agreed to amend the Request for Budget
Modification form to better align with budget categories and renew the Agreement an additional
year;
WHEREAS, on November 30, 2021, the Council voted to increase the funding for the
Agency's Direct Client Services Program in order to quickly house clients (M&C 21-0882);
WHEREAS, on February 22, 2022, the Agreement was amended to increase funding to
allow more services to be provided to those experiencing homelessness and the scope of services
was expanded;
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WHEREAS, there is an opportunity to house more people experiencing homelessness by
increasing the funding and expanding the scope of services;
NOW THEREFORE City and Agency do hereby agree to the following:
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1
AMENDMENT TO AGREEMENT
A. Section 3.1 is hereby amended and replaced to read as follows:
3.1. City shall pay Agency in accordance with the provisions of this Agreement and
Exhibit "B"—Budget. Total payment made by City under this Agreement for the Initial
Term shall not exceed$432.40; and total payment made by City under this Agreement for
any Renewal Term, if exercised, shall not exceed $315,000.00 ("Program Funds"), and
shall be paid to Agency on a reimbursement basis. Agency shall not perform any additional
Amendment 4 to CSC 54548 OFFICIAL RECORD Page 1 of 8
CoFW and TARRANT COUNTY HOMELESS COALITION CITY SECRETARY
FT.WORTH, TX
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.
B. Exhibit"A" Scope of Services is hereby amended and replaced with attached.
C. Exhibit`B"Budget is hereby amended and replaced with attached.
II.
This amendment is effective upon execution.
III.
All terms and conditions of the Agreement 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 Agreement.
[THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK]
[SIGNATURE PAGE FOLLOWS]
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Amendment 4 to CSC 54548 Page 2 of 8
CoFW and TARRANT COUNTY HOMELESS COALITION
IN WITNESS WHEREOF,the parties hereto have executed this agreement, to be effective this
day of , 20
FOR CITY OF FORT WORTH: FOR AGENCY: Tarrant County Homeless
Coalition
Fernando Costa Lauren King
Assistant City Manager Executive Director
Date: Apr 26,2022 Date: Apr 26,2022
APPROVAL RECOMMENDED
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Jan nette S.Goodall(Apr 27,202213:13 CDT)
Jo Ann Gunn,Assistant City Attorney Jannette S. Goodall, City Secretary
Date:
Apr 26, Date:
2022 Apr 27,2022
Contract Compliance Manager: M&C No.: 21-0882
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.
TOAC-AIL
Tara Perez(Apr 26,202210:54 CDT)
Tara Perez
Manager, Directions Home OFFICIAL RECORD
CITY SECRETARY
Amendment 4 to CSC 54548 FT.WORTH, TX
CoFW and TARRANT COUNTY HOMELESS COALITION
EXHIBIT "A"
SCOPE OF SERVICES
DIRECT CLIENT SERVICE FUND
TARRANT COUNTY HOMELESS COALITION will do the following:
• On an as needed basis,pay landlords to hold rental units so clients who are matched with
housing programs have immediate access to housing;
• Assist 350 Fort Worth households with funds to support placement into permanent housing
including transferring to a more suitable permanent housing type;
• Eligible households are persons in the City of Fort Worth who meet the United States
Department of Housing and Urban Development(HUD) definition of literally homeless or
who are on a homeless assistance program such as rapid exit,rapid rehousing or permanent
supportive housing;
• Agencies will make payments to housing providers—most often apartment owners,but can
include group homes - for fees necessary in order to house the client. Depending on
whether a client has income, evictions, a criminal record and/or a rental history, apartment
owners charge additional fees such as opportunity fees and high risk fees.
• No money will ever be paid directly to the client.
• Reimburse agencies who have used funds in one of these categories up to $1,500 per
household:
o Housing expenses not covered by a program's grant, including application fees,
apartment administrative fees, security deposits, high risk fees, opportunity fees
and utility deposits;
o Diversion/Rapid Exit expenses which include bus tickets to reunite with family,
and application fees, apartment administrative fees, security deposits, high risk
fees, opportunity fees, rental assistance and utility deposit for clients without a
housing program and transportation costs;
o Additional items such as furniture and/or mattresses, bus passes, and gas vouchers
are also included;
o Motel expenses for families if family emergency shelter beds are full;
o Critical documents such as drivers' licenses;
o Transportation costs to allow clients to work/attend appointments;
o If the landlord has a Memorandum of Understanding with Tarrant County
Homeless Coalition, mitigation funds to repair current or previous housing unit
damaged by the client, that will allow client to remain in the unit or enter into new
housing;
o Rental or utility arrears that are preventing a client from being housed;
Amendment 4 to CSC 54548 Page 4 of 8
CoFW and TARRANT COUNTY HOMELESS COALITION
o Rental assistance and fees necessary to keep a client housed when client is
transferring housing programs;
o Holding deposits, wherein a landlord agrees to temporarily not lease the unit to
someone else;
If housing fees are over $1,500 per household, Tarrant County Homeless Coalition will request a
waiver from Directions Home staff to pay the higher fee;
Holding fees pay be paid directly to landlord if there is a memorandum of understanding that the
units will be held for a minimum of 30 days for persons experiencing homelessness who have been
matched to a housing program;
• Reimbursement requests will only be honored if.
o Agency enters a Direct Client Service Fund touchpoint in HMIS and includes:
■ Type of funding categories for the reimbursement;
■ Total amount of reimbursements for that client;
■ Supporting documentation,to be uploaded and include;
• Receipt of expenditures;
• Supporting documentation of expenditure;
• Proof of income;
• Approved requests will be processed and reimbursement will be submitted electronically
to the requesting agency by the 20th of the month
Evaluation:
Evaluation meetings will be held with Directions Home staff to continually evaluate program and
Agency shall comply as necessary and in good faith.
Based on the rate of spending,Directions Home staff reserves the right to adjust funding categories
and spending levels with Tarrant County Homeless Coalition.
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 151h of July, October, January and April in the format of Exhibit
«D».
Amendment 4 to CSC 54548 Page 5 of 8
CoFW and TARRANT COUNTY HOMELESS COALITION
EXHIBIT "B"
BUDGET
B-1 Initial Term
A14ency will submit invoices for reimbursement by the 15111 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 program fund 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 j
permission from Directions Home staff so long as such changes are otherwise in
accordance with the Agreement.
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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 4 to CSC 54548 Page 6 of 8
CoFW and TARRANT COUNTY HOMELESS COALITION
B-1 Initial Term
PROGRAM COSTS Total
$432.40
A. PERSONNEL (By title
PERSONNEL TOTAL:
B. FRINGE BENEFITS
FRINGE BENEFITS TOTAL:
C. MILEAGE
MILEAGE TOTAL:
D. CELL PHONES/EQUIPMENT
CELL PHONES/EQUIPMENT TOTAL:
E. CLIENT EXPENSES
CLIENT EXPENSES TOTAL:
F. OTHER APPROVED
Indirect cost—Administrative $432.40
OTHER APPROVED TOTAL: $432.40
TOTAL PROGRAM COST: $432.40
Amendment 4 to CSC 54548 Page 7 of 8
CoFW and TARRANT COUNTY HOMELESS COALITION
B-2 Renewal Terms
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PROGRAM COSTS Total
$315,000.00
A. SALARIES (By title
SALARIES TOTAL:
B. FRINGE BENEFITS
(Can include: Employer-paid Social Security,
Medicare, Health Insurance, Dental Insurance,
Vision Insurance, Life Insurance, Disability
Insurance, Unemployment Insurance, Workers
Com ensation and Retirement expenses)
FRINGE BENEFITS TOTAL:
D. MILEAGE
Mileage
MILEAGE TOTAL:
D. CELL PHONES/EQUIPMENT
Cell Phone
Computer
CELL PHONES/EQUIPMENT TOTAL:
E. Direct Client Assistance*
CLIENT EXPENSES TOTAL: $285,000.00
F. OTHER APPROVED
Indirect Cost-Administrative 10% $30,000.00
OTHER APPROVED TOTAL: $30,000.00
TOTAL PROGRAM COST: $315,000.00
Amendment 4 to CSC 54548 Page 8 of 8
CoFW and TARRANT COUNTY HOMELESS COALITION
REFERENCE **M&C 21- 02AMENDMENTS TO
DATE: 11/30/2021 NO.: 0882 LOG NAME: HOMELESS SERVICE
AGENCY AGREEMENTS
CODE: C TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize Execution of Amendment to Contract with The Presbyterian Night Shelter
of Tarrant County, Inc., to Increase the Contract Amount by $283,000.00 for a Total
Contract Amount of$683,000.00 and Authorize Execution of Amendment to Contract
with Tarrant County Homeless Coalition to Increase Contract Amount by $228,000.000 for
a Total Contract Amount of$300,000.00 for the Continuation of Directions Home
Initiatives; Find that Amendments Serve a Public Purpose and that Adequate Controls are
In Place
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the City Manager or his designee to execute an amendment to agreement with
The Presbyterian Night Shelter of Tarrant County Inc., in the amount of $283,000.00 for a
total contract amount of $683,000.00
2. Authorize the City Manager or his designee to execute an amendment to agreement with
Tarrant County Homeless Coalition in the amount of $228,000.000 for a total contract
amount of $300,000.00
3. Authorize the City Manager or his designee to amend the agreements if necessary to
achieve program goals provided the amendment is within the scope of the program and in
compliance with City policies and applicable laws and regulations
4. Find that such amendments serve a public purpose and that adequate controls are in place.
DISCUSSION:
In 2019, the City of Fort Worth (City) introduced a rapid exit program to the homeless system. Rapid
exit provides brief rental assistance and case management to help quickly house households who do
not need ongoing rental assistance or case management. The City contracted with Presbyterian Night
Shelter of Tarrant County, Inc. (PNS) to provide rapid exit and diversion services. Diversion in the local
homeless system means exiting someone back to housing within 14 days.
In reviewing homeless system data, the average number of households experiencing
homelessness started declining in 2019. The Continuum of Care's lead agency, Tarrant County
Homeless Coalition (TCHC), has cited this decline as coinciding with the implementation of rapid exit.
Even those households who are employed or have benefits rarely have $2,000.00 or more saved to
lease an apartment. This program allows people who are employed to quickly get off the street or out
of the shelter by paying for fees associated with move-in in addition to the first month's rent. This
reduces the person's time in homelessness and also frees up emergency shelter beds. Since 2019,
PNS has moved 659 households (1,224 individuals) into housing through the rapid exit program. For
households who exited the program between November 1, 2019 and October 31, 2020, the rate of
return to homelessness was 11\% (national goal is less than 15\%).
As the system becomes more sharply focused on housing, one change is that PNS is restructuring its
programming at True Worth Place, its day shelter, to maximize exits from homelessness to permanent
housing. Because True Worth Place serves approximately 90\% of those experiencing homelessness
in Fort Worth during the course of the year, this restructure will have a system-wide impact. The intent
is to have more housing and income focused staff and funding for diversion and rapid exits in order to
increase the number of people who can exit homelessness. As a day shelter, True Worth Place will
continue to provide basic services to all in the morning.Because of the success of rapid exit and the
identified system need to increase the rapid exit program, staff is recommending increasing the
contract with PNS (City Secretary Contract No. 54513) by $283,000.00 to $683,000.00 to allow more
clients to be served.
Besides the PNS's diversion and rapid exit program, the other major diversion program is the Direct
Client Service Fund administered by TCHC and funded by the City (City Secretary Contract No.
54548). This program removes barriers to housing by paying required fees other programs cannot pay
and also providing one time assistance to clients who need very limited help in exiting
homelessness. Many homeless service providers access these funds to assist them in housing clients.
Staff is recommending increasing this contract by$228,000.00 to a total of$300,000.00 to enable more
clients to be housed.
By increasing funding to diversion and rapid exit programs, the City is responding to an identified
system need that will better position the community to reduce homelessness. By approval of this M&C,
the City Council finds that the increased funding for these two critical services serve the public purpose
of reducing homelessness and increasing the health and wellbeing of Fort Worth residents and that
adequate controls are in place through the two contracts to ensure the public purpose is carried out.
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 previously
appropriated, in the General Fund to support the approval of the above recommendations and
execution of the agreement. Prior to any expenditure being incurred, 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)
FROM
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID Year (Chartfield 2)
Submitted for City Manager's Office by: Fernando Costa (6122)
Od-ginating Department Head: Tara Perez (2235)
Additional Information Contact: Tara Perez (2235)
ATTACHMENTS
02AMENDMENTS TO HOMELESS SERVICE AGENCY AGREEMENTS FID
Table.xlsx (CFW Internal)
02AMENDMENTS TO HOMELESS SERVICE AGENCY AGREEMENTS funds
availability.docx (CFW Internal)
Form 1295 Certificate- TCHC DCSF 2021.pdf (CFW Internal)
Form 1295 signed.pdf (CFW Internal)