HomeMy WebLinkAboutContract 54548-A7CSC No. 54548-A7
SEVENTH AMENDMENT TO CITY OF FORT WORTH CONTRACT 54548,
BETWEEN THE CITY OF FORT WORTH AND TARRANT COUNTY HOMELESS
COALITION FOR DIRECT CLIENT SERVICE FUNDS
This seventh amendment (the "Seventh 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, the Parties executed the first amendment to reduce the budget due to other
available funding sources;
WHEREAS, the Parties executed the second amendment to amend the Budget
Modification form;
WHEREAS, the Parties executed the third amendment to increase the funding for the
program and amend the scope of services;
WHEREAS, the Parties executed the fourth amendment to increase the funding and amend
the scope of services;
WHEREAS, the Parties executed the fifth amendment to increase the budget and amend
the scope of services;
WHEREAS, the Parties executed the sixth amendment to amend and increase the budget
WHEREAS, through this Seventh Amendment, the Parties agree to amend the scope of
services and increase the budget;
NOW THEREFORE City and Agency do hereby agree to the following;
Amendment 7 to CSC 54548
CoFW and TARRANT COUNTY HOMELESS COALITION
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
AMENDMENT
NOW THEREFORE, for valuable consideration, the receipt and sufficiency of
which are hereby acknowledged, the Parties agree as follows:
A. The scope of services attached as EXHIBIT "A" to the Agreement is hereby delated
and replaced in its entirety with the scope of services consisting of two (2) pages
attached hereto as Attachment 1 to Seventh Amendment;
B. The budget attached as EXHIBIT "B" to the Agreement is hereby deleted and
replaced in its entirety with the budget consisting of two (2) pages attached hereto as
Attachment 2 to Seventh Amendment for the FY 2023 budget.
C. This Seventh Amendment is effective on the date of execution.
D. 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.
E. This Seventh Amendment shall be binding upon the Parties hereto and their
respective successors and assigns, if any.
[SIGNATURE PAGE FOLLOWS]
Amendment 7 to CSC 54548
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:
Fernando Costa
Assistant City Manager
Date: Sep 15, 2023
APPROVAL RECOMMENDED
Victor Turner, Neighborhood Services Director
Date: Sep 14, 2023
APPROVED AS TO FORM AND
LEGALITY
Le ie hunt (Sep 1515, 2023 08:40
Leslie L. Hunt, Senior Assistant City Attorney
Date: Sep 15, 2023
Contract Compliance Manager:
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.
Twi c,
Tara Perez (Sep 14, 2023 11:00 CDT)
Tara Perez
Manager, Directions Home
Amendment 7 to CSC 54548
CoFW and TARRANT COUNTY HOMELESS COALITION
FOR AGENCY: Tarrant County Homeless
Coalition
Lauren King (Sep 14, 201310:59 CDT)
Lauren King
Executive Director
Date: Sep 14, 2023
a
ATTEST: aOFiO UTn
{y/^�x\ -� Off. o
*000 Vo�°i��d
n � V Ann nFXA?o4.�
Jannette S. Goodall, City Secretary
Date: Sep 15, 2023
M&C No.: 23-0460
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
SEVENTH AMENDMENT TO CITY OF FORT WORTH CONTRACT 54548
BETWEEN THE CITY OF FORT WORTH AND TARRANT COUNTY HOMELESS
COALITION FOR DIRECT CLIENT SERVICE FUNDS
ATTACHMENT 1 TO SEVENTH AMENDMENT FOR THE FY 2023 BUDGET
EXHIBIT "A"
SCOPE OF SERVICES
DIRECT CLIENT SERVICE FUND
TARRANT COUNTY HOMELESS COALITION will do the following:
• Assist 370 Fort Worth households with one-time funds to move into permanent housing;
• 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 or overflow shelter 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
Amendment 7 to CSC 54548
CoFW and TARRANT COUNTY HOMELESS COALITION
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
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;
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;
is Total amount of reimbursements for that client;
IN 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 20t" 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 15tt' of every month in format of Exhibit "C".
Programmatic reporting:
Monthly reports will be submitted by the 15tt' of every month in format of Exhibit "D". Quarterly
reports will be submitted by the 15"' of July, October, January and April in the format of Exhibit
«D»
Amendment 7 to CSC 54548
CoFW and TARRANT COUNTY HOMELESS COALITION
ATTACHMENT 2 TO SEVENTH AMENDMENT FOR THE FY 2023 BUDGET
EXHIBIT B - BUDGET
Aeenev will submit invoices 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 both the employee and supervisor
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
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 7 to CSC 54548
CoFW and TARRANT COUNTY HOMELESS COALITION
PROGRAM COSTS Total $447,584.00
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 Compensation and Retirement expenses)
FRINGE BENEFITS TOTAL:
C. MILEAGE
Mileage
MILEAGE TOTAL:
D. CELL PHONES/EQUIPMENT
Cell Phone
Computer I
CELL PHONES/EQUIPMENT TOTAL:
E. Direct Client Assistance*
CLIENT EXPENSES TOTAL: $407,528.00
F. OTHER APPROVED
Administrative (10%) $40,056.00
OTHER APPROVED TOTAL: $40,056.00
TOTAL PROGRAM COST: $447,584.00
Amendment 7 to CSC 54548
CoFW and TARRANT COUNTY HOMELESS COALITION
City of Fort Worth, Texas
Mayor and council communication
DATE: 06/13/23 M&C FILE NUMBER: M&C 23-0460
LOG NAME: 19AMENDMENTS TO TWO HOMELESS SERVICE AGENCY AGREEMENTS
SUBJECT
(ALL) Authorize Execution of Amendment to Contract with the Presbyterian Night Shelter of Tarrant County, Inc., to Increase the Contract
Amount by $280,000.00 for a Total Contract Amount of $1,058,373.00 and Authorize Execution of Amendment to Contract with Tarrant County
Homeless Coalition to Increase Contract Amount by $50,568.00 for a Total Contract Amount of $400,568.00 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 $280,000.00 for a total contract amount of $1,058,373.00;
2. Authorize the City Manager or his designee to execute an amendment to agreement with Tarrant County Homeless Coalition in the amount of
$50,568.00 for a total contract amount of $400,568.00;
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; and
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.
Even those households who are employed or have benefits rarely have $3,000.00 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 one to three
months rent. This reduces the person's time in homelessness and also frees up emergency shelter beds. Since 2019, PNS has moved 873
households including 597 children into housing through the rapid exit program. For households who exited the program, the rate of return to
homelessness was 11 % (the national goal is less than 15%).
In its 2023 State of the Homeless Report, Tarrant County Homeless Coalition (TCHC) announced a 22% increase in overall homelessness and
27% increase in family homelessness compared to 2020. Family shelters in Fort Worth are overcapacity and many families can exit
homelessness with short term assistance. The City can respond to an immediate need by allocating more funding to the rapid exit program which
has prioritized housing families.
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. 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 $50,568.00 to a total of $400,568.00 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 Mayor and Council Communication, 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.
Funding is budgeted in the Other Contractual Services account of the Neighborhood Services Department's General Fund.
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 Neighborhood
Services Department has the responsibility to validate the availability of funds.
Submitted for Citv Manaaer's Office bv: Fernando Costa 6122
Oriainatina Business Unit Head: Victor Turner 8187
Additional Information Contact: Tara Perez 2235