HomeMy WebLinkAboutContract 52334-R1A1 CITY SECRETARY
CONTRACT N6. 59,3 3 4—R I AI
RENEWAL 1 AND AMENDMENT 1 TO CITY OF FORT WORTH CONTRACT 52334
BETWEEN THE CITY OF FORT WORTH AND TARRANT COUNTY HOMELESS
COALITION TO ADMINISTER THE DIRECT CLIENT SERVICE FUND
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 TARRANT COUNTY HOMELESS COALITION (hereinafter referred to as the
"Agency"), acting by and through Tammy McGhee, its duly authorized Executive Director, to
administer the Direct Client Service Fund.Each party shall be individual referred to herein as Party
and collectively as Parties.
RECITALS
WHEREAS, on May 22, 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.52334, (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 agreed to a budget modification in order to modify Exhibit B to
include client costs for furniture and/or mattresses, bus passes, gas vouchers, and additional
months of rental payments on September 12, 2019, in accordance with the procedures included in
the Agreement;
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 and include administrative expenses for accounting and an audit.
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.
Nov OFFICIAL RECORD
4 2019 CITY SECRETARY
C11ypFFdRT WORTH FT. WORTH,TX
CI1y"CRET Ry RenewaI of CSC 52334 Pa e of 9
CoFW and TARRANT COUNTY HOMELESS COALITION
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
$400,000.00 ("Program Funds"), and shall be paid to Agency $100,000.00 in advance. When
Agency demonstrates all those funds have been spent, Agency will be paid another $100,000.00
until the $400,000.00 is reached. 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 "TARRANT COUNTY HOI<IELESS COALITION — RFR
Month- Direct Client Service Fund" 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.
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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 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.
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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 therm in the Contract.
[THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK]
[SIGNATURE PAGE FOLLOWS]
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IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this
_1,day of_ n(ows.Age , 20. 15.
FOR CITY OF FORT WORTH: FOR AGENCY:
Fernando Costa Tammy Mc hee
Assistant City Manager Executive irector
Date: // / !.9 Date:
AP OVAL REC—MMEN�ED
cl.
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Date: _ I
APPROVED AS TO FORM AND ATTEST: r
LEGAL VY V
Jo Pate;Ass tant City Attorney Mary J. Kays , Ci . Secretary' f .
� eT
Date: Date: C l
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 perfo ce and
reporting requirements.
Tara Perez
Manager, Directions HUe
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH,TX
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EXHIBIT"A"
SCOPE OF SERVICES
DIRECT CLIENT SERVICE FUND
TARRANT COUNTY HOMELESS COALITION will do the following:
• Assist 700 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;
• Agencies will make payments to housing providers — most often apartment owners - for
fees necessary in order to house the client. Dependini 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 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;
o Additional items such as furniture and/or mattresses,bus passes, and gas vouchers
are also included;
o 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;
■ 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 20`h of the month
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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 15t'of every month in format of Exhibit"C".
Programmatic reporting:
Monthly reports will be submitted by the 15t'of every month in format of Exhibit"D". Quarterly
reports will be submitted by the 15'h of July, October, January and April in the format of Exhibit
«D99.
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EXHIBIT "B"
BUDGET
Agency will submit invoice for reimbursement by the 15t'of the month followine 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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EXHIBIT "B"
PROGRAM COSTS Total
$400�000.00
A. PERSONNEL *
Office coordinator $21,000.00
PERSONNEL TOTAL: $21,000.00 j
B. FRINGE BENEFITS
Office coordinator—Social $1,607.00
Sewri /Medksre
FRINGE BENEFITS TOTAL: $1 7.00
MILEAGE
MILEAGE TOTAL: _
C. CELL PHONES/EQUIPMENT
i
CELL PHONES/EQUIPMENT
TOTAL:
E. CLIENT COSTS/EXPENSES _
Direct client assistance* $369,893.00i
CLIENT EXPENSES TOTAL: $369,80.-00 1
— _
1
F. OTHER APPROVED
Admin-Accountant—contract wages $4,500.00 1
Admin—audit costs $3,000.00
4 OTHER APPROVED TOTAL: $7,500.00
TOTAL PROGRAM COST: $400,000.00
*Direct Client Assistance is defined as 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;and 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. Additional items such as furniture and/or mattresses, bus passes and gas vouchers are
also included.
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