HomeMy WebLinkAboutContract 52388-R1A1 ors pll�^1 a .
Vl1YSECRERRY
" TRACT NO. 6013E -- )A I
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UPIEWAL 1 AND AMENDMENT 1 TO CITY OF FORT WORTH CONTRACT 52388
'BETWEEN THE CITY OF FORT WORTH AND MY HEALTH,MY RESOURCES OF
� TARRANT COUNTY(MHMR) FOR PERMANENT SUPPORTIVE HOUSING CASE
MANAGEMENT
This Contract Renewal and Amendment("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 MY HEALTH,MY RESOURCES OF TARRANT COUNTY(MHMR) (hereinafter referred
to as the "Agency"), acting by and through Susan Garnett, its duly authorized Chief Executive
Officer, to provide permanent supportive housing case management. Each party shall be
individually referred to herein as Party and collectively as Parties.
RECITALS
WHEREAS, on June 3, 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.52388,(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
increase fringe benefits, cell phone, client costs and other costs and decrease salaries and mileage
costs on August 23,2019, 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.
NOW THEREFORE City and Agency do hereby agree to the following:
1,
RENEWAL OF AGREEMENT
The Agreement, as amended, is hereby renewed and extended for a renewal terra
commencing on October 1, 2019, and ending on September 30,2020, unless terminated earlier in
accordance with the Agreement.
II.
AMENDMENT TO AGREEMENT
Renewal of CSC 52388 C)FFI AAL hmeaRR
Co1`W and My Health,My Resources of Tarrant County ,' S M RE'1��t�rS
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Section 3. COMPENSATION U 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
$360,000.00("Program Funds"),and shall be paid to Agency on a reimbursoment 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 fbr such services. City shall not be liable for
any additional expenses incurred by Agency not spm ifmd by this Agreement unless City first
approves such expenses in writing, ircity determines in ils sale 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 th,c not to exceed amount to be paid to Agency on a
reimbursement basis during the renewal term_
3. Payment of the Program Funds from City to Agency shall be made on a cost-
reimbursement basis fallowing 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 R RF and reports shall be submitted to City no later than the I Sth day€ellowing
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 applicablc inonthly
reports. Submissions must be scanned and submitted to the Directions Horne Program Manager.
Submissions should be titled "MY HEALTH, MY RESOURCE' OF TARRANT COUNTY
(11 HMRC - RFR Month- PERMANENT SUPPORTIVE HOUSING CASE MANAGEMENT"
and seat either via emaii to Tara.Per fortvworthtexas.gov or via mail to ATTENTION; Tara
Perez.Directions Home Manager,City Manager's Office,200 Texas Street, Fort Worth TX 76102.
Reinibumemcrits 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. lncompletc or incorrect rbmissions will be returned to the Agency for resubmission,
restarting the 30-day mimbursement schedule.
3.4 Agency is authorized to modify up to five( ) percent of any budgeted line-item in the
original approved budget without prior written permission front City. However, Agency rnmt
submit the Request For Budget Modification Form ( xhibit "E") to City, with the monthly RRF,
during the month the modification took place. The new modified budget eannf,)t 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 ihen-current term.
IS Any modifications of more than free (5) percent of any budgeted line-item in the
original approved budget roust have prior written permission from City before the modifications
are made. The Budget Modification Forrn (Exhibit"E") trust be submitted, and request must be
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Col- and My Heafth.My Resuarres of Tarrant County
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
I'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 B of the Agreement is hereby amended and replaced in its entirety with the attached
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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IN WITNESS WHEREOF,the parties hereto have executed this agreement, to be effective this
fQ�day of_j} �. , 20
FOR CITY OF FORT WORTH: FOR AGENCY:
-----------------
Fernando Costa Susan Garnett
Assistant City Manager Chief Executive 0 cc
Date: / /0 Date: J
OVAL OM ENDED
-.'.F��� •• '%.�T{` 'fir: .
Date: . '[ � 1�,�,•...,�.. max!' .
APPROVED AS TO FORM AND ATTEST:
LEGALITY ° '
Jo Ardpate, Assistant City Attorney MaAN , y Secretary --
Date: Date:
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 performance and
reporting requi nts.
Tara Perez -
Manager, Directions Home
Renewal of CSC 52388 OFFIC1l �9RD
CoFW and My Health,My Resources of"Tarrant County CITY SECRETARY
EXHIBIT"B"
BUDGET
Aitenvy will submit invoice for reinibursement by the 151 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 carp he satisfied by
cancelled checks. If 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 941s and allocation
documentation will be reviewed.
Reimbursement Reguests shall be submitted to:
City Mana er's Office
Directions Home
Attention Tara Perez
200 Texas Street
Fort Worth TX 76102
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CoFW and My Health,My Resources of Tarrant County
EXHIBIT "B"
PROGRAM COSTS Total
5360,000.00
A. PERSONNEL (Fky title)
Team Leader 1.0 FTE 39,351.60
Housing Specialists 5.0 FrEs 176,965.94
PERSONNEL TOTAL: 216,317.54
B. FRINGE BENEFIT
Social Security/Medicare (FICAYUnomployment 19,252.26
9.9%
Workers Compensation .6°/fl 1,297.91
Health lnsurancrJUfa Irisurant etirenient 24% 51,916.21
FRINGF BENEFITS T[TA1,: 72,466,38
C. MILEAGE
Mileage. 18,000,00
MILEAGE TOTAL: 18,000.00
D. CELL PHON9,S/EQUIPMENT
Coll phones 3,820.00
Laptops 3.80,00
CELL P110N ESIEQLIIPMENT TOTAL: 7,640.00
E. CLIENT COSTS/ EXPENSES
Client Expenses* 17,598,00
LIfKNT EXPENSES TOTAL: 12,598.00
F. OTHER APPROVED
Office supplies 500.00
Professional Insurance 666.00
Offim Space 13,82108
Indirect Cost (5% 11 18,000.00
uniFR APPROVED"irOTAL: 32,988.08
TOTAL PROGRAM COST: $360,000.00
100ient expenses are defined as stems necessary for the client's success in housing and/or
t rmployment. Examples include bus passes, work boots, cleaning supplies, utility connections,
childcare, e&cation train inWeertification programs and fumiture vouchers.
" Indirect costs are deFinr-d as costs Far the program's share of executive administration, finance
and accounting, human resources, facilities, research and development and grant management.
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