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WWAL 1 AND AMENDMENT 1 TO CITY OF FORT WORTH CONTRACT 52386
S��BETWEEN THE CITY OF FORT WORTH AND TARRANT COUNTY HOMELESS
COALITION FOR SYSTEM NAVIGATION SERVICES
This Contract Renewal 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, for system navigation services. 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. 52386, (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 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:
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.
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 a ,, er'd 36.�0pp0��
Renewal of CSC 52386 U -Ha f&QRD�
CoFW and TARRANT COUNTY HOMELESS COALITION CITY SECRETARY
FT WORTH,TA,
("Program Funds"), and shall be paid to Agency on a reimbursement 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 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 HOMELESS COALITION — RFR
Month- System Navigation" 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.
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
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CoFW and TARRANT COUNTY HOMELESS COALITION
(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 throiighout 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 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.
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]
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CoFW and TARRANT COUNTY HOMELESS COALITION
IN WITNESS WHEREOF, the parties hereto have executed this agreement,to be effective this
day of'F&nAajq 20X .
FOR CITY OF FORT WORTH: FOR AGENCY:
Fernando Costa Tammy M ee
Assistant City Manager Executive erector
Date:��o o Date:
APP VAL RECO MENDED
Date: 0 h5 IJ6 264-11 FoT..
APPROVED AS TO FORM AND ATTEST:
LEG7TV V'
Jo Pa e, sistant City Attorney Mary J. er, City Secretary
te: c2D 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
r ing requirements.
Cob/
Tara Perez
Manager, Directions Home
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CoFW and TARRANT COUNTY HOMELESS COALITION
EXHIBIT "A"
SCOPE OF SERVICES
SYSTEM NAVIGATION SERVICES
TARRANT COUNTY HOMELESS COALITION will do the following:
• Agency shall use Directions Home funds as match for Continuum of Care Coordinated
Entry funds for system navigation;
• Agency shall contract with a service provider for four (4) full time system navigators to
provide documentation, housing location, and employment navigation services to 700
eligible households, as defined below:
• Agency shall assign 700 Fort Worth households to subcontractor;
• Eligible households are persons in the City of Fort Worth who are referred from the top of
the Coordinated Entry permanent supportive and rapid rehousing lists or from the
employment assessment screening to system navigation by Tarrant County Homeless
Coalition;
• Agency shall monitor subcontractor. Onsite monitoring will include:
o A review of the Annual Performance Report to date, including data quality;
o A review of the outcomes set forth in the subcontract agreement,
o A review of documentation,
o A review of the organization's CoC participation, and
o An open dialogue, technical assistance and an opportunity for organizations to ask
learning questions to stimulate growth and performance improvement;
Agency will:
• Document the nature and extent of all services provided to homeless individuals in the City of
Fort Worth receiving case management services hereunder("client") in a complete case file,
with case notes in the HMIS system within 3 business days of a service being provided
hereunder;
• Agency shall attempt to locate assigned clients;
• Agency shall gather documentation of homelessness as necessary for clients to apply for
and receive housing;
• Agency shall advocate with landlords for clients to be able to obtain housing;
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CoFW and TARRANT COUNTY HOMELESS COALITION
• Agency shall attend housing appointments with clients as needed;
• Agency shall transport clients to housing related appointments as necessary;
• Agency shall transition clients to housing case manager when assigned to a housing
program;
• Agency shall attend case consultation and navigation meetings hosted by Agency;
• Agency shall provide services related to obtaining employment assistance
Evaluation:
Evaluation meetings will be held with Directions Home staff to continually evaluate program and
Agency shall comply as necessary and in good faith.
Financial reporting:
Reimbursement Request and any necessary supporting documentation and reports will be
submitted by the 151 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 15th of July, October, January and April in the format of Exhibit
«D».
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CoFW and TARRANT COUNTY HOMELESS COALITION
EXHIBIT "B"
BUDGET
Agency will submit invoice for reimbursement by the 15t' 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 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
$67 36.00
A. PERSONNEL y 000 _
System Navigator $16,834.00
System Navigator $16,834.00
ti
System Navigator $16,834.00
System Navigator
PERSONNEL TOTAL: $67,336.00
B. FRINGE BENEFITS
_ -
FRINGE BENEFITS TOTAL:
C. MILEAGE
MILEAGE TOTAL: 1
D. CELL PHONES/EQUIPMENT
CELL PHONES/E UIPMENT TOTAL: }{
E. CLIENT COSTS/EXPENSES
CLIENT EXPENSES TOTAL:
i
F. OTHER APPROVED
OTHER APPROVED TOTAL:
TOTAL PROGRAM COST: T $67A36.00
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