HomeMy WebLinkAboutContract 52334-A2 M � CSC No.52334-A2
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AMENDMENT 2 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 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 Agencyy 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 renewed the Agreement for an additional year ending on September
30, 2020, to further the goals and priorities of Directions Home;
WHEREAS, the Parties intended for certain costs to be included in the definition of
"Direct Client Assistance" but desire to amend the Agreement to specifically state the expenses
and costs that are reimbursable under the Agreement; and
WHEREAS, the Parties agree that amending the scope of services and the budget to
include funding for critical documents such as driver's licenses and birth certificates and other
identification necessary to obtain housing and or employment with further the goals of the program
and Agreement.
NOW THEREFORE City and Agency do hereby agree to the following:
II.
AMENDMENT TO AGREEMENT
Renewal of CSC CONTRACT 52334 Pale 1 of 7
CoFW and TARRANT COUNTY HOMELESS COALITION "ECIA R,E�" ti}
FT. WORTH,TX
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.
[THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK]
[SIGNATURE PAGE FOLLOWS]
Renewal of CSC CONTRACT 52334 Page 2 of 7
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:
Fernando Costa(May 27,202018:09 CDT) Tammy McG ee(May 2 ,202015:54 CDT)
Fernando Costa Tammy McGhee
Assistant City Manager Executive Director
Date:
May 27, 2020 Date: May 27, 2020
APPROVAL RECOMMENDED
Tal-a �zlzz
Tara Perez(May 27,202016:06 CDT)
5/27/2020 �
Date: ,y 4,�
APPROVED AS TO FORM AND ATTEST:
LEGALITY r
Jo Pate(Ma 2202010:18 CDT)
Jo Ann Pate, Assistant City Attorney Mary J. Kayser, City Secretary `
Date:
May 28, 202o Date: May 28, 2020
Contract Compliance Manager: M&C No.:
Ordinance No. 24161-04-2020
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.
Tea �2/-2L
Tara Perez(May 27,202016:06 CDT)
Tara Perez
Manager, Directions Home OFFICIAL RECORD
CITY SECRETARY
Renewal o£CSC CONTRACT 52334 FgA91ffHi TX
CoFW and TARRANT COUNTY HOMELESS COALITION
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. 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 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 Critical documents such as driver's licenses, birth certificates or other forms of
identification necessary for obtaining housing and/or employment;
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 i£
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;
Renewal of CSC CONTRACT 52334 Page 4 of 7
CoFW and TARRANT COUNTY HOMELESS COALITION
• 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 15th 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 1511 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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CoFW and TARRANT COUNTY HOMELESS COALITION
EXHIBIT "B"
PROGRAM COSTS Total
$400,000.00
A. PERSONNEL (By title)
Office coordinator $21,000.00
PERSONNEL TOTAL: $21,000.00
B. FRINGE BENEFITS -1
Office coordinator—Social $1,607.00
Security/Medicare
FRINGE BENEFITS TOTAL: $1,607.00
MILEAGE
MILEAGE TOTAL:
C. CELL PHONES/EQUIPMENT
CELL PHONES/EQUIPMENT
TOTAL:
E. CLIENT COSTS/EXPENSES
Direct client assistance* $369,893.00
CLIENT EXPENSES TOTAL: $369,893.00
F. OTHER APPROVED
Admin-Accountant—contract wages $4,500.00
Admin—audit costs $3,000.00
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. Also included is critical documents such as driver's licenses, birth certificates or
other forms of identification necessary for obtaining housing and/or employment.
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CoFW and TARRANT COUNTY HOMELESS COALITION