HomeMy WebLinkAboutContract 54513-A1CSC No. 54513-A1
AMENDMENT 1 TO CITY OF FORT WORTH CONTRACT 54513
BETWEEN THE CITY OF FORT WORTH AND THE PRESBYTERIAN NIGHT
SHELTER OF TARRANT COUNTY, INC., FOR RAPID EXIT, DIVERSION AND
SHALLOW SUBSIDY SERVICES
This 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 THE PRESBYTERIAN
1vIGHT SHELTER OF TARRANT COUNTY, INC. (hereinafter referred to as the "Agency"),
acting by and through Toby Owen, its duly authorized Chief EXecutive Officer, for COVID-19
related rapid exit and employment services. Each party shall be individually referred to herein as
Party and collectively as Parties.
RECITALS
WHEREAS, the City entered into an Agreement with the Agency to provide services more
specifically described in the agreement, City Secretary Office (CSO) Contract No. 54513, (the
"Agreement");
WHEREAS, after executing the Agreement, it was determined that due to other available
funding sources, the funding level should be reduced for the remainder of the current term, ending
September 30, 2021;
WHEREAS, the additional funding sources may not be available during the renewal
periods of the Agreement, if exercised, it was determined that the reduction in available funds
should only be applied to the current term and should not impact available funds for renewal terms;
and
WHEREAS, the Parties agree to amend the Agreement to reduce the budget to reflect the
actual amount of funding needed to continue the program for the current term.
NOW THEREFORE City and Agency do hereby agree to the following:
I.
AMENDMENT TO AGREEMENT
A. Section 3.1 is hereby amended and replaced to read as follows:
3.1. City shall pay Agency in accordance with the provisions of this Agreement and
Exhibit "B" — Budget. Total payment made by City under this Agreement for the Initial
Term shall not eXceed $200,000.00; and total payment made by City under this Agreement
for any Renewal Term, if exercised, shall not exceed $400,000.00 ("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
Amendment 1 to CSC 54513
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COiJNTY, iNc. �FFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
additional expenses incurred by Agency not specified by this Agreement unless City first
approves such expenses in writing.
B. EXHIBIT "B" Budget attached to the Agreement is hereby amended and replaced in its
entirety with the attached Exhibit B, which includes Part I addressing the initial term, and
Part II addressing any renewal terms.
II.
This amendment is effective upon eXecution by the Parties.
III.
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.
[THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK]
[SIGNATURE PAGE FOLLOWS]
Amendment 1 to CSC 54513 Page 2 of 9
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COiJNTY, INC.
IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this
day of , 20_
FOR CITY OF FORT WORTH:
� cL,
Fernando Costa (Jun 2, 202115:47 CDT)
Fernando Costa
Assistant City Manager
FOR AGENCY:
Tobv Owen
,
Toby Owen (May 27, 2021 13:39 CDT)
Toby Owen
Chief Executive Officer
Date: J U I"1 2� 2�21
APPROVAL RECOMMENDED
Jo✓l � "P��
Tara Perez (May 27, 2021 1422 CDT)
Date:
M ay 27, 2021
APPROVED AS TO FORM AND
LEGALITY
Jo Pate�2115:40 CDTI
Jo Ann Pate, Assistant City Attorney
Date: � U n 2, 2021
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.
J o✓l � "P��
Tara Perez (Mav 27. 2021 1422 CDTI
Tara Perez
Manager, Directions Home
Date: May 27, 2021
Date: •J U I� 3� 2�21
Amendment 1 to CSC 54513
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COiJNTY, INC.
OFFICIAL RECORD
CITY SECRETARY
FT. W�RTH, TX
Mary J. Kayser, City Secretary
EXHIBIT "B"
BUDGET
Part I — Initial Term
Agencv will submit invoices for reimbursement bv 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. 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 1 to CSC 54513 Page 4 of 9
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COiJNTY, INC.
Reimbursement Requests shall be submitted to:
City Manager's Office
Directions Home
Attention Tara Perez
200 Texas Street
Fort Worth TX 76102
Amendment 1 to CSC 54513 Page 5 of 9
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COiJNTY, INC.
PROGRAM COSTS
A. PERSONNEL (By title)
Journey Home Guide
Journey Home Guide /Diversion Specialist 3 mos
Program Manager (20%)
Director of Housing Services (10%)
PERSONNEL TOTAL:
B. FRINGE BENEFITS
Social Security/Medicare (FICA)
Workers Compensation
Health Insurance/Retirement
FRINGE BENEFITS TOTAL:
C. MILEAGE
Mileage
MILEAGE TOTAL:
D. CELL PHONES/EQUIPMENT
JHG @ $30/mo
PM and Director (20% and 10%, respectively)
CELL PHONES/EQUIPMENT TOTAL:
E. CLIENT EXPENSES
Housing Pool (Rent, Dep, App Fees, High Risk,
Admin Fees, Shallow Subsidies, and other fees)
Transportation (bus passes, gas cards)
CLIENT EXPENSES TOTAL:
F. OTHER APPROVED
Admin
OTHER APPROVED TOTAL:
TOTAL PROGRAM COST:
Amendment 1 to CSC 54513
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COiJNTY, INC.
Total
$200,000.00
$16,215.00
$9,590.00
$4,158.00
$3,317.00
$33,280.00
$2,530.00
$100.00
$5,885.00
$8,515.00
$250.00
$250.00
$240.00
$60.00
$300.00
$139,355.00
$300.00
$139,655.00
$18,000.00
$18,000.00
$200,000.00
Page 6 of 9
Part II — Renewal Terms
Agency will submit invoices for reimbursement bv 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 arder 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. 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
mvoice.
For the audit, bank statements showing payments, Form 941 s and allocation
documentation will be reviewed.
Amendment 1 to CSC 54513 Page 7 of 9
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COiJNTY, INC.
Reimbursement Requests shall be submitted to:
City Manager's Office
Directions Home
Attention Tara Perez
200 Texas Street
Fort Worth TX 76102
Amendment 1 to CSC 54513 Page 8 of 9
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COiJNTY, INC.
PROGRAM COSTS
A. PERSONNEL (By title)
Journey Home Guide
Journey Home Guide /Diversion Specialist 3 months
Program Manager (20%)
Director of Housing Services (10%)
PERSONNEL TOTAL:
B. FRINGE BENEFITS
Social Security/Medicare (FICA)
Workers Compensation
Health Insurance/Retirement
FRINGE BENEFITS TOTAL:
D. MILEAGE
Mileage
MILEAGE TOTAL:
D. CELL PHONES/EQUIPMENT
JHG @ $30/mo
PM and Director (20% and 10%, respectively)
CELL PHONES/EQUIPMENT TOTAL:
E. CLIENT EXPENSES
Housing Pool (Rent, Dep, App Fees, High Risk,
Admin Fees, Shallow Subsidies, and other fees)
Transportation (bus passes, gas cards)
CLIENT EXPENSES TOTAL: I
F. OTHER APPROVED
Admin
OTHER APPROVED TOTAL:
TOTAL PROGRAM COST:
Amendment 1 to CSC 54513
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COiJNTY, INC.
Total
$400,000.00
$36,668.00
$9,167.00
$9,000.00
$7,500.00
$62,335.00
$3,865.00
$505.00
$15,964.00
$20,334.00
$1,000.00
$1,000.00
$450.00
$228.00
$678.00
$277,153.00
$2,500.00
$279,653.00
$36,000.00
$36,000.00
$400,000.00
Page 9 of 9
M&C Review
Page 1 of 4
. Official site of the City of Fort Worth, Texas
��RT� I�
CITY COUNCIL AGENDA -
REFERENCE **M&C 20- 13P20-0161 DIRECTIONS HOME
DATE: 9/15/2020 NO.: 0651 LOG NAME: FY2021 HOMELESSNESS
OBJECTIVE SC CMO
CODE: P TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: (ALL) Authorize Execution of Agreements with Listed Public Service Agencies in an
Amount Up to $2,215,678.00 for the Continuation of Directions Home Initiatives and
Authorize Three Renewal Options in a Combined Amount Up to $8,870,736.00
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the City Manager or his designee to execute agreements with agencies listed below
in a combined amount up to $2,215,678.00 for a term commencing October 1, 2020 and
terminating September 30, 2021 for the continuation of Directions Home initiatives;
2. Authorize the City Manager or his designee to renew the agreements for Fiscal Years 2022,
2023 and 2024 with the agencies listed below in a combined amount of up to $8,870,736.00
for the continuation of Directions Home initiatives and dependent on funds being
appropriated for Directions Home initiatives; and
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.
DISCUSSION:
The City Manager's Directions Home Division approached the Purchasing Division to issue a Request
for Proposals (RFP) seeking Firms to: 1) increase or maintain permanent supportive housing; 2)
quickly house people in permanent housing; or 3) improve overall system capacity. The RFP
consisted of specifications explaining the need for various housing programs and overall improvement
of the homeless system. Proposals were scored based on the strength of the proposed program,
program pertormance, outcomes and quality, organizational capacity of the agency, and budget. The
RFP was advertised in the Fort Worth Star-Telegram on June 10, June 17, June 24, July 1 and July 8,
2020. The City closed the RFP on July 9, 2020. The City received 17 responses. Staff from
the Directions Home Division and Neighborhood Services Department evaluated the proposals and
found the below listed firms to be experienced and well equipped to perForm the needed services.
A waiver of the goal M/WBE subcontracting requirement is approved by the Office of Business
Diversity, in accordance with the M/WBE or BDE ordinance, because the purchase of goods or
services is from sources where subcontracting or supplier opportunities are negligible.
Any renewals are contingent on funds being appropriated.
City staff recommends awarding agreements to the listed agencies in the amounts listed below:
Agencies impacted by a decrease in funding will be notified as soon as practicable.
Directions Home services and programs are available in ALL COUNCIL DISTRICTS.
rrogram
Case Management for
Permanent Supportive
Housing Clients
Description �� Agency
Assisting clients My Health, My
in setting and Resources of
fulfilling goals Tarrant County
such as health, (MHMR)
Funding FY 21
Up to $432,000.00
http://apps.cfwnet.org/council�acket/mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020
M&C Review
Case Management for
Permanent Supportive
Housing Clients
Rental Assistance and
Administration for Permane
Supportive Housing Clients
Mental Health Services for
Permanent Supportive
Housing Clients
Rapid Rehousing
Page 2 of 4
education,
employment,
housing stability
for approximately
150 permanent
supportive
housinq clients
Case
Management for
Permanent
Supportive
Housing
Clients Assisting
clients in setting
and fulfilling
goals such as
health,
education,
employment,
housing stability
for approximately
75 permanent
supportive
housina clients
Day Resource
Center for the
Homeless d/b/a
DRC
Solutions
Up to $200,977.00
Provide rental
assistance
(which is the
difference
between Fair
Market Rent and
the client's 30\°/a
contribution of
income, if
applicable) to
landlords of up to
20 permanent
supportive
housinq clients;
Focus on
housing stability
by addressing
addiction, mental
health, social,
coping skills and
other adjustment
difficulties:
Maximize state
and federal rapid
rehousing rental
assistance funds
by funding case
management for
rapid rehousing
clients
Housing
Authority of the
City of Fort
Worth dba Fort
Worth Housing
Solutions
My Health, My
Resources of
Tarrant County
(MHMR)
SafeHaven of
Tarrant
County
Up to $250,000.0
Up to $172,000.0
Up to $103,124.00
http://apps.cfwnet.org/council�acket/mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020
M&C Review
Rapid Rehousing
Rapid Exit/Diversion/Shallow
Subsidies
Maximize state
and federal rapid
rehousing rental
assistance funds
by funding case
management for
rapid rehousing
clients
Housing funds to
allow people to
quickly exit
homelessness
into housinq
Cold Weather Overtlow Provide
Emergency Shelter additional
Operations emergency
shelter beds on
weather trigger
nights;
Critical Documents Clerk and Produce
Funding documents
Direct Client Services Fund
Mobile Navigators
Continuum of Care Support
necessary for
housing and
employment for
clients
experiencing
homelessness;
Provide one time
funds to quickly
divert or rapidly
exit households
from the
homeless systerr
Reduce the
length of time
homeless by
assisting
assigned clients
with unit location
and gathering
documentation
for clients at the
top of the
permanent
supportive and
rapid rehousing
lists
Planning and
data reporting for
Continuum of
Care
Center for
Transforming
Lives
The
Presbyterian
Night Shelter of
Tarrant County,
I nc.
Day Resource
Center for the
Homless d/b/a
DRC Solutions
Day Resource
Center for the
Homeless d/b/a
DRC Solutions
Tarrant County
Homeless
Coalition
Tarrant County
Homeless
Coalition
Tarrant County
Homeless
Coalition
Page 3 of 4
Up to $167,418.00�
Up to $400,000.00
Up to $150,000.0
Up to $150,000.00
Up to $72,000.00
Up to $33,668.00
Up to $84,491.00
http://apps.cfwnet.org/council�acket/mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020
M&C Review
Page 4 of 4
The Director of Finance certifies that upon approval of the above recommendations and adoption of
the Fiscal Year 2021 Budget by the City Council, funds will be available in the Fiscal Year 2021
Operating Budget, as appropriated, in the General Fund. Prior to an expenditure being incurred,
the City Manager's Office has the responsibility to validate the availability of funds.
BQN\\
TO
Fund Department Account Project Program Activity Budget Reference # Amount
ID ID Year (Chartfield 2)
Fund Department Account
ID
Submitted for Citv Manaqer's Office by;
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
i�
ram
Budget Reference # Amount
Year (Chartfield 2)
Jay Chapa (5804)
Fernando Costa (6122)
Reginald Zeno (8517)
Cynthia Garcia (8525)
Sarah Czechowicz (2059)
http://apps.cfwnet.org/council�acket/mc review.asp?ID=28220&councildate=9/15/2020 9/16/2020