HomeMy WebLinkAboutContract 54511-R1A1 CSC No.54511-RlA1
RENEWAL 1 AND AMENDMENT 1 TO CITY OF FORT WORTH CONTRACT 54511
BETWEEN THE CITY OF FORT WORTH AND THE PRESBYTERIAN NIGHT
SHELTER OF TARRANT COUNTY,INC., FOR PERMANENT SUPPORTIVE
HOUSING CASE MANAGEMENT
This Contract Renewal and Amendment (the "Renewal and 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 NIGHT SHELTER OF TARRANT
COUNTY, INC., a Texas nonprofit corporation ("Agency"). 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 Contract No. 54511, (the "Agreement");
WHEREAS, the Parties agree to decrease the budget for the initial term by $66,000.00
because Casa de Esperanza didn't begin operating until late November and there would have been
unexpended funds;
WHEREAS, now that Casa de Esperanza is fully leased up and has been operating nine
months,Agency has requested program manager be onsite part-time in order to best support onsite
case managers;
WHEREAS,the on-site case manager is expected to increase total costs in renewal term;
WHEREAS, the City has identified $18,000.00 of funding that can be allocated to this
Agreement in any exercised renewal terms;
WHEREAS, the Parties agree to amend the Request for Budget Modification form to
better align with budget categories;
WHEREAS, the Agreement was for an initial one-year term with additional one-year
renewal options, and the City believes that renewing the Agreement for an additional year will
further the goals and priorities of Directions Home; and
WHEREAS, this Renewal and Amendment will decrease the initial term budget, increase
the renewal term budget, amend the request for budget modification and renew the Agreement for
an additional one-year term.
NOW THEREFORE City and Agency do hereby agree to the following:
I.
OFFICIAL RECORD
CITY SECRETARY
Supportive Services Agreement—Exhibits
FT. WORTH, TX
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$135,000.00; and total payment made by City under this Agreement
for any Renewal Term, if exercised, shall not exceed $219,000.00 ("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
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.
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.
C. EXHIBIT"D" Reporting Forms attached to the Agreement is hereby amended and
replaced in its entirety with the attached Exhibit D.
D. EXHIBIT"E" Request for Budget Modification is hereby amended for the renewal term
and replaced in its entirety with the attached Exhibit E.
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]
IN WITNESS WHEREOF,the parties hereto have executed this agreement, to be effective this
day of , 20
FOR CITY OF FORT WORTH: FOR AGENCY:
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Fernando Costa(Sep 17,202114:42 CDT) Toby Owen(Sep 17,2021 08:01 CDT)
Fernando Costa Toby Owen
Assistant City Manager Chief Executive Officer
Date:
Sep 17,2021 Date: Sep 17,2021
APPROVAL RECOMMENDED
TOAC'-**,-
Tara Perez(Sep 17,202108:02 CDT)
Sep 17,2021 O�o��Rr p
Date: a�0 �o���d
P..0O 0��
APPROVED AS TO FORM AND ATTEST:
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LEGALITY ��� �0o0ppp00o 0
Jo Pate(Se 1 , 02114:02 CDT)
Jo Ann Pate,Assistant City Attorney Ronald Gonzales, Acting City Secretary
Sep 17,2021 Sep 20,2021
Date: Date:
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.
TOAC-±*f
Tara Perez(Sep 17,202108:02 CDT)
Tara Perez
Manager, Directions Home
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
EXHIBIT `B"
BUDGET
Part I—Initial Term
A2ency will submit invoices for reimbursement by the 15th 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 941s and allocation
documentation will be reviewed.
PROGRAM COSTS Total $135,000.00
A. SALARIES (By title
Lead Journey Home Guide
Journey Home Guide
Journey Home Guide
Director of Housing Services
SALARIES TOTAL: $70,500.00
B. FRINGE BENEFITS
(Can include: Employer-paid Social Security, $21,650.00
Medicare,Health Insurance, Dental Insurance,Vision
Insurance, Life Insurance, Disability Insurance,
Unemployment Insurance, Workers Compensation
and Retirement expenses)
FRINGE BENEFITS TOTAL: $21,650.00
C. MILEAGE
Mileage
MILEAGE TOTAL:
D. CELL PHONES/EQUIPMENT
Cell phones
Computers
CELL PHONES/EQUIPMENT TOTAL: $8,100.00
E. CLIENT EXPENSES
Client Expenses* $24,629.00
CLIENT EXPENSES TOTAL: $24,629.00
F. OTHER APPROVED
Office Supplies $1,500.00
Indirect Costs—Administration $8,621.00
OTHER APPROVED TOTAL: $10,121.00
TOTAL PROGRAM COST: $135,000.00
*Resident services include but are not limited to inpatient detox/residential substance use
treatment,bus passes, group supplies, group incentives, and those items or services which
are necessary for the client's success in housing. Incentives can include household items
(toilet paper, cleaning supplies) or gift cards. Services can include cleaning service if
needed to allow client to retain housing.Any expenses not listed must have prior written
authorization by Directions Home manager.
Part II—Renewal Terms
A2encv will submit invoices for reimbursement by the 15th 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.
PROGRAM COSTS Total $219,000.00
A. SALARIES (By title
Lead Journey Home Guide
Journey Home Guide
Journey Home Guide
Program Manager
Director of Housing Services
SALARIES TOTAL: $150,800.00
B. FRINGE BENEFITS
(Can include: Employer-paid Social Security,
Medicare,Health Insurance, Dental Insurance,Vision
Insurance, Life Insurance, Disability Insurance,
Unemployment Insurance, Workers Compensation
and Retirement expenses)
FRINGE BENEFITS TOTAL: $26,100.00
C .MILEAGE
Mileage $600.00
MILEAGE TOTAL: $600.00
D. CELL PHONES/EQUIPMENT
Cell phones
Equipment
CELL PHONES/EQUIPMENT TOTAL: $1,550.00
E. CLIENT COSTS
Resident Services* $19,250.00
CLIENT COSTS TOTAL: $19,250.00
F. OTHER APPROVED
Office Supplies $800.00
Indirect Costs—Admin $19,900.00
OTHER APPROVED TOTAL: $20,700.00
TOTAL PROGRAM COST: $219,000.00
*Resident services include but are not limited to inpatient detox/residential substance use
treatment,bus passes, group supplies, group incentives, and those items or services which
are necessary for the client's success in housing. Incentives can include household items
(toilet paper, cleaning supplies) or gift cards. Services can include cleaning service if
needed to allow client to retain housing.Any expenses not listed must have prior written
authorization by Directions Home manager.
EXHIBIT "D"
REPORTING FORMS
Quarterly Report
Current Reporting
Quarter
Submitting Agency
Contact Name
Phone Number and
Email
Please include outcome narrative that describes how measure was accomplished for each
quarter.
Effectiveness Measures and Quarterly Outcomes
Measure 1 . At least 85% of clients will be housed within 15 days of being given a
voucher
(In the notes list the clients'names(first initial,last name)who leased up and the number leased up
in 15 days vs.the total number leased up thatquarter)
Outcome
Measure 2 . At least 5% of clients increase income per quarter
(For income measure-in the notes list the number of clients who increased income that quarter)
Outcome
Measure 3 . Less than 15% of clients exit program and enter homelessness within a
year of exit
(List the clients who have exited at least one year ago and whether they returned to homelessness)
Outcome
Measure 4 • At least 20% of clients will see improved assessment score every six
months
(List the total number of clients whose assessment improved from the previous 6 months vs. the
total number of clients)
Outcome
I have reviewed this report and certify that the measures provided are accurate and
appropriately reflect the Directions Home goals set forth in the contract.
Authorized Signatory Signatory Title
Date
Monthly Report
If the new Tarrant County Homeless Coalition software system is able to pull data included in
monthly reports included herein and Directions Home staff confirms and agrees in writing, those
reports can be substituted for reports included herein.
Enter all clients in this report and add new clients to subsequent reports.
Add columns to spreadsheet to track income and assessments scores every six
months —"Assessment Score after 18 months" and"Income after 18 months" etc.
Assessment
Enrollment Lease Up score at
First Name Date Date Family Size entry
Monthly Report
Returns to Returns to
Homelessness homelessness
Date 6 months 12 months
First Name Last Name Disenrolled Reason Disenrolled after exit after exit
Renewal 1 and Amendment 1 to CSC 54511 Page 11 of 12
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY,INC.
EXHIBIT "E"
REQUEST FOR BUDGET MODIFICATION
PROGRAM COSTS
Budget Category Approved Budget Change Requested Revised Budget
Salaries
Fringe Benefits
Mileage
Cell Phones/Equipment
Client Costs
Administration/Indirect
Other Approved(excluding
Admin/Indirect)
Total Costs
• Up to 5% of any budgeted line-item does not need prior approval but form must be sent
to City with monthly RFR
• More than 5% of any budgeted line-item must have prior City approval
• An increase in a zero line-item must have prior City approval
Modification Narrative describe in detail what change is for
I have reviewed this request and certify that the listed modifications are correct.
Authorized Signatory Title
Date
STAFF USE ONLY
p Modification Approved 0 Modification NOT Approved
Staff Signature Date
Renewal 1 and Amendment 1 to CSC 54511 Page 12 of 12
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY,INC.
DATE: 9/15/2020 REFERENCE M&C 20-0640 LOG NAME: 02SUPPORTIVE SERVICES FOR
NO.: COVID-VULNERABLE PSH CLIENTS
CODE: C TYPE: NON- PUBLIC NO
CONSENT HEARING:
SUBJECT: (ALL)Authorize Execution of Agreements in an Amount Up to $350,000.00 with Presbyterian Night
Shelter of Tarrant County, Inc.; My Health, My Resources(MHMR)of Tarrant County; and Tarrant
County Hospital District dba JPS Health Network to Provide Supportive Services for COVID-Vulnerable
Permanent Supportive Housing Residents and Authorize Three Renewal Options in a Combined Amount
Up to$1,050,000.00
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$350,000.00 for a term commencing October 1, 2020 and terminating September
30, 2021 for the provision of supportive services;
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 up to $1,050,000.00 for the provision of supportive
services 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 that the amendment is within the scope of the program and in compliance with City
policies and applicable laws and regulations.
DISCUSSION:
On June 17, 2008, the City adopted Directions Home, the City's plan to make homelessness rare, short-term and
nonrecurring (Resolution No. 3628-06-2008).
One of the goals of Directions Home is the expansion of Permanent Supportive Housing (PSH). PSH is a type of
housing suitable for disabled households experiencing more than one year of homelessness. PSH clients require
ongoing case management and assistance to remain housed. While there has been significant homeless system
funding provided to the City and the Tarrant County Homeless Coalition through U.S. Housing and Urban
Development's (HUD) Emergency Solutions Grants(ESG)due to COVID-19, this funding does not address the need
for PSH.
The U.S. Centers for Disease Control and Prevention (CDC) has noted that congregate living situations, such as
homeless shelters, pose a greater risk of COVID-19 spreading and have issued recommendations that emergency
homeless shelters reduce density/decompress to allow for safe distancing of homeless clients.
The CDC additionally recommends"protective housing for people who are at highest risk of severe COVID-19." Per
the CDC, two groups defined as particularly vulnerable to severe COVID-19 are those over 65 years old and those
with specific underlying health conditions, especially chronic lung disease or moderate/severe asthma, serious heart
conditions, immunocompromised, severe obesity, diabetes, chronic kidney disease and liver disease.
In view of the CDC recommendations and the lack of ESG funding for PSH, the City Council voted (M&C 20-0518)
to use$9,300,000.00 of funding provided under the Coronavirus Aid, Relief, and Economic Security Act(CARES
Act),Title V(Coronavirus Relief Funds or Title V funds)to acquire and convert existing motels, hotels, extended
stays, apartment complexes, or similar permanent structures to serve as and provide approximately 100 new units
of PSH. The new PSH units will provide protective housing for high risk COVID-19 vulnerable and disabled
households experiencing chronic homelessness.
Currently, 119 units of permanent supportive housing for COVID-vulnerable households are being developed with
Coronavirus Relief Funds.
On July 1, 2020, the City issued Request for Proposals 20-0190 (RFP)seeking proposers to: (1) quickly acquire and
convert existing motels, hotels, extended stays, apartment complexes, or similar permanent structures to serve as
approximately 200 units of PSH split across two or more locations; and (2) provide ongoing supportive services for
such households for a period of at least twenty(20)years. The City will provide funding for the initial costs of
acquisition via a one-time payment and subsequent payments for conversion/renovation from Title V funds, and
anticipates assisting the selected proposers to secure ongoing operating subsidies from other sources.
After a competitive scoring process, Housing Authority of the City of Fort Worth, dba Fort Worth Housing Solutions
(FWHS), and The Presbyterian Night Shelter of Tarrant County, Inc. (PNS)were recommended to be awarded a
notice to proceed. These agencies have experience in permanent supportive housing.
FWHS put an option to purchase on a property which can create 119 units of PSH for COVID-vulnerable
households. FWHS selected PNS, My Health, My Resources of Tarrant County(MHMR), and Tarrant County
Hospital District d/b/a JPS Health Network(JPS)as service providers in order to meet the unique client
needs. Directions Home will provide the funding for the three service providers in order to create the 119 units of
COVID-vulnerable PSH.
PNS will provide three on-site case managers to work with clients to create service plans which can include goals
for increasing income, education, employment, physical and mental health goals and housing stability plans.
MHMR will provide one on-site mental health professional, a licensed chemical dependence counselor, to work
with clients who need mental health services including one on one counseling and group sessions as well as
activities to encourage socialization. JPS will provide one on-site medical navigator to best assist tenants in
connecting to needed medical services.
This team approach will provide a robust support network for tenants.
City staff recommends awarding agreements to the listed agencies in the listed amounts:
Program Description Agency Funding FY 21
Case Management Assisting clients in setting and Presbyterian Up to$201,000.00
for Permanent fulfilling goals such as health, Night Shelter of
Supportive Housing education, employment, Tarrant County
Clients housing stability for Inc.
permanent supportive
housing clients
Mental Health Focus on housing stability by My Health, My Up to$79,000.00
Services for addressing addiction, mental Resources of
Permanent health, social, coping skills Tarrant County
Supportive Housing and other adjustment (MHMR)
Clients difficulties for permanent
supportive housing clients;
Medical Services Connect clients to appropriate Tarrant County Up to$70,000.00
Navigation medical services Hospital District
d/b/a JPS Health
Network
This M&C authorizes the City Manager or his designee to approve the renewal amounts up to the amounts listed
above, including any decreases for the specified agencies necessary to bring the total renewal amounts in line with
actual funding. 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.
FISCAL INFORMATION/CERTIFICATION:
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.
TO
Fund DepartmentAccount Project ProgramActivityBudget Reference#Amount
ID ID Year (Chartfield 2)
FROM
Fund DepartmentAccount Project ProgramActivityBudget Reference#Amount
ID ID Year (Chartfield 2)
Submitted for City Manager's Office b1L. Fernando Costa (6122)
Originating Department Head: Tara Perez(2235)
Additional Information Contact: Tara Perez(2235)