HomeMy WebLinkAboutContract 55037-R1A2 DocuSign Envelope ID:08B04778-5641-40F9-8DA4-E44015 DAB 5FA
CSC No.55037-R1A2
RENEWAL 1 AND AMENDMENT 2 TO CITY OF FORT WORTH CONTRACT 55037
BETWEEN THE CITY OF FORT WORTH AND TARRANT COUNTY HOSPITAL
DISTRICT D/B/A JPS HEALTH NETWORK FOR MEDICAL NAVIGATION
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 TARRANT COUNTY HOSPITAL DISTRICT D/B/A JPS
HEALTH NETWORK("Agency"), a unit of local government in Texas, and more specifically
a county hospital district. Each party shall be individually referred to herein as Party and
collectively as Parties.
RECITALS
WHEREAS, the City entered into an Agreement with Agency to provide services more
specifically described in the agreement, City Secretary Contract No. 55037, (the "Agreement");
WHEREAS,on July 13,2021,the Agreement was amended to include a part-time position
for a community health worker, which would benefit the project as a whole and further the goals
of the Agreement;
WHEREAS,the Parties agree that decreasing the budget for the initial term will allow full
utilization of funds;
WHEREAS, the Parties agree to amend the Request for Budget Modification form to
better align with budget categories;
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 reduce the budget to reflect the
actual amount of funding needed to continue the program for the current term, amend the request
for budget modification and to renew the Agreement.
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 $48,684.00; and total payment made by City under this Agreement
for any Renewal Term, if exercised,shall not exceed$70,000.00("Program Funds"),and
Renewal 1 and Amendment 2 to CSC 55037 OFFICIAL RECORD
CoFW and TARRANT COUNTY HOSPITAL DISTRICT D/B/A JPS HEALTH NETWORK
CITY SECRETARY
FT.WORTH, TX
DocuSign Envelope ID:08B04778-5641-40F9-8DA4-E44015DAB5FA
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 shall
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 Il addressing the renewal terms.
C. EXHIBIT "E" Request for Budget Modification is hereby amended for the renewal term
and replaced in its entirety with the attached Exhibit E.
II.
RENEWAL OF AGREEMENT
The Agreement, as amended, is hereby renewed and extended for a renewal term
commencing on October 1, 2021, and ending on September 30, 2022, unless terminated earlier in
accordance with the Agreement.
III.
This amendment is effective upon execution of the Parties and the amendments made
herein shall be effective as of September 30,2021, in accordance with the agreement of the Parties.
IV.
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]
Renewal 1 and Amendment 2 to CSC 55037 Page 2 of 8
CoFW and TARRANT COUNTY HOSPITAL DISTRICT D/B/A JPS HEALTH NETWORK
DocuSign Envelope ID:08B04778-5641-40F9-8DA4-E44015DAB5FA
IN WITNESS WHEREOF,the parties hereto have executed this agreement.
FOR CITY OF FORT WORTH: FOR AGENCY: Tarrant County Hospital
District d/b/a JPS Health Network
cc-
Fernando Costa(Nov 19,2021 10:36 CST)
Fernando Costa Robert Earley
Assistant City Manager President and CEO
Date: Nov 19, 2021 Date:November 17, 2021 1 5:20 PM CST
APPROVAL RECOMMENDED
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Tara Perez(Nov 18,2521 11:39 CST)
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APPROVED AS TO FORM AND ATTEST: 'Q nEXASaAp
LEGALITY
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Jo Pat�202109:42 CST)
Jo Ann Pate, Assistant City Attorney Ronald Gonzales, Acting City Secretary
Date:
Nov 19, 2021 Date: Nov 19, 2021
Contract Compliance Manager: M&C No.. 20-0640
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.
OAC--f#A
Tara Perez(Nov 18,2521 11:39 CST)
Tara Perez
Manager, Directions Home
OFFICIAL RECORD
Renewal I and Amendment 2 to CSC 55037 CITY SECRETARY
CoFW and TARRANT COUNTY HOSPITAL DISTRICT D/B/A JPS HEALTH NETWORK FT.WORTH, TX
DocuSign Envelope ID:08B04778-5641-40F9-8DA4-E44015DAB5FA
EXHIBIT "B"
BUDGET
Part I—Initial Term
Agency will submit an 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 the 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.
Renewal 1 and Amendment 2 to CSC 55037 Page 4 of 8
CoFW and TARRANT COUNTY HOSPITAL DISTRICT DB/A JPS HEALTH NETWORK
DocuSign Envelope ID:08B04778-5641-40F9-8DA4-E44015 DAB 5FA
PROGRAM COSTS Total $48,684.00
A. SALARIES (By title)
Community Health Worker(PT)
Community Health Worker (FT)
SALARIES TOTAL: $38,848.00
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: $9,836.00
C C. OTHER APPROVED*
Supplies
OTHER APPROVED TOTAL: I�
I
TOTAL PROGRAM COST: $48,684.00
*Requires prior written approval of eligibility from Directions Home staff.
Renewal 1 and Amendment 2 to CSC 55037 Page 5 of 8
CoFW and TARRANT COUNTY HOSPITAL DISTRICT D/B/A JPS HEALTH NETWORK
DocuSign Envelope ID:08B04778-5641-40F9-8DA4-E44015DAB5FA
Part II—Renewal Terms
Agency will submit invoices 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. 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.
Renewal 1 and Amendment 2 to CSC 55037 Page 6 of 8
CoFW and TARRANT COUNTY HOSPITAL DISTRICT D/B/A JPS HEALTH NETWORK
DocuSign Envelope ID:08B04778-5641-40F9-8DA4-E44015DAB5FA
PROGRAM COSTS Total $70,000.00
A. SALARIES (By title)
Community Health Worker (PT)
Community Health Worker (FT)
SALARIES TOTAL: $52,032.00
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: $13,268.00
C. MILEAGE$
Mileage I $110.00
MILEAGE TOTAL: $300.00
1
D. CELL PHONES/EQUIPMENT
Cell phones and laptops $4,200.00
CELL PHONES/EQUIPMENT TOTAL: $4,200.00
E. CLIENT EXPENSES
CLIENT EXPENSES TOTAL:
F. OTHER APPROVED*
Supplies II $200.00
OTHER APPROVED TOTAL: $200.00
TOTAL PROGRAM COST: I $70,000.00
YReguires prior written approval of eligibility from Directions Home staff.
Renewal I and Amendment 2 to CSC 55037 Page 7 of 8
CoFW and TARRANT COUNTY HOSPITAL DISTRICT D/B/A JPS HEALTH NETWORK
DocuSign Envelope ID:08B04778-5641-40F9-8DA4-E44015DAB5FA
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 revielved this request and certify that the listed modifications are correct.
Authorized Signatory Title
Date
STAFF USE ONLY
E] Modification Approved F-1 Modification NOT Approved
Staff Signature Date
Renewal 1 and Amendment 2 to CSC 55037 Page 8 of 8
CoFW and TARRANT COUNTY HOSPITAL DISTRICT D/B/A JPS HEALTH NETWORK
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 Department Account Project ProgramActivity Budget Reference#Amount
ID ID Year (Chartfield 2)
FROM
Fund Department Account Project ProgramActivityBudget Reference#Amount
ID ID Year (Chartfield 2)
Submitted for City Manager's Office by: Fernando Costa (6122)
Originating Department Head: Tara Perez(2235)
Additional Information Contact: Tara Perez(2235)