HomeMy WebLinkAboutContract 54513-A3 CSC No.54513-A3
AMENDMENT 3 CITY OF FORT WORTH CONTRACT 54513
BETWEEN THE CITY OF FORT WORTH AND THE PRESBYTERIAN NIGHT
SHELTER OF TARRANT COUNTY INC.
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 Night Shelter
Of Tarrant County, Inc. (hereinafter referred to as the "Agency"), acting by and through Toby
Owen, its duly authorized Chief Executive Officer. 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. 54513, (the "Agreement");
WHEREAS,on June 2,2021,the Agreement was amended to reduce the funding available
for the then-current term only due to reduced need as a result of other contracts providing for
similar services; and
WHEREAS,on September 3,2021,the Parties agreed that adjusting budget line items and
decreasing the budge during the initial term would best allow all funds to be expended;
WHEREAS, the Agreement was renewed for a renewal term beginning on October 1,
2021, with a maximum spend amount of$400,000.00 for the renewal term;
WHEREAS, due to changes in program needs and availability of other funding, staff
recommended increasing the budget for the first renewal term and each subsequent renewal term;
WHEREAS, on November 30, 2021, the Council voted to increase funding for the
Agency's rapid exit program to$683,000.00 per annual term in order to more quickly house clients
(M&C 21-0882); and
WHEREAS,because the budget line items did not otherwise change,Agency did not meet
or exceed any spending limits in the original renewal term budget,and the amounts only increased
for each budget line item, the budget exhibit for the renewal term is being replaced in its entirety
even though the increase of funding was not effective until November 30, 2021.
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:
OFFICIAL RECORD
Amendment 3 to CSC 54513 CITY SECRETARY
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY,INC.
FT. WORTH, TX
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$266,000.00; and total payment made by City under this Agreement
for any Renewal Term, if exercised, shall not exceed $683,000.00 ("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.
B. EXHIBIT"B"Budget,Part II for the Renewal Term attached to the Agreement is hereby
amended and replaced in its entirety with the attached Exhibit B- Budget Part II for the
Renewal Term .
II.
This amendment is effective as of December 1, 2021.
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.
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Amendment 3 to CSC 54513 Page 2 of 6
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY,INC.
IN WITNESS WHEREOF,the parties hereto have executed this agreement:
City: Agency:
ByFern Costa(Jan 24,2022 13:41 CST) By:
J roevB.Uaii zoz csr�
Name: Fernando Costa Name: Toby Owen a
Title: Assistant City Manager Title: CEO
Date: Jan 24,2022 Date: Jan 11,2022
CITY OF FORT WORTH INTERNAL ROUTING PROCESS:
Approval Recommended: Contract Compliance Manager:
By signing I acknowledge that I am the person
responsible for the monitoring and administration
of this contract, including ensuring all
By4 performance and reporting requirements.
Name: Victor Turner
Title: Director,Neighborhood Services
To,C.
By.
Tara Perez(Jan 11,202212:48 CST)
Approved as to Form and Legality: Name: Tara Perez
Title: Manager, Directions Home
JoJo Pa�4,-202212:24 CST) 4� {•OR'r �a
By: City Secretary: 0�*0 �
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Name: Jo Ann Pate oO.p�
Title: Assistant City Attorney S
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0By; ette S.Goodall(Jan 25,2022 07' CST) �T 0 0 TAz'
Contract Authorization: Name: Jannette S. Goodall �a�*X0S a
M&C: _21-0882 Title: City Secretary
OFFICIAL RECORD
Amendment 3 to CSC 54513 CITY SECRETARY
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY,INC. FT.WORTH, TX
EXHIBIT "B"
Budget
Part II—Renewal Terms
Agency will submit invoices for reimbursement by the I t" 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 program fund 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 3 to CSC 54513 Page 4 of 6
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY,INC.
PROGRAM COSTS Total
_ $683,000.00
A. PERSONNEL (By title)
Journey Home Guide
Journey Home Guide/Diversion Specialist
Journey Home Advocate
Journey Home Advocate
Journey Home Advocate
Journey Home Advocate
Journey Home Advocate _
Journey Home Advocate
Journey Home Advocate
Program Manager
Director of Housing Services
PERSONNEL TOTAL: $253,886.00
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)Social
Security/Medicare (FICA)
FRINGE BENEFITS TOTAL: $85,462.00
C. MILEAGE
Mileage $1,500.00
MILEAGE TOTAL: $1,500.00
D. CELL PHONES/EQUIPMENT
Cell phones
Equipment _
CELL PHONES/EQUIPMENT TOTAL: $948.00
E. CLIENT EXPENSES
Housing Pool (Rent,Dep,App Fees,High Risk,Admin Fees, $277,153.00
Shallow Subsidies, and other fees)
Transportation (bus passes, gas cards) _ $2,500.00
CLIENT EXPENSES TOTAL: $279,653.00
F. OTHER APPROVED
Amendment 3 to CSC 54513 Page 5 of G
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY,INC.
Admin _ .
$61,551.00
OTHER APPROVED TOTAL: $61,551.00
TOTAL PROGRAM COST: $683,000.00
Amendment 3 to CSC 54513 Page 6 of 6
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY,INC.
City of Fort Worth, Texas
Mayor and council Communication
DATE: 11/30/21 M&C FILE NUMBER: M&C 21-0882
LOG NAME: 02AMENDMENTS TO HOMELESS SERVICE AGENCY AGREEMENTS
SUBJECT
(ALL)Authorize Execution of Amendment to Contract with The Presbyterian Night Shelter of Tarrant County, Inc.,to Increase the Contract
Amount by$283,000.00 for a Total Contract Amount of$683,000.00 and Authorize Execution of Amendment to Contract with Tarrant County
Homeless Coalition to Increase Contract Amount by$228,000.000 for a Total Contract Amount of$300,000.00 for the Continuation of Directions
Home Initiatives; Find that Amendments Serve a Public Purpose and that Adequate Controls are In Place
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the City Manager or his designee to execute an amendment to agreement with The Presbyterian Night Shelter of Tarrant County
Inc., in the amount of$283,000.00 for a total contract amount of$683,000.00
2. Authorize the City Manager or his designee to execute an amendment to agreement with Tarrant County Homeless Coalition in the amount of
$228,000.000 for a total contract amount of$300,000.00
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
4. Find that such amendments serve a public purpose and that adequate controls are in place.
DISCUSSION:
In 2019,the City of Fort Worth (City)introduced a rapid exit program to the homeless system. Rapid exit provides brief rental assistance and case
management to help quickly house households who do not need ongoing rental assistance or case management.The City contracted with
Presbyterian Night Shelter of Tarrant County, Inc. (PNS)to provide rapid exit and diversion services. Diversion in the local homeless system
means exiting someone back to housing within 14 days.
In reviewing homeless system data,the average number of households experiencing homelessness started declining in 2019. The Continuum of
Care's lead agency,Tarrant County Homeless Coalition (TCHC), has cited this decline as coinciding with the implementation of rapid exit. Even
those households who are employed or have benefits rarely have$2,000.00 or more saved to lease an apartment. This program allows people
who are employed to quickly get off the street or out of the shelter by paying for fees associated with move-in in addition to the first month's rent.
This reduces the person's time in homelessness and also frees up emergency shelter beds.Since 2019, PNS has moved 659 households(1,224
individuals)into housing through the rapid exit program. For households who exited the program between November 1,2019 and October 31,
2020,the rate of return to homelessness was 11%(national goal is less than 15%).
As the system becomes more sharply focused on housing,one change is that PNS is restructuring its programming at True Worth Place,its day
shelter,to maximize exits from homelessness to permanent housing. Because True Worth Place serves approximately 90%of those experiencing
homelessness in Fort Worth during the course of the year,this restructure will have a system-wide impact. The intent is to have more housing and
income focused staff and funding for diversion and rapid exits in order to increase the number of people who can exit homelessness.As a day
shelter,True Worth Place will continue to provide basic services to all in the morning.Because of the success of rapid exit and the identified system
need to increase the rapid exit program,staff is recommending increasing the contract with PNS(City Secretary Contract No.54513) by
$283,000.00 to$683,000.00 to allow more clients to be served.
Besides the PNS's diversion and rapid exit program,the other major diversion program is the Direct Client Service Fund administered by TCHC
and funded by the City(City Secretary Contract No.54548). This program removes barriers to housing by paying required fees other programs
cannot pay and also providing one time assistance to clients who need very limited help in exiting homelessness. Many homeless service
providers access these funds to assist them in housing clients. Staff is recommending increasing this contract by$228,000.00 to a total of
$300,000.00 to enable more clients to be housed.
By increasing funding to diversion and rapid exit programs,the City is responding to an identified system need that will better position the
community to reduce homelessness.By approval of this M&C,the City Council finds that the increased funding for these two critical services serve
the public purpose of reducing homelessness and increasing the health and wellbeing of Fort Worth residents and that adequate controls are in
place through the two contracts to ensure the public purpose is carried out.
Directions Home services and programs are available in ALL COUNCIL DISTRICTS.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that funds are available in the current operating budget,as previously appropriated, in the General Fund to
support the approval of the above recommendations and execution of the agreement. Prior to any expenditure being incurred,the City Manager's
Office has the responsibility to validate the availability of funds.
Submitted for City Manager's Office W. Fernando Costa 6122
Originating Business Unit Head: Tara Perez 2235
Additional Information Contact: Tara Perez 2235