HomeMy WebLinkAboutContract 54513-A4 CSC No.54513-A4
AMENDMENT 4 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;
WHEREAS,on September 3,2021,the Parties agreed that adjusting budget line items and
decreasing the budget 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);
WHEREAS, on January 24, 2022, the Agreement was amended to increase funding to
$683,000.00 per annual term; and
WHEREAS,there is an opportunity to further increase exits from homelessness to housing
by increasing funding for rapid exits and shallow subsidies by $95,373.00 for a total of
$778,373.00 for each renewal term.
WHEREAS, with increased funding there is the opportunity to serve more clients the
scope of services has been revised to reflect that;
NOW THEREFORE City and Agency do hereby agree to the following:
1. OFFICIAL RECORD
Amendment 4 to CSC 54513 CITY SECRETARY
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY,INC.
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 $266,000.00; and total payment made by City under
this Agreement for any Renewal Term, if exercised, shall not exceed $778,373.00
("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 "A" Scope of Services is hereby amended and replaced in its entirety with the
attached Exhibit A—Scope of Services.
C. 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 upon execution.
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 4 to CSC 54513 Page 2 of 8
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY,INC.
IN WITNESS WHEREOF,the parties hereto have executed this agreement:
City: Agency:
— Tolby Owen
By: By: I oby Owen(May 26,2022 08:49 CDT)
Name: Fernando Costa Name: Toby Owen
Title: Assistant City Manager Title: CEn
Date: May 26,2022 Date: May 26,2022
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
By: performance and reporting requirements.
Name: Victor Turner
Title: Director,Neighborhood Services
Department PA C-
B Yra Perez(May 26,2022 09:48 CDT)
Name: Tara Perez
Approved as to Form and Legality: Title: Manager,Directions Home
Ci Secretary: 4gfoilr 4
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B�.yo Gun May 6,2022 09:53 CDT) ��o 0 o O
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Name: Jo Ann Pate �'g °g��1�
Title: Assistant City Attorney 9Ann&H&-S ��, r7�CG 0,,,0 o o d
B Jannette S.Goodall 27,202207:14 CDT) Y�T °oo ° *�
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Name: Jannette S. Goodall Nt nEXAsgap
Contract Authorization: Title: City Secretary
M&C: 21-0882
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Amendment 4 to CSC 54513 Page 3 of 8
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY,INC.
EXHIBIT "A"
SCOPE OF SERVICES
RAPID EXIT/DIVERSION/SHALLOW SUBSIDY SERVICES
THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY, INC. will do the
following:
House at least 120 households and divert at least 60 households from homelessness. All
households must meet the eligibility criteria described in section A,below. Case management
and assistance to these households shall include the following:
A. In General
• Document the nature and extent of all services provided to eligible individuals in the City of
Fort Worth receiving case management services hereunder ("clients") in a complete case file,
with case notes in the HMIS system within 3 business days of a service being provided
hereunder.
• Eligible clients include households in the City of Fort Worth who are literally homeless
and at imminent risk of homelessness and referred through shelters, outreach teams, other
agencies, self-referral and coordinated entry.
B. Services
• Agency shall establish a housing pool which can be used for rapid exit, diversion and
shallow subsidies depending on client need;
• Agency shall attempt to divert clients from homelessness;
• Agency will work with those unable to be diverted to quickly place them in housing;
• Agency shall provide housing unit search assistance as necessary;
• Agency shall provide assistance to clients in completing rental applications and signing
leases as necessary;
I
• Agency shall provide funding, as available and necessary, for clients to assist their move
to stable housing;
Amendment 4 to CSC 54513 Page 4 of 8
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY,INC.
• Agency may use funds to assist clients, as specifically allowed in Exhibit B,with
apartment application fees, administration fees, security deposits,high risk fees,
opportunity fees short-term rental assistance (6 months or less);
• Agency may use funds to provide additional months of rent on a case by case basis and as
allowed in Exhibit B.
• Agency will provide case management for two months after client enters permanent
housing;
• Agency will identify households that would be able to exit to permanent housing with a
shallow subsidy which is defined as up to 50% of Fair Market Rent and continues up to
12 months or longer depending on funding availability; and
• Agency will provide light case management to shallow subsidy clients.
Evaluation:
Evaluation meetings will be held with Directions Home staff to continually evaluate program and
Agency shall comply as necessary and in good faith. 1
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". i
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
i
Amendment 4 to CSC 54513 Page 5 of S
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY,INC.
EXHIBIT "B"
Budget
Part II—Renewal Terms
Agency 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 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 4 to CSC 54513 Page 6 of 8
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY,INC.
PROGRAM COSTS Total
1 $778,373.00
A.PERSONNEL 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: $190,886.00
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: $35,962.00
C. MILEAGE
Mileage _ $500.00
MILEAGE TOTAL: $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, $508,526.00
Shallow Subsidies, and other fees
Transportation bus passes, gas cards
CLIENT EXPENSES TOTAL: $508,526.00
F. OTHER APPROVED
Amendment 4 to CSC 54513 Page 7 of s
CoFW and THE PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY,INC.
1
Admin $41,551.00
OTHER APPROVED TOTAL: $41,551.00
TOTAL PROGRAM COST: $778,373.00
i
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Amendment 4 to CSC 54513 Page 8 of 8
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 by; Fernando Costa 6122
Originating Business Unit Head: Tara Perez 2235
Additional Information Contact: Tara Perez 2235