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HomeMy WebLinkAboutContract 54513-A8R3Amendment 8 and Renewal 3 to CSC 54513 CoFW and PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY, INC. EIGHTH AMENDMENT AND THIRD RENEWAL TO CITY OF FORT WORTH CONTRACT 54513 BETWEEN THE CITY OF FORT WORTH AND PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY, INC. FOR RAPID EXIT, DIVERSION AND SHALLOW SUBSIDY SERVICES This eighth amendment and third renewal (the “Amendment and Renewal”) 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 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 Agency to provide services more specifically described in the agreement, City Secretary Contract No. 54513, (the "Agreement"); WHEREAS, the Parties executed Amendment 1 to the Agreement through which the Parties agreed to reduce the budget to utilize other funding sources; WHEREAS, the Parties executed Amendment 2 and Renewal 1 to the Agreement through which the Parties agreed to increase the budget in order to better meet demand for services and renew the Agreement; WHEREAS,the Parties executed Amendment 3 to the Agreement through which the Parties agreed to increase the budget in order to better meet demand for services; WHEREAS, the Parties executed Amendment 4 to the Agreement through which the Parties agreed to amend the scope of services and increase the budget in order to better meet demand for services; WHEREAS, the Parties executed Amendment 5 and Renewal 2 to the Agreement through which the Parties agreed to amend the scope of services and amend the Budget Modification form and renew the Agreement; WHEREAS, the Parties executed Amendment 6 to the Agreement through which the Parties agreed to increase the budget in order to better meet demand for services; WHEREAS, the Parties executed Amendment 7 to the Agreement through which the Parties agreed to modify and decrease the budget in order to expend all program funds; WHEREAS, this Amendment and Renewal will amend the scope of services, amend the budget and renew the Agreement for an additional one-year term. NOW THEREFORE City and Agency do hereby agree to the following: CSC No. 54513-A8R3 Amendment 8 and Renewal 3 to CSC 54513 CoFW and PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY, INC. I. AMENDMENTS TO AGREEMENT NOW THEREFORE, for valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree as follows: A. The Scope of Services attached as EXHIBIT “A” to the Agreement is hereby deleted and replaced in its entirety with the scope of services consisting of two (2) pages attached hereto. B.The attached EXHIBIT “B-1” Budget regarding fiscal year 2024, consisting of two (2) pages attached hereto, is hereby included as part of the Agreement and shall immediately follow the EXHIBIT “B” Budget. II. RENEWAL OF AGREEMENT The Agreement, as amended, is hereby renewed and extended for a renewal term commencing on October 1, 2023, and ending on September 30, 2024, unless terminated earlier in accordance with the Agreement. III. This Amendment and Renewal is effective upon the expiration of the Second Renewal Term, regardless of the date of execution of this document. 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. [SIGNATURE PAGE FOLLOWS] Amendment 8 and Renewal 3 to CSC 54513 CoFW and PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY, INC. IN WITNESS WHEREOF,the parties hereto have executed this agreement, to be effective this _____ day of ______________, 20___. FOR CITY OF FORT WORTH:FOR AGENCY: Presbyterian Night Shelter of Tarrant County Inc. Fernando Costa Toby Owen Assistant City Manager Chief Executive Officer Date:________________Date: APPROVAL RECOMMENDED Victor Turner, Neighborhood Services Director Date: ________________ APPROVED AS TO FORM AND ATTEST: LEGALITY Leslie L. Hunt, Senior Assistant City Attorney Jannette S. Goodall, City Secretary Date: Date: Contract Compliance Manager: M&C No.: 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. Tara Perez Manager, Directions Home Amendment 8 and Renewal 3 to CSC 54513 CoFW and 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 240 households and divert at least 120 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. If clients are at imminent risk of homelessness, the household income must be below 50% Area Median Income. 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; Agency shall provide funding, as available and necessary, for clients to assist their move to stable housing; Amendment 8 and Renewal 3 to CSC 54513 CoFW and 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. Agency will work with Directions Home to create a client survey which allows agency to incorporate client feedback into the program. 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”. 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 “D”. Amendment 8 and Renewal 3 to CSC 54513 CoFW and PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY, INC. EXHIBIT “B -1” BUDGET 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 both the employee and supervisor 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 941s and allocation documentation will be reviewed. Amendment 8 and Renewal 3 to CSC 54513 CoFW and PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY, INC. PROGRAM COSTS Total $1,556,746.00 A. SALARIES (By title) Journey Home Guide Journey Home Guide Diversion Specialist Intake Coordinator Program Manager Director of Housing Services SALARIES TOTAL: $185,000.00 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: $26,000.00 C. MILEAGE Mileage $1,000.00 MILEAGE TOTAL: $1,000.00 D. CELL PHONES/EQUIPMENT Cell phones Equipment CELL PHONES/EQUIPMENT TOTAL: $4,450.00 E. CLIENT EXPENSES Housing Pool (Rent, Dep, App Fees, High Risk, Admin Fees, Shallow Subsidies, and other fees) $1,232,296.00 Transportation (bus passes, gas cards)$8,000.00 CLIENT EXPENSES TOTAL: $1,240,296.00 F. OTHER APPROVED Administrative $100,000.00 OTHER APPROVED TOTAL: $100,000.00 TOTAL PROGRAM COST: $1,556,746.00 DATE:10/17/2023 REFERENCE NO.: **M&C 23- 0862 LOG NAME: 19AMENDMENTS AND NEW HOMELESS SERVICES CONTRACT CODE:C TYPE: CONSENT PUBLIC HEARING: NO SUBJECT:(ALL) Authorize Execution of Amendments to Contracts with (i) the Presbyterian Night Shelter of Tarrant County, Inc., Increasing Contract Amount by $498,373.00 for a Total Contract Amount of $1,556,746.00, (ii) Day Resource Center for the Homeless, Increasing Contract Amount by $225,000.00 for a Total Contract Amount of $425,977.00, (iii) My Health, My Resources of Tarrant County, Increasing Contract Amount by $225,000.00 for a Total Contract Amount of $750,000.00, and (iv) Tarrant County Homeless Coalition, Increasing Contract Amount by $116,332.00 for a Total Contract Amount of $150,000.00, and Authorize Execution of Contract with When We Love for $200,000.00 for the Continuation of Directions Home Initiatives; Find that Amendments and Contracts 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 $498,373.00 for a total contract amount of $1,556,746.00; 2. Authorize the City Manager or his designee to execute an amendment to agreement with Day Resource Center for the Homeless DBA DRC-Solutions, in the amount of $225,000.00 for a total contract amount of $425,977.00; 3. Authorize the City Manager or his designee to execute an amendment to agreement with My Health, My Resources of Tarrant County, in the amount of $225,000.00 for a total contract amount of $750,000.00; 4. Authorize the City Manager or his designee to execute an amendment to agreement with Tarrant County Homeless Coalition in the amount of $116,332.00 for a total contract amount of $150.000.00; 5. Authorize the City Manager or his designee to execute a contract with When We Love for $200,000.00; 6. 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; and 7. Find that such amendments serve a public purpose and that adequate controls are in place. DISCUSSION: In its 2023 State of the Homeless Report, Tarrant County Homeless Coalition (TCHC) announced a 22\% increase in overall homelessness and 27\% increase in family homelessness compared to 2020. To respond to the increased needs of the homeless system, upon approval of the Fiscal Year 2024 Adopted Budget by Mayor and Council, three decision packages were authorized to expand programs serving those experiencing homelessness for rapid exit, permanent supportive housing, and cold weather sheltering. 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. Even those households who are employed or have benefits rarely have $3,000.00 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 moving into an apartment, in addition to one to three months’ rent. This reduces the person's time in homelessness and also frees up emergency shelter beds. Since 2019, PNS has moved 873 households including 597 children into housing through the rapid exit program. For households who exited the program, the rate of return to homelessness was 11\% (the national goal is less than 15\%). The amendment will bring the total contract amount to $1,556,476.00. The City has long been committed to permanent supportive housing. When TCHC received 368 Emergency Housing Vouchers from the Texas Department of Housing and Community Affairs, the City saw an opportunity to leverage this new resource to boost the supply of permanent supportive housing by offering case management to 175 households with these vouchers. The households served are a mix of chronically homeless households and disabled family households in order to be responsive to the family homelessness crisis. The recommendation is to increase DRC-Solutions' permanent supportive housing case management contract in the amount of $225,000.00 for a total contract amount of $425,977.00 and to increase the My Health, My Resources of Tarrant County (MHMR) permanent supportive housing contract in the amount of $225,000.00 for a total contract amount of $750,000.00. This reflects an increase of $450,000.00 for permanent supportive housing case management services. The recommendation is to increase Tarrant County Homeless Coalition's navigation contract in order to continue to provide two outreach workers who work with the Police Department's Homeless Outreach Program and Enforcement (HOPE) Team to provide mobile navigation services which connect those experiencing unsheltered homelessness to services and provide housing assessments. These positions were previously funded by a community partner agency with federal funds related to COVID and have expired. In order to continue this service, the recommendation is to increase the contract in the amount of $116,332.00 for a total contract amount of $150,000.00. To provide up to 200 beds for cold weather shelter overflow, the recommendation is to contract with When We Love to staff overflow shelter(s) at a designated site or sites when the weather reaches certain temperatures and when all regular shelter beds are full. 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 2024 Budget by the City Council, funds will be available in the Fiscal Year 2024 operating budget, as appropriated, in the General Fund. Prior to an expenditure being incurred, the Neighborhood Services Department has the responsibility to validate the availability of funds. TO Fund Department ID Account Project ID Program Activity Budget Year Reference # (Chartfield 2) Amount FROM Fund Department ID Account Project ID Program Activity Budget Year Reference # (Chartfield 2) Amount Submitted for City Manager's Office by: Fernando Costa (6122) Originating Department Head: Victor Turner (8187) Additional Information Contact: Tara Perez (2235) ATTACHMENTS CFW_1295 Form_WWL_CWEOS_2023-2024.pdf (CFW Internal)