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HomeMy WebLinkAboutContract 54548-A9CSC No. 54548-A9 NINTH AMENDMENT TO CITY OF FORT WORTH CONTRACT 54548 BETWEEN THE CITY OF FORT WORTH AND TARRANT COUNTY HOMELESS COALITION FOR DIRECT CLIENT SERVICE FUNDS This ninth amendment (the "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 Mark McDaniel, its duly authorized Deputy City Manager, and Tarrant County Homeless Coalition, 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. 54548, (the "Agreement"); WHEREAS, the Parties executed Amendment 1 to the Agreement through which the Parties agreed to reduce the budget due to other available funding sources; WHEREAS, the Parties executed Amendment 2 and Renewal 1 to the Agreement through which the Parties agreed to amend the Budget Modification form and the renew the Agreement; WHEREAS, the Parties executed Amendment 3 to the Agreement through which the Parties agreed to increase the funding for the program and amend the scope of services; WHEREAS, the Parties executed Amendment 4 to the Agreement through which the Parties agreed to increase the funding and amend the scope of services; WHEREAS, the Parties executed Amendment 5 and Renewal 2 to the Agreement through which the parties agreed to increase the budget and amend the scope of services; WHEREAS, the Parties executed Amendment 6 to the Agreement through which the parties agreed to amend and increase the budget; WHEREAS, the Parties executed Amendment 7 to the Agreement through which the parties agreed to amend the scope of services and increase the budget; WHEREAS, the Parties executed Amendment 8 and Renewal 3 to the Agreement through which the parties agreed to amend the budget and renew the agreement; WHEREAS, the Parties desire to amend the scope of work and the budget to increase funds based on the needs of the homeless system. NOW THEREFORE City and Agency do hereby agree to the following: Amendment 9 to CSC 54548 OFFICIAL RECORD CoFW and TARRANT COUNTY HOMELESS COALITION CITY SECRETARY FT. WORTH, TX I. AMENDMENT 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 as Attachment 1 to Ninth Amendment; B. The budget attached as EXHIBIT `B" to the Agreement is hereby deleted and replaced in its entirety with the budget consisting of two (2) pages attached hereto as Attachment 2 to Ninth Amendment. C. This Ninth Amendment is effective on the date of execution. D. 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. E. This Ninth Amendment shall be binding upon the Parties hereto and their respective successors and assigns, if any. [SIGNATURE PAGE FOLLOWS] Amendment 9 to CSC 54548 CoFW and TARRANT COUNTY HOMELESS COALITION IN WITNESS W REOF, the parties hereto have executed this agreement, to be effective this day of , 20 FOR CITY OF FORT W TH: Mark McDaniel Deputy City Manager Date: Jul 15, 2024 APPROVAL RECOMMENDED Eethaiv W -lo- Bethany Warner IYu1 12, 2024 09:36 CDT) Bethany Warner, Intergovernmental Affairs Liaison Date: Jul 12, 2024 APPROVED AS TO FORM AND LEGALITY Ja is—t(Iidl1 9nMin-- grnT1 Leslie L. Hunt, Senior Assistant City Attorney Date: J u 115, 2024 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. -FaA"& A4Zj Tara Perez Manager, Directions Home Amendment 9 to CSC 54548 CoFW and TARRANT COUNTY HOMELESS COALITION FOR AGENCY: Tarrant County Homeless Coalition 1-aaren Kina Lauren Ki n e (Jul 10, 2024 1:26 CDT) Lauren King Executive Director Date: Jul 10, 2024 g40IlIlIl� ATTEST: 0; FFORtOp°;PPp a—o o=v �o t pPP * 00 0 °�cdpG �AI.A�• N Pao 5 o�p l/ 11 n��4 44 Jannette S. Goodall, City Secretary Date: Jul 15, 2024 M&C No.: 24-0553 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX NINTH AMENDMENT TO CITY OF FORT WORTH CONTRACT 54548 BETWEEN THE CITY OF FORT WORTH AND TARRANT COUNTY HOMELESS COALITION FOR DIRECT CLIENT SERVICE FUNDS ATTACHMENT 1 TO NINTH AMENDMENT EXHIBIT "A" SCOPE OF SERVICES DIRECT CLIENT SERVICE FUND TARRANT COUNTY HOMELESS COALITION will do the following: • Assist 500 Fort Worth households with one-time funds to move into permanent housing; • Eligible households are persons in the City of Fort Worth who meet the United States Department of Housing and Urban Development (HUD) definition of literally homeless or who are on a homeless assistance program such as rapid exit, rapid rehousing or permanent supportive housing; • Agencies will make payments to housing providers — most often apartment owners, but can include group homes - for fees necessary in order to house the client. Depending on whether a client has income, evictions, a criminal record and/or a rental history, apartment owners charge additional fees such as opportunity fees and high -risk fees. • No money will ever be paid directly to the client. • Reimburse agencies who have used funds in one of these categories up to $1,500 per household: o Housing expenses not covered by a program's grant, including but not limited to application fees, apartment administrative fees, security deposits, high risk fees, opportunity fees and utility deposits; o Diversion/Rapid Exit expenses which include bus tickets to reunite with family, and application fees, apartment administrative fees, security deposits, high risk fees, opportunity fees, rental assistance and utility deposit for clients without a housing program and transportation costs; o Additional items such as furniture and/or mattresses, bus passes, and gas vouchers are also included; o Motel expenses or overflow shelter expenses for families if family emergency shelter beds are full; o Cooling station expenses that have prior approval by the City through its Directions Home unit: o Critical documents such as drivers' licenses; o Transportation costs to allow clients to work/attend appointments; Amendment 9 to CSC 54548 CoFW and TARRANT COUNTY HOMELESS COALITION o If the landlord has a Memorandum of Understanding with Tarrant County Homeless Coalition, mitigation funds to repair current or previous housing unit damaged by the client, that will allow client to remain in the unit or enter into new housing; o Rental or utility arrears that are preventing a client from being housed; o Rental fees or utilities fees that are necessary to prevent eviction If housing fees are over $1,500 per household, Tarrant County Homeless Coalition will request a waiver from Directions Home staff to pay the higher fee; Reimbursement requests will only be honored if: o Agency enters a Direct Client Service Fund touchpoint in HMIS and includes: ■ Type of funding categories for the reimbursement; ■ Total amount of reimbursements for that client; ■ Supporting documentation, to be uploaded and include; • Receipt of expenditures; • Supporting documentation of expenditure; Proof of income; • Approved requests will be processed and reimbursement will be submitted electronically to the requesting agency by the 20th of the month Evaluation: Evaluation meetings will be held with Directions Home staff to continually evaluate program and Agency shall comply as necessary and in good faith. Based on the rate of spending, Directions Home staff reserves the right to adjust funding categories and spending levels with Tarrant County Homeless Coalition. 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 151h of July, October, January and April in the format of Exhibit «D», Amendment 9 to CSC 54548 CoFW and TARRANT COUNTY HOMELESS COALITION NINTH AMENDMENT TO CITY OF FORT WORTH CONTRACT 54548 BETWEEN THE CITY OF FORT WORTH AND TARRANT COUNTY HOMELESS COALITION FOR DIRECT CLIENT SERVICE FUNDS ATTACHMENT 2 TO NINTH AMENDMENT EXHIBIT "B-2" BUDGET Agencv 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. Amendment 9 to CSC 54548 CoFW and TARRANT COUNTY HOMELESS COALITION For the audit, bank statements showing payments, Form 941 s and allocation documentation will be reviewed. Amendment 9 to CSC 54548 CoFW and TARRANT COUNTY HOMELESS COALITION PROGRAM COSTS I Total $505,745.46 A. SALARIES (By title) SALARIES TOTAL: 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: C. MILEAGE Mileage MILEAGE TOTAL: D. CELL PHONES/EQUIPMENT Cell Phone Computer CELL PHONES/EQUIPMENT TOTAL: E. Direct Client Assistance Client Expenses CLIENT EXPENSES TOTAL: F. OTHER APPROVED Administrative (10%) OTHER APPROVED TOTAL: TOTAL PROGRAM COST: $455,171.46 $455,171.46 $50,574.00 $50,574.00 $505,745.46* *Please note: Mayor and Council Communication 24-0553 authorized an increase of $144,077.46 for a total contract amount of $494,477.46. After the M&C passed, additional funding was identified to further increase the contract amount. However, since the amount was under $100,000.00 an additional Mayor and Council Communication was not needed. Amendment 9 to CSC 54548 CoFW and TARRANT COUNTY HOMELESS COALITION City of Fort Worth, Texas Mayor and Council Communication DATE: 06/25/24 M&C FILE NUMBER: M&C 24-0553 LOG NAME: 19DIRECTIONS HOME AMENDMENTS AND RENEWALS SUBJECT (ALL) Authorize Execution of Amendments to Contracts with WhenWeLove Decreasing Contract Amount by $144,077.46 for a Total Contract Amount of $55,922.54 for Cold Weather Shelter and with Tarrant County Homeless Coalition Increasing Contract Amount by $144,077.46 for a Total Contract Amount of $494,477.46 for the Direct Client Services Fund; Authorize a Renewal of Directions Home Contracts for Fiscal Year 2025; 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 on City Secretary Contract 60388 with WhenWeLove decreasing contract amount by $144,077.46 for a total contract amount of $55,922.54 for cold weather shelter; 2. Authorize the City Manager or his designee to execute an amendment to agreement on City Secretary Contract 54548 with Tarrant County Homeless Coalition increasing contract amount by $144,077.46 for a total contract amount of $494,477.46 for the Direct Client Services Fund; 3. Authorize a Renewal of Directions Home Contracts for Fiscal Year 2025; 4. 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; 5. Find that such amendments serve a public purpose and that adequate controls are in place. DISCUSSION: The City funded cold weather overflow shelter from October 15, 2023 to March 31, 2024 so that on nights when certain cold weather triggers were met and regular emergency shelter beds were full, an overflow site could be utilized by those experiencing homelessness. WhenWeLove had the contract to provide overflow shelter staffing. This season there were 34 standby nights triggered by temperatures and 11 nights of activation of cold weather overflow shelter. The shelter averaged 40 guests per night but had a maximum of 164 during the ice storm. Due to a relatively mild winter, there are unexpended funds in the contract with WhenWeLove for cold weather shelter staffing. However, there has been increasing demand on the Direct Client Services Fund (DCSF) at Tarrant County Homeless Coalition. DCSF covers a variety of expenses for those experiencing homelessness including: a bus ticket to reunite with family or friends, one-time rental assistance, critical documents, fees necessary to house someone that other programs don't cover, family overflow shelter and other fees necessary to house someone. In an effort to reduce heat -related fatalities, DCSF will also cover expenses at cooling stations in Fort Worth. Transferring funds between the cold weather shelter contract and DCSF for Fiscal Year (FY) 2024 will provide needed funding for family overflow shelter and cooling stations as well as other eligible expenses. Directions Home staff is closely monitoring spending in all programs and anticipates executing amendments for less than $100,000.00 in FY 2024 to ensure the best use of funding to serve those experiencing homelessness. A Professional Service 252 Exemption Form was submitted for Directions Home services and approved by the City Attorney's Office allowing the renewal of contracts in FY 2025. Funding is budgeted in the Other Contractual Services account within the General Fund for the Neighborhood Services Department. Directions Home services and programs are available in ALL COUNCIL DISTRICTS. ��l,�•7_Ali!1�•7:T�rr•Prc•�:�rlat•��rr•�i!� The Director of Finance certifies that upon approval of the recommendations, funds are available in the current operating budget as previously appropriated, in the General Fund. Prior to an expenditure being made the Neighborhood Services Department has the responsibility to validate the availability of funds. Submitted for Citv Manaaer's Office bv: Fernando Costa 6122 Oriainatina Business Unit Head: Kacey Bess 8187 Additional Information Contact: Tara Perez 2235