HomeMy WebLinkAboutContract 60253-A1CSC No. 60253-A1
FIRST AMENDMENT TO CITY OF FORT WORTH CONTRACT 60253 BETWEEN
THE CITY OF FORT WORTH AND TRANSITION RESOURCE ACTION CENTER
FOR RENTAL ASSISTANCE, CASE MANAGEMENT AND ADMINISTRATION
This first amendment (the "First 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 Transition
Resource Action Center ("TRAC" and "Agency"), a Texas nonprofit corporation. 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. 60253, (the "Agreement");
WHEREAS, the City requested and Texas Department of Housing and Community
Affairs ("TDHCA") granted a budget modification to better meet the demand for services and
TDHCA executed that contract amendment, City Secretary Contract No. 60111-A1;
WHEREAS, TDHCA awarded additional funds to the City of Fort Worth for the Homeless
Housing and Services Program ("HHSP") and this delayed use of 2024 HHSP youth funds;
WHEREAS, TDHCA accepted a City request to extend the 2024 grant period by six
months in order to fully expend all funds and the City and TDHCA executed that contract
amendment, City Secretary Contract No. 60111-A2;
WHEREAS, the Parties desire to amend the Agreement with Agency to reflect the two
changes in the City's contract with TDHCA;
NOW THEREFORE City and Agency do hereby agree to the following:
AMENDMENTS
NOW THEREFORE, for valuable consideration, the receipt and sufficiency of
which are hereby acknowledged, the Parties agree as follows:
A. Section 2. TERM is hereby deleted and replaced in its entirety with:
2. TERM.
This Agreement shall begin on September 1, 2023 ("Effective Date") and shall
expire on February 28, 2025 ("Expiration Date") unless terminated earlier in
accordance with this Agreement. City shall have the option, in its sole discretion,
to renew this Agreement under the same terms and conditions, except for the
First Amendment to CSC 60253 OFFICIAL RECORD
CoFW and TRANSITION RESOURCE ACTION CENTER CITY SECRETARY
FT. WORTH, TX
compensation amount which shall be provided at the time of the renewal, for 3
additional 1-year terms.
B. The "EXHIBIT B" Budget is hereby deleted and replaced in its entirety with the
attached "EXHIBIT B" Budget consisting of three (3) pages as Attachment 1 to this
First Amendment.
C. This First 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 First Amendment shall be binding upon the Parties hereto and their respective
successors and assigns, if any.
[SIGNATURE PAGE FOLLOWS]
First Amendment to CSC 60253
CoFW and TRANSITION RESOURCE ACTION CENTER
IN WITNESS W REOF, the parties hereto have executed this agreement, to be
effective this day of , 20
FOR CITY OF FORT W TH:
FOR AGENCY: TRANSITION
RESOURCE ACTION CENTER
Nakia Douglas (Aug 21.'f024 09:14 CDT)
Mark McDaniel Nakia Douglas
Deputy City Manager Executive Director
Date: Aug 22, 2024 Date: Aug 21, 2024
APPROVAL RECOMMENDED
Betha'nv Warner (A02414:24 CDT)
Bethany Warner, Intergovernmental Relations Manager
Date: Aug 21, 2024
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APPROVED AS TO FORM AND ATTEST: .rs&
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Leslie L. Hunt, Senior Assistant City Attorney
Date: Aug 21, 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.
Tara Perez
Manager, Directions Home
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Jannette S. Goodall, City Secretary
Date: Aug 22, 2024
M&C No.: 23-0630
OFFICIAL RECORD
First Amendment to CSC 60253 CITY SECRETARY
CoFW and TRANSITION RESOURCE ACTION CENTER
FT. WORTH, TX
FIRST AMENDMENT TO CITY OF FORT WORTH CONTRACT 60253 BETWEEN THE
CITY OF FORT WORTH AND TRANSITION RESOURCE ACTION CENTER FOR
RENTAL ASSISTANCE, CASE MANAGEMENT AND ADMINISTRATION
ATTACHMENT 1 TO FIRST AMENDMENT
First Amendment to CSC 60253
CoFW and TRANSITION RESOURCE ACTION CENTER
EXHIBIT "B"
BUDGET
Agency will submit invoice for reimbursement by the 1511 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 date 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.
First Amendment to CSC 60253
CoFW and TRANSITION RESOURCE ACTION CENTER
PROGRAM COSTS Total $130,851.00
A. ADMINISTRATION - SALARIES (By title)
Senior Director
Assistant Director of Grants and Compliance
SALARIES TOTAL:
ADMINISTRATION - 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:
ADMINISTRATION TOTAL:*
B. CASE MANAGEMENT**
C. ESSENTIAL SERVICES ***:
D. HOMELESS ASSISTANCE****:
TOTAL PROGRAM COST:
$8,655.00
$1,345.00
$10,000.00
$32,616.10
$383.90
$87,851.00
$130,851.00
*Administration costs include employee compensation and related costs for staff performance of
management, reporting and accounting of HHSP activities, including office space. Costs
associated with the purchase of licensing of HMIS or an HMIS-comparable databases are eligible
administrative costs.
**Case management costs include staff salaries related to assessing, arranging, coordinating and
monitoring the delivery of services related to finding or maintaining housing. Costs include, but
are not limited to, Household eligibility determination, counseling, coordinating services and
obtaining mainstream benefits for Program participants, monitoring Program participant process,
providing safety planning for persons under VAWA, developing a housing and service plan, and
entry into HMIS or an HMIS-comparable database.
* * * Essential services costs are associated with finding and maintaining stable housing, and
include, but are not limited to, costs for:
1) Out -patient medical services;
2) Child care;
3) Education services;
First Amendment to CSC 60253
CoFW and TRANSITION RESOURCE ACTION CENTER
4) Legal services;
5) Mental health services;
6) Local transportation assistance;
7) Drug and alcohol rehabilitation; and
8) Job training
****Homeless Assistance costs are associated with housing relocation, stabilization and
assistance costs. Staff time entering information into HMIS or an HMIS-comparable database
related to homeless assistance is also an eligible cost. Homeless assistance costs include, but are
not limited to, hotel or motel costs; transitional housing; rental and utility assistance; rental
arrears; utility reconnection fees; reasonable and customary security and utility deposits; and
moving costs.
First Amendment to CSC 60253
CoFW and TRANSITION RESOURCE ACTION CENTER
City of Fort Worth, Texas
Mayor and Council Communication
DATE: 08/08/23 M&C FILE NUMBER: M&C 23-0630
LOG NAME: 19ACCEPTING HOMELESS HOUSING AND ENDING HOMELESSNESS FUNDS
SUBJECT
(ALL) Authorize Acceptance of Grants from and Execution of Agreements with the Texas Department of Housing and Community Affairs for
Homeless Housing and Services Program Funds in the Approximate Amount of $393,628.00, Homeless Housing and Services Program -Youth
Set Aside in the Approximate Amount of $130,851.00, and Ending Homelessness Funds in the Approximate Amount of $64,104.00, with All
Amounts Subject to Potential Adjustment as a Result of Legislative Changes; Authorize Execution of Subgrant Agreements with My Health, My
Resources of Tarrant County to Provide Rental Assistance, with Transition Resource Action Center to Provide Youth Rental Assistance and Case
Management and with When We Love to Provide Temporary Cold Weather Overflow Shelter Service; Find that the Subgrant Agreements Serve a
Public Purpose and that Adequate Controls are in Place; and Adopt Appropriation Ordinance
RECOMMENDATION:
It is recommended that the City Council:
1, Authorize acceptance of grants and execution of grant agreements, including the ability to adjust the grant amounts in such agreements, with
the Texas Department of Housing and Community Affairs for the Homeless Housing and Services program funds in the approximate
amounts of $393,628,00 (General), $130,851.00 (Youth) and $64,104.00 (Ending Homelessness);
2. Authorize the execution of a Subgrant agreement with My Health, My Resources of Tarrant County in the approximate amount of $393,628.00,
or the adjusted amount if applicable, to provide rental assistance to at least 30 permanent supportive housing clients (General);
3. Authorize the execution of a subgrant agreement with Transition Resource Action Center in the approximate amount of $130,851.00, or the
adjusted amount if applicable, to provide rental assistance and case management to at least 8 young adults (Youth);
4. Authorize the execution of a subgrant agreement with When We Love in the approximate amount of $64,104.00, or the adjusted amount if
applicable, to provide temporary cold weather sheltering services (Ending Homelessness);
5. Find that the subgrant agreements serve the public purpose of reducing chronic and youth homelessness and providing a basic safely net
and that adequate controls are in place through the subgrant agreements; and
6. Adopt the attached appropriation ordinance Increasing estimated receipts and appropriations in the Grants Operating Stale Fund in the
approximate amount of $588,583.00, or the adjusted amount if applicable, subject to the receipt of the grant, for the purpose of reducing
chronic and youth homelessness and providing a safety net.
DISCUSSION:
The purpose of this Mayor and Council Communication (M&C) is to approve grants and related agreements for three different categories of
services directed to individuals experiencing homelessness.
General
The State of Texas provides grant funding for the Homeless Housing and Services Program (HHSP) administered by the Texas Department of
Housing and Community Affairs (TDHCA) to municipalities with a population of 285,500 or greater, including the City of Fort Worth (City).
The 2024 HHSP amount allocated to the City is approximately $393,628.00. The HHSP funds may be used to provide rental assistance, case
management and other services or housing options to reduce homelessness. Previously the City has had a subgrant agreement with The Housing
Authority of the City of Fort Worth doing business as Fort Worth Housing Solutions to pay rental assistance for permanent supportive housing
(PSH) clients. Case management for these clients was largely provided by My Health, My Resources of Tarrant County (MHMR) and funded
through the City's Directions Home program. In order to streamline the program by having one agency provide both case management and rental
assistance, this year the City will enter into a subgrant agreement with MHMR for rental assistance for at least 30 PSH clients.
Youth
The 2024 HHSP-Youth amount allocated to the City is approximately $130,851.00, Eligible services include case management, emergency
shelter, street outreach and transitional living. CitySquare, through its Transition Resource Action Center (TRAC) program, currently provides rental
assistance and case management for young adults in the HHSP-Youth program. The TRAC program has expanded and become its own separate
501c3. The City will enter into a subgrant agreement with TRAC to provide rental assistance and case management for at least 8 young
adults annually. There will be no service disruption for clients.
Endina Homelessness
The 2024 Ending Homelessness amount allocated to the City is approximately $64,104.00. Eligible services are similarto the HHSP program.
The City will enter into a subgrant agreement with When We Love to provide temporary cold weather overflow shelter on nights between October
15, 2023 and March 31, 2024 when weather triggers are met and regular shelter beds are full.
The TDHCA has indicated that recently passed legislation may cause the award amounts to be adjusted.
By approval of this Mayor and Council Communication, the City Council finds that funding the subgrant agreements will meet the public purpose of
helping to reduce chronic and youth homelessness and support the safety net and that adequate controls are in place through the subgrant
agreements to ensure that the public purpose is carried out.
Upon acceptance, the grant will begin on September 1, 2023. The Neighborhood Services Department will administer the HHSP, HHSP-Youth and
Ending Homelessness funds and monitor the sub -grantees, MHMR, TRAC and When We Love. The subgrant agreements will be from September
1, 2023 to August 31, 2024. Since no City salaries will be charged, indirect cost recovery does not apply.
An Assistant City Manager is authorized to execute the agreements associated with these grants.
A Form 1295 is not required for these contracts because: These contracts will be with a governmental entity, state agency or public institution of
higher education: TDHCA and MHMR. A Form 1295 is required for TRAC and When We Love.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that upon approval of the above recommendations, and adoption of the attached appropriation ordinance, funds
will be available in the current operating budget, as appropriated, in the Grant Operating State Fund. The Neighborhood Services
Department (and Financial Management Services) will be responsible for the collection and deposit of funds due to the City. Prior to an
expenditure being incurred, the Neighborhood Services Department has the responsibility to validate the availability of funds. This is a
reimbursement grant.
Submitted for Citv Manaaer's Office bv: Fernando Costa 6122
Oriainatina Business Unit Head: Victor Turner 8187
Additional Information Contact: Tara Perez 2235