HomeMy WebLinkAboutContract 54548-A10CSC No. 54548-A10
TENTH 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 tenth amendment (the "Tenth Amendment" and "Amendment 10") 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 executed Amendment 9 to the Agreement through which the
parties agreed to amend the scope of work and increase the budget;
WHEREAS, the Parties desire to increase the budget.
NOW THEREFORE City and Agency do hereby agree to the following:
Amendment 10 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 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 1 to Tenth Amendment.
B. This Tenth Amendment is effective on the date of execution.
C. 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.
D. This Tenth Amendment shall be binding upon the Parties hereto and their respective
successors and assigns, if any.
[SIGNATURE PAGE FOLLOWS]
Amendment 10 to CSC 54548
CoFW and TARRANT COUNTY HOMELESS COALITION
IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be
effective this day of , 20
FOR CITY OF FORT WORTH:
Mark McDaniel
Deputy City Manager
Date: Sep 10, 2024
APPROVAL RECOMMENDED
Beth am (Se�02416:44 CDT)
Bethany Warner, Intergovernmental Affairs Liaison
Date: Sep 10, 2024
APPROVED AS TO FORM AND
LEGALITY
Leslie L. Hunt, Senior Assistant City Attorney
Date: Sep 10, 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.
-. /D j
Tara Perez
Manager, Directions Home
Amendment 10 to CSC 54548
CoFW and TARRANT COUNTY HOMELESS COALITION
FOR AGENCY: Tarrant County Homeless
Coalition
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Lauren King
Executive Director
Date: Sep 10, 2024
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ATTEST:
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Jannette S. Goodall, City Secretary
Date: Sep 11, 2024
M&C No.: 24-0553
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
TENTH 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 TENTH AMENDMENT
Amendment 10 to CSC 54548
CoFW and TARRANT COUNTY HOMELESS COALITION
EXHIBIT "B-2"
BUDGET
AL,encv will submit invoices 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 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 10 to CSC 54548
CoFW and TARRANT COUNTY HOMELESS COALITION
PROGRAM COSTS I Total $520,745.46
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:
Amendment 10 to CSC 54548
CoFW and TARRANT COUNTY HOMELESS COALITION
$470,171.46
$470,171.46
$50,574.00
$50,574.00
$520,745.46
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.
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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