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Home My WebLink AboutContract 54584-A5R4CSC No. 54584-A5R4 FIFTH AMENDMENT AND FOURTH RENEWAL TO CITY OF FORT WORTH CONTRACT 54584 BETWEEN THE CITY OF FORT WORTH AND SAFEHAVEN OF TARRANT COUNTY FOR RAPID REHOUSING CASE MANAGEMENT This fifth amendment and fourth 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 Mark McDaniel, its duly authorized Deputy City Manager, and SafeHaven of Tarrant County, 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. 54584, (the "Agreement"); WHEREAS, the Parties executed the first amendment and first renewal to the Agreement through which the Parties agreed to amend the budget to allocate funding to the categories experiencing the highest demand, amend the Agency's address, amend the Reporting Forms and amend the Budget Modification form and renew the Agreement; WHEREAS, the Parties executed the second amendment and second renewal to the Agreement through which the Parties agreed to renew and amend the Agreement to memorialize a prior budget modification and amend the scope of services to include a client survey; WHEREAS, the Parties executed the third amendment and third renewal to the Agreement through which the Parties agreed to renew and amend the budget; WHEREAS, the Parties executed the fourth amendment to the Agreement through which the Parties agreed to amend the scope of services and reduce the budget for FY 24; WHEREAS, the Parties desire to amend the budget and renew the Agreement for an additional one-year term. NOW THEREFORE City and Agency do hereby agree to the following: I. AMENDMENT TO AGREEMENT NOW THEREFORE, for valuable consideration, the receipt and sufficiency of which are hereby acknowledged, the Parties agree as follows: A. EXHIBIT `B" BUDGET Part IV — Third Renewal Term is hereby deleted and replaced in its entirety with attached EXHIBIT "B" BUDGET Part V — Fourth OFFICIAL RECORD Fifth Amendment and Fourth Renewal to CSC 54584 CITY SECRETARY Page 1 of 6 CoFW and SAFEHAVEN OF TARRANT COUNTY FT. WORTH, TX Renewal Term consisting of two pages as Attachment 1 to this Fifth Amendment for the FY 2025 budget. II. RENEWAL OF AGREEMENT The Agreement, as amended, is hereby renewed and extended for a renewal term commencing on October 1, 2024, and ending on September 30, 2025, unless terminated earlier in accordance with the Agreement. III. This Amendment and Renewal is effective upon the expiration of the Third 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] Fifth Amendment and Fourth Renewal to CSC 54584 Page 2 of 6 CoFW and SAFEHAVEN OF TARRANT COUNTY IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this day of 20 FOR CITY OF FORT WORTH: FOR AGENCY: SAFEHAVEN OF TARRANT COUNTY ��; K A'6'/7 - 6 Mark McDaniel Kathryn Jacob Deputy City Manager President, Chief Executive Officer Date: 10/16/2024 Date: 10/15/2024 APPROVAL RECOMMENDED a'tO—mi-n-m�mana 11 rnT) Bethany Warner, Intergovernmental Relations Manager Date: 10/16/2024 APPROVED AS TO FORM AND LEGALITY tint fort tF 2n rnT1 Leslie L. Hunt, Senior Assistant City Attorney Date: 10/16/2024 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. 7� "Oj Tara Perez Manager, Directions Home Fifth Amendment and Fourth Renewal to CSC 54584 CoFW and SAFEHAVEN OF TARRANT COUNTY po4vvnp�� o FORr ATTEST: o�o oo 9= Qool00000 000 *ly as J(aJnnette S. Goodall, City Secretary Date: 10/16/2024 M&C No.: 24-0553 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Page 3 of 6 FIFTH AMENDMENT TO CITY OF FORT WORTH CONTRACT 54584 BETWEEN THE CITY OF FORT WORTH AND SAFEHAVEN OF TARRANT COUNTY FOR RAPID REHOUSING CASE MANAGEMENT ATTACHMENT 1 TO FIFTH AMENDMENT Fifth Amendment and Fourth Renewal to CSC 54584 Page 4 of 6 CoFW and SAFEHAVEN OF TARRANT COUNTY EXHIBIT `B" BUDGET FY 2025 Part V — Fourth Renewal Term Agencv will submit invoices for reimbursement by the 151' 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 941 s and allocation documentation will be reviewed. Fifth Amendment and Fourth Renewal to CSC 54584 Page 5 of 6 CoFW and SAFEHAVEN OF TARRANT COUNTY PROGRAM COSTS A. SALARIES (By title) Case Manager Housing Intake Specialist 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. CLIENT EXPENSES Client Expenses* CLIENT EXPENSES TOTAL: E. OTHER APPROVED OTHER APPROVED TOTAL: TOTAL PROGRAM COST: Total $103,124.00 $85,440.00 $17,684.00 $103,124.00 *Client expenses are defined as those expenses necessary for the participant's success in housing and/or employment. Client expenses include but are not limited to moving expenses, food, laundry, critical documents, bus passes, gas cards, third -party transportation providers, furniture, household cleaning supplies, kitchen, bedding and household supplies, inpatient detox/residential substance use treatment and incentives. Incentives can include household items or gift cards. Services can include cleaning service if needed to allow client to retain housing. Rental assistance and related fees can be paid if needed for client to retain housing. Any expenses not listed must have prior written authorization by Directions Home manager. Fifth Amendment and Fourth Renewal to CSC 54584 Page 6 of 6 CoFW and SAFEHAVEN OF TARRANT COUNTY 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. I9&+103111111kiIMQ:7 �fF_weri►/c93=1:4911197Nrr•7hiA 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