HomeMy WebLinkAboutContract 54513-A11R4CSC No. 54513-Al 1 R4
ELEVENTH AMENDMENT AND FOURTH 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 eleventh 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 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 the first amendment to the Agreement through which
the Parties agreed to reduce the budget to utilize other funding sources;
WHEREAS, the Parties executed the second amendment and fast renewal 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 the third amendment to the Agreement through which
the Parties agreed to increase the budget in order to better meet demand for services;
WHEREAS, the Parties executed the fourth amendment 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 the fifth amendment and second renewal 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 the sixth amendment to the Agreement through which
the Parties agreed to increase the budget in order to better meet demand for services;
WHEREAS, the Parties executed the seventh amendment to the Agreement through which
the Parties agreed to modify and decrease the budget in order to expend all program funds;
WHEREAS, the Parties executed the eighth amendment and third renewal to the
Agreement through which the Parties agreed to amend the scope of services, amend the budget
and renew the Agreement;
OFFICIAL RECORD
Eleventh Amendment and Fourth Renewal to CSC 54513 CITY SECRETARY
CoFW and PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY, INC. FT. WORTH, TX
WHEREAS, the Parties executed the ninth amendment to the Agreement through which
the Parties agreed to amend the scope of services and amend and increase the budget;
WHEREAS, the Parties executed the tenth amendment to the Agreement through which
the Parties agreed to increase budget;
WHEREAS, the Parties desire to renew the Agreement for an additional one-year term,
amend the scope of services and amend the budget;
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 "A" Scope of Services is hereby deleted and replaced in its entirety with
the attached EXHIBIT "A" Scope of Services consisting of two pages as
Attachment 1 to this Eleventh Amendment.
B. EXHIBIT "B-1" Budget is hereby deleted and replaced in its entirety with the
attached "EXHIBIT "B-1" Budget consisting of two pages as Attachment 2 to this
Eleventh Amendment.
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]
Eleventh Amendment and Fourth Renewal 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:
Marls McDaniel
Deputy City Manager
Date: 10/25/2024
APPROVAL RECOMMENDED
Bethany Warner (Oct 16, 202416:29 CDT)
FOR AGENCY: Presbyterian Night Shelter
of Tarrant County Inc.
Tobv Owen (Oct 14, 202414:29 CDT)
Toby Owen
Chief Executive Officer
Date: 1 0/14/2024
Bethany Warner, Intergovernmental Relations Manager
Date: 1 0/1 6/2024
APPROVED AS TO FORM AND
LEGALITY
Le Aiun�t (Oct 25, 2024 10:45 CDT)
Leslie L. Hunt, Senior Assistant City Attorney
Date:
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.
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Tara Perez
Manager, Directions Home
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Jannette S. Goodall, City Secretary
Date:
10/25/2024
M&C No.:24®0553
OFFICIAL RECORD
CITY SECRETARY
Eleventh Amendment and Fourth Renewal to CSC 54513
CoFW and PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY, INC. FT. WORTH, TX
ELEVENTH AMENDMENT TO CITY OF FORT WORTH CONTRACT 54513 BETWEEN
THE CITY OF FORT WORTH AND PRESBYTERIAN NIGHT SHELTER OF TARRANT
COUNTY, INC. FOR DIVERSION, RAPID EXIT AND SHALLOW SUBSIDY SERVICES
ATTACHMENT 1 TO ELEVENTH AMENDMENT
Eleventh Amendment and Fourth Renewal to CSC 54513
CoFW and PRE SBYTERIAN 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 or divert at least 360 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;
Eleventh Amendment and Fourth Renewal to CSC 54513
CoFW and PRE,SBYTERIAN 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 151h 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 15t" of July, October, January and April in the format of Exhibit
«D»
Eleventh Amendment and Fourth Renewal to CSC 54513
CoFW and PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY, INC.
ELEVENTH AMENDMENT TO CITY OF FORT WORTH CONTRACT 54513 BETWEEN
THE CITY OF FORT WORTH AND PRESBYTERIAN NIGHT SHELTER OF TARRANT
COUNTY, INC. FOR DIVERSION, RAPID EXIT AND SHALLOW SUBSIDY SERVICES
ATTACHMENT 2 TO ELEVENTH AMENDMENT
Eleventh Amendment and Fourth Renewal to CSC 54513
CoFW and PRE SBYTERIAN NIGHT SHELTER OF TAR -RANT COUNTY, INC.
EXHIBIT "B -2"
BUDGET
AL,encv will submit invoices for reimbursement by the 15' of the month followinLy 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.
Eleventh Amendment and Fourth Renewal to CSC 54513
CoFW and PRE SBYTERIAN NIGHT SHELTER OF TARRANT COUNTY, INC.
PROGRAM COSTS
A. SALARIES (By title)
Journey Home Guide
-
Journey Home Guide
Diversion Specialist
Intake Coordinator
Program Manager
Director of Housing Services
Total
$1,556,746.00
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
$1,232,296.00
Subsidies, and other fees)
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: $15556,746.00
Eleventh Amendment and Fourth Renewal to CSC 54513
CoFW and PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY, INC.
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.
FISCAL INFORMATION / CERTIFICATION:
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