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HomeMy WebLinkAboutContract 60388-A2R1Second Amendment and First Renewal to CSC 60388 CoFW and WHENWELOVE SECOND AMENDMENT AND FIRST RENEWAL TO CITY OF FORT WORTH CONTRACT 60388 BETWEEN THE CITY OF FORT WORTH AND WHENWELOVE FOR COLD WEATHER EMERGENCY OVERFLOW SHELTER This second amendment and first 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 WhenWeLove, 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. 60388, (the "Agreement"); WHEREAS, the Parties executed the first amendment to the Agreement through which the Parties agreed to decrease the budget due to unexpended funds; WHEREAS,the Parties desire to renew the Agreement for an additional one-year term, amend the scope of services, amend the budget and amend the reporting forms to reflect changes in sheltering operations; NOW THEREFORE City and Agency do hereby agree to the following: AMENDMENT 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 attached EXHIBIT “A” SCOPE OF SERVICES consisting of two pages as Attachment 1 to the Second Amendment. B.EXHIBIT “B” BUDGET is hereby deleted and replaced in its entirety with attached EXHIBIT “B” BUDGET consisting of two pages as Attachment 2 to the Second Amendment. C.EXHIBIT “D” REPORTING FORMS is hereby deleted and replaced in its entirety with attached EXHIBIT “D” REPORTING FORMS consisting of two pages as Attachment 3 to the Second Amendment. II. RENEWAL OF AGREEMENT Second Amendment and First Renewal to CSC 60388 CoFW and WHENWELOVE 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 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] Second Amendment and First Renewal to CSC 60388 CoFW and WHENWELOVE IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this 04 day of November, 2024. FOR CITY OF FORT WORTH:FOR AGENCY: WhenWeLove Mark McDaniel Gary Wilkerson Deputy City Manager Executive Director Date:________________ Date: APPROVAL RECOMMENDED Bethany Warner, Intergovernmental Relations Manager Date: ________________ APPROVED AS TO FORM AND ATTEST: LEGALITY Leslie L. Hunt, Senior Assistant City Attorney Jannette S. Goodall, City Secretary Date: Date: Contract Compliance Manager: M&C No.: 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 Second Amendment and First Renewal to CSC 60388 CoFW and WHENWELOVE SECOND AMENDMENT TO CITY OF FORT WORTH CONTRACT 60388 BETWEEN THE CITY OF FORT WORTH AND WHENWELOVE FOR COLD WEATHER EMERGENCY OVERFLOW SHELTER ATTACHMENT 1 TO SECOND AMENDMENT Second Amendment and First Renewal to CSC 60388 CoFW and WHENWELOVE EXHIBIT “A” SCOPE OF SERVICES COLD WEATHER EMERGENCY OVERFLOW SHELTER WHENWELOVE will do the following: Agency shall provide staffing for the cold weather emergency overflow shelter sites and contract with needed vendors to provide 200 cold weather emergency overflow beds on an as needed basis: A. In General Eligible households are individuals in the City of Fort Worth who meet the United States Department of Housing and Urban Development (HUD) definition of literally homeless ; B. Definitions Cold Weather Trigger nights are defined as nights with the City’s Office of Emergency Management predicts: Temperature will be below 40 degrees in wet conditions, 35 degrees in dry conditions or a wind chill of 32 degrees for three consecutive overnight hours Cold Weather Emergency Overflow Locations are: Handley Meadowbrook Community Center – 6201 Beaty Street, Fort Worth Haws Athletic Center – 600 Congress Street, Fort Worth Riverside Community Center – 3700 E. Belknap Street, Fort Worth (only to be used if Handley Meadowbrook Community Center is not able to be used) C. Agency Responsibilities Agency will: Recruit a pool of contract workers Train recruited contract workers on cold weather emergency overflow shelter process and procedures Contract with vendors (as needed) for laundry and janitorial services or train contracted staff to be able to perform these duties Second Amendment and First Renewal to CSC 60388 CoFW and WHENWELOVE Ensure sufficient staff are onsite at cold weather emergency overflow locations by 8 pm Notify contracted staff they can leave at 10 pm if that site has no guests Provide oversight of the sites from 8pm to 8am Ensure shelter staff: o greet guests, o sign in with scancard or enter into HMIS if no scan card, o hand out blankets, o direct guests to cots, o let guests know where restrooms are, rules, o walk through shelter, o wake up guests and direct them to depart by 8am Ensure contractors fulfill obligations including pick up, laundering and return of blankets, cleaning of facility Ensure that contract employees and contract vendors are paid in a timely manner Evaluation: Evaluation meetings will be held with Directions Home staff to continually evaluate program and Agency shall comply as necessary and in good faith. Financial reporting: Reimbursement Requests 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 15th of July, October, January and April in the format of Exhibit “D”. Second Amendment and First Renewal to CSC 60388 CoFW and WHENWELOVE SECOND AMENDMENT TO CITY OF FORT WORTH CONTRACT 60388 BETWEEN THE CITY OF FORT WORTH AND WHENWELOVE FOR COLD WEATHER EMERGENCY OVERFLOW SHELTER ATTACHMENT 2 TO SECOND AMENDMENT Second Amendment and First Renewal to CSC 60388 CoFW and WHENWELOVE EXHIBIT “B” Agency will submit invoices for reimbursement by the 15 th 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. Second Amendment and First Renewal to CSC 60388 CoFW and WHENWELOVE SECOND AMENDMENT TO CITY OF FORT WORTH CONTRACT 60388 PROGRAM COSTS Total $200,000.00 A. SALARIES (By title) Contracted screening and shelter staff $111,560.00 Executive Director $31,000.00 SALARIES TOTAL:$142,560.00 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) FRINGE BENEFITS TOTAL:$5,580.00 C. FACILITY USAGE Use of WhenWeLove as waiting area during activations $4,200.00 FACILITY USAGE TOTAL: $4,200.00 D. CELL PHONES/EQUIPMENT Cell Phone Computer CELL PHONES/EQUIPMENT TOTAL: E. Direct Client Assistance Bus Passes $1,000.00 CLIENT EXPENSES TOTAL:$1,000.00 F. OTHER APPROVED Indirect $14,814.00 Janitorial Services $9,700.00 Laundry Services $10,650.00 Supplies $3,996.00 Breakfast & Water 40 nights – overnight guests (100) $4,000.00 Daytime Meals (if needed)10 days, 2 meals per day for 100 guests $3,500.00 OTHER APPROVED TOTAL: $46,660.00 TOTAL PROGRAM COST: $200,000.00 Second Amendment and First Renewal to CSC 60388 CoFW and WHENWELOVE BETWEEN THE CITY OF FORT WORTH AND WHENWELOVE FOR COLD WEATHER EMERGENCY OVERFLOW SHELTER ATTACHMENT 3 TO SECOND AMENDMENT Second Amendment and First Renewal to CSC 60388 CoFW and WHENWELOVE EXHIBIT “D” REPORTING FORMS Quarterly Report Current Reporting Quarter Submitting Agency Contact Name Phone Number and Email Remit Address Please include outcome narrative that describes how measure was accomplished for each quarter. Effectiveness Measures and Quarterly Outcomes Measure 1 Provide staffing on all cold weather trigger nights up to 200 beds Outcome Measure 2 Ensure all vendors provide needed services and/or supplies or ensure contracted staff are able to provide janitorial and laundry services Outcome I have reviewed this report and certify that the measures provided are accurate and appropriately reflect the Directions Home goals set forth in the contract. __________________________________________ ________________________________ ___________ Authorized Signatory Signatory Title Date Second Amendment and First Renewal to CSC 60388 CoFW and WHENWELOVE Monthly Report If the new Tarrant County Homeless Coalition software system is able to pull data included in monthly reports included herein and Directions Home staff confirms and agrees in writing, those reports can be substituted for reports included herein. Date of Activation # of guests at Handley Meadowbrook # of guests at Haws Athletic Center City of Fort Worth, Mayor and Texas 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 City Manager's Office b� Fernando Costa 6122 Originating Business Unit Head: Kacey Bess 8187 Additional Information Contact: Tara Perez 2235