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HomeMy WebLinkAboutContract 54548-A11R4CSC No. 54548-Al 1 R4 ELEVENTH AMENDMENT AND FOURTH RENEWAL TO CITY OF FORT WORTH CONTRACT 54548 BETWEEN THE CITY OF FORT WORTH AND TARRANT COUNTY HOMELESS COALITION DOING BUSINESS AS PARTNERSHIP HOME FOR DIRECT CLIENT SERVICE FUNDS 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 Tarrant County Homeless Coalition doing business as Partnership Home, 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 the first amendment to the Agreement through which the Parties agreed to reduce the budget due to other available funding sources; WHEREAS, the Parties executed the second amendment and first renewal to the Agreement through which the Parties agreed to amend the Budget Modification form and the renew the Agreement; WHEREAS, the Parties executed the third amendment 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 the fourth amendment to the Agreement through which the Parties agreed to increase the funding and amend the scope of services; WHEREAS, the Parties executed the fifth amendment and second renewal to the Agreement through which the parties agreed to increase the budget and amend the scope of services; WHEREAS, the Parties executed the sixth amendment to the Agreement through which the parties agreed to amend and increase the budget; WHEREAS, the Parties executed the seventh amendment to the Agreement through which the parties agreed to amend the scope of services and increase the budget; WHEREAS, the Parties executed the eighth amendment and third renewal to the Agreement through which the parties agreed to amend the budget and renew the agreement; WH REAS, the Parties executed the ninth amendment to the Agreement through which the parties agreed to amend the scope of work and increase the budget; OFFICIAL RECORD Eleventh Amendment and Fourth Renewal to CSC 54548 CITY SECRETARY CoFW and PARTNERSHIP HOME FT. WORTH, TX WH REAS, the Parties executed the tenth amendment to the Agreement through which the parties agreed to increase the 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 attached EXHIBIT "A" SCOPE OF SERVICES consisting of two pages as Attachment 1 to the Eleventh 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 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 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 54548 CoFW and PARTNERSHIP HOME IN WITNESS WH REOF, the parties hereto have executed this agreement, to be effective this 25th day of November , 20 24. FOR CITY OF FORT WORTH: Deputy City Manager Date: 11/25/2024 APPROVAL RECOMMENDED FOR AGENCY: Tarrant County Homeless Coalition doing business as Partnership Home L uren n Nov 22, 2024 15:25 CST) �au en mg Executive Director VLJ Bethany Warner, Intergovernmental Affairs Liaison Date: 11/25/2024 APPROVED AS TO FORM AND LEGALITY A ierLe un�t (Nov�2�55,,,�2024 10:22 CST) Leslie L. Hunt, Senior Assistant City Attorney Date: 11 /25/2024 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 Eleventh Amendment and Fourth Renewal to CSC 54548 CoFW and PARTNERSHIP HOME Date: 11 /22/2024 ATTEST: 4.DggUQ4n� v � � FORt�09�d �o °ava o=c nEXaS°aap Jannette S. Goodall, City Secretary Date: 11 /25/2024 M&CNo.: 24-0553 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX ELEVENTH AMENDMENT TO CITY OF FORT WORTH CONTRACT 54548 BETWEEN THE CITY OF FORT WORTH AND TARRANT COUNTY HOMELESS COALITION FOR DIRECT CLIENT SERVICE FUNDS ATTACH NT 1 TO ELEVENTH AMENDMENT Eleventh Amendment and Fourth Renewal to CSC 54548 CoFW and PARTNERSHIP HOME EXHIBIT "A" SCOPE OF SERVICES DIRECT CLIENT SERVICE FUND TARRANT COUNTY HOMELESS COALITION will do the following: • Assist 500 Fort Worth households with one-time funds to move into permanent housing; • Eligible households are persons in the City of Fort Worth who meet the United States Department of Housing and Urban Development (HUD) definition of literally homeless or who are on a homeless assistance program such as rapid exit, rapid rehousing or permanent supportive housing; • Agencies will make payments to housing providers — most often apartment owners, but can include group homes - for fees necessary in order to house the client. Depending on whether a client has income, evictions, a criminal record and/or a rental history, apartment owners charge additional fees such as opportunity fees and high -risk fees. • No money will ever be paid directly to the client. • Reimburse agencies who have used funds in one of these categories up to $2,500 per household: o Housing expenses not covered by a program's grant, including but not limited to application fees, apartment administrative fees, security deposits, high risk fees, opportunity fees and utility deposits; o Diversion/Rapid Exit expenses which include bus tickets and other transportation costs to reunite with family, and application fees, apartment administrative fees, security deposits, high risk fees, opportunity fees, rental assistance and utility deposit for clients without a housing program; o Additional items such as furniture and/or mattresses; o Bus passes and gas vouchers purchased by Partnership Home to be distributed to agencies are also included; o Cold weather motel expenses or cold weather overflow shelter expenses for families if family emergency shelter beds are full with prior written authorization from Directions Home; o Cooling station expenses that have prior approval by the City through its Directions Home unit; o Critical documents such as drivers' licenses; o Transportation costs to allow clients to work/attend appointments; o If the landlord has a Memorandum of Understanding with Tarrant County Homeless Coalition doing business as Partnership Home, mitigation funds to repair current or previous housing unit damaged by the client, that will allow client to remain in the unit or enter into new housing; Eleventh Amendment and Fourth Renewal to CSC 54548 CoFW and PARTNERSHIP HOME o Rental or utility arrears that either: 1) prevent a client with a housing match from being housed or 2) prevent a housed client from transferring programs; o Housing costs for PSH single -site residents with $0 income only with prior written permission from Directions Home. • If there is a funder-initiated request to add an eligible expense to the Direct Client Service Fund, the City and Partnership Home will work together to define spending deadlines etc. If housing fees are over $2,500 per household, Partnership Home will request a waiver from Directions Home staff to pay the higher fee before Partnership Home allows the agency to submit for over $2,500 per household. Reimbursement requests will only be honored i£ o Agency enters a Direct Client Service Fund touchpoint in HMIS and includes: ■ Type of funding categories for the reimbursement; ■ Total amount of reimbursements for that client; ■ Supporting documentation, to be uploaded and include; • Receipt of expenditures; • Supporting documentation of expenditure; Proof of income; • Approved requests will be processed and reimbursement will be submitted electronically to the requesting agency by the 15th of the following month Evaluation: Evaluation meetings will be held with Directions Home staff to continually evaluate program and Agency shall comply as necessary and in good faith. Based on the rate of spending, Directions Home staff reserves the right to adjust funding categories and spending levels with Partnership Home. Financial reporting: Reimbursement Request and any necessary supporting documentation and reports will be submitted by the 15th of every month in format of Exhibit "C". Programmatic reporting: Eleventh Amendment and Fourth Renewal to CSC 54548 CoFW and PARTNERSHIP HOME Monthly reports will be submitted by the 15' 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», Eleventh Amendment and Fourth Renewal to CSC 54548 CoFW and PARTNERSHIP HOME ELEVENTH AMENDMENT TO CITY OF FORT WORTH CONTRACT 54548 BETWEEN THE CITY OF FORT WORTH AND TARRANT COUNTY HOMELESS COALITION FOR DIRECT CLIENT SERVICE FUNDS ATTACH NT 2 TO ELEVENTH AMENDMENT Eleventh Amendment and Fourth Renewal to CSC 54548 CoFW and PARTNERSHIP HOME EXHIBIT `B" BUDGET AL,encv will submit invoices for reimbursement by the 15t' 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. Eleventh Amendment and Fourth Renewal to CSC 54548 CoFW and PARTNERSHIP HOME PROGRAM COSTS Total $350,000.00 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 TOTAL: $315,000.00 F. OTHER APPROVED Administrative Costs $35,000.00 OTHER APPROVED TOTAL: $35,000.00 TOTAL PROGRAM COST: $350,000.00 *Client costs are defined in Exhibit A Scope of Services. Eleventh Amendment and Fourth Renewal to CSC 54548 CoFW and PARTNERSHIP HOME 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