HomeMy WebLinkAboutContract 54502-A5R4Docusign Envelope ID: 60098607-28D4-477B-A52C-2A6D073912FF
CSC No. 54502-A5R4
FIFTH AMENDMENT AND FOURTH RENEWAL TO CITY OF FORT WORTH
CONTRACT 54502 BETWEEN THE CITY OF FORT WORTH AND MY HEALTH, MY
RESOURCES OF TARRANT COUNTY FOR PERMANENT SUPPORTIN(RH SING
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 MY HEALTH, MY RESOURCES OF TARRANT COUNTY, a unit
of local government in Texas ("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. 54502, (the "Agreement");
WHEREAS, the Parties executed the first amendment and first renewal to the Agreement
through which the Parties agreed to increase the budget, amend the Scope of Services, amend the
Reporting Forms and the Budget Modification Form and renew the Agreement for an additional
year;
WHEREAS, the Parties executed the second amendment and second renewal to the
Agreement through which the Parties agreed to memorialize prior budget modifications, amend
the scope of services, and renew the Agreement;
WHEREAS, the Parties executed the third amendment and third renewal to the Agreement
through which the Parties agreed to memorialize a prior budget modification, amend the scope of
services, amend the budget and renew the Agreement;
WHEREAS, the Parties executed the fourth amendment to the Agreement through which
the Parties agreed to amend the scope of services;
WHEREAS, the Parties desire to renew the Agreement for an additional one-year term,
memorialize two prior budget modifications for FY 24 and amend the budget for FY 25;
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:
OFFICIAL RECORD Page 1 of 10
Fifth Amendment and Fourth Renewal to CSC 54502 CITY SECRETARY
CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY FT. WORTH, TX
Docusign Envelope ID: 60098607-28D4-477B-A52C-2A6D073912FF
A. The EXHIBIT `B" Budget Part IV- Third Renewal Term regarding fiscal year 2024
is hereby amended and replaced in its entirety with attached EXHIBIT `B" Budget
Part IV- Third Renewal Term to memorialize prior budget modifications for FY
24.
B. The EXHIBIT `B" BUDGET Part V— Fourth Renewal Term is added after the
EXHIBIT `B" Budget Part IV- Third Renewal Term to set forth the budget for
FY 25.
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]
Page 2 of 10
Fifth Amendment and Fourth Renewal to CSC 54502
CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY
Docusign Envelope ID: 60098607-28D4-477B-A52C-2A6D073912FF
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: 11 /18/2024
APPROVAL RECOMMENDED
FOR AGENCY: MY HEALTH, MY
RESOURCES OF TARRANT COUNTY
Signed by.
14NA, Galvin c {�
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Susan Garnett
Chief Executive Officer
Date: 11/15/2024
3betvvarner �NOV 18, LUL4 14:UU l.J 1 )
Bethany Warner, Intergovernmental Relations Manager
Date: 11 /18/2024
APPROVED AS TO FORM AND
LEGALITY
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Leslie L. Hunt, Senior Assistant City Attorney
Date: 11 /18/2024
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.
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Tara Perez
Manager, Directions Home
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Jannette S. Goodall, City Secretary
Date: 11 /18/2024
M&C No.. 24-0553
Fifth Amendment and Fourth Renewal to CSC 54502
CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Page 3 of 10
Docusign Envelope ID: 60098607-28D4-477B-A52C-2A6D073912FF
FIFTH AMENDMENT TO CITY OF FORT WORTH CONTRACT 54502
BETWEEN THE CITY OF FORT WORTH AND MY HEALTH, MY RESOURCES OF
TARRANT COUTNY FOR PERMANENT SUPPORTIVE HOUSING CASE
MANAGEMENT
ATTACHMENT 1 TO FIFTH AMENDMENT
Page 4 of 10
Fifth Amendment and Fourth Renewal to CSC 54502
CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY
Docusign Envelope ID: 60098607-28D4-477B-A52C-2A6D073912FF
EXHIBIT `B"
BUDGET
Part IV— Third 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.
Page 5 of 10
Fifth Amendment and Fourth Renewal to CSC 54502
CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY
Docusign Envelope ID: 60098607-28D4-477B-A52C-2A6D073912FF
PROGRAM COSTS Total
$750,000.00
A. PERSONNEL (By title)
Team Leader
9 Housing Specialists
Program Manager
PERSONNEL TOTAL: $4041263.00
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: $151,434.00
C. MILEAGE
MILEAGE TOTAL: $23,516.00
D. CLIENT EXPENSES
Client expenses*
CLIENT EXPENSES TOTAL: $77,963.00
E. OTHER APPROVED
Professional insurance
Employee Training
Cell Phone
Translation Services
Dues, Permits, Fees
Office supplies
Building Overhead
Computer Fees $34,047.00
Administrative costs (up to 10%) $58,777.00
TOTAL OTHER APPROVED: $92,824.00
TOTAL PROGRAM COST: $750,000.00
*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
Page 6 of 10
Fifth Amendment and Fourth Renewal to CSC 54502
CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY
Docusign Envelope ID: 60098607-28D4-477B-A52C-2A6D073912FF
needed for client to retain housing. Any expenses not listed must have prior written
authorization by Directions Home manager.
Page 7 of 10
Fifth Amendment and Fourth Renewal to CSC 54502
CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY
Docusign Envelope ID: 60098607-28D4-477B-A52C-2A6D073912FF
FIFTH AMENDMENT TO CITY OF FORT WORTH CONTRACT 54502
BETWEEN THE CITY OF FORT WORTH AND MY HEALTH, MY RESOURCES OF
TARRANT COUTNY FOR PERMANENT SUPPORTIVE HOUSING CASE
MANAGEMENT
ATTACHMENT 2 TO FIFTH AMENDMENT
Page 8 of 10
Fifth Amendment and Fourth Renewal to CSC 54502
CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY
Docusign Envelope ID: 60098607-28D4-477B-A52C-2A6D073912FF
EXHIBIT `B"
BUDGET
Part V— Fourth Renewal Term
Agencv 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 941 s and allocation
documentation will be reviewed.
Page 9 of 10
Fifth Amendment and Fourth Renewal to CSC 54502
CoFW and MY HEALTH, MY RESOURCES OF TARRANT COUNTY
Docusign Envelope ID: 60098607-28D4-477B-A52C-2A6D073912FF
PROGRAM COSTS $750,000.00
A. PERSONNEL (By title)
Program Manager
9 Housing Specialists
Program Director
PERSONNEL TOTAL: $385,103.00
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: $183,972.00
D. MILEAGE
MILEAGE TOTAL: $14,987.00
D. CLIENT EXPENSES
Client expenses*
CLIENT EXPENSES TOTAL: $11,183.00
E. OTHER APPROVED
Professional insurance
Employee Training
Cell Phone
Translation Services
Dues, Permits, Fees
Office supplies
Building Overhead
Computer Fees
$79,755.00
Administrative costs (up to 10%)
$75,000.00
TOTAL OTHER APPROVED:
$154,755.00
TOTAL PROGRAM COST:
$750,000.00
*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.
Page 10 of 10
Fifth Amendment and Fourth Renewal to CSC 54502
CoFW and MY HEALTH, MY RESOURCES 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.
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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