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HomeMy WebLinkAboutContract 54513-A14Fourteenth Amendment to CSC 54513 CoFW and PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY, INC. FOURTEENTH AMENDMENT 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 fourteenth amendment (the “Amendment”) 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 Dianna Giordano, its duly authorized Assistant 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 first 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; Fourteenth Amendment to CSC 54513 CoFW and PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY, INC. 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 executed the eleventh amendment and fourth renewal to the Agreement through which the Parties agreed to renew the Agreement for an additional one-year term, amend the scope of services and amend the budget; WHEREAS,the Parties executed the twelfth amendment to the Agreement through which the Parties agreed to increase the funding and adjust the budget based on increased demand for services; WHEREAS, the Parties executed the thirteen amendment to the Agreement through which the Parties agreed to correct a budget area to decrease the total allocated funds; WHEREAS, the Parties desire to amend the budget to fully expend all funds. 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-2” Budget is hereby deleted and replaced in its entirety with the attached “EXHIBIT “B-2” Budget consisting of two pages as Attachment 1 to this Fourteenth Amendment. II. This Amendment is effective on date of execution. III. 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] Fourteenth Amendment 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:FOR AGENCY: Presbyterian Night Shelter of Tarrant County Inc. Dianna Giordano Toby Owen Assistant City Manager Chief Executive Officer Date:________________Date: APPROVAL RECOMMENDED Bethany Warner, Intergovernmental Relations Manager Date: ________________ APPROVED AS TO FORM AND ATTEST: LEGALITY Gavin Midgley, 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, Homeless Strategies Fourteenth Amendment to CSC 54513 CoFW and PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY, INC. FOURTEENTH 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 FOURTEENTH AMENDMENT Fourteenth Amendment to CSC 54513 CoFW and PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY, INC. EXHIBIT “B -2” BUDGET Agency will submit invoices for reimbursement by the 15th 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. Fourteenth Amendment to CSC 54513 CoFW and PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY, INC. PROGRAM COSTS Total $1,652,527.04 A. SALARIES (By title) Journey Home Guide Journey Home Guide Diversion Specialist Intake Coordinator Program Manager Director of Housing Services SALARIES TOTAL: $200,712.89 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: $28,817.25 C. MILEAGE Mileage $722.21 MILEAGE TOTAL: $722.21 D. CELL PHONES/EQUIPMENT Cell phones Equipment CELL PHONES/EQUIPMENT TOTAL: $1,155.75 E. CLIENT EXPENSES Housing Pool (Rent, Dep, App Fees, High Risk, Admin Fees, Shallow Subsidies, and other fees) $1,323,733.09 Transportation (bus passes, gas cards)$12,000.00 CLIENT EXPENSES TOTAL: $1,335,733.09 F. OTHER APPROVED Administrative $85,385.85 OTHER APPROVED TOTAL: $85,385.85 TOTAL PROGRAM COST: $1,652,527.04 City of Fort Worth, Texas Mayor and Council Communication DATE: 06/25/24 M&C FILE NUMBER; M&C 24-0553 LOG NAME: 19DIRECTIONS HOM� 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 Counry 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 Cily 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 Renewa) 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 prograrn 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 seivices 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 ceitifies 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 ihe Neighborhood Services Department has the responsibility to validate the availability of funds. Submitted for City Manager's Office �• Fernando Costa 6122 Originating Business Unit Head: Kacey Bess 8187 Additional Information Contact: Tara Perez 2235 CERTIFICATE OF INTERESTED PARTIES FORM 1295 1 of 1 Complete Nos. 1- 4 anci 6 if there are interested parties. OFFICE USE ONLY Complete Nos. 1, 2, 3, 5, and 6 if there are no interested parties. CERTIFICATION OF FILING 1 Name of business entity filing form, and the city, state and country of the business entity's piace Certificate Number: of business. 2025-12964Q8 Presbyterian Night Shelter Fart Worth , TX United States Date Filed: 2 Name of governmental eniity or state agency that is a party to the contract for which the form is 04/15/2025 being filed. City of Fort Worth, Texas Date Acknowiedged: g Provide the identification number used by the governmental entity or state agency to track or identify the contract, and provide a description of the services, goods, or other property to be provided under the contract. Homeless Strategies Homeless services 4 Nature of interest Name of Interested Party City, State, Cauntry (place of business) (check applicable} Controlling Intermediary 5 Check only if there is NO Interested Party. ❑ X g UNSWORN DECLARATION My name is _��j�0�1��i1 ____._.___ , and my date of birth is MerCh 3 1972 nny aaa�ess is _._2400 Cy pcess 5treet __..__.______ Fort Worlh , TX 76102 USA (streeU (city) �state) (zip code) (country) i declare under penalty of per�ury that the foregoing is true �nd correct. Executed in I aCl'tilli co��cy, State of TeXaS on the 15 day of Apri) zo 25 . (manth) (year) Signat� e o� ut �zed agent of contrac[ing business entity (Declarant) Forms provided by Texas Ethics Commission www.ethics.state.tx.us Version V4.1.O.e02d6221 City Secretary’s Office Contract Routing & Transmittal Slip *Indicates the information is required and if the information is not provided, the contract will be returned to the department. Contractor’s Name: Subject of the Agreement: M&C Approved by the Council? *Yes No If so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes No If so, provide the original contract number and the amendment number. Is the Contract “Permanent”? *Yes No If unsure, see back page for permanent contract listing. Is this entire contract Confidential?*Yes No If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: Expiration Date: If different from the approval date. If applicable. Is a 1295 Form required?* Yes No *If so, please ensure it is attached to the approving M&C or attached to the contract. Project Number:If applicable. *Did you include a Text field on the contract to add the City Secretary Contract (CSC) number? Yes No Contracts need to be routed for CSO processing in the following order: (Approver) Jannette S. Goodall (Signer) Allison Tidwell (Form Filler)