Loading...
HomeMy WebLinkAbout064034-A1 - General - Contract - WhenWeLoveCSC No. 64034-A1 FIRST AMENDMENT TO CITY OF FORT WORTH CONTRACT 64034 BETWEEN THE CITY OF FORT WORTH AND WHENWELOVE FOR COLD WEATHER EMERGENCY OVERFLOW SHELTER This first 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 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. 64034, (the "Agreement"); WHEREAS, the Parties desire to amend the Scope of Services and Budget and ratify a prior budget modification; 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 with the attached EXHIBIT "A" SCOPE OF SERVICES. B. EXHIBIT "B" BUDGET is hereby deleted and replaced with the attached EXHIBIT "B" BUDGET. H. 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] OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX First Amendment to CSC 64034 CoFW and WHENWELOVE IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this day of , 20 FOR CITY OF FORT WORTH: A ��1% Dianna Giordano (May 12, 2026 12:10:20 CDT) Dianna Giordano Assistant City Manager Date: 05/12/2026 APPROVAL RECOMMENDED FOR AGENCY: WHENWELOVE Gary �rsorKMay 11, 2026 13:14:35 CDT) Gary Wilkerson Executive Director Date: 05/11 /2026 Beth ny Warner (May 11, 2026 15:06:23 CDT) Bethany Warner, Assistant to the City Manager, Special Projects Date: 05/11 /2026 APPROVED AS TO FORM AND GALITY Gavin Midgley, Senior Assistant City Attorney Date: 05/11 /2026 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. 7a44� /q�� Tara Perez Manager, Homeless Strategies First Amendment to CSC 64034 CoFW and WHENWELOVE ATTEST: nana 4FORT ad 1 1 QO o 0 o d oaaa nez 45a4 Jannette S. Goodall, City Secretary Date: 05/12/2026 M&C No.: 25-0657 OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX FIRST AMENDMENT TO CITY OF FORT WORTH CONTRACT 64034 BETWEEN THE CITY OF FORT WORTH AND WHENWELOVE FOR COLD WEATHER EMERGENCY OVERFLOW SHELTER ATTACHMENT 1 TO FIRST AMENDMENT First Amendment to CSC 64034 CoFW and WHENWELOVE EXHIBIT "A" SCOPE OF SERVICES COLD WEATHER EMERGENCY OVERFLOW SHELTER WHENWELOVE (Agency) will do the following: Agency shall provide staffing to manage the cold weather emergency overflow shelter sites and if needed contract with vendors to provide at least 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 when the Fort Worth National Weather Service forecasts: 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 currently: Handley Meadowbrook Community Center — 6201 Beaty Street, Fort Worth Riverside Community Center — 3700 E. Belknap Street, Fort Worth Haws Athletic Center — 500 Congress Street, Fort Worth C. City Responsibilities City — Office of Emergency Management OEM will: o Supply sufficient cots for cold weather overflow sheltering o Supply sufficient blankets for cold weather overflow sheltering o Notify Homeless Strategies 48 hours in advance of hitting weather triggers First Amendment to CSC 64034 CoFW and WHENWELOVE o Coordinate after sheltering meeting as needed o Coordinate with hospitals to address issues/questions regarding drop-offs o Coordinate with Police so during severe weather events electronic signs are on E. Lancaster o Coordinate with TPW to treat roads for winter hazardous conditions for Trinity Metro routes to overflow shelter locations. o Coordinate with Fire on obtaining a fire inspection of overflow shelter site(s) o Have a Duty Officer 24/7, 817.392.8866, to support overflow shelter operations o Request occasional police patrols of overflow shelter site(s) on activation nights o Reserves the right to designate other facilities as necessary Park & Recreation Department (PARD) will: o Provide use of these facilities as needed for cold weather sheltering between October 15, 2025 — March 31, 2026 on nights when weather triggers are met and cold weather overflow shelter is activated; ■ Handley Meadowbrook Community Center— 6201 Beaty Street, Fort Worth ■ Riverside Community Center — 3700 E. Belknap Street, Fort Worth ■ Haws Athletic Center — 500 Congress Street, Fort Worth o Ensure facilities are clean and stocked with toilet paper and hand soap o Be responsible for reporting any maintenance issues which could impact the ability to provide cold weather sheltering o Provide floor covering o Lay out floor covering when needed o Remove floor covering when no longer needed o Provide Agency with information regarding entering and securing the facilities o Coordinate with Agency on facility logistics o Coordinate with Agency regarding storage for cots and blankets throughout the season o Provide a list to Agency of individuals criminally trespassed from overflow shelter location o Provide updated contact information to Homeless Strategies Homeless Strategies will: o Coordinate preparation meetings as needed for cold weather sheltering operations o Ensure Agency is meeting contractual obligations o Distribute emergency radios to shelters and Agency o Coordinate the advertisement of cold weather shelter — through information to street outreach, at shelters and service providers, with neighborhood patrol officers and HOPE Teams ■ Distribution of information cards ■ Distribution of posters ■ Distribution of bus passes o Monitor radio activity on activation nights to ensure all beds are full o Provide on -call response to Agency until 1 Opm on activation nights First Amendment to CSC 64034 COW and WHENWELOVE o Make decision regarding activation of cold weather shelter o Update and distribute operations guide o Update and distribute contact list o Notify all partners 48 hours in advance of standby status o Notify all partners regarding activation status, including Trinity Metro o Coordinate with Code to obtain needed number of kennels for Agency o Update the 311 message based on standby, activation/no activation status D. Agency Responsibilities: Agency will: o Develop and maintain an appropriate workforce, who will be on -call Oct. 15-March 31", to staff the cold weather emergency overflow shelter o Train staff on de-escalation and emergency protocols o Train staff on cold weather emergency overflow shelter process and procedures o Obtain access and training to allow use of Homeless Management Information System to enter guests o Enter all client information into HMIS o Contract with vendors (if needed) or prepare staff to implement laundry and janitorial services as well as coordinating storage with PARD for cots and blankets (this may include Agency renting a pod/storage) o When on standby, Agency will conduct radio checks, from 5pm to 6pm, of available shelter beds to ensure all overnight and program beds are fully utilized o At 6pm, Agency and Homeless Strategies will touch base on whether to activate overflow shelter o Turn on designated emergency overflow shelter cell phone and respond to calls between 6pm-lam o Have a minimum of two staff overnight and if there are over 100 guests, have 3 staff and if over 150 have 4 overnight staff o As needed, call 911 for emergencies o Accept overnight drop-offs, coordinated through designated cell phone calls with street outreach, hospitals, Police & Fire o Notify Homeless Strategies of number of overnight drop offs and who referred guests o Coordinate intake at True Worth Place from 6pm-9pm as needed o Check guests into HMIS o Provide guests with wristband for overflow shelter o Provide area for guests to wait for Trinity Metro shuttle o Provide kennels for guests with pets o Ensure that all individual, men and women, who are over the age of 18 who are not criminally trespassed from the cold weather overflow location are admitted for cold weather overflow shelter o Regardless of whether they have identification o Regardless if they are barred from one of the regular emergency shelters First Amendment to CSC 64034 CoFW and WHENWELOVE o Regardless if they have pets o Ensure sufficient staff are onsite at cold weather emergency overflow locations by 7pm o Assist PARD staff with putting down floor covering as needed o Set up cots at cold weather shelter site, prior to arrival of guests o Provide oversight of the shelter operations from 7pm to lam o Provide guests with light breakfast o Encourage guests to leave the premise by taking Trinity Metro shuttle back to East Lancaster o Ensure laundry and janitorial services are complete by 9am — if not before o Ensure cots are removed and properly stored prior to leaving the site o Assist PARD staff with removing the floor covering o Ensure facility is returned to PARD in the condition as it was found o Ensure shelter staff: o greet guests, o hand out blankets, o direct guests to cots, o let guests know where restrooms are o walk through shelter, o wake up guests and direct them to depart o Ensure that staff and/or contract vendors are paid in a timely manner o Coordinate with Trinity Metro, on activation nights and the following morning, regarding number of guests needing transportation o Notify Homeless Strategies of the number of guests served by the shelter and information on any incidents, prior to the debrief o Check in briefly with supervisor of the community center the morning after each activation o Participate in the cold weather shelter debrief each morning after an activation night E. Safety and Security at overflow shelter sites o Guests — Responsible for acting in a manner that does not put themselves or others in danger o Agency — Responsible for securing the site, following emergency protocols as needed and promptly reporting incidents o City — Responding to emergency calls First Amendment to CSC 64034 CoFW and WHENWELOVE FIRST AMENDMENT TO CITY OF FORT WORTH CONTRACT 64034 BETWEEN THE CITY OF FORT WORTH AND WHENWELOVE FOR COLD WEATHER EMERGENCY OVERFLOW SHELTER ATTACHMENT 2 TO FIRST AMENDMENT First Amendment to CSC 64034 CoFW and WHENWELOVE EXHIBIT "B" BUDGET AlZency will submit invoice for reimbursement by the 15"' of the month followintz 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 fiend code of time being billed to City /Homeless Strategies. Electronic time sheets are acceptable. 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 Homeless Strategies 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 Homeless Strategies 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. First Amendment to CSC 64034 CoFW and WHENWELOVE PROGRAM COSTS Total A. SALARIES (By title) Shelter Staff Intake Staff SALARIES TOTAL: $40,774.50 B. FRINGE BENEFITS -- --- --- - --- - -- _— - _ _ —. FRINGE BENEFITS TOTAL: C. MILEAGE _ ----------------- MILEAGE TOTAL: D. CELL PHONES/EQUIPMENT CELL PHONES/EQUIPMENT TOTAL: E. CLIENT EXPENSES CLIENT EXPENSES TOTAL: F. OTHER APPROVED Monthly Overflow Services (5.5 months at _$20,000_per month) - - Janitorial Services Laundry Services -Supplies Bus Passes _ OTHER APPROVED TOTAL: TOTAL PROGRAM COST_: First Amendment to CSC 64034 CoFW and WHENWELOVE $110,000.00 $15560.00 $35960.00 $593.14 $3,000.00 $119,113.14 $159,887.64 City of Fort Worth, Texas Mayor and Council Communication DATE: 08/12/25 M&C FILE NUMBER: M&C 25-0657 LOG NAME: 02AWARDING COLD WEATHER SHELTERING SERVICES SUBJECT (ALL) Authorize Execution of Agreement with WhenWeLove in an Amount Up to $200,000.00 for Cold Weather Sheltering Operations and Authorize Three Annual Renewal Options in a Combined Amount Up to $600,000.00 RECOMMENDATION: It is recommended that the City Council: 1. Authorize the City Manager or his designee to execute an agreement with WhenWeLove in an amount up to $200,000.00 for a term commencing October 1, 2025 and terminating September 30, 2026 for cold weather sheltering operations; 2. Authorize the City Manager or his designee to renew the agreement for Fiscal Years 2027, 2028 and 2029 with WhenWeLove in an amount up to $600,000.00 for cold weather sheltering operations dependent on funds being appropriated for Homeless Strategies; and 3. Authorize the City Manager or his designee to amend the agreement if necessary to achieve program goals provided the amendment is within the scope of the program and in compliance with City policies and applicable laws and regulations. DISCUSSION: To prevent cold weather -related deaths among the unsheltered homeless population, the City of Fort Worth funds cold weather overflow sheltering operations. Cold weather overflow sheltering operations are on standby when the weather is predicted to meet one of these triggers for three consecutive overnight hours: • Temperature below 40 in wet conditions • Temperature below 35 in dry conditions • Wind chill of 32 degrees When one of these triggers is met, WhenWeLove goes on standby to determine if all regular emergency shelter beds are utilized. If all regular emergency shelter beds are full, WhenWeLove and Homeless Strategies activate cold weather sheltering operations. WhenWeLove will provide staffing for at least 200 cold weather emergency overflow beds as needed and will oversee an intake process and coordinate with Trinity Metro to take clients to overflow shelter. WhenWeLove then oversees the sheltering operation which includes: answering an overnight phone for hospital and first responder drop-offs, directing clients to a cot, waking clients for breakfast and coordinating with transportation for drop-offs in the East Lancaster shelter area. RENEWAL OPTIONS: The agreements may be renewed for up to three (3) one-year renewal terms, at the City's option. This action does not require specific City Council approval provided that the City Council has appropriated sufficient funds to satisfy the City's obligations during the renewal period. Funding will be budgeted in Other Contractual Services account within the General Fund for Fiscal Year 2026. This contract was approved by the Legal Department for a waiver per the Chapter 252 exemption, for services necessary to preserve or protect the public health or safety of the City of Fort Worth's residents. FISCAL INFORMATION / CERTIFICATION: The Director of Finance certifies that upon approval of the above recommendations and adoption of the Fiscal Year 2026 Budget by the City Council, funds will be available in the Fiscal Year 2026 operating budget, as appropriated, in the General Fund. Prior to an expenditure being incurred, the City Manager's Office has the responsibility to validate the availability of funds. Submitted for City Manager's Office W. Dianna Giordano 7783 Originating Business Unit Head: Bethany Warner 6121 Additional Information Contact: Tara Perez 2235 FORTWORTH. City Secretary's Office Contract Routing & Transmittal Slip Contractor's Name: WhenWeLove Subject of the Agreement: This is an amendment to contract 64034 which updates the Scope of Services and reduces the contract amount since the cold weather sheltering period has ended. M&C Approved by the Council? * Yes B No ❑ If so, the M&C must be attached to the contract. Is this an Amendment to an Existing contract? Yes 8 No ❑ 64034 If so, provide the original contract number and the amendment number. Is the Contract "Permanent"? *Yes ❑ No 8 If unsztre, see back page for permanent contract listing. Is this entire contract Confidential? *Yes ❑ No 8 If only specific information is Confidential, please list what information is Confidential and the page it is located. Effective Date: If d fferent from the approval date. Expiration Date: If applicable. Is a 1295 Form required? * Yes 8 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 8 No ❑ Contracts need to be routed for CSO processing in the following_ order: 1. Katherine Cenicola (Approver) 2. Jannette S. Goodall (Signer) 3. Allison Tidwell (Form Filler) *Indicates the information is required and if the information is not provided, the contract will be retzu•ned to the department.