7244 - Amendment 2 Executed
DocuSign Transmittal Coversheet
File Name
Purchasing Contact
Contract Expiration
DocuSign Envelope ID: 548E75D0-0394-4D04-AE9F-54DA9C0F6CCB
Erica Garcia
7244 Utility Assistance Program Second Amendment
4/21/2025
Procurement & Compliance
215 E. McKinney St., Denton, TX 76201 (940) 349-7100
OUR CORE VALUES
Integrity Fiscal Responsibility Transparency Outstanding Customer Service
April 26, 2021
Mr. Condell Garden
Interfaith Ministries of Denton, Inc.
1109 N. Elm St.
Denton, TX 76201
Ref: RFP 7244 – Utility Assistance Program (Second Amendment)
Mr. Garden:
The City of Denton (COD) has reviewed and accepts the addition of the attached updated Exhibit 3 Scope of
Work to contract 7244 with your firm. Please see attached Exhibit 3 – Updated Scope of Work.
All terms and conditions of the contract shall apply. If your firm is in agreement, please sign and return this
letter to my attention. We look forward to future business with your firm.
Regards,
_______________________________ ___________________________________
Erica Garcia Condell Garden
Buyer Interfaith Ministries of Denton, Inc.
DocuSign Envelope ID: 548E75D0-0394-4D04-AE9F-54DA9C0F6CCB
EXHIBIT 3
RFP # 7244
SCOPE OF WORK
Supply of Utility Assistance Program
RFP # 7244 Page 1 of 6
Summary
The scope of work shall be finalized upon the selection of the Firm. The respondent’s submission
shall have accurately described your understanding of the objectives and scope of the requested
products and services and provided an outline of your process to implement the requirements of
the Scope of Work and Services. It is anticipated that the scope of work will include, at a
minimum, the following:
The scope of work and/or technical specifications shall be finalized upon the selection of the Firm.
The proposal submission shall have accurately described your understanding of the objectives and
scope of the requested products and services and provided an outline of your process to implement
the requirements of the scope of work and/or technical specification below.
It is anticipated that the scope proposal submission will include, at a minimum, the following:
Program Overview
From time-to-time, Denton citizens experience short-term financial emergencies, which prevent
them from paying for vital utility services. The City of Denton offers assistance to these utility
customers through its P.L.U.S. One (Prevent Loss of Utility Service) program. P.L.U.S. One
utilizes both customer donations and Denton Municipal Utility funds to ensure that the utility bills
for some of the area’s less fortunate families are paid so they can keep cool in the summer and
warm in the winter. The City of Denton is seeking a partner agency to administer the P.L.U.S.
One program on the City’s behalf.
City’s Responsibilities
The City of Denton will be responsible for the timely and routine distribution of funds approved
for use with the P.L.U.S. One program. The City will partner with the selected agency to evaluate
program criteria and ensure that the program is effectively meeting its objectives.
Contractor’s Responsibilities & Program Specifications
At the successful completion of the project, the City of Denton expects the partner agency to
adequately perform or assist with the following:
Availability and Responsiveness: The City’s partner agency must have the ability to handle
customer requests and applications in person, via telephone, and email. This may require the
agency to scale operations to meet fluctuations in the demand for assistance. The agency should
DocuSign Envelope ID: 548E75D0-0394-4D04-AE9F-54DA9C0F6CCB
EXHIBIT 3
RFP # 7244
SCOPE OF WORK
Supply of Utility Assistance Program
RFP # 7244 Page 2 of 6
be readily available to field requests and applications at any time between 9:00am and 5:00pm
Monday through Friday.
Program Screening, Document Retention and Applicant Eligibility: The City sets
criteria to determine customer eligibility for financial assistance. Following the RFP
selection process, the City of Denton will work with the selected agency to ensure a
mutual understanding of the eligibility criteria. The partner agency is expected to utilize
these criteria in a screening process for applicants to determine when financial assistance
shall be approved. The partner agency is responsible for discussing these criteria with
each applicant and ensuring they understand that the necessary information and/or
documentation must be provided to complete the screening process. The partner agency
is responsible for making the final determination regarding eligibility as well as the
amount of assistance to be provided. Once this determination is made, the partner agency
is responsible for communicating their decision to the applicant.
The partner agency is required to maintain documentation and case information records
which demonstrate consistent applicatio of assistance guidelines which are supported
by a formalized process. The partner agency must provide means of document
retention which ensures files are reasonably protected from loss.
Copies of documented policies, procedures, and handbooks must be made available to
the City upon request. The City will make recommendations to the partner agency
regarding these documents as they relate to contractual expectations for performance
and consistency.
Approval and Distribution of Funds: Following approval of an applicant’s request for
assistance, the partner agency must notify the City of Denton Customer Service
department of this decision within 1 business day. The agency must ensure that payment
equal to the approved amount is remitted to the City within 30 business days.
A. The following guidelines will apply to the use of the Program funds to provide
assistance in addition to the Contractor written guidelines that will be provided to
the client.
1. Denton Municipal Utility customers who qualify will be eligible for utility
assistance for two payments from the Program fund during a twelve-month
period. The City of Denton may, in writing, direct the contractor to amend the
occurrences of assistance within a given time period based on available
DocuSign Envelope ID: 548E75D0-0394-4D04-AE9F-54DA9C0F6CCB
EXHIBIT 3
RFP # 7244
SCOPE OF WORK
Supply of Utility Assistance Program
RFP # 7244 Page 3 of 6
budget and community need, provided the exception is clearly specified for a
set time period and applies to all applicants equally. The contractor may, in
writing, request the City provide direction to increase occurrences of
assistance as described above.
2. In order to be eligible, customers must produce documentation verifying an
unpaid utility account balance payable to the City of Denton, Texas, or
demonstrate that utility service from the City of Denton, Texas is in jeopardy
of delinquency and/or disconnection.
3. Apparent consistent excessive utility usage will be a negative factor in
determining eligibility. These cases will be referred to the City of Denton
Customer Service Department for review prior to considering and/or
providing Program assistance.
4. The overall financial resources available to the applicant will be considered in
determining eligibility. Although income is not the only criteria for
determining eligibility, it will service as a strong indicator of need and ability
to pay. All requests will be treated on a case-by-case basis.
5. Program assistance will be solely in the form of payment made or obligated to
the City of Denton for Denton Municipal Utility service only. There will be
no disbursements other than to the City of Denton, Texas.
6. Priority will be given to residential households whose circumstances are as
follows:
a. Gross family income is 65% or less of the Area Median Income (AMI)
b. Electricity powered life-support systems are in use.
c. Serious illness exists with a member of the household.
d. Disabled or homebound or elderly residents age 65 years or above,
existing on a fixed income reside there
e. Small children of that household reside at the dwelling.
f. Recent emergencies such as a home fire, layoffs from work, excessive
medical expenses, etc., have occurred and are beyond the applicant’s
control.
g. Families that meet the income guidelines and who have not received
utility assistance within twelve months of the current application.
7. Utility assistance shall not be based on the length of time a resident resides at
their current residence.
8. Utility deposits owed to the City of Denton, Texas are eligible for payment.
9. Denial of Utility Assistance Trust Funds to utility customer.
a. The guidelines for the distribution, use and administration of the
Utility Assistance Trust Funds provided by the City shall be
distributed and or applied under these utility assistance program
guidelines.
DocuSign Envelope ID: 548E75D0-0394-4D04-AE9F-54DA9C0F6CCB
EXHIBIT 3
RFP # 7244
SCOPE OF WORK
Supply of Utility Assistance Program
RFP # 7244 Page 4 of 6
b. In the event the contractor does not approve the distribution or use of
Trust Funds to a utility customer and the customer requests a review
and/or appeal of the denial, the Contractor shall first have the right to
require a written request from the customer in accordance with current
policy guidelines as many be established from time to time by the
Board of Directors of the Contractor.
c. In the event the Contract does not approve the distribution or use of
Trust Funds to a utility customer after the review and/or appeal of the
denial, the Contractor shall provide customer with a copy of these
guidelines of the Service agreement and identifies the applicable
guideline or guidelines used for denial of utility assistance.
10. Distribution of funds to contractor employees, volunteers and/or their
immediate family or household members.
a. Contractor employees, volunteers or the immediate family or
household members of contractor employees and volunteers are
eligible for funding assistance under the requirements of this scope of
work.
b. Prior to any fund distribution to an employee, volunteer, or immediate
family or household member of a contractor employee or volunteer the
contractor must present the qualifications of the funding recipient.
c. The City will review the qualifications and, if in agreement that the
recipient qualifies under the assistance program, will provide consent,
in writing, to the assistance funding.
Use of Funds: In addition to the funds that are to be distributed through the program, the
City of Denton will also provide the partner agency with funding to cover costs associated
with program administration. Administrative costs shall be considered allowable only if
incurred directly and specifically in the performance of and in compliance with the
agency’s agreement with the City.
The agency is expected to provide an accurate representation of annual program
administrative costs to the City of Denton in their response to the RFP. This will be
used to evaluate the pricing portion of the agency’s submission.
The amount and allocation of funding will be determined by the City Council and is
subject to change at the Council’s discretion. The funds provided are to be strictly used
as outlined in the partner agency’s contract with the City of Denton. An accurate
accounting of the use of funds must be maintained, and the agency must furnish these
records at the City’s request.
DocuSign Envelope ID: 548E75D0-0394-4D04-AE9F-54DA9C0F6CCB
EXHIBIT 3
RFP # 7244
SCOPE OF WORK
Supply of Utility Assistance Program
RFP # 7244 Page 5 of 6
Financial Audit: The partner agency agrees to provide to the City a financial and
compliance audit of the expenditure of City funds. The audit shall be performed by an
independent public accountant in accordance with Government Accounting Standards
promulgated by the Comptroller General of the United States. The City may, at its sole
discretion, withhold payment of funds to the partner agency or subgrantee pending receipt
and acceptance of said audit report. Further, the City may, at its sole discretion, require
the agency to provide such audit reports annually
o Contractor is required to provide monthly financial and beneficiary reports to
the City and give a Program accounting to the Public Utilities Board, no less
than once per year, if requested. The annual report for the preceding calendar
year shall be delivered to the City no later than April 1, of each subsequent
year that the Agreement is in effect.
o A portion of Program funds may be used by Contractor to help cover
reasonable Program administration costs.
o It is the responsibility of the Utilities Customer Service Department to obtain
the dollar amount donated by customers each month and deposit funds in the
Trust Fund. The Department shall also determine the total amount of the
utility late charges collected for the preceding month for accounting purposes.
o The Community Development Division of the City of Denton will provide the
Contractor with necessary information to allow the contract to provide Program
services.
Reporting: The City of Denton requires reporting regarding the program’s administration
and effectiveness. These reports will include information related to the volume of
applications, applicant demographics, and approval/denial ratios. The partner agency is
expected to maintain records regarding an individual’s application history along with
written justification for any approval or denial decisions rendered by the agency. In the
event that an applicant appeals the agency’s decision to the City of Denton, City staff will
request that the agency provide supporting documentation and an explanation supporting
their decision. Additional reporting may be requested based on its benefit to the program,
the partner agency, and the City of Denton.
City staff may conduct periodic monitoring reviews of the agency’s program and fiscal
operations. Staff may also require recurring meetings to discuss program administration.
Monthly reports submitted by contractor to the City will include information on the
following:
Number of clients requesting assistance.
Include Name, Phone #, Address and Email contact when
available
DocuSign Envelope ID: 548E75D0-0394-4D04-AE9F-54DA9C0F6CCB
EXHIBIT 3
RFP # 7244
SCOPE OF WORK
Supply of Utility Assistance Program
RFP # 7244 Page 6 of 6
Include if granted appointment or denied appointment
Denied appointment should include the reason for denial
Number of clients approved; including amount approved
Number of clients denied
Reason for denial
o Clients inability to meet the guidelines
o Clients failure to provide documentation
o Clients failure to come to appointments
o Etc.
Number of appeals requested
Total amount received from Trust Fund
Total amount administered from Trust Fund
o Contractor must provide monthly of activity from the Trust Fund in the form
of the bank statement for the account
o Periodically, or on a case-by-case basis, the City may request a copy of the
contractor’s review and/or appeal file established for purposes of the City’s
P.L.U.S. One – Utility Assistance Program
Applicant Treatment: The partner agency is expected to treat all program applicants
with respect and courtesy. In addition, the City asks that the agency provide applicants
with resources and educational material related to budgeting and energy conservation. In
the event that the applicant is eligible for additional programs and/or assistance outside of
the P.L.U.S. One program, the City asks that the agency assist the applicant where
possible.
Quality Assurance and Service Delivery
o Where initial contact is made directly to the contractor, the contractor is
requested to have a one (1) business day turnaround time to contact customer.
o The City requires that no more than five (5) business days elapse between the
client’s delivery of all required documentation to the vendor and the
communication of the agency’s final decision to the applicant.
o The contractor must provide customer survey data, on a monthly or quarterly
basis, at the time of monthly report submission.
o The City may perform quality assurance surveys of applicants. Any quality
survey reports will be provided to contractor.
Confidentiality: The partner agency must ensure that all applicant information is
maintained in a centralized and secure computer database in order to maintain the
confidentiality of sensitive personal information and City records.
DocuSign Envelope ID: 548E75D0-0394-4D04-AE9F-54DA9C0F6CCB
Certificate Of Completion
Envelope Id: 548E75D003944D04AE9F54DA9C0F6CCB Status: Completed
Subject: Please DocuSign: 7244 Contract change Memo - Second - Revised SOW
Source Envelope:
Document Pages: 8 Signatures: 2 Envelope Originator:
Certificate Pages: 5 Initials: 0 Erica Garcia
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-06:00) Central Time (US & Canada)
901B Texas Street
Denton, TX 76209
erica.garcia@cityofdenton.com
IP Address: 198.49.140.104
Record Tracking
Status: Original
5/10/2021 7:58:42 AM
Holder: Erica Garcia
erica.garcia@cityofdenton.com
Location: DocuSign
Signer Events Signature Timestamp
Erica Garcia
erica.garcia@cityofdenton.com
Buyer
City of Denton
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 198.49.140.104
Sent: 5/10/2021 8:01:44 AM
Viewed: 5/10/2021 8:01:50 AM
Signed: 5/10/2021 8:04:03 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Condell K. Garden
Condell@ifmdenton.org
Executive Director
Interfaith Ministries of Denton, Inc.
Security Level: Email, Account Authentication
(None)
Signature Adoption: Pre-selected Style
Using IP Address: 47.190.70.166
Sent: 5/10/2021 8:04:04 AM
Viewed: 5/10/2021 8:24:36 AM
Signed: 5/10/2021 8:25:11 AM
Electronic Record and Signature Disclosure:
Accepted: 1/15/2021 4:51:34 PM
ID: 338e0f77-af3e-4b5a-a627-fd5423e700f2
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Ryan Adams
Ryan.Adams@cityofdenton.com
Director
Security Level: Email, Account Authentication
(None)
Sent: 5/10/2021 8:25:13 AM
Electronic Record and Signature Disclosure:
Accepted: 3/25/2021 8:50:41 PM
ID: aa13c737-d8e6-4a74-bf08-7e157e692580
Carbon Copy Events Status Timestamp
Cheyenne Defee
cheyenne.defee@cityofdenton.com
Contract Administrator
City of Denton
Security Level: Email, Account Authentication
(None)
Sent: 5/10/2021 8:25:13 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
Witness Events Signature Timestamp
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Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 5/10/2021 8:01:44 AM
Certified Delivered Security Checked 5/10/2021 8:24:36 AM
Signing Complete Security Checked 5/10/2021 8:25:11 AM
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Electronic Record and Signature Disclosure created on: 7/21/2017 3:59:03 PM
Parties agreed to: Condell K. Garden, Ryan Adams
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