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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 In Person Signer Events Signature Timestamp Editor Delivery Events Status Timestamp Agent Delivery Events Status Timestamp Intermediary Delivery Events Status Timestamp Certified Delivery Events Status Timestamp Carbon Copy Events Status Timestamp 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 Notary Events Signature Timestamp 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 Completed Security Checked 5/10/2021 8:25:13 AM Payment Events Status Timestamps Electronic Record and Signature Disclosure ELECTRONIC RECORD AND SIGNATURE DISCLOSURE From time to time, City of Denton (we, us or Company) may be required by law to provide to you certain written notices or disclosures. 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