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Home My WebLink AboutContract 48389-A1 CITY cNm o5w FIRST AMENDMENT TO CITY SECRETARY CONTRACT NO. 48389 WHEREAS the City of Fort Worth ("City") and SafeHaven of Tarrant County ("Agency")made and entered into City Secretary Contract No. 48389 ("Contract"); WHEREAS, the Contract provides funding to Agency pursuant to a grant received by City from the United States Department of Housing and Urban Development ("HUD") through the Emergency Solutions Grant Program('BSG"); WHEREAS, Section 5.2.2.2 of the Contract permits Agency to request an amendment of the budget, subject to written approval by the Director of the City's Neighborhood Services Department, so long as a request is submitted by June 1, 2017; WHEREAS, in order to expend funds and meet Contract objectives, City will waive the June 1, 2017 deadline for Agency requests for Budget Amendments; and WHEREAS, it is the mutual desire of City and Agency to amend the Contract to complete the Program and meet Contract objectives. NOW, THEREFORE, City and Agency hereby agree to amend the Contract as follows: 1. EXHIBIT"B"—BUDGET attached to the Contract is hereby replaced with the attached EXHIBIT`B"—BUDGET Revised 06/2017. II. This amendment is effective as of the Effective Date of the Contract. III. All terms and conditions of the Contract 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 Contract. [SIGNATURES APPEAR ON FOLLOWING PAGE] 12 CC WC Al VFD va aVVICIRI-�� o, rrryoF 4 ser -TAVV ts £ ZLWd Amendment No. 1 to CSC No.48389 Page 1 SafeHaven of Tarrant County(ESG) ACCEPTED AND AGREED: SAFEHAVEN O T COUNTY CIT'11'r OF FORT.'S'ORTH By: By: Kathryn Rjcob, President&CEO A ey Tha , irec or ATTEST: APPROVE AS TO FORM AND LEGALITY: By. �-�.� �O�,t..WOiQ), � y y. City Se O.:` * Paige Meban As stant Ci Attorney M&C: G18793 } Date: August 9, 2016 �.- 1295 Certification No. 2016 CONRACT 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 t� Barbara Asbury Compliance and Planning Manager ffOFFICIALRECORD Amendment No. I to CSC No.48389 Page 2 SafeHaven of Tarrant County(ESG) EXHIBIT"B"-BUDGET Account I Grant limigi t I Increase Decrease Tagil EMERGENCY SHELTER ESSENTIAL SERVICES Salaries __01 $ 65,256.00 - $ 63,298.86 FICA 1002 $ 4,992.00 $ 4,992.00 Life/Disability Insurance 1003 $ 717.00 $ 717.00 Health/Dental Insurance 1004 $ 3,383.00 $ 1,957.14 $ 5,340.14 Unemployment-State 1005 Worker's Compensation 1006 $ 652.00 $ 652.00 Office Supplies 1007 Food Supplies 1008 Insurance 1009 Accounting 1010 Contract Labor(City needs copy of contract before expenses can be reimbursed) 1011 Other() 1012 SHELTER OPERATIONS Maintenance 2001 Security 2002 Insurance 2003 Utilities 2004 Supplies 2005 Repairs 2006 Other() 2007 SUBTOTAL EMERGENCY SHELTER S 75,000.00 5 1,957.14 , 5 1,157.14 $ 75,000.00 HOUSING RELOCATION AND STABILIZATION PREVENTION Salaries 3001 FICA 3002 Life/Disability Insurance 3003 Health/Dental Insurance 3004 Unemployment-State 3005 Worker's Compensation 3006 OtherO 3007 RE11OUSING Salaries 4001 FICA 4002 Life/Disability Insurance 4003 Health/Dental Insurance 4004 Unemployment-State 4005 Worker's Compensation 4006 Other() 4007 SUBTOTAL HR&S FINANCIAL ASSISTANCE PREVENTION Rental Assistance 5001 Utility Payments 5002 REHOUSING Rental Assistance 6001 Security Deposits 6002 Utility Deposits 6003 Utility Payments 6004 Moving Costs 6005 Motel/Hotel Vouchers 6006 SUBTOTAL FINANCIAL ASSISTANCE HOMELESS MANAGEMENT INFORMATION SYSTEM HMIS Software Costs* 7001 SUBTOTAL HMIS BUDGET TOTAL $ 75,000.00 $ 1,957.14 $ 1,957.14 $ 78,914.28 Amendment No. 1 to CSC No.48389 SafeHaven of Tarrant County Page 1 The following tables were created for the purpose of preparing, negotiating, and determining the cost reasonableness and cost allocation method used by the Agency for the line item budget represented on the first page of this EXHIBIT "B"—Budget. The information reflected in the tables is to be considered part of the terms and conditions of the Contract. Agency must have prior written approval by the City to make changes to any line item in the Budget as outlined in Section 5.2.2 in the Contract. The deadline to make changes to EXHIBIT "B"—Budget is June 1, 2017. SALARY DETAIL Est. Percent to Amount to Position Title Annual Salary Grant Grant Child Care Aide $ 22,360.00 97.1% $ 21,707.62 Shelter Aide $ 19,240.00 96.6% $ 18,587.62 Shelter Cook $ 23,656.00 97.2%1 $ 23,003.62 TOTAL $ 65,256.00 1 97.0%1 $ 63,298.86 FRINGE DETAIL Percent of Est. Percent to Amount to Payroll Amount Grant Grant FICA 7.65% $ 92,998.00 5.4% $ 4,992.00 Life/Disability Insurance 1.10% $ 21,874.00 3.3% $ 717.00 Health/DentalInsurance 5.20% $ 89,525.00 6.0% $ 5,340.14 Unemployment-State Worker's Compensation 1.00% $ 11,375.00 5.7% $ 652.00 Other() TOTAL $ 215,772.00 5.4% $ 11,701.14 SUPPLIES AND SERVICES Est. Percent to Amount to Total Budget Grant Grant Office Supplies $ 99,525.00 Food Supplies TOTAL $ 99,525.00 MISCELLANEOUS Est. Percent to Amount to Total Budget Grant Grant Insurance $ 12,000.00 Accounting $ 9,500.00 Contract Labor $ 33,241.00 Other() TOTAL $ 54,741.00 Amendment No. 1 to CSC No.48389 SafeHaven of Tarrant County Page 2 SHELTER OPERATIONS Est. Percent to Amount to Total Budget Grant Grant Maintenance $ 134,000.00 Security $ 23,000.00 Insurance $ 12,555.00 Utilities $ 114,365.00 Supplies $ 30,313.00 Repairs Other() TOTAL $ 314,233.00 FINANCIAL ASSISTANCE Est. Percent to Amount to Total Budget Grant Grant Rental Assistance Security Deposits Utility Payments Utility Deposits Moving Costs Motel/Hotel Vouchers TOTAL HMIS Est. Percent to Amount to Total Budget Grant Grant HMIS Software Costs* TOTAL *HMIS Software costs are eligible for reimbursement beginning October 18,2016 Amendment No. 1 to CSC No.48389 SafeHaven of Tarrant County Page 3 M&C Review Page 1 of 6 Offidal site of the City of Fort Wath,Texas CITY COUNCIL AGENDA FORTRTII COUNCIL ACTION: Approved on 8/9/2016 -Ordinance No. 22351-08-2016 CONTINUED FROM A PREVIOUS WEEK DATE: 8/2/2016 REFERENCE G-18793 LOG NAME: 19NS HUDACTIONPLANPY2016- NO.: 2017 CODE: G TYPE: NOW PUBLIC YES CONSENT HEARING: SUBJECT: Conduct Two Public Hearings and Approve the City's 2016-2017 Action Plan for the Use of Federal Grant Funds in the Amount of$10,094,608.00 from the United States Department of Housing and Urban Development from the Community Development Block Grant, HOME Investment Partnerships Program, Emergency Solutions Grant and Housing Opportunities for Persons with AIDS Grant Programs, Authorize Collection and Use of Program Income, Authorize Waiver of Application of Indirect Cost Rates, Authorize Execution of Related Contracts and Adopt Appropriation Ordinance(ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council: 1. Conduct two public hearings to allow citizen input and consideration of the City's 2016-2017 Action Plan for use of federal grant funds from the United States Department of Housing and Urban Development in the amount of$10,094,608.00 for the Community Development Block Grant, HOME Investment Partnerships Program, Emergency Solutions Grant and Housing Opportunities for Person with AIDS grant programs and for the use of program income from activities using prior years'federal grant funds; 2. Approve the City's 2016-2017 Action Plan for submission to the United States Department of Housing and Urban Development including allocations of grant funds to particular programs and activities as detailed below; 3. Authorize the collection and use of an estimated $130,000.00 of program income, which resulted from activities using prior years' Community Development Block Grant fund, for the City's Priority Repair Program; 4. Authorize the collection and use of an estimated $1,200,000 of program income, which resulted from activities using prior years' HOME Investment Partnerships Program funds, for the completion of the Hardy and HFC Terrell Single-Family housing development projects and 10 percent for administrative costs as detailed below; 5. Authorize the City Manager or his designee to execute contracts for one-year terms with the agencies listed in Tables 1, 2 and 3 below, for Program Year 2016-2017 for Community Development Block Grant, Emergency Solutions Grant and Housing Opportunities for Persons with AIDS grant funds, contingent upon receipt of funding and satisfactory completion of an Environmental Review and all regulatory requirements; 6. Authorize the City Manager or his designee to extend the contracts for up to one year if an agency or department requests an extension and such extension is necessary for completion of the program or to amend the contracts if necessary to achieve program goals provided any amendment is within the scope of the program and in compliance with City policies and all applicable laws and regulations governing the use of federal grant funds; 7. Authorize a waiver of indirect cost rates as applicable for the Grants Fund in accordance with the City's Administrative Regulations; and http://apps.cfwnet.org/council_packet/mc review.asp?ID=22553&councildate=8/9/2016 8/4/2017 M&C Review Page 2 of 6 8. Adopt the attached appropriation ordinance increasing the estimated receipts and appropriations to the Grants Fund in the total amount of$10,094,608.00 consisting of$6,414,009.00 in Community Development Block Grant funds, $2,078,039.00 in HOME Investment Partnerships Program funds, $570,031.00 in Emergency Solutions Grant funds and $1,032,529.00 in Housing Opportunities for Persons with AIDS grant funds, plus any program income, all subject to receipt of such funds. DISCUSSION: The City's 2016-2017 Action Plan summarizes the major housing and community development activities and proposed expenditures for the program year beginning October 1, 2016 and ending September 30, 2017 for use of federal grant funds totaling $10,094,608.00 from the United States Department of Housing and Urban Development (HUD)for Community Development Block Grant (CDBG), HOME Investment Partnerships Program (HOME), Emergency Solutions Grant(ESG) and Housing Opportunities for Persons with AIDS (HOPWA) grant programs. It also summarizes the use of program income resulting from activities using prior years' CDBG and HOME funds, for which the primary purpose is to benefit low and moderate income City of Fort Worth residents. ESG funds primarily benefit homeless persons and HOPWA funds primarily benefit low and moderate income persons with HIV/AIDS. Staff developed initial recommendations for the allocation of the estimated funding from HUD, which were adopted by the Community Development Council (CDC)on May 11, 2016 and were presented to the Housing & Neighborhood Services Committee on May 3, 2016 and to the City Council at the Pre-Council meeting on June 7, 2016. After these presentations, Staff developed revised recommendations which were to be presented to the CDC at its meeting on July 13, 2016, but the meeting was not held due to the lack of a quorum. A full explanation of revisions, including a comparison of the initial recommendations to the revised recommendations, are set forth in the informal report presented to the City Council on August 2, 2016. Notice of a 30-day public comment period from July 1, 2016 to August 1, 2016 was published in the Fort Worth Star-Telegram on June 30, 2016. Any comments received are maintained by the Neighborhood Services Department in accordance with federal regulations. The City is required to hold two public hearings as part of the HUD-required citizen participation process. Initially, the first public hearing was scheduled to be held at the CDC meeting on July 13, 2016 with a second public hearing scheduled for August 2, 2016 at the City Council meeting. Because the CDC was unable to meet on July 13, 2016, these dates were amended to reflect the first public hearing at the City Council meeting on August 2, 2016 with the second public hearing to be held at the City Council meeting on August 9, 2016. Due to the revised hearing dates, the public comment period was extended until August 8, 2016 and a notice of public hearings and extension of public comment period was published in the Fort Worth Star-Telegram on July 17, 2016. A summary of the Staffs final funding recommendations is provided below and in Tables 1, 2 and 3. Additionally, a spreadsheet of all specific funding recommendations is attached. The 2016-2017 Action Plan must be submitted to HUD by August 15, 2016. A waiver of indirect costs is being requested. CDBG For Program Year 2016-2017, it is recommended that the amount of$6,414,009.00 in CDBG funds and the estimated amount of$130,000.00 of CDBG program income totaling $6,544,009.00 be allocated as follows: Public Services -$962,101.00 This item includes social services for low to moderate income, disabled and disadvantaged populations. Housing Program Services -$2,133,328.20 This item includes funding for the City's Priority Repair Program, Cowtown Brush-Up, homebuyer and http://apps.cfwnet.org/council_packet/mc review.asp?ID=22553&councildate=8/9/2016 8/4/2017 M&C Review Page 3 of 6 housing services, accessibility modifications to the homes of senior and/or disabled individuals and related project delivery costs for these programs. Infrastructure Projects & Public Facilities -$1,295,000.00 This item includes funding for the SafeHaven of Tarrant County: Domestic Violence Shelter ADA Improvements, CFW Planning & Development: Lake Como Neighborhood Sidewalk and Lighting Project (Phase II), CFW Parks& Recreation Department: Bunche Park and CFW Code Compliance: Neighborhood Improvements- Demolition and Clearance. CDBG Economic Development-$740,778.80 This item is the City's annual payment on its Section 108 loan from HUD. This item is the City's annual payment of its Section 108 loan from HUD. The Section 108 Program is a loan guarantee program, which enables CDBG grantees to borrow up to five times the annual entitlement grant. CDBG Estimated Program Income -$130,000.00 This item includes funding for the City's Priority Repair Program. CDBG program income that is received which is over the estimated amount but not used for the City's Priority Repair Program will be allocated to priority activities in the City's Consolidated Plan subject to Council approval. CDBG General Administration -$1,282,801.00 This item includes costs for administering the CDBG grant including allocations for Financial Management Services, Internal Audit, Planning and Development Departments. HOME For Program Year 2016-2017, it is recommended that the amount of$2,078,039.00 in HOME funds and the estimated amount of$1,200,000.00 of HOME program income be allocated as follows: Homebuyers Assistance Program (HAP) -$960,236.00 This item includes funding for down payment and/or closing cost assistance to low and moderate income homebuyers. Community Development Housing Organizations (CHDO) Set Aside-$402,500.00 HUD requires that a minimum of 15 percent of HOME funds be allocated to CHDO's for affordable housing projects and CHDO administrative operating costs. These funds will be used by Tarrant County Housing Partnership, Inc. (TCHP), a CHDO, for the completion of the Hillside/Morningside Single-Family Infill Development(COUNCIL DISTRICT 8). The houses will be sold to homebuyers making at or below 80 percent of the area median income as set by HUD. Rental Housing Development—$507,500.00 This item includes the construction of seven one-bedroom accessible apartments by Mental Health Housing Development Corporation to serve citizens that are low-to-moderate income and disabled (COUNCIL DISTRICT 3). HOME General Administration —$207,803.00 This item includes costs for administering the HOME grant. HOME Estimated Program Income -$1,200,000.00 This item includes funding for completion of the Hardy and HFC Terrell Single-Family Infill Projects. HOME http://apps.cfwnet.org/council_packet/mc review.asp?ID=22553&councildate=8/9/2016 8/4/2017 M&C Review Page 4 of 6 program income that is received which is over the estimated amount but not used for the Hardy and HFC Terrell Single-Family Infill Projects will be allocated to priority activities in the City's Consolidated Plan subject to Council approval. HUD allows the City to take 10 percent of any HOME program income to be used for the costs for administering the HOME grant. HOPWA For Program Year 2016-2017, it is recommended that the amount of$1,032,529.00 in HOPWA funds be allocated as follows: Non-Profit Service Providers -$1,001,554.00 HOPWA Program Administration—$30,975.00 ESG For Program Year 2016-2017, it is recommended that the amount of$570,031.00 in ESG funds be allocated as follows: Non-Profit Service Providers -$527,279.00 ESG Program Administration—$42,752.00 CONTRACT RECOMMENDATIONS The CDC and Staff recommend that contracts be executed with the listed agencies for the amounts shown in the following tables: Community Development Block Grant Contracts: Table 1 —CDBG Agencies Organization Program Amount AB Christian Learning Center After-School Tutoring $ 45,486.00 Camp Fire First Texas Step Up Program $ 78,905.00 Cenikor Foundation Substance Abuse Services $ 110,000.00 Girls Inc. of Tarrant County Education, Prevention and $ 110,000.00 Leadership Program Meals on Wheels Inc. of Tarrant Home Delivered Meals $ 75,000.00 County Presbyterian Night Shelter Moving Home Program S 75,000.00 Senior Citizen Services of Greater Connecting Seniors to the $ 100,000.00 Tarrant County, Inc. Community Tarrant County Housing Homebuyer Counseling $ 116,000.00 Partnership, Inc. and Education The Ladder Alliance Computer Skills Training $ 86,710.00 Program United Community Centers Educational Enrichment $ 90,000.00 Program YMCA of Metropolitan Fort Worth Early Childhood Education $ 75,000.00 CDBG Public Service Subtotal $ 962,101.00 Project Ramp $ 100,000.00 http://apps.cfwnet.org/council_packet/mc review.asp?ID=22553&councildate=8/9/2016 8/4/2017 M&C Review Page 5 of 6 Rehabilitation, Education and Advocacy for Persons with Handicaps, dba REACH, Inc.** Total CDBG Contracts $1,062,101.00 **REACH will be funded from the CDBG Housing Programs and Services budget Housing Opportunities For Persons With AIDS Contracts: Table 2— HOPWA Agencies Organization Program Amount Tarrant County Samaritan Housing, Administration (seven $ 485,844.00 Inc. percent), Supportive Services and Facility Based housing Subsidy Assistance AIDS Outreach Center, Inc. Supportive Services, $ 515,710.00 Tenant Based Rental Assistance (TBRA), and Short Term Rent Mortgage and Utility Assistance (STRMU) Total HOPWA Contracts j $1,001,554.00 Emergency Solutions Grant Contracts: Table 3—ESG Agencies Organization Program Amount Presbyterian Night Shelter Emergency Shelter and $100,275.00 Case Management SafeHaven of Tarrant County SafeSolutions for Fort $ 75,000.00 Worth Day Resource Center for the Homeless Day Shelter $141,092.00 Homeless The Salvation Army, a Georgia Home Sweet Home- $116,360.00 Corporation Homeless Prevention Center for Transforming Lives Rapid Rehousing $ 94,552.00 Total ESG Contracts $527,279.00 These programs are available in ALL COUNCIL DISTRICTS. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that upon approval of the above recommendations, adoption of the attached appropriation ordinance and receipt of grant funds, funds will be available in the current operating budget, as appropriated, of the Grants Fund. This is a reimbursement grant. The Neighborhood Services Department has the responsibility to validate the availability of funds prior to an expenditure being made. TO Fund Department Account Project Program Activity Budget Reference# Amount ID ; ID Year (Chartfleld 2) 21001 0190463 4310013 ' 10XXXX CDBG 9919XX 1 $6,414,009.0 http://apps.cfwnet.org/council_packet/mc review.asp?ID=22553&councildate=8/9/2016 8/4/2017 M&C Review Page 6 of 6 TO Fund Department Account Project Program Activity Budget Reference# Amount ID ID Year Chartfield 2 21001 0190463 5XXXXXX 10XXXX I CDBG 9919XX 1 $6,414,009.0 21001 0190463 4310013 10XXXX HOME 9919XX $2,078,039.0 21001 0190463 5XXXXXX 10XXXX HOME 9919XX $2,078,039.0 21001 0190463 4310013 10XXXX ESG 9919XX $570,031.0 21001 0190463 5XXXXXX 10XXXX ESG 9919XX $570,031.0 21001 0190463 4310013 10XXXX HOPWA 9919XX $1,032,529.0 21001 0190463 5XXXXXX 10XXXX HOPWA 9919XX $1,032,529.0 21001 0190463 4921001 10XXXX CDBG 9919XX $130,000.0 21001 0190463 5XXXXXX 10XXXX CDBG 9919XX $130,000.0 21001 0190463 4921001 10XXXX HOME 9919XX $1,200,000.0 1210011 0190463 5XXXXXX 10XXXX HOME 9919XX $1,200,000.0 FROM Fund Department Account Project Program I Activity Budget Reference# Amount ID ID Year (Cha old 2 Submitted for City Manager's Office by: Fernando Costa (6122) Originating Department Head: Aubrey Thagard (8187) Diana Carranza (7369) Additional Information Contact: Barbara Asbury (7331) ATTACHMENTS 19NS HUDACTIONPLANPY2016-2017 Grant AO.docx Action Plan 16-17 FINAL MandC Slides.pdf Form 1295.pdf SAM Search.pdf http://apps.cfwnet.org/council_packet/mc_review.asp?ID=22553&councildate=8/9/2016 8/4/2017