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Contract 26891
CITY SECRE?Ally CONTRACT No. LoLb STATE OF TEXAS § COUNTY OF TARR.ANT § THIS contract is made and entered into by and between the City of Fort Worth("City"), acting and through Charles Boswell, its duly authorized Assistant City Manager, and AIDS Resources Rural Texas ("Contractor"), by and through Brad Ward, its duly authorized Executive Director. Contractor's business address is P. O. Box 7120, Weatherford, Texas 76126 WHEREAS, the City of Fort Worth has been notified that it will receive grant monies from the United States Department of Housing and Urban Development ("HUD") through the Housing Opportunities for Persons with AIDS ("HOPWA") grant program for Year 2001-2002; and, WHEREAS, the City of Fort Worth has been designated to service the City of Fort Worth, Tarrant, Johnson, Hood, and Parker Counties through HOPWA; and, WHEREAS,HOPWA funds paid under this contract are exclusively for the care of person(s)with acquired immune deficiency syndrome or related diseases who is a low-income individual and the person's family as defined in 24 CFR§ 574.3,and individuals affected by the disease;and under no circumstances for AIDS prevention, education, or risk reduction for the general public; NOW,THEREFORE, THIS AGREEMENT FURTHER WITNESSETH: THAT, the parties covenant and agree as follows: 1. Scope of Services a. Contractor will provide essential services for the care of persons with AIDS under the program name Housing ("Program"), for the term from June 1, 2001 to May 31, 2002. b. Contractor will provide the services and activities delineated in Exhibit A,Program Summary in accordance with Exhibit B,Program Services Schedule. c. City will monitor the performance of the Contractor against the goals and performance standards required herein. Substandard performance as determined by City will constitute non- compliance with this Agreement. If action to correct such substandard performance is not taken by Contractor within a reasonable period of time after being notified in writing by City,contract suspension or termination procedures will be initiated. 2. Funds-Disbursement City will disburse HOPWA Year 2001-2002 monies in an amount up to$74,720.00 to Contractor on a reimbursement of expenses basis. AIDSRRTCONTRACT.DOC May 24,2001 1 �����;�-G1'^;• ���� j� DD r 'ilU''U u 3.Funds-Requirements a. Payments will be processed by City following receipt from Contractor of Attachment I, Sub- Grantees Request For Funds and applicable supporting documents described in paragraph 4. Reimbursement for the payment of eligible expenses shall be made against the line item budget specified in Exhibit C, Program Operating Budget. b. Contractor agrees to utilize all disbursed HOPWA funds for the benefit of the Program. Contractor agrees that funds will be expended in accordance with the Program Operating Budget. Contractor may not increase or decrease line-item amounts in the approved HOPWA Program Operating Budget without prior written approval by the City. c. It is understood that the total cost for operation of this program is $202,622.00 and that Contractor will obtain the remaining funds in excess of the HOPWA amount as detailed in the Program Operating Budget. Contractor will notify City promptly of any additional funding it receives for operation of the Program, and City reserves the right to amend the Program Operating Budget in such instances. d. Contractor agrees to keep all HOPWA monies on hand in interest bearing accounts. All interest earned shall be reported to City on a monthly basis,at the same time as submission of the monthly report following the end of the contract month during which the interest was earned. Interest in an amount of$25.00 or less per month may be used for authorized program expenses. These amounts must be reported on the monthly financial statements filed pursuant to this contract.Interest earned in excess of$25.00 per month is subject to remittance to City as directed by City. e. Contractor will not commingle HOPWA monies with any other funds in any manner which would prevent City from readily identifying program expenditures for operation of the Program. f. Contractor agrees that all program income from operation of the Program in proportion to the amount of HOPWA funds received hereunder will be expended prior to expending HOPWA monies and that any such program income is subject to the terms of this contract. HOPWA monies may be expended by the Contractor only if program income is insufficient to meet all eligible program activity expenses. Contractor agrees to return to City at the end of the Contract any remaining program income earned from operation of the Program in proportion to the amount of HOPWA funds in the overall operating budget. g. The Contractor shall comply with City policy concerning the purchase of equipment and shall maintain inventory records of all non-expendable personal property, as defined by such policy, procured with funds provided herein. The Contractor shall procure all materials, property, or services in accordance with the requirements of OMB circular A-110. 4. Uniform Administrative Requirements and Program Management Standards a. Financial Management i. Accounting Standards The Contractor agrees to comply with OMB Circular A-110 and agrees to adhere to the accounting principles and procedures required therein,utilize adequate internal controls,and maintain necessary source documentation for all costs incurred. ii. Cost Principles Contractor shall administer the Program in conformance with OMB Circular A-122, "Cost Principles for Non-Profit Organizations" and attachments and revisions thereto, regarding principles for determining costs for the Program. G AIDSRRTCONTRACT.DOC May 24,2001 2 b. Documentation and Record Keeping i. Contractor shall maintain all records pertinent to the activities to be funded under this Agreement required by HUD regulations specified in 24 CFR § 574.530. In addition, Contractor agrees to keep records to fully document all expenditures charged to the HOPWA program.The documentation must support the amounts charged to Program and demonstrate that the expenditures were appropriate to the stated goals of the Program and allowable under applicable federal, state and City guidelines. ii. Retention (1) All records pertaining to Program shall be retained for four(4)years following the date of termination of this contract. Contractor may destroy Program records at the end of this four (4) year period if no outstanding audit finding exists. (2) The contractor shall maintain real property inventory records which clearly identify properties purchased,improved,or sold.Properties retained shall meet eligibility criteria and shall conform with 24 CFR § 574.630. ill. Close Outs The Contractor's obligation to City shall not end until all close-out requirements are completed. Activities during this close-out period shall include, but are not limited to: making final payments, disposing of program assets (including the return of all unused materials, equipment, unspent cash advances, program income balances, and accounts receivable to City), and determining the custodianship of records. iv. Audits and Inspections (1) City, HUD, and the United States Comptroller General, or their representatives, shall have access to any books, documents, records and papers relating to the operations of Contractor under this Agreement for the purpose of audit, examination, exception and transcription at all reasonable hours at all offices of Contractor. (2) For all contracts in which Contractor is cumulatively receiving federal monies in the amount of$300,000 or more, Contractor must submit to City an annual audit prepared in accordance with 24 CFR Sections § 570.502-570.503 generally, with specific reference to OMB Circulars (with attachments) A-122 and A-133 as appropriate. The audit may cover either Contractor's fiscal year during which this contract is in force or cover the period of this contract. The audit must be prepared by an independent certified public accountant, be completed within twelve (12) months following the end of the period being audited and be submitted to City within thirty (30) days of its completion. Contractor's audit schedule is attached hereto as Exhibit D - Audit Schedule. Costs of preparation of this audit may be an allowable expenditure of HOPWA funds in an amount proportional to that of the HOPWA funds used in contractor's total agency operating budget. (3) City reserves the right to perform an audit of Contractor's program operations and finances at any time during the term of this contract, if City determines that such audit is necessary for City's compliance with OMB Circular A-128. City will perform six(6)month and year-end financial and programmatic audits with periodic site visits as appropriate. Contractor agrees to allow access to all pertinent materials.If such audit reveals a questioned practice or expenditure, such questions must be resolved within fifteen(15)days after notice to Contractor. If questions are not resolved within this period, City reserves the right to withhold further funding under this and/or future contract(s). (4) If as a result of any audit it is determined that Contractor has misused, misapplied or misappropriated all or any part of the grant funds described herein, Contractor agrees to reimburse the City the amount of such monies so misused, misapplied or misappropriated, I ,L AIDS RRTCONTRACT.DOC Ma 31,2001 3 �� C ti Ci tj DIS plus the amount of any sanction,penalty or other charge levied against City because of such misuse, misapplication or misappropriation. 5. Reporting Procedures a.Financial Reports Contractor will submit to City on a monthly basis: (1)Attachment II, Detailed Statement of Costs; and (2) Attachment III, Expenditures Worksheet Report, as applicable, for expenses incurred for services and activities accomplished by Contractor in performance of this Contract. The reports must be signed by a duly authorized agent of Contractor and submitted by the 15"'of the month following the month being reported. The City is under no obligation to authorize payments for expenditures which occurred prior to the first day of the month for which the report is submitted. b. Performance Reports Contractor will submit to City on a monthly basis: (1)Attachment IV and(2)Attachment IV(A), Program Services Report to City for services and activities accomplished by Contractor in performance of this contract. The report will be signed by a duly authorized agent of Contractor and submitted by the 15`h of the month following the month which is reported. 6. Reversion of Assets a. Contractor agrees to return to City any HOPWA funds remaining on hand at the end of the Contract. b. All property purchased with HOPWA funds under this contract will be used solely for operation of the Program. Contractor agrees to obtain City approval prior to purchase ofproperty. Contractor agrees to notify City upon receipt of property so that it may be properly tagged and inventoried. Title to such property will be vested with the City, and, at the termination of the Program for which HOPWA funds have been received,Contractor will deliver all such property to City for disposition at City's sole discretion. 7. Applicable Laws a. Federal Contractor agrees to comply with the following laws and the regulations issued thereunder as they are currently written or are hereafter amended during performance of this contract: • Title VI of the Civil Rights Act of 1964 (42 USC 2000d et seq) • Title VIII of the Civil Rights Act of 1968 (42 USC 3601 et seq) • Executive Orders 11063, 11246, as amended by 11375 and as supplemented by Department of Labor regulations (41 CFR, Part 60), 11625, 12138, and 12432, • The Age Discrimination Act of 1975 (42 USC 6101-07 and implementing regulations at 24 CFR part 146 • Section 504 of the Rehabilitation Act of 1973 (29 USC 794) • The Immigration Reform and Control Act of 1986 (Pub. L. 99-603, 100 Stat. 3359 , as amended), specifically including the provisions requiring employer verification of the legal status of its employees • The Housing and Community Development Act of 1987 (Pub. L. 100-242, 101 Stat. 1815, as amended) • The Americans with Disabilities Act of 1990 (42 USC 12101 et seq) _w AIDSRRTCONTRACT.DOC May 24,2001 4 '1 }� r�F Elf. • The Drug Free Workplace Act of 1988 (24 CFR part 23, subpart F) • The Fair Housing Act(42 USC 3601-19) and implementing regulations at 24 CFR part 100 • The applicable standards for eligible housing activities, rental assistance, short-term supported housing, and community residences in 24 CFR 574.310-340 b. Other Laws Contractor covenants and agrees that its officers, members, agents, employees, program participants and subcontractors shall abide by and comply with all other laws, federal, state and local,relevant to the performance of this contract,including all ordinances,rules and regulations of the City of Fort Worth and the Housing and Community Development Act of 1974 (Pub. L. 93-383, 885 Stat. 633,), as amended, and all regulations pertaining thereto. Contractor further promises and agrees that it has read, and is familiar with, terms and conditions of the Housing Opportunities for Person With AIDS (HOPWA)Grant under which funds are granted and that it will fully comply with same. It is agreed and understood that, if City calls the attention of Contractor to any such violation on the part of Contractor or any of its officers,members,agents, employees,program participants or subcontractors,then Contractor shall immediately desist from and correct such violation. 8. Nondiscrimination a. Contractor, in the execution, performance or attempted performance of this contract and agreement, will not unlawfully discriminate against any person or persons because of sex,race, religion,age,disability,color or national origin,nor will Contractor permit its officers,members, agents, employees, subcontractors or program participants to engage in such discrimination. b. In accordance with the policy of the Executive Branch of the federal government, Contractor covenants that neither it nor any of its officers,members,agents,employees,program participants or subcontractors, while engaged in performing this contract, shall, in connection with the employment,advancement or discharge of employees or in connection with the terms,conditions or privileges of their employment,discriminate against persons because of their age except on the basis of bona fide occupational qualification, retirement plan or statutory requirement. c. Contractor further covenants that neither it nor its officers, members, agents, employees, subcontractors, program participants, or persons acting on their behalf, shall specify, in solicitations or advertisements for employees to work on this contract,a maximum age limit for such employment unless the specified maximum age limit is based upon a bona fide occupational qualification, retirement plan or statutory requirement. d. In accordance with the provisions of the Americans with Disabilities Act of 1990 ("ADA"), Contractor warrants that it and any and all of its subcontractors will not unlawfully discriminate on the basis of disability in the provision of services to the general public,nor in the availability, terms and/or conditions of employment for applicants for employment with Contractor, or employees of Contractor or any of its subcontractors. Contractor warrants it will fully comply with ADA's provisions and any other applicable federal,state and local laws concerning disability and will defend, indemnify and hold City harmless against any claims or allegations asserted by third parties or subcontractors against City arising out of Contractor's and/or its subcontractors' alleged failure to comply with the above-referenced laws concerning disability discrimination in the performance of this agreement. e. This agreement is made and entered into with reference specifically to the ordinances codified at Chapter 17, Article III, Division 3 ("Discrimination in Employment Practices"), of the City Code of the City of Fort Worth, and Contractor hereby covenants and agrees that • ntracto , AIDSRRTCONTRACT.DOC May 24,2001 5 officers,members,agents,employees and subcontractors,have fully complied with all provisions of same and that no employee,employee-applicant or program participant has been discriminated against by the terms of such ordinances by either the Contractor or its officers,members,agents, employees or subcontractors. 9. Prohibition Against Interest a. No member, officer or employee of City or its designees or agents; no member of the governing body of the locality in which the Program is situated; and no other public official of such locality or localities, who exercises any functions or responsibilities with respect to the Program funded hereunder during his or her tenure or for one year thereafter, shall have any interest, direct or indirect, in any contract or subcontract, or the proceeds thereof, for work to be performed hereunder. Contractor shall incorporate, or cause to be incorporated, like language prohibiting such interest in all contracts and subcontracts hereunder. b. No member,officer,employee,or program participant of Contractor or its subcontractors shall have a financial interest,direct or indirect,in this contract or the monies transferred hereunder or be financially interested, directly or indirectly, in the sale to Contractor of any land, materials, supplies or services purchased with any funds transferred hereunder, except on behalf of Contractor,as an officer,employee,member or program participant. Any willful violation of this paragraph with the knowledge, expressed or implied, of Contractor or its subcontractors shall render this contract voidable by the City of Fort Worth. 10. Minority and Women Business Enterprise Commitment Contractor agrees to abide by the City of Fort Worth's policy to involve Minority and Women Business Enterprises (M/WBE)in all phases its procurement practices and to provide them an equal opportunity to compete for contracts for construction, provision of professional services, purchase of equipment and supplies and provision of other services required by City. Therefore, Contractor agrees to incorporate City Ordinance No. 11923, and all amendments or successor policies thereto, into all contracts and will further require all persons or entities with whom it contracts to comply with said Policy. 11. Non-Assignment Contractor will not assign any or all of its rights or responsibilities under this contract without the prior written approval of City. Any purported assignment without such approval will be a breach of this contract and void in all respects. 12. Independent Contractor a. Contractor shall operate hereunder as an independent contractor and not as an officer, agent, servant or employee of City. Contractor shall have exclusive control of,and the exclusive right to control, the details of the work and services performed hereunder, and all persons performing same, and shall be solely responsible for the acts and omissions of its officers,members,agents, servants, employees, subcontractors,program participants,licensees or invitee. The doctrine of respondeat superior shall not apply as between City and Contractor,its officers,members,agents, servants, employees, subcontractors, program participants, licensees or invitees, and nothing herein shall be construed as creating a partnership or joint enterprise between C'ty and Contract U AIDSRRTCONTRACT.DOC May 24,2001 6 It is expressly understood and agreed that no officer, member, agent, employee, subcontractor, licensee or invitee of the Contractor,nor any program participant hereunder,is in the paid service of City and that City does not have the legal right to control the details of the tasks performed hereunder by Contractor, its officers, members, agents, employees, subcontractors, program participants, licensees or invitees. b. City shall in no way nor under any circumstances be responsible for any property belonging to Contractor, its officers, members, agents, employees, subcontractors, program participants, licensees or invitees,which may be lost,stolen,destroyed or in any way damaged;and Contractor hereby indemnifies and holds harmless City and its officers, agents, and employees from and against any and all claims or suits. 13. Insurance and Bonding a. Contractor covenants and agrees to indemnify,hold harmless and defend, at its own expense, City and its officers, agents,servants and employees from and against any and all claims or suits for property loss or damage and/or personal injury, including death, to any and all persons, of whatsoever kind or character, whether real or asserted, arising out of or in connection with the execution, performance, attempted performance or nonperformance of this contract and agreement and/or the operations,activities and services of the Program described herein,whether or not caused,in whole or in part,by alleged negligence of officers,agents,servants,employees, contractors or subcontractors of City; and Contractor hereby assumes all liability and responsibility of City and its officers, agents, servants, and employees for any and all claims or suits for property loss or damage and/or personal injury,including death,to any and all persons, of whatsoever kinds or character,whether real or asserted,arising out of or in connection with the execution, performance, attempted performance or non-performance of this contract and agreement and/or the operations,activities and services of the programs described herein,whether or not caused in whole or in part,by alleged negligence of officers, agents, servants,employees, contractors or subcontractors of City. Contractor likewise covenants and agrees to and does hereby indemnify and hold harmless City from and against any and all injury, damage or destruction of property of City, arising out or in connection with all acts or omissions of Contractor, its officers, members, agents, employees, subcontractors, invitees, licensees, or program participants, or caused, in whole or in part, by alleged negligence of officers, agents, servants, employees, contractors or subcontractors of City. b. Contractor will maintain a blanket fidelity coverage in the form of an insurance bond in the amount of $74,720.00, to insure against loss from the fraud, theft or dishonesty of any of Contractor's officers,agents,trustees,directors or employees. The proceeds of such bond shall be used to reimburse City for any and all loss of HOPWA monies occasioned by such misconduct. To effectuate such reimbursement, such bond shall include a rider stating that reimbursement for any loss or losses thereunder shall be made directly to City for the uses and benefit of Contractor. c. Contractor shall furnish a certificate of insurance as proof that it has secured and paid for policies of public liability and automobile liability insurance covering all risks incident to or in connection with the execution,performance, attempted performance or nonperformance of this contract and agreement. d. The amounts of such insurance shall not be less than the maximum liability which can be imposed on City under the laws of the State of Texas. Contractor understands and agrees that such insurance amounts may be revised upward at City's option and that Contractor shall revise such amounts within thirty (30) days following notice to Contractor of such requirements. r'1 AIDSRRTCONTRACT.DOC May 24,2001 �'- ^I^il,�'�U_LD e. Contractor will submit documentation to City that it has obtained insurance coverage and has executed bonds as required in this contract within thirty(30)days of the execution of this contract and prior to payment of any monies hereunder. 14. Waiver oflmmunity If Contractor, as a charitable or nonprofit organization,has or claims an immunity or exemption (statutory or other wise) from and against liability for damages or injury, including death, to persons or property; Contractor hereby expressly waives its rights to plead defensively such immunity or exemption as against City. This section shall not be construed to affect a governmental entity's immunities under constitutional, statutory or common law. 15. Termination a. In addition to, and not in substitution for, other provisions of this Agreement regarding the provision of services provided with HOPWA funds, pursuant to Title I of the Housing and Community Development Act of 1974,as amended,it is expressly understood and agreed by and between the parties hereto that this agreement is wholly conditioned upon the actual receipt by City, of Federal HOPWA Year 2001-2002 funds; that all monies distributed to Contractor hereunder shall be exclusively from Federal monies received under said grant and not from any monies of City; and that if such funds under said grant are not timely forthcoming,in whole or in part, City may, at its sole discretion,terminate this contract and agreement and City shall not be liable for payment for any work or services performed by Contractor under or in connection with this contract. b. City may terminate this contract whenever such termination is determined to be in the best interest of City,in event of Contractor's default,inability or failure to perform or to comply with any of the terms herein, or for other good cause. c. The parties acknowledge that HOPWA funds paid hereunder are intended to provide only partial funding for Contractor's program operations. If non-HOPWA funds included in the Operating Budget are not forthcoming to Contractor during the contract term,City may terminate this contract. d. HOPWA funds provided hereunder may not be used as collateral for loans to Contractor to defray program operation expenses,and any attempted use of HOPWA funds for this purpose will result in termination of this contract by City. e. Termination will be effected by written notice to Contractor, specifying the portions of the contract affected and the effective date of termination. Upon Contractor's receipt of such termination notice, Contractor will: • Stop work under the contract on the date and to the extent specified by City; • Cease expenditures of HOPWA monies,except as necessary for completion of the portions of the contract not terminated; and • Terminate all orders and contracts to the extent that they relate to terminated portions of the contract. f. Contractor will return to City any unused monies previously advanced by City under this contract within thirty (30) days of the effective date of contract termination. City will have no responsibility or liability for Contractor's expenditures or actions occurring after t .& _ctiv of contract termination. G, ;;�� �, ° G`?D AIDSRRTCONTRACT.DOC May 24,2001 8 Olt 16. Certification Regarding Lobbying a. The undersigned representative of Contractor hereby certifies, to the best of his or her knowledge and belief, that: No federal appropriated funds have been paid or will be paid,by or on behalf of Contractor, to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress or an employee of a member of Congress in connection with the awarding of any federal contract,the making of any federal grant,the making of any federal loan,the entering into of any cooperative agreement and the extension,continuation,renewal, amendment, or modification of any federal contract,grant, loan or cooperative agreement. Contractor shall require that the language of this certification be included in all subcontracts or agreements involving the expenditure of federal funds. b. If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress, or an employee of a member of Congress in connection with this federal contract, grant, loan or cooperative agreement, Contractor shall complete and submit Standard Form-LLL,Disclosure Form to Report Lobbying," in accordance with its instructions. 17. Miscellaneous Provisions a. All terms of this contract shall apply to any and all subcontractors of Contractor who are in any way paid with HOPWA funds or who perform any work in connection with Contractor's program. b. The provisions of this agreement are severable, and, if for any reason a clause, sentence, paragraph or other part of this agreement shall be determined to be invalid by a court or federal or state agency, board or commission having jurisdiction over the subject matter thereof, such invalidity shall not affect other provisions which can be given effect without the invalid provision. c. The failure of the City to insist upon the performance of any term or provision of this agreement or to exercise any right herein conferred shall not be construed as a waiver or relinquishment to any extent of City's right to assert or rely upon any such term or right on any future occasion. d. Should any action, whether real or asserted, at law or in equity, arise out of the execution, performance,attempted performance or nonperformance of this contract and agreement,venue for said action shall lie in Tarrant County, Texas. e. This written instrument and the exhibits attached hereto,which are incorporated by reference and made a part of this contract for all purposes, constitute the entire agreement between the parties hereto concerning the work and services to be performed hereunder, and any prior or contemporaneous,oral or written agreement which purports to vary from the terms hereof shall be void. Any amendments to the terms of this contract must be in writing and must be approved by each party to this contract. kfJ I'o7"^'Rn� AIDSRRTCONTRACT.DOC May 24,2001 9 ` ` � r IN WITNESS WHEREOF,the parties hereto have exec ed three copies of this contract in Fort Worth, Tarrant County, Texas, this day of , A.D. 20 CITY OF FORT WORTH AIDS RESOURCES OF RURAL TEXAS By: - &� By: -- Charles R. Boswell Brad War Assistant City Manager Executive Director APPROVED AS TO FORM AND LEGALITY: 'Ci y ttorney W�15 I rSl Date T ATTEST: /11-d� ) City cretary _,��_a i Contract Authorization Date INN yG_'ir C>1� AIDSRRTCONTRACT.DOC May 24,2001 10 STATE OF TEXAS § COUNTY OF TARRANT § BEFORE ME,the undersigned authority, a Notary Public in and for the State of Texas, on this day personally appeared Charles Boswell, known to me to be the person whose name is subscribed to the foregoing instrument, and acknowledged to me that the same was the act of the City of Fort Worth and that he executed the same as the act of said City of Fort Worth for the purposes and consideration therein expressed and in the capacity therein stated. GIVEN UNDER MY HAND AND SEAL OF OFFICE this;Wdday of , A.D. 20 ©� o�"�Y Pi ROSELLA BARNES Notary Public in and for aNOTARY PUBLIC the State of Texas State of Texas "?FComm.Exp.03-31-2005 STATE OF TEXAS § COUNTY OF TARRANT § BEFORE ME, the undersigned authority, a Notary Public in and for the State of Texas, on this day personally appeared Brad Ward, Executive Director, known to me to be the person whose name is subscribed to the foregoing instrument, and acknowledged to me that he\she executed the same for the purposes and consideration therein expressed, as the act and deed for AIDS Resources of Rural Texas and in the capacity therein stated as its duly authorized officer or representative. GIVEN UNDER MY HAND AND SEAL OF OFFICE this A7 7 day of AM , A.D. 20 0/ 0A EERY S.HANNNOND3 Notary blic in and for • notary Pubk,StW of Two the State of Texas OF�t Mp C=nlf"E*wAp.11.M n-r� 'I17�tn(V��U AIDSRRTCONTRACT.DOC May 24,2001 11 ATTACHMENTI CITY OF FORT WORTH INTERGOVERNMENTAL AFFAIRS AND GRANT MANAGEMENT CONTRACT MANAGEMENT DIVISION SUB-GRANTEE'S REQUEST FOR FUNDS Name and Address of Sub-Grantee Program Name Housing AIDS Resources of Rural Texas Contract No. Amt $ 74,720 P O Box 1720 Weatherford,Texas 76126 Date of Request Month SECTION I(AGENCY) Current Month Cumulative I. Reimbursement Request 1.Expenditures: $ $ 2.Income: A. Program Income $ $ B. Interest Transferred to Operation Account $ $ C. Interest Earned CDBG Funds $ $ 3.Reimbursement Requested(1 minus 2) $ $ II.Advance Pay Requests 1.Estimated Expenditures $- $ 2.Income: A.Program Income $ $ B.Unpaid Request of Payment Previously Submitted $ $ 3.Advance Authorized(1 minus 2) $ $ III. Reporting Interest 1.Interest over$25 per quarter returned to City $® $ SECTION II(CITY) I. MARS-Purchasing Request A.MARS INPUT:Vendor/PO Number/Requisition Number: B.Fund/Account/Center. GR76/539120101320669700040 C.Total Amount of this Request: $ SECTION III I. Verification A.Contract Manager: (Name) (Signature) (Date) B.MARS-Purchasing: (Name) (Signature) (Date) C.Accounting: (Name) (Signature) (Date) II.Authorization A.Agency: (Name) (Signature) (Date) B.Contract Compliance Supervisor (Name) (Signature) (Date) C.Assistant to the City Manager: (Name) (Signature) (Date) DISTRIBUTION White- Accounting Blue- IAGM Y15���0 Green- Agency I -•--•••- MGM FORM W01 CITY OF FORT WORTH ATTACHMENT II INTERGOVERNMENTAL AFFAIRS AND GRANTS MANAGEMENT CONTRACT MANAGEMENT DIVISION DETAIL STATEMENT OF COSTS AIDS Resources of Rural Texas AGENCY CONTRACT NO. DATE Outreach TO PROGRAM REPORT PERIOD PROGRAM MONTHLY CUMULATIVE COST CATEGORY ACCOUNT BUDGET -T EXPENDITURES TO DATE BALANCE ADMINISTRATIVE EXPENSES Salaries 516 010 FICA 518 010 Health Insurance 518 050 Worker's Comp 518 060 Retirement 518 040 Office Supplies 521 010 Postage 521 020 Telephone 535 040 Rent[Building] 537 010 Office Equipment Rental 537 030 Printing 533 030 ADMINISTRATIVE EXPENSES SUB-TOTAL ADMINISTRATIVE EXPENSES PERCENT OF TOTAL COST = SUPPORT SERVICES Salaries 516 010 FICA 518 010 Health Insurance 518 050 Worker's Comp 518 060 Retirement 518 040 Electric 535 020 Gas[Utility] 535 010 Water/Waste Disposal 535 030 Rent[Building] 537 010 Custodial Services 539 220 Office Equipment Rental 537 030 Printing 533 030 Repairs 536 010 Fidelity Bond 538 210 Liability Insurance 534 020 Legal&Accounting 538 050 Private Auto Allowance-Local 532 130 Contractual Services 539 120 OPERATIONS Rent/Mortgage/Utilities Payments 1 539 120 TOTAL Contractors Certification: I certify that the costs incurred are taken from the books of account and that such costs are valid and consistent with the terms of the NAME and TITLE OF AUTHORIZED OFFICER SIGNATURE and DATE PREPARE ONE FORM FOR EACH SOURCE OF FUNDS DISTRIBUTION: White: Accounting Blue: IAGM ✓ t lFR,DD Green: Agency if7 ATTACHMENT III CITY OF FORT WORTH INTERGOVERNMANTAL AFFAIRS AND GRANT MANAGEMENT CONTRACT MANAGEMENT DIVISION EXPENDITURES WORKSHEET AIDS Resources of Rural Texas AGENCY REPORT PERIOD Housing PROGRAM CONTRACT NO. DATE OF REQUEST NO. DATE CHECK NO. PAYEE DESCRIPTION ACCOUNT NO. AMOUNT 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 26 TOTAL 0.00 NAME and TITLE OF AUTHORIZED OFFICER SIGNATURE and DATE J ED DISTRIBUTION r., 7•t ,y � IIS l�5 rl ;1�1� White Accounting Blue- IAGM Green- Agency IA&GM FORM 96-04 ATTACHMENT IV CITY OF FORT WORTH INTERGOVERNMENTAL AFFAIRS AND GRANTS MANAGEMENT HOPWA PROGRAM SERVICES AND TENANT-BASED RENTAL ASSISTANCE 1. NAME AND ADDRESS OF SUB-GRANTEE 2. PROJECT NAME: Housing AIDS Resources of Rural Texas 3.CONTRACT No: Contract Date: P.O. Box 1720 4. DATE OF Weatherford,Texas 76086 REQUEST: MONTH&YEAR 5. PROGRAM SERVICES AND ACTIVITIES CURRENT MONTH CUMULATIVE Number of unduplicated clients: (Example:Case Mgmt/Client Advocacy/Access to Benefits/Services) Provide tenant-based rental assistance payments: Provide short term rental,mortgage,and utility payments: 6. DIRECT BENEFIT DATA (HOUSEHOLD AND/OR PERSONS SERVED) WHITE BLACK HISPANIC ASIAN PACIFIC AMERICAN TOTAL NON-HISPANIC NON-HISPANIC ISLANDER INDIAN FEMALE-HEAD- ALASKAN OF HOUSEHOLD NATIVE Current Month Cumulative 7. TENANT-BASED RENT SRO 0 BDRM I BDRM 2 BDRM 3 BDRM 4 BDRM 5+ CURRENT MONTH CUMULATIVE 8. RENT,MORTGAGE,UTILITIES SRO 0 BDRM I BDRM 2 BDRM 3 BDRM 4 BDRM 5+ CURRENT MONTH CUMULATIVE ,.i \u 9. CERTIFICATION: The undersigned hereby gives assurance that to the best of my knowledge and belief, the data inin this report is true and accurate, and if a non-profit agency, has been approved by the governing body of the organization prior to submission. Date: Submitted by: Phone Num: [AGM/IDIS-RPT FORM 6 ATTACHMENT IV(A) CITY OF FORT WORTH INTERGOVERNMENTAL AFFAIRS AND GRANTS MANAGEMENT 1.Name and Address of Sub-Grantee 2.Project Name: Housing AIDS Resources of Rural Texas 3.Contract No: Contract Date: P.O.Box 1720 Contract Amount: $74,720 Weatherford,Texas 76086 4.Date of Request: MONTH&YEAR 5. PROGRAM SERVICES AND ACTIVITIES: CURRENT CUMULATIVE 6. SCOPE OF WORK NARRATIVE: 7. PROBLEMS ENCOUNTERED/SOLUTIONS PROPOSED: 8. ANTICIPATED ACTIVITY DURING THE NEXT MONTH: 9. CERTIFICATION: The undersigned hereby gives assurance that to the best of my knowledge and belief,the data included in this report is true and accurate,and if a non-profit agency,has been approved by the governing body of the organization prior to submission. Date: Submitted by: Phone Num: IAGM/IDIS-RPT FORM 7A AT-IVA.frm EXHIBIT A PROGRAM SUMMARY HOPWA YEAR 2001 - 2002 AIDS Resources of Rural Texas AGENCY Housing PROGRAM 1 June, 2001 to 31 May, 2002 $749720 CONTRACT NO. PERIOD AMOUNT PROGRAM DESCRIPTION Provide emergency rental and utility assistance to individuals with HIV/AIDS in rural counties of Tarrant,Parker,and Hood Counties. Counties Served: Hood,Johnson and Parker PROGRAM GOALS Enable individuals with HIV/AIDS to remain in their own homes and communities PROGRAM OBJECTIVES Meet financial emergency needs of individuals with HIV/AIDS Provide client households emergency/rental assistance. PROGRAM SERVICES and ACTIVITIES GOALS Number Unduplicated Clients Served 65 Provide Short Term Assistance for Clients 210 Provide Long Term Assistance for Clients 30 (��u 7 Yr�r G` Id GNU EXHIBIT B PROGRAM SERVICE SCHEDULE HOPWA YEAR 2001 - 2002 AIDS Outreach Center AGENCY Outreach Services PROGRAM Activity Jun Jul Aug Sep Oct Nov Dec Jan Feb Mar Apr May Total Number of unduplicated clients 19 19 19 19 19 20 19 19 19 20 19 19 230 Provide long-term rental 69 69 69 69 69 69 69 69 69 69 69 69 828 assistance Short term rental,mortgage and 78 78 78 78 79 79 79 78 78 78 78 78 783 utility assistance Ira �t ?) ,�,7- SM <S?� ;vim CO) 07 ¢ Co CITY OF FORT WOR I H EXHIBIT C HOPWA 2001 -2002 CONTRACT PERIOD From: 06/01/2001 To: 05/31/2002 Name of Sub Grantee Name of Program AIDS Resources Rural Texas Housing Program HOPWA Cost Category Budget Funds [a] [b] [c] [d] ADMINISTRATIVE SERVICES Salaries - - - - - FICA - - - - - Life Insurance - - - - Health Insurance - - - - Employment Tax-State - - - - Employment Tax-Federal - - - - - Worker's Comp - - - - - Retirement - - - - - Telephone Office Supplies - - - - - Postage - - - - - Printing - - - - - Rent - - - - Office Equipment Rental - - - - - Contractual Services - TOTAL ADMIN EXPENSES - - %Administrative Cost 0% 0% SUPPORTIVE SERVICES Salaries 17,742.00 7,500.00 5,274.00 4,968.00 - - FICA 1,357.00 574.00 403.00 380.00 - Health Insurance 588.00 588.00 - - - - State Employment Taxes 40.00 20.00 - 20.00 - - Worker's Compensation 41.00 - - 41.00 - - Retirement 1,454.00 225.00 633.00 596.00 - - Office Supplies 1,950.00 250.00 1,350.00 350.00 - - Postage 580.00 175.00 250.00 155.00 - - Teaching Aids 125.00 125.00 - - - - Telephone 4,561.00 856.00 3,200.00 505.00 - - Electric 425.00 225.00 200.00 - - - Gas 200.00 100.00 100.00 - - - Lease 7,995.00 2,990.00 3,880.00 1,125.00 - - Custodial Services 235.00 135.00 100.00 - - - Office Equipment Rental 125.00 125.00 - - - - Printing 725.00 225.00 250.00 250.00 - - Fidelity Bond 295.00 75.00 - 220.00 - - Liability Insurahce 405.00 125.00 - 280.00 - - Private Auto Allowance 3,955.00 1,500.00 1,800.00 655.00 - Conference&Seminars 660.00 660.00 - - - TOTAL OPERATING COST 43,458.00 16,473.00 17,440.00 9,545.00 - Rent/Mortgage/Utilities Assistance j 159,164.00 58,247.00 44,042.00 56,875.00 - - TOTAL SUPPORT SERVICES 202,622.00 74,720.00 61,482.00 66,420.00 - - TOTAL 202,622.00 74,720.00 61,482.00 66,420.00 - MATCHING FUND SOURCES [a]Ryan White I, II [b]State Services - [c]Supportive Service DD [d] Catholic Charities,United Way,Private Funds,Other BUDGET DETAIL -SUPPORTIVE SERVICES Page 2 of 3 PERSONAL SERVICES Hourly Annual %of Position/Title Rate Hours Time Amount 1 HOPWA Case Manager 14.42 2080 25% 7,500 2 - 2080 0% - 3 - 2080 0% - 4 - 2080 0% - 5 - 2080 0% - 6 - 2080 0% - 7 - 2080 0% - 8 - 9 - 10 - TOTAL STAFF SALARIES 7,500 FRINGE BENEFITS %of % Paid % Paid CATEGORY Payroll Amount by Agency by CDBG Amount FICA 7.65% 574 0 100% 574 Life Insurance 0.00% - 0 0% - Health Insurance 31.36% 2,352 0 25% 588 Employment Tax 1.08% 81 0 25% 20 Worker's Comp 0.00% - 0 0% - Retirement 12.00% 900 0 25% 225 TOTAL FRINGE BENEFITS 1,407 TOTAL PERSONAL SERVICES 8,907 it DWI, p U�o BUDGET DETAIL Page 3 of 3 UTILITIES Average Cost Number of Category Per Month Months Amount Telephone 2875 12 856 Electric 485 12 225 Gas 125 12 100 Water/Waste Disposal 50 12 125 Other: [Specify] 0 12 0 TOTAL UTILITIES 1306 BUILDING LEASE No.Square Cost Per Building Location Foot Square Foot Amount 1 1105 Santa Fe Drive 5,100 1 2,990 2 0 0 3 0 0 - TOTAL BUILDING LEASE 2,990 EXPENSESOTHER Total %Charged Category Charge To CDBG Amount Fidelity Bond 225 33.0% 74 Liability Insurance 375 33.0% 124 Legal&Accounting 10,850 4.2% 450 Postage 5,350 3.0% 161 Office Supplies 22,480 1.0% 225 Printing 7,850 3.0% 236 Teaching Aids 4,215 3.0% 126 Auto Allowance 18,950 8.0% 1,516 Custodial Services 2,340 6.0% 140 Computer Equipment 13,500 10.0% 1,350 TOTAL OTHER EXPENSES 4402 CONFERENCES&SEMINARS Total %Charged Event Charges to CDBG Amount 1 Texas Deparatment of Health HIV/STD Conference 1,320 25.0% 330 2 Washington Conference on Housing 330 100.0% 330 3 0 0.0% 0 TOTAL CONFERENCES&SEMINARS 660 OFFICE EQUIPMENT N Total %Charged Item Charge to CDBG Amount 1 Postage Maching 500 0.25 125 2 0 3 0 TOTAL OFFICE EQUIPMENT RENTAL 125 MD I `I EXHIBIT "D" AUDIT SCHEDULE INDEPENDENT AUDIT REQUIREMENT BUSINESS/AGENCY NAME: AIDS Resources of Rural Texas PROGRAM: Housing HOPWA YEAR: 2001 - 2002 AMOUNT FUNDED: $74,720 Name of Independent Auditor who will perform agency audit: Independent Auditor to be contracted during HOPWA contract period. Date audit is to be performed: Within 60 days of completion of HOPWA funded project. The following language is a condition of your contract with the City: (1) For all contracts in which Contractor is cumulatively receiving federal monies in the amount of$300,000 or more, Contractor must submit to City an annual audit prepared in accordance with 24 CFR Sections § 570.502-570.503 generally, with specific reference to OMB Circulars (with attachments) A-122 and A-133 as appropriate. The audit may cover either Contractor's fiscal year during which this contract is in force or cover the period of this contract. The audit must be prepared by an independent certified public accountant, be completed within twelve (12) months following the end of the period being audited and be submitted to City within thirty (30) days of its completion. Contractor's audit schedule is attached hereto as Exhibit D - Audit Schedule. Costs of preparation of this audit may be an allowable expenditure of HOPWA funds in an amount proportional to that of the HOPWA funds used in contractor's total agency operating budget. This form is to be completed and submitted to the Intergovernmental Affairs and Grants Management Division at the beginning of each contract year. Signature City of Fort Worth, Texas 4vallor AndC oun6l Communication DATE REFERENCE NUMBERLOG NAME PAGE 4/17/01 G-13207 13BLOCK 1 of 4 SUBJECT COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) YEAR XXVII, EMERGENCY SHELTER GRANT (ESG) YEAR 2001-2002, AND HOUSING OPPORTUNITIES FOR PERSONS WITH AIDS HOPWA YEAR 2001-2002 CONTRACT ACTIVITIES RECOMMENDATION: It is recommended that the City Council authorize the City Manager to execute CDBG Year XXVII, ESG Year 2001-2002 and HOPWA Year 2001-2002 contracts with the following organizations to administer their respective programs, contingent upon approval and receipt of adequate funding from the U.S. Department of Housing and Urban Development, for a term beginning June 1, 2001, and ending May 31, 2002: COMMUNITY DEVELOPMENT BLOCK GRANT(CDBG) Contract with the listed agencies for an amount not to exceed the following: A. DA Village $ 36,838 B. Habitat for Humanity $ 20,250 C. REACH, Inc. $ 24,300 D. Communities in School $ 36,045 E. Southside Area Ministries (Sam's Kids) $ 6,324 F. Boys and Girls Clubs (NINOS) $ 27,200 G. Boys and Girls Clubs (KEYS) $ 25,510 H. Boys and Girls Clubs (PASS) $ 24,300 I. East Fort Worth Montessori $ 30,705 J. Latin Arts Association $ 25,000 K. Booker T. Sparks School of the Performing Arts $ 32,400 L. Bridge Emergency Youth Services $ 40,500 M. Stone Soup Connection $ 18,108 N. Camp Fire $ 24,300 (list continued next page) ° City of Fort Worth, Texas "611jolf , and Council communicalflon DATE REFERENCE NUMBER 1111 NAME PAGE 4/17/01 G-13207 13BLOCK 2 of 4 SUBJECT COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) YEAR XXVII, EMERGENCY SHELTER GRANT (ESG) YEAR 2001-2002, AND HOUSING OPPORTUNITIES FOR PERSONS WITH AIDS HOPWA YEAR 2001-2002 CONTRACT ACTIVITIES O. YWCA of Fort Worth (AIM) $ 28,787 P. YWCA of Fort Worth (Child Care) $150,000 Q. Child Care Associates (formerly Day Care Association) $130,000 COMMUNITY DEVELOPMENT BLOCK GRANT R. Fort Worth Housing Authority $ 30,000 S. YMCA of Fort Worth $120,375 T. Clayton Child Care $ 60,000 U. Man Made Mentoring $ 22,500 V. Southside Area Ministries (Seniors) $ 2,570 W. Senior Citizens Services of Tarrant County (Como) $ 17,597 X. Meals on Wheels $ 33,696 Y. Senior Citizens Services of Tarrant County (Riverside) $ ,15,271 i Z. Mental Health Association (OMBUDSMAN) T$ 17,500 AA. AMISTADES $ 17,100 BB. NSEAM $ 17,100 CC. Women's Center of Tarrant County $ 10,692 DD. Job, Inc. $100,409 EE. Fort Worth SER $ 99,071 FF. A-Prep Center of Tarrant County $ 98,415 GG. Summerbridge Fort Worth $ 37,500 (list continued next page) , City of Fort Worth, Texas mayor And Council Communication DATE REFERENCE NUMBER LOG NAME- JF AMEP 4/17/01 G-13207 13BLOCK 3 of 4 SUBJECT COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) YEAR XXVII, EMERGENCY SHELTER GRANT (ESG) YEAR 2001-2002, AND HOUSING OPPORTUNITIES FOR PERSONS WITH AIDS HOPWA YEAR 2001-2002 CONTRACT ACTIVITIES HH. JMAC Youth Center of Tarrant County $ 25,000 II. Northside InterChurch Agency $ 35,815 JJ. Fort Worth Economic Development Corporation (Micro-Loan) $ 18,225 KK. Fort Worth Economic Development Corporation (RLF) $ 51,908 LL. Mental Health Association (Mental Health Advocate) $ 24,750 EMERGENCY SHELTER GRANT A. YWCA $ 15,000 B. Cornerstone Assistance Network $ 15,075 C. Presbyterian Night Shelter $151,308 D. Bridge Emergency Youth Services $ 7,862 E. Women's Haven of Tarrant County, Inc. $ 24,092 F. Salvation Army $ 9,730 G. MHMR of Tarrant County $ 12,500 H. YWCA (My Own Place) ' $ 21,993 HOUSING OPPORTUNITIES FOR PERSONS WITH AIDS A. AIDS Outreach Center, Inc. $432,550 B. Tarrant County Samaritan Housing, Inc. $212,470 C. AIDS Resources of Rural Texas—A.R.R.T. $ 74,720 City of Fort Worth, Texas "avow andconsmunicalflon Cil ounc DATE REFERENCE NUMBER LOG NAME PAGE 4/17/01 G-13207 138LOCK 4 of 4 SUBJECT COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) YEAR XXVII, EMERGENCY SHELTER GRANT (ESG) YEAR 2001-2002, AND HOUSING OPPORTUNITIES FOR PERSONS WITH AIDS HOPWA YEAR 2001-2002 CONTRACT ACTIVITIES DISCUSSION: On March 27, 2001, the City Council approved and adopted the budgets and the appropriation ordinance increasing estimated receipts and appropriations for the Twenty-Seventh Year Community Development Block Grant (CDBG), (2001-2002) Emergency Shelter Grant (ESG), and (2001-2002) Housing Opportunities for Persons with AIDS (HOPWA), as part of the City's Consolidated Plan. The Consolidated Plan, as adopted by the City Council, included program descriptions for each of the above funded programs. The above programs are consistent with the City's approved Community Development Plan and Priorities and meets the requirements of the Department of Housing and Urban Development regulations concerning "eligible activities". FISCAL INFORMATION/CERTIFICATION: The Finance Director certifies that upon approval and receipt of funding from the U.S. Department of Housing and Urban Development, funds will be available in the current operating budget, as appropriated, of the Grants Fund. CB:k r r Submitted for City Manager's FUND ACCOUNT CENTER AMOUNT CITY SECRETARY Office by: (to) Charles Boswell 8511 APPROVED Originating Department Head: CITY COUNUM Joe Paniagua 6168 (from) APR 17 2001' Additional Information Contact: Joe Paniagua 6168 Sect wowtkrT m• ' ��it`i�,JTt�TjOTtll.Texas