Loading...
HomeMy WebLinkAboutContract 43705 STATE OF TEAS CITY§ �a {� CONTRACT COUNTY OF TARRANT § This contract ("Contract") is made and entered into by and between the City of Fort Worth (hereafter "City") and SafeHaven of Tarrant County (hereafter "Agency"), a Texas nonprofit corporation. City and Agency may be referred to individually as a "Party"and jointly as"the Parties". The Parties state as follows: WHEREAS, City receives grant monies from the United States Department of Housing and Urban Development ("HUD") through the Emergency Solutions Grant Program ("ESG"), Program No. 5-12-MC-48-0006, Catalog of Federal Domestic Assistance No. 14.231; WHEREAS, the ESC program is intended to provide homeless persons or persons at risk of becoming homeless with financial assistance, basic shelter, essential supportive services, and/or operations, as applicable; WHEREAS, Agency submitted a proposal to use ESG funds for an eligible Program (defined below) under the ESG Regulations (defined below) whereby Agency will provide services as further described in Exhibit "A" - Program Summary; WHEREAS, City citizens, the Community Development Council, and the City Council have determined that ESG programs are needed by the City's citizens; Now, THEREFORE, the Parties understand and agree as follows: 1. INCORPORATION OF RECITALS. City and Agency hereby agree that the recitals set forth above are true and correct and form the basis upon which the Parties have entered into this Contract. 2. DEFINITIONS. In addition to terms defined in the body of this Contract, the fol lowing terms shall have the definitions ascribed to them as follows: Area Median Income or AMI means the median family income for the Fort Worth- Arlington metropolitan statistical area as established by HUD. The 2012 income limits are attached hereto as Exhibit F. Business Diversity Enterprise ordinance or BDE means the City's Business Diversity Ordinance, ordinance No. 20020-12-2011. OFFICIAL RECORD ESG PSA CONTRACT- SAFEHAVEN CITY SECRE'T'ARY f) r) 4 1 N FTv WORTH, TX k-1 , I- M, Complete Documentation means: • Attachments I and II, with supporting documentation as follows: • Proof of expense: copies of timesheets, invoices, leases, service contracts or other documentation showing that payment is due by Agency. • Proof of payment: cancelled checks, bank statements, or wire transfers necessary to demonstrate that amounts due by Agency were actually paid by Agency. • Proof of client eligibility: a In the event that Agency is a facility that provides a public service, this means documentation that clients served by Agency are ESG Eligible Clients. o Source Documentation sufficient to show that clients participating in the Program are ESG Eligible Clients. • other documentation: (i) documentation to show compliance with BDE or DBE bidding process for procurement or Contract activities, if applicable; and (ii) any other document or records reasonably necessary to verify costs spent and client eligibility for the Program. DBE means disadvantaged business enterprise. Director means the Director of the City's Housing and Economic Development Department. Effective Date means October 1, 2012. ESG Eligible Client means an individual or household that meets the definition of "homeless" or "at risk of homelessness" as defined in the HEARTH Act ESG Funds means City's ESG funds supplied by City to Agency under the terms of this Contract. ESG Regulations means regulations found in 24 C FR Part 576. G G HEARTH Act means the Homeless Emergency Assistance and Rapid Transition to Housing Act of 2009, 42 U.S.C. 11302 et seq. HED Department means the City's Housing and Economic Development Department. Program shall mean the service(s) described in Exhibit "A"—Program Summary. Reimbursement Request shall mean all reports and other documentation described in Section 9. ESG PSA CONTRACT-SAFEHAVEN 2 Source Documentation means documentation sufficient under ESG Regulations to establish an individual or household as an ESG Eligible Client. Unduplicated Clients means a count of individuals served once in the Contract year. Even if a person is served multiple times in the Contract year, they will only be counted once when determining the number of Unduplicated Clients. 3. TERM. 3.1 Term. The term of this Contract begins on October 1, 2012 and terminates on September 30, 2013 unless terminated as provided in this Contract. 4. DUTIES AND RESPONSIBILITIES OF CITY. 4.1 Provide ESG Funds. City shall pay up to ONE HUNDRED SEVENTY FIVE THOUSAND AND Noll 00 ($175,000.00) of ESG Funds on a reimbursement of expenses basis, under the terms and conditions herein. This contract is contingent upon receipt by City of ESG funds from HUD. If ESG funds are not received or if City's allocation of ESG funds changes, City reserves the right to amend or terminate this Contract. 4.2 Monitor. City will monitor the activities and performance of Agency and any of its contractors or subcontractors as necessary, but no less than annually. Monitoring may include all phases and aspects of Agency's performance to determine compliance with the Program and other technical and administrative requirements of this Contract including the adequacy of Agency's records and accounts. S. DUTIES AND RESPONSIBILITIES OF AGENCY. 5.1 Required Services. In accordance with the terms and conditions of this Contract, Agency shall perform the service as described in Exhibit"A"—Program Summary. 5.2 Use of ESG Funds. 5.2.1. Expenditures in Compliance with ESG Regulations and Contract. Agency shall be reimbursed for the Program costs with ESG Funds only if City determines in its sole discretion that: 5.2.1.1 Costs are eligible expenditures in accordance with ESG Regulations. 5.2.1.2 Costs are in compliance with this Contract and are reasonable and consistent with industry norms. ESC PSA CONTRACT-SAFEHAVEN 3 5.2.1.3 Complete Documentation is submitted to City by Agency. 5.2.2. Bud et. Agency agrees that ESG Funds will be reimbursed in accordance with Exhibit "B" - Budget. During the Term, Agency may submit written requests to increase or decrease line-item amounts in the Budget, including an explanation of why such increases or decreases are necessary. All such requests must be approved by the Director in writing, such approval being in the Director's sole discretion. If Director gives written approval of Agency's proposed Budget amendment (as approved, the "Amended Budget"), then the Amended Budget will take effect on the first day of the month following the month in which it was approved by Director, unless otherwise specified in the amendment. 5.2.3 Change in Agency's Program Budget. 5.2.3.1 Agency will notify City promptly of any additional funds it receives for operation of the Program, and City reserves the right to amend this Contract in such instances to ensure compliance with HUD regulations governing cost allocation. 5.2.3.2.1 Agency agrees to utilize funds available under this Contract to supplement rather than supplant funds otherwise available for use in the Program. 5.2.4 Payment of ESG Funds to A envy ESG Funds will be disbursed to Agency on a reimbursement basis upon City's approval of Agency's written and signed Reimbursement Requests, including submission of Complete Documentation to City. If Agency expends all funds prior to September 20, 2013, City may hold back a small amount of ESC Funds until the end of the Term. During this interim period, Agency must continue to submit Reimbursement Requests with an invoiced amount of$0. 5.3 Program Performance Milestones. Agency warrants that the Program will achieve the following milestones: Unduplicated,Client: (as Month Ex enditure s edified in Exhibit A'1 3 27.27% 27.27% fi 54.54% 54.54% 8 72.72% 72.72% 11 100% 100% Failure of Agency to meet these milestones or material deviation from them as outlined in this Section 5.3 is a breach of this Contract. For the purpose of this Section, "material deviation" shall mean an excess of 10% lower than the specified goal. In the event of such breach, City reserves the right at its sole option to delay or withhold ESG PSA CONTRACT-SAFEHAVEN 4 payment of Reimbursement Requests, to lower Agency's allocation of ESG Funds, or to terminate this Contract. 5.4 Com minded Funds. Agency will not commingle ESG Funds with any other funds in any manner that would prevent City from readily identifying expenditures for operation of the Program. 5.5 Match. Agency must match ESG Funds dollar for dollar with other sources. Potential sources of match include any sources described at 42 U.S.C. 11375(a). Some common sources include: (i) Agency funding from non-federal sources and eligible federal grants, (ii) volunteer time, which may valued at $5/hour of time; and (iii) the value or fair rental value of any donated materials or space. The values Agency assigns to all sources of match are subject to review and approval by City. 5.5.1 Prior to September 10, 2012, Agency must submit to City a completed Match Report (attached hereto as Exhibit H) detailing actual and anticipated match sources. 5.5.2 With each Reimbursement Request, Agency must submit a log of funds expended to date on the form provided in Exhibit H, plus documentation of any match expenditures first reported in that month's Reimbursement Request. 5.5.3 Records regarding match funds must be kept by Agency in accordance with Section 8. 5.5.4 If the expenditure of match funds and ESG Funds are not happening at approximately the same pace, City reserves the right to withhold ESG Funds until match expenditures are substantially the same as ESG Funds reimbursed to date. 6. CLIENT ELIGIBILITY VERIFICATION. 6.1 Client Elieibidity. Agency will document the eligibility of all prospective clients. In all instances, Agency may redact the client's personal information and substitute a client number. 6.1.1 Aiencies Receiving ESG Funds. 6.1.1.1 Coordination of Services. Agency must be active In the local Continuum of Care ("'CoU) and enter data in the local Homeless Management Information System ("HMIS"). 6.1.1.2 Homelessness Status. Agency must verify that all new clients meet the definition of homeless or at risk of homelessness in the HEARTH Act, as amended from time to time. Acceptable forms of verification include: ESG PSA CONTRACT-SAFEHAVEN 5 i. For emergency shelter services for homeless persons (including childcare for homeless clients): I. A signed, dated statement from the client stating that the client is homeless, or that the client is homeless by virtue of fleeing domestic violence. ii. For homelessness prevention- financial assistance services: 1. Documentation that the individual or family has an annual income at or below 30%of AM I, 2. Evidence documenting that the client does not have sufficient resources or support networks immediately available to prevent them from moving to an emergency shelter or another place defined in Category l of the "homeless" definition under the HEARTH Act, 3. Documentation of client's reasonable prospects of resuming payment of rent or utilities, as applicable, within a reasonable time, and 4. Documentation supporting the type and amount of assistance provided, including, but not limited to, invoices, past due notices, and/or executed leases, as applicable, and proof of payment by Agency. iii. For rapid re-housing services- financial assistance: l. Documentation that the individual or family meets the homeless definition in the HEARTH Act, 2. Documentation of rent reasonableness, 3. Documentation of client's reasonable prospects of resuming payment of rent and/or utilities, as applicable, within a reasonable time, and 4. Evidence documenting that the client is not receiving assistance from other rapid re- housing/homelessness prevention agencies or funding sources. 5. Documentation supporting the type and amount of assistance provided, including, but not limited to, invoices, past due notices, and/or executed leases, as applicable, and proof of payment by the agency. ESG PSA CONTRACT-SAFEHAVEN 6 iv. For housing relocation and stabilization services: 1. Documentation that services are provided for eligible homeless and at risk of homelessness clients as defined in the HEARTH Act, and 2. Documentation that any staff costs and or relocation/stabilization services directly benefit the eligible individual and families and are clearly distinguished from the general administration of the Program. 6.1.2 Performance Standards. Agency must verify that the Program is tracking ESG activities and outcomes in accordance with the City's performance standards as described in Exhibit "Ii" - ESG Performance Standards. Data maintained in the HMI S or a comparable database is preferred. 6.2 Submission of Eli2ibilitv Documentation. Agency must submit copies of all relevant components of the eligibility verification documentation described in Section 6.1 with Attachment III in each month's Reimbursement Request, and must maintain copies of such documentation as required under this Contract. 7. Additional ESG Requirements. Agency agrees to comply with all requirements of the ESG Program as stated in the ESG Regulations, including, but not limited to the following: 7.1 Environmental Review. ESG Funds will not be paid, and costs cannot be incurred until City has conducted and completed an environmental review as required under 24 C F R Part 58. The environmental review may result in a decision to proceed with, modify, or cancel the Program. Further, Agency will not undertake or commit any funds to physical or choice limiting actions. Any violation of this provision will (i) cause this Contract to terminate immediately; and (ii) require Agency to repay to City the ESG Funds it has alrbady received and forfeit any future payments of ESG Funds. 7.2 Contract Not Constituting Commitment of Funds. Notwithstanding any provision of this Contract, the Parties agree and acknowledge that this Contract does not constitute a commitment of funds, and that such commitment of funds or approval may occur only upon (1) satisfactory completion of environmental review and receipt by City of an authorization to use grant funds from HUD under 24 CFR Part 58, (2) approval of City's 2012-2013 Action Plan and receipt by City of grant agreement from HUD. ESG PSA CONTRACT-SAFEHAVEN 7 7.3 Monitoring. 7.3.1 Agency understands and agrees that it will be subject to monitoring by City for compliance with the ESG Regulations for the duration of this Contract and until the Program is closed in HUD's I DI S system. Agency will provide reports and access to Program files as requested by City for 5 years after closeout of this Contract in HUD's IDIS system, and will meet all the reporting requirements set out in this Contract. This Section shall survive the termination or expiration of this Contract. 7.3.2 City, HUD, and the United States Comptroller General or their respective representatives shall have access at all reasonable hours to the Agency's offices and records dealing with the use of the ESG Funds that are the basis of this Contract, and Agency's officers, directors, agents, employees, contractors and subcontractors for the purpose of such monitoring. 7.3.3 In addition to other provisions of this Contract regarding frequency of monitoring, City reserves the right to perform desk reviews or on-site monitoring of Agency's compliance with the terms and conditions of this Contract, and of the adequacy and timeliness of Agency's performance under this Contract. After each monitoring visit, City shall provide Agency with a written report of the monitor's findings. If the monitoring report notes deficiencies in Agency's performance, the report shall include requirements for the timely correction of said deficiencies by Agency. Failure by Agency to take the action specified in the monitoring report may be cause for suspension or termination of this Contract as provided herein. 7.3.4 Agency will maintain all records related to this Contract for a minimum of five years after termination of the Contract. 7.4 Aizency Procurement Standards. Agency shall establish procurement procedures to ensure that materials and services are obtained in a cost effective manner. When procuring services to be provided under this Contract, Agency shall comply at a minimum with the procurement standards at 24 CFR Part 84.40 through 24 C FR Part 84.48. 7.5 Cost Principles/Cost Reasonableness. Agency shall administer its use of ESG Funds in compliance with OMB Circular A-122, "Cost Principles1or Non-Profit Organizations", as amended from time to lime. The allowability of costs incurred for performance rendered shall be determined in accordance with OMB Circular A-122 as supplemented by the provisions of this Contract. 7.6 Accounting Standards. Agency agrees to comply with OMB Circular A-110, "Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals and other Non-Profit Organizations", and agrees to adhere to the accounting principles and procedures required therein, utilize adequate internal controls, and maintain necessary source documentation for al l costs incurred. ESG PSA CONTRACT- SAFEHAVEN 8 7.7 Terms Applicable to Ai!encies and Subcontractors. Agency understands and agrees that all terms of this Contract, whether regulatory or otherwise, shall apply to any and all contractors and subcontractors of Agency which are in any way paid with ESG Funds or who perform any work in connection with the Program. Agency shall cause all applicable provisions of this Contract to be included in and made a part of any contract or subcontract executed in the performance of its obligations hereunder. Agency shall monitor the services and work performed by its contractors and subcontractors on a regular basis for compliance with the ESG Regulations and Contract provisions. Agency is liable for all violations of the ESG Regulations committed by its contractors or subcontractors. City maintains the right to insist on Agency's full compliance with the terms of this Contract and Agency is responsible for such compliance regardless of whether actions taken to fu if l I the requirements of this Contract are taken by Agency or by Agency's contractors or subcontractors. 7.8 Uniform Administrative Reciuirements. Agency will comply with the Uniform Administrative Requirements set forth in 24 CFR Part 576 (b), including but not limited to the policies, guidelines and requirements of OMB Circular No. A-102 and OMB Circular No. A-87 as they relate the acceptance and use of emergency shelter grant amounts by States and units of general local government, and Nos. A-11 D and A-122 as they relate to the acceptance and use of emergency shelter grant amounts by private nonprofit organizations. 8. RECORD KEEPING REPORTING AND DOCUMENTATION RE UIREMENTS. 8.1 Record Keeping.. Agency shall maintain a record-keeping system as part of its performance of this Contract and shall promptly provide City with copies of any document City deems necessary for the effective fulfillment of City's monitoring and evaluation responsibilities. Specifically, Agency will keep or cause to be kept an accurate record of all actions taken and all funds spent, with source and back-up documentation and all Tenant Documentation. Agency will maintain all records and documentation related to this Contract for 5 years after termination of this Contract. if any claim, litigation, or audit is initiated before the expiration of the 5 year period, the records must be retained until all such claims, litigation or audits have been resolved. 8.2 Access to Records. City and any duly authorized officials of the federal government will have full access to, and the right to examine, audit, copy, excerpt and/or transcribe any of Agency's records pertaining to all matters covered by this Contract. 8.3 Reports. Agency will submit to City all reports and documentation described in this Contract, in such form as City may prescribe, pertaining to the activities undertaken as a result of this Contract. Failure to submit any report or documentation described in this ESG PSA CONTRACT-SAFEHAVEN 9 Contract to City shall be an event of default of this Contract and City may exercise all of its remedies for default under this Contract. 8.4 Change in Reporting Re uirements and Forms. City retains the right to change reporting requirements and forms at its discretion. City will notify Agency in writing of such change, and the Parties shall execute an amendment to the Contract reflecting such change. 9. REIMBURSEMENT REQUIREMENTS. 9.1 Deadline for Su bm ittins! Reimbursement Requests. Each Reimbursement Request shall be received by the City on or before the 15th day of the month following the month expenses were paid. For example, Reimbursement Requests for June expenses must be received by July 15. In the event the 15th falls on a weekend or City holiday, Reimbursement Requests shall be due the next business day. Failure to submit a Reimbursement Request in a timely fashion will result in City initiating procedures as outlined in Section 10.1. NOTWITHSTANDING ANYTHING ABOVE, EXPENSES FOR SEPTEMBER 2013 MUST BE RECEIVED BY SEPTEMBER 20, 2013. FAILURE TO SUBMIT A COMPLETE REIMBURSEMENT REQUEST BY SEPTEMBER 20, 2013 WILL RESULT IN AN AUTOMATIC FORFEITURE OF THE SEPTEMBER PAYMENT. 9.2 With each Reimbursement Request, Agency shall provide City with Complete Documentation and the following reports as shown in EXHIBIT "D" — REIMBURSEMENT FORMS) and: 9.2.1 Attachment I—Invoice. This report shall contain the amount requested for reimbursement each month, and the cumulative reimbursement requested to date (inclusive of that month's request). Even if Agency is requesting $0 for a particular month, this report must be submitted. This report must be signed by an authorized signatory of the Agency. By signing Attachment 1, Agency is certifying that the costs are valid, eligible, and consistent with the terms and conditions of this Contract, and the data contained in the report is true and correct. 9.2.2 Attachment II—Expenditure Worksheet. This report shall itemize each expense requested for reimbursement by Agency and shall include the Account corresponding the expense to a budget line item in Attachment II. In order for this report to be complete the following must be submitted: 9.2.2.1 For payroll expenses, timesheets signed by employees and approved by supervisor for all payroll expenses listed. Timesheets must distinguish between ESG funded time and non-ESG funded time and reflect actual time spent on ESC funded activities. 9.2.2.2 For non-payroll expenses, invoices for each expense listed ESG PSA CONTRACT-SAFEHAVEN 10 with an explanation as to how the invoiced expense pertains to the Program. 9.2.2.3 Proof that each expense was paid by Agency, which proof can be satisfied by cancelled checks, wire transfer documentation, paid receipts or other appropriate banking documentation. 9.2.3 Attachment III—Client Data Re art. This report shall list each new client served during the month along with their demographic information. Clients listed on previous months' reports should not be listed again; each month's report should only contain a listing of new Unduplicated Clients. In order for this report to be complete the following must be submitted: 9.2.3.1 Documentation of income verification for each client, which will either be the Source Documentation described in Section 6.2.1, or the completed Form of Self Certification attached hereto as Exhibit "E" — Income Self Certification. 9.2.4 Match Report. This report shall document actual expenditure of match funds, as further described in Section 5.6. 9.2.5 HMIS Report. Agency shall submit an HMIS report at least quarterly to document Agency's participation in a local Continuum of Care's Homeless Management Information System ("HMIS"). 9.3 Withholding Payment. CITY HAS NO OBLIGATION TO MAKE PAYMENT ON ANY REIMBURSEMENT REQUEST THAT IS NOT RECEIVED BY THE DUE DATE. Failure to timely submit Reimbursement Requests and Complete Documentation along with any required reports shall be an event of default. 10. DEFAULT AND TERMINATION. 10.1 Failure to Submit Required Documentation 10.1.1 tf Agency fails to submit a Reimbursement Request, or if the submitted Reimbursement Request is incomplete or otherwise not in compliance with this Contract or ESG Regulations as determined by City, Agency shall be in default of this Contract. City will notify Agency in writing of such default and the Agency will have 10 calendar days from the date of the written notice to submit or resubmit any such Reimbursement Request to cure the default. If Agency fails to cure the default within such time, Agency shall forfeit any payments otherwise due that month. ESG PSA CONTRACT-SAFEHAVEN 1 l 1 0.1.2 NOTWITHSTANDING THE PROVISIONS OF SECTION 1 0.1.1, IF AGENCY FAILS TO SUBMIT THE REIMBURSEMENT REQUEST DUE SEPTEMBER 20, 20139 OR IF THE SUBMITTED REIMBURSEMENT REQUEST FOR SEPTEMBER 20, 2013 IS LATE, INCOMPLETE OR OTHERWISE NOT IN COMPLIANCE WITH THIS CONTRACT OR ESG REGULATIONS AS DETERMINED BY CITY, THERE WILL BE NO CURE PERIOD AND ANY REIMBURSEMENT WILL BE AUTOMATICALLY FORFIETED. 1 0.1.3 In the event of (i) an uncured default under Section 10.1.1 or (ii) more than 2 instances of default, cured or uncured, under such Section, City reserves the right at its sole option to terminate this Contract effective immediately upon written notice of such intent with no penalty or liability to City. 1 0.1.4 Notwithstanding anything to the contrary herein, City will not be required to pay any ESG Funds to Agency during the period that any Reimbursement Request, report or documentation is past due or is not in compliance with this Contract or the ESG Regulations, or during any period during which Agency is in default of this Contract. 10.t.5 In the event of termination under this Section 10.1, all ESG Funds awarded but unpaid to Agency pursuant to this Contract shall be immediately forfeited and Agency shall have no further right to such funds. 10.2 Failure to Maintain Documentation. If Agency fails to maintain all records and documentation as required in Section 8, or if the maintained or submitted report or documentation is not incompliance with this Contract or the ESG Regulations as determined by City in its sole discretion, City will notify Agency in writing and Agency will have 30 calendar days from the date of the written request to obtain or recreate the missing records and documentation or submit or resubmit any such report or documentation to City. If Agency fails to maintain the required reports or documentation, or submit or resubmit any such report or documentation within such time, City shall have the right to terminate this Contract effective immediately upon written notice of such intent with no penalty or liability to City. In the event of termination under this Section 10.2, any ESG Funds paid to Agency must be repaid to City within 30 days of termination notice. Failure to repay such ESG Funds will result in City exercising all legal remedies available under this Contract. 10.3 In General. Subject to Section 10.1, and unless specifically provided otherwise in this Contract, Agency shall be in default under this Contract if Agency breaches any term or condition of this Contract. In the event that such a breach remains uncured after 30 calendar days following written notice by City (or such other notice period as may be specified herein) or, if Agency has diligently and continuously attempted to cure following receipt of such written notice but reasonably requires more than 30 calendar days to cure, as determined by both Parties mutually and in good faith, City shall have the right to elect, as determined in City's sole discretion, to terminate this Contract effective ESG PSA CONTRACT-SAFEHAVEN 12 immediately upon written notice of such intent to Agency, or to pursue any other legal remedies available to City. In the event of termination under this Section 10.3, all ESG Funds awarded but unpaid to Agency pursuant to this Contract shall be immediately rescinded and Agency shall have no further right to such funds, and any ESG Funds already paid to Agency must be repaid to City within 30 days of the termination. if such ESG funds are not repaid to City within the 30 day period, City shall exercise all of its remedies under this Contract. 10.4 No Funds Disbursed while in Breach. Agency understands and agrees that no ESG Funds will be paid to Agency until all defaults are cured to City's satisfaction. 10.5 No Compensation After Date of Termination. Agency shall not receive any compensation for work undertaken after the date of the termination. 10.6 Rights of City Not Affected. Termination shall not affect or terminate any of the existing rights of City against Agency, or which may thereafter accrue because of such default. Such termination does not terminate any provisions of this Contract that have been expressly noted as surviving the Term or termination of the Contract. 10.7 Waiver of Breach Not Waiver of Subsequent Breach. The waiver of a breach of any term, covenant, or condition of this Contract shall not operate as a waiver of any subsequent breach of the same or any other term, covenant or condition hereof. 10.8 Civil, Criminal and Administrative Penalties. Failure to perform all the Contract terms may result in civil, criminal or administrative penalties, including, but not limited to those set out in this Contract. 14.9 Termination for Cause. City may terminate this Contract in the event of Agency's default, inability, or failure to perform, or otherwise whenever such termination is determined by City to be in City's best interest. Likewise, Agency may terminate this Contract if City does not provide the ESG Funds substantially in accordance with this Contract. c C 10.10 Termination for Convenience. In terminating in accordance with 24 C.F.R. 85.44 this Contract may be terminated in whole or in part only as follows: 10.10.1 By City with the consent of Agency in which case the Parties shall agree upon the termination conditions, including the effective date and in the case of partial termination, the portion to be terminated, or 1 0.10.2 By the Agency upon written notification to City, setting forth the reasons for such termination, the effective date, and in the case of partial ESG PSA CONTRACT-SAFEHAVEN 13 termination, the portion to be terminated. However, if City determines in the case of a partial termination that the remaining portion of the Contract to be performed or ESG Funds to be spent will not accomplish the purposes for which the Contract was made, City may terminate the Contract in its entirety. 10.11 Dissolution of Astency Terminates Contract. In the event Agency is dissolved or ceases to exist, all assets acquired with ESG Funds including cash, interest payments from loans or otherwise, all outstanding notes, mortgages or other security instruments used to secure ESG Funds, any accounts receivable attributable to the use of ESG Funds, and any real or personal property owned by Agency that was acquired or improved with ESG Funds shall automatically transfer to City and this Contract shall terminate. 11. REPAYMENT OF ESG FUNDS. All ESG Funds are subject to repayment in the event the Program does not meet the requirements as set out in this Contract or in the ESG Regulations. If Agency takes any action that(i) results in City receiving a finding from HUD about the Program, or (ii) results in the City being required to repay all or any portion of the ESG Funds to HUD, Agency agrees it will reimburse City for such repayment. 12. CHANGE IN NON-PROFIT STATUS. If the non-profit status of Agency changes after the date of this Contract, City may but is not obligated to, terminate this Contract. Agency must provide City with written notification of any changes to its non-profit status within 15 days of being notified of the change. City has 30 days to make such determination after receipt of notice from Agency and failure to make such determination will constitute a waiver. In the event of termination under this Section 12, all ESG Funds awarded but unpaid to Agency pursuant to this Contract shall be immediately rescinded and Agency shall have no further right to such funds. Any ESG Funds already paid to Agency must be repaid to City within 30 days of the termination. 13. SURVIVAL. Any provision of this Contract that pertains to auditing, monitoring, client income eligibility, record keeping and reports, City ordinances, or applicable ESG requirements, and any default and enforcement provisions necessary to enforce such provisions, shall survive the termination of this Contract for five (5) years after the termination date and shall be enforceable by City against Agency. 14. GENERAL PROVISIONS 14.1 Azenev an Inde endent Contractor. Agency shall operate hereunder as an independent contractor and not as an officer, agent, servant or employee of City. Agency shall have exclusive control of, and the exclusive right to control, the details of the work and services performed hereunder, ESG PSA CONTRACT-SAFEHAVEN 14 and all persons performing same, and shall be solely responsible for the acts and omissions of its officers, members, agents, servants, employees, contractors, clients, licensees or invitees. 14.2 Doctrine of Respondeat Superior. rrhe doctrine of respondeat superior shall not apply as between City and Agency, or its officers, members, agents, servants, employees, contractors, clients, licensees or invitees, and nothing herein shall be construed as creating a partnership orioint enterprise between City and Agency. City does not have the legal right to control the details of the tasks performed hereunder by Agency, its officers, members, agents, employees, contractors, licensees or invitees. 14.3 Aizency Property. City shall under no circumstances be responsible for any property belonging to Agency, its officers, members, agents, employees, contractors, clients, licensees or invitees that may be lost, stolen or destroyed or in any way damaged and AGENCY HEREBY INDEMNIFIES AND HOLDS HARMLESS CITY AND ITS OFFICERS, AGENTS, AND EMPLOYEES FROM ANY AND ALL CLAIMS OR SUITS PERTAINING TO OR CONNECTED WITH SUCH PROPERTY. 14.4 Religious Organization. No portion of the ESG Funds shall be used in support of any sectarian or religious activity. In addition, there must be no religious or membership criteria for clients of a ESG-funded service. 14.5 Audit. 14.5.1 Entities that Expend $500,000 or more in Federal Funds Per Year. All non-federal entities that expend $500,000 or more in Federal funds within one year, regardless of the source of the Federal award, must submit to City an annual audit prepared in accordance with specific reference to OMB Circular A-133. The audit shall cover the Agency's fiscal years during which this Contract is in force. The audit must be prepared by an independent certified public accountant, be completed within 6 months following the end of the period being audited and be submitted to City within 30 days of its completion. Agency's audit certification is attached hereto as Exhibit "C" — "Audit Certification Form" and "Audit Requirements". The Audit Certification Form must be submitted to City prior to or along with the first Reimbursement Request. Entities that expend less than $500,000 a year in Federal funds are exempt from Federal audit requirements for that year, but records must be available for review or audit by appropriate officials of the Federal agency, City, and General Accounting Office. 14.5.2 City Reserves the Rie ht to Audit. City reserves the right to perform an audit of Agency's Program operations and finances at any time during the term of this Contract and for 5 years after the termination thereof. Agency agrees to allow access to all pertinent materials as described herein. if such audit reveals a questioned practice or expenditure, such questions must be resolved ESG PSA CONTRACT-SAFEHA V EN 15 within l5 business days after notice to Agency of such questioned practice or expenditure. If questions are not resolved within this period, City reserves the right to withhold further funding under this and/or future contract(s) with Agency. IF AS A► RESULT OF ANY AUDIT IT IS DETERMINED THAT AGENCY HAS FALSIFIED ANY DOCUMENTATION OR MISUSED, MISAPPLIED OR MISAPPROPRIATED ESG FUNDS OR SPENT ESG FUNDS ON ANY INELIGIBLE ACTIVITIES, AGENCY AGREES TO REIMBURSE CITY THE AMOUNT OF SUCH MONIES PLUS THE AMOUNT OF ANY SANCTIONS, PENALTY OR OTHER CHARGE LEVIED AGAINST CITY BY HUD BECAUSE OF SUCH ACTIONS. 14.6 Venue. Venue for any action,whether real or asserted, at law or in equity, arising out of the execution, performance, attempted performance or non-performance of this Contract, shall lie in Tarrant County, Texas. 14.7 Governine Law. In any questions involving state law, for any action, whether real or asserted, at law or in equity, arising out of the execution, performance or non-performance of this Contract, in any issue not governed by federal law, the choice of law shall be the law from the State of Texas. 14.8 Severa bil ity. The provisions of this Contract are severable, and, if for any reason a clause, sentence, paragraph or other part of this Contract 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. 14.9 Written Agreement Entire Contract. This written instrument and the Addendums, Attachments, and Exhibits attached hereto, which are incorporated by reference and made a part of this Contract for all purposes, constitute the entire agreement by the Parties hereto concerning the work and services to be performed under this Contract. Any prior or contemporaneous oral or written agreement, which purports to vary the terms of this Contract, shall be void. Any amendments to the terms of this Contract must be in writing and must be executed by each Party to this Contract. 14.10 Para rah Headings for Reference Only, No Le al Significance. The paragraph headings contained herein are for convenience in reference to this Contract and are not intended to define or to limit the scope of any provision of this Contract. 14.11 Compliance With All Applicable Laws and Regulations. By signing this Contract, Agency certifies that it complies with all applicable laws and regulations that are currently in effect or that are hereafter amended during the ESG PSA CONTRACT-SAFEHAVEN 16 performance of this Contract. Those laws include, but are not limited to: ➢ ESG Regulations found in 24 CFR Part 576. ➢ Subtitle B of Title IV of the the McKinney-Vento Homeless Assistance Act, as amended, (42 U S C 1137 1) ➢ Title VI of the Civil Rights Act of 1964 (42 U.S.C. Sections 2000d et seq.) including provisions requiring recipients of federal assistance to ensure meaningful access by person of limited English proficiency ➢ The Fair Housing Act, Title Vlll of the Civil Rights Act of 1968 (42 U.S.C. Sections 3601 et seq.) ➢ Executive orders 11063, 11246 as amended by 11375 and 12086 and as supplemented by Department of Labor regulations 41 CFR, Part 60 ➢ The Age Discrimination in Employment Act of 1967 ➢ The Age Discrimination Act of 1975 (42 U.S.C. Sections 6101 et seq.) ➢ The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (42 U.S.C. Sections 4601 et seq. and 49 CFR Part 24) ("URA") ➢ Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. Sections 794 et seq.) and 24 CFR Part 8 where applicable ➢ National Environmental Policy Act of 1969, as amended, 42 U.S.C. sections 4321 et seq. ("NEPA"')and the related authorities I fisted in 24 CFR Part 58. ➢ The Clean Air Act, as amended, (42 U.S.C. Sections 1251 et seq.) and the Clean Water Act of 1977, as amended (33 U.S.C. Sections 1251 et seq.) and the related Executive order 1 1735. In no event shall any amount of the assistance provided under this Contract be utilized with respect to a facility that has given rise to a conviction under the Clean Air Act or the Clean Water Act. ➢ Immigration Reform and Control Act of 1986 (8 U.S.C. Sections 1 101 et seq.) specifically including the provisions requiring employer verifications of legal status of its employees ➢ The Americans with Disabilities Act of 1990 (42 U.S.C. Sections 12101 et seq.), the Architectural Barriers Act of 1968 as amended (42 U.S.C. sections 4151 et seq.) and the Uniform Federal Accessibility Standards, 24 CFR Part 40, Appendix A ➢ Regulations at 24 CFR Part 87 related to lobbying, including the requirement that certifications and disclosures be obtained from al I covered persons ➢ Drug Free Workplace Act of 1988 (41 U.S.C. Sections 701 et seq.) and 24 CFR Part 23, Subpart F ➢ Executive order 12549 and 24 CFR Part 5.105(c) pertaining to restrictions on participation by ineligible, debarred or suspended persons or entities ➢ Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act ➢ Guidelines of the Environmental Protection Agency at 40 CFR Part 247 ➢ For contracts and subgrants for construction or repair, Copeland "Anti- Kickback" act (18 U.S.C. 874) as supplemented in 29 CFR Part 5 ➢ For construction contracts awarded by Agency in excess of $2,000, and in excess of $2,500 for other contracts which involve the employment of mechanics or laborers, Sections 103 and 107 of the Contract Work Hours and ESG PSA CONTRACT-SAFEHAVEN 17 Safety Standards Act (40 U.S.C. 327A 300) as supplemented by 29 CFR Part 5 ➢ Lead-Based Paint Poisoning Prevention Act (42 U.S.C. 4801 et seq.), as amended by the Residential Lead-Based Paint Hazard Reduction Act of 1992 (42 U.S.C. 4851 et seq.) and implementing regulations at 24 CFR Part 35, subparts A, B, M, and R ➢ Uniform Administration Requirements of 24 CFR Part 85 Requirement that Law Be Quoted in Covered Contracts. — Certain Requirements Pertaining to Section 3 of the Housing and Urban Development Act of 1968 as amended (12 U.S.C. Sections 1701 et sea.)and its related regulations at 24 CFR Part 135 If the work performed under this Contract is on a program assisted under a program providing direct Federal financial assistance from HUD, Section 3 of 24 CFR 135.38 ("Section 3") requires that the following clause, shown in italics, be inserted in all covered contracts("Section 3 Clause"): Section to be quoted in covered contracts begins: "A. The work to be performed under this contract is subject to the requirements of Section 3 of Housing and Urban Development Act of 1968, as amended, 12 U.S.C. section 1701u (Section 3). The purpose of Section 3 is to ensure that employment and other economic opportunities generated by HUD assisted or HUD-assisted programs covered by Section 3, shall to the greatest extent feasible, be directed to low- and very-low income persons, particularly persons who are recipients of HUD assistance for housing. B. The parties to this contract agree to comply with HUD's regulations in 24 CFR Part 135, which implement Section 3. As evidenced by their execution of this contract, the parties to this contract certify that they are under no contractual or other impediment that would prevent them from complying with the Part 135 regulations. C. The contractor agrees to send to each labor organization or representative of workers with which it has a collective bargaining agreement or other understanding, if any, a notice advising the labor organization or workers' representatives of the contractor's commitments under this Section 3 clause and will post copies of the notice in conspicuous places at the work site where both employees and applicants for training and employment positions can seethe notice. The notice shall describe the Section 3 preference, shall set forth minimum number and job titles subject to hire, availability of apprentice and training positions, the qualifications for each; and the name and location of the person(s) taking applications for each of'the positions; and the anticipated date the work shall begin. D. The contractor agrees that it will include this Section 3 clause in every subcontract to comply with regulation in 24 CFR Part 135, and agrees to take appropriate action, as provided in an applicable provision of the subcontract or in this Section 3 clause, upon finding that the ESG PSA CONTRACT-SAFEHAVEN 18 subcontractor is in violation of the regulations in 24 CFR Part 135. The contractor will not subcontract with any subcontractor where it has notice or knowledge that the subcontractor has been found in violation of regulations in 24 CFR 135. E. The contractor will certify that any vacant employment positions, including training positions that are filed- (1) after the contractor is selected but before the contract is executed, and (2) with persons other than those to whom the regulations of 24 CFR Part 135. The contractor will not subcontract with any subcontractor where it has notice or knowledge that the subcontractor has been found in violation of regulations in 24 CFR 135. F. Noncompliance with HUD's regulation in 24 CFR Part 135 may result in sanctions, termination of this contract for default, and debarment or suspension ftomfuture HUD assisted contracts. G. With respect to work performed in connection with Section 3 covered Indian housing assistance, section 7(b) of the Indian Self- Determination and Education Assistance Act(25 U.S.C. section 450e) also applies to the work to be performed under this Contract. Section 7(b) requires that to the greatest extent feasible (i) preference and opportunities for training and employment shall be given to Indians, and (ii)preference in the award of contracts and subcontracts shall be given to Indian organizations and Indian-owned Economic Enterprises. Parties to this contract that are subject to the provisions of Section 3 and Section 79b) agree to comply with Section 3 to the maximum extent feasible, but not in derogation of compliance with Section 7(b). " Section to be quoted in covered contracts ends. City and Agency understand and agree that, if applicable to the Program, compliance with the provisions of Section 3, the regulations set forth in 24 CFR Part 135, and all applicable rules and orders of HUD shall be a condition of the Federal financial assistance provided to the Program binding upon City and Agency, and their respective successors, assigns and the contractors. Failure to fulfill these requirements shall subject Agency and its contractors and their respective successors and assigns to those sanctions specified by the grant agreement through which Federal assistance is provided and to such sanctions as are specified by 24 CFR Part 135. 14.12 Prohibition Against Discrimination. ° 14.12.1 General Statement. Agency, in the execution, performance or attempted performance of this Contract, shall comply with all non-discrimination requirements of 24 CFR Part 5 as modified by 24 CFR 576.57(a) and the ordinances codified at Chapter 17, Article I11, Division 4 — Fair Housing of the City Code. Agency may not discriminate against any person because of race, color, sex,gender, religion, national origin, familial status, disability or perceived disability, sexual orientation, gender identity, gender expression, or transgender, nor will Agency permit its officers, members, agents, employees, or clients to engage in such discrimination. ESG PSA CONTRACT-SAFEHAVEN 19 This Contract is made and entered into with reference specifically to the ordinances codified at Chapter 17, Article III, Division 3 - Employment Practices of the City Code, and Agency hereby covenants and agrees that Agency, its officers, members, agents, employees and contractors, have fully complied with all provisions of same and that no employee, or applicant for employment has been discriminated against under the terms of such ordinances by either or its officers, members, agents, employees or contractors. 14.12.2 No Discrimination in Employment durin2 the Performance of this Contract. During the performance of this Contract Agency agrees to the following provision, and will require that its contractors and subcontractors also comply with such provision by including it in all contracts with its contractors: [Contractor or subcontractor's name] will not unlawfully discriminate against any employee or applicants for employment because of race, color, sex, gender, religion, national origin, familial status, disability or perceived disability, sexual orientation, gender identity, gender expression or transgender. Agency will take affirmative action to ensure that applicants are hired without regard to race, color, sex, gender, religion, national origin, familial status, disability or perceived disability, sexual orientation, gender identity, gender expression or transgender and that employees are treated fairly during employment without regard to their race, color, sex, gender, religion, national origin, familial status, disability or perceived disability, sexual orientation, gender identity, gender expression or transgender. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of compensation, and selection for training, including apprenticeship. Agency agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. [Contractor or subcontractor's name] will, in all solicitations or advertisements for employees placed by or on behalf of Agency, state that all qualified applicants will receive consideration for employment without regard to race, color, sex, gender, religion, national origin, familial status, disability or perceived disability, sexual orientation, gender identity, gender expression or transgender. C e [Contractor or subcontractor's name] covenants that neither it nor any of its officers, members, agents, employees, or contractors, 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 or because of any disability or perceived disability, except on the basis of a bona fide occupational qualification, retirement plan or statutory requirement. [Contractor or subcontractor's name] further covenants that neither it nor its officers, members, agents, employees, contractors, or persons acting on their behalf, shall ESG PSA CONTRACT- SAFEHAVEN 20 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. 14.12.3 Agency's Contractors and the ADA. In accordance with the provisions of the Americans With Disabilities Act of 1990 ("ADA"), Agency warrants that it and any of its contractors 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, or employees of Agency or any of its contractors. AGENCY 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 CONTRACTORS AGAINST CITY ARISING OUT OF AGENCY'S AND/OR ITS CONTRACTORS', AGENTS' OR EMPLOYEES' ALLEGED FAILURE TO COMPLY WITH THE ABOVE-REFERENCED LAWS CONCERNING DISABILITY DISCRIMINATION IN THE PERFORMANCE OF THIS CONTRACT. 14.13. Prohibition Aizainst Interest/Conflict of Interest. 14.13.1 Agency shall establish safeguards to prohibit its employees, board members, advisors and agents from using positrons for a purpose that is or gives the appearance of being motivated by a desire for private gain for themselves or others, particularly those with whom they have family, business or other ties. Agency shall disclose to City any conflict of interest or potential conflict of interest described above, immediately upon discovery of such. 14.13.2 No persons who are employees, agents, consultants, officers or elected officials or appointed officials of City or of Agency who exercise or have exercised any functions or responsibilities with respect to activities assisted with ESG funds or who are in a position to participate in a decision-making process or gain inside information with regard to these activities may utilize ESG services, may obtain a financial interest or benefit from a ESG-assisted activity, or have an interest in any contract, subcontract or agreement with respect thereto, or the proceeds thereunder, either for themselves or those with whom they have family or business ties, during their tenure or for I year thereafter, unless they are accepted in accordance with the procedures set forth at 24 CFR 576.57(4). 14.13.3 Agency affirms that it will adhere to the provisions of the Texas Penal Code which prohibits bribery and gifts to public servants. 14.13.4. The conflict of interest provisions of 24 CFR Part 85.36 and 24 CFR Part 54.42, respectively, shall apply in the procurement of property and services by Agency. In all cases not governed by those sections, the provisions of 24 CFR 576.57(d) ESG PSA CONTRACT-SAFEHAVEN 21 of the ESG Regulations shall apply. 14.14 Subcontractin with Small and Minority Firms Women's Business Enterprises and Labor Surplus Areas. 14.14.1 For procurement contracts $50,000 or larger Agency agrees to abide by City's policy to involve Minority Business Enterprises and Small Business Enterprises and to provide them 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. Agency agrees to incorporate the City's BDE ordinance, and all amendments or successor policies or ordinances thereto, into all contracts and subcontracts for procurement $50,000 or larger and will further require all persons or entities with which it so contracts to comply with said ordinance. l 4.14.2 It is national policy to award a fair share of contracts to disadvantaged business enterprises (DBEs), small business enterprises (SBEs), minority business enterprises (MBEs), and women's business enterprises (WBEs). Accordingly, affirmative steps must be taken to assure that DBEs, S B Es, MBEs, and WBEs are utilized when possible as sources of supplies, equipment, construction and services. 14.15 other Laws. The failure to list any federal, state or City ordinance, law or regulation that is applicable to Agency does not excuse or relieve Agency from the requirements or responsibilities in regard to following the law, nor from the consequences or penalties for Agency's failure to follow the law, if applicable. 14.16 Assignment. Agency shall not assign al I or any part of its rights, privileges, or duties under this Contract without the prior written approval of Director. Any attempted assignment of same without approval shall be void, and shall constitute a breach of this Contract. 14.17 Right to Inspect A ency Contracts. It is agreed that City has the right to inspect and approve in writing any proposed contracts between Agency and any contractor engaged in any activity in conjunction with this ESG funded Program prior to any charges being incurred. 14.18 ` Force Majeure If Agency becomes unable, either in whole or part, to fulfill its obligations under this Contract due to acts of God, strikes, lockouts, or other industrial disturbances, acts of public enemies, wars, blockades, insurrections, riots, epidemics, earthquakes, fires, floods, restraints or prohibitions by any court, board, department, commission or agency of the United States or of any States, civil disturbances, or explosions, or some other reason beyond Agency's control (collectively, "Force Majeure Event''), the obligations so affected by such Force Majeure Event will be suspended only during the continuance of such event. Agency wil l give City written notice of the existence, extent and nature of the Force Majeure Event as soon as reasonably possible after the occurrence of the event. Failure to give notice will result in the continuance of Agency's obligation regardless of ESG PSA CONTRACT- SAFEHAVEN 22 the extent of any existing Force Majeure Event. Agency will use commercially reasonable efforts to remedy its inability to perform as soon as possible. 15. Indemnification and Release. AGENCY 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/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 AGENCY 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 NONPERFORMANCE OF THIS CONTRACT 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. AGENCY 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 OF OR IN CONNECTION WITH ALL ACTS OR OMISSIONS OF AGENCY, ITS OFFICERS, MEMBERS, AGENTS, EMPLOYEES, CONTRACTORS, SUBCONTRACTORS, INVITEES, LICENSEES, OR CLIENTS, OR CAUSED, IN WHOLE OR IN PART, BY ALLEGED NEGLIGENCE OF OFFICERS, AGENTS, SERVANTS, EMPLOYEES, CONTRACTORS OR SUBCONTRACTORS OF CITY. IT IS THE EXPRESS INTENTION OF THE PARTIES, BOTH AGENCY AND CITY, THAT THE INDEMNITY PROVIDED FOR THIS SECTION INCLUDES INDEMNITY BY AGENCY TO INDEMNIFY AND PROTECT CITY FROM THE CONSEQUENCES OF CITY'S OWN NEGLIGENCE, WHETHER THAT NEGLIGENCE IS ALLEGED TO BE THE SOLE OR CONCURRING CAUSE OF THE INJURY, DAMAGE OR DEATH. ESG PSA CONTRACT-SAFEHAVEN 23 AGENCY AGREES TO AND SHALL RELEASE CITY, ITS AGENTS, EMPLOYEES, OFFICERS AND LEGAL REPRESENTATIVES FROM ALL LIABILITY FOR INJURY, DEATH, DAMAGE OR LOSS TO PERSONS OR PROPERTY SUSTAINED IN CONNECTION WITH OR INCIDENTAL TO PERFORMANCE UNDER THIS CONTRACT'`, EVEN IF THE INJURY, DEATH, DAMAGE OR LOSS IS CAUSED BY CITY'S SOLE OR CONCURRENT NEGLIGENCE. AGENCY SHALL REQUIRE ALL OF ITS CONTRACTORS AND SUBCONTRACTORS TO INCLUDE IN THEIR CONTRACTS AND SUBCONTRACTS A RELEASE AND INDEMNITY IN FAVOR OF CITY IN SUBSTANTIALLY THE SAME FORM AS ABOVE. 16. waiver of Immunitv by A ene . If Agency, as a charitable or nonprofit organization, has or claims an immunity or exemption (statutory or otherwise) from and against liability for damages or injury, including death, to persons or property, Agency 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. V. Insurance and Bondin . Agency will maintain blanket fiduciary coverage in the form of insurance or bond in the amount of S 175,000.00 to reimburse City for any and all loss of ESG Funds. To effectuate such reimbursement, such fiduciary coverage shall include a rider stating that reimbursement for any loss or losses thereunder shall be made directly to City. In additions Agency shall maintain an Employee Dishonesty policy to cover it for employee theft of money, securities or property. Agency shall carry insurance in the types and amounts for the duration of this Contract as listed below, and furnish certificates of insurance along with copies of policy declaration pages and policy endorsements as evidence thereof. Commercial General Liability(,'CGL"") Insurance $l,000,000 Each occurrence $2,000,000 Aggregate Limit The CGL policy shall be the primary insurance with respect to any other insurance afforded the City. It shall have no exclusions or endorsements that would alter or nullify premises/operations, products/completed operations, contractual, personal injury or advertising injury which are normally contained within the policy unless City approves such exclusions in writing. Professional Liability Errors and Omissions $1,000,000 Each Claim Limit $1,000,000 Aggregate Limit ESG PSA CONTRACT- SAFEHAVEN 24 Professional Liability coverage may be provided through an endorsement to the Commercial General Liability policy, or a separate policy specific to Professional Error and Omissions. Either is acceptable if coverage meets all other requirements. Coverage shall be on an occurrence basis or claims-made basis, and maintained for the duration of the Contract and for 2 years following completion of services provided. An annual certificate of insurance shall be submitted to the City to evidence coverage. Automobile Liability $1,000,000 each accident on a combined single-limit basis, or $100,000 Property Damage $250,000 Bodily injury per person $500,000 Bodily Injury per person per occurrence Coverage shall be a commercial business policy which provides coverage on "Any Auto", defined as any vehicle owned, hired or non-owned. Specifically, this means coverage on any vehicle used by the Agency's employees, agents, or representatives in the course of the providing services under this Contract. Workers' Compensation Insurance Statutory Limits Employer's Liability $100,000 Each accident/occurrence $1009000 D i sease - each employee $500,000 Disease - policy limit. This coverage may be written as follows: Workers' Compensation and Employers' Liability coverage with limits consistent with statutory benefits outlined in the Texas Workers' Compensation Act (Art. 8308 — 1.01 et seq. Tex. Rev. C iv. Stat.) and minimum policy limits for Employers' Liability of $100,000 each accident/occurrence, $500,000 bodily injury disease policy limit and $100,000 per disease per ernployee. Note: Such insurance shall cover employees performing work on any and all Programs including but not limited to construction, demolition, and rehabilitation. Agency or its contractors shall maintain coverages, if applicable. In the event the respective contractors do not maintain coverage, Agency shall maintain the coverage on such contractor, if applicable, for each contract. Additional Requirements Agency is responsible for providing City a 30 day notice of cancellation or non- renewal of any insurance policy and may not change the terms and conditions of any policy that would limit the scope or coverage, or otherwise alter or disallow coverage as required herein. ESG PSA CONTRACT-SAFEHAVEN 25 Such insurance amounts may be revised upward at City's option no more frequently than once every 12 months City shall give 90 days' notice to Agency of any such adjustments. Where applicable, insurance policies required herein shall be endorsed to include City as an additional insured as its interest may appear. Additional insured parties shall include City's employees, officers, agents, and volunteers. This requirement does not include Workers' Compensation or Automobile policies. Certificates of Insurance shall be signed by an agent authorized to bind coverage on behalf of on the insured, be complete in its entirety, and show complete insurance carrier names as listed in the current A.M. Best Property & Casualty Guide. Unless otherwise stated, all required insurance shall be written on an "occurrence basis". If coverage is underwritten on a claims-made basis, the retroactive date shall be coincident with or prior to the date of the Contract and the certificate of insurance shall state the coverage is claims-made and the retroactive date. City shall be entitled, upon written request and without expense, to receive copies of policies and endorsements thereto and may make any reasonable requests for deletion or revision or modifications of particular policy terms, conditions, limitations or exclusions necessary to conform the policy and endorsements to the requirements of this Contract. Deletions, revisions or modifications shall not be required where policy provisions are established by law or regulations binding upon either Party or the underwriter of any such policies. Any failure on part of City to request certificate(s) of insurance shall not be construed as a waiver of such requirement or as a waiver of the insurance requirements themselves. Insurers of Agency's insurance policies shall be licensed to do business in the state of Texas by the Department of Insurance or be otherwise eligible and authorized to do business in the state of Texas. Insurers shall be acceptable to City insofar as their financial strength and solvency and each such company shall have a current minimum A.M. Best Key Rating Guide rating of A: VII or other equivalent insurance industry standard rating otherwise approved by City. Deductible limits on insurance policies shall not exceed $5,000 per occurrence unless otherwise approved by City. In the event there are any local, federal or other regulatory insurance or bonding requirements for the Program, and such requirements exceed those specified herein, the former shall prevail. Agency shall require its contractors to maintain applicable insurance coverages, limits, and other requirements as those specified herein; and, Agency shall require its contractors to provide Agency with certificate(s) of insurance documenting such ESG PSA CONTRACT-SAFEHAVEN 26 coverage. Also, Agency shall require its contractors to have City and Agency endorsed as additional insureds (as their interest may appear) on their respective insurance policies. 18. Certification Regarding Lobb in . The undersigned representative of Agency 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 Agency, 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 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. If any funds other than federally 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, member of Congress in connection with this Federal contract, grant, loan or cooperative agreement, Agency shall complete and submit Standard Form-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions. This certification is a material representation of fact upon which reliance was placed when this Contract was made or entered into. Submission of this certificate is a prerequisite for making or entering into this Contract imposed by 31 U.S.C. Section 1352. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000.00 and not more than $100,000.00 for each such failure. Agency shall require that the language of this certification be included in all subcontracts or agreements involving the expenditure of Federal funds. G C ESG PSA CONTRACT- SAFEHAVEN 27 19. Liti ation and Claims Agency shall give City immediate notice in writing of any action, including any proceeding before an administrative agency, filed against Agency in conjunction with this Contract or the Program. Agency shall furnish immediately to City copies of all pertinent papers received by Agency with respect to such action or claim. Agency shall provide a notice to City within 10 days upon filing under any bankruptcy or financial insolvency provision of law. 20. Notice. All notices required or permitted by this Contract must be in writing and are deemed delivered on the earlier date of the date actually received or the third day following deposit in a United States Postal Service post office or receptacle; with proper postage, certified mail return receipt requested; and addressed to the other Party at the address set out below or at such other address as the receiving Party designates by proper notice to the sending Party. C City Attorney's Office 1000 Throckmorton Street Fort worth, TX 76102 Telephone: 817-392-7600 Copy to: Director of Housing and Economic Development 1000 Throckmorton Street Fort Worth, TX 76102 Telephone: 817-392-7540 Copy to: Program Coordinator 1000 Throckrnorton Street Fort Worth, TX 76102 Telephone: 817-392-7536 Agency SafeHaven of Tarrant County Executive Director 8701 W. Bedford Euless Road Hurst, Tx 76053 817-5356462 ESG PSA CONTRACT- SAFEHAVEti1 28 21. Aizencv Has Legal Authority to Enter Into Contract. Agency represents that it possesses the legal authority, pursuant to any proper, appropriate and official motion, resolution or action passed or taken, to enter into this Contract and to perform the responsibilities herein required. 22. Counterparts. This Contract may be executed in multiple counterparts, each of which shall be considered an original, but all of which shall constitute one instrument. [SIGNATURES APPEAR ON NEXT PAGE] ESG PSA CONTRACT-SAFEHAVEN 29 IN WITNESS WHEREOF, the Parties hereto have executed 4 copies of this Contract in Fort Worth, Tarrant to be effective October 1, 2012. ATTEST: OF FORT WORTH it Secr a �+'�' nando Costa, Assistant City Manager M&C: C- 767 Ono oa Date: August 7, 2012 . 'd` Ate .��. APPR VED AS TO FOR AND LEGALITY: Assistant City Attorney SAFEHAVEN OF TARRANT COUNTY By: 0. Name: Mary L e afley Title: Executive irector STATE OF TEXAS § COUNTY OF TARRANT § 3 This instrument was acknowledged before me on -'� g 2012 by Fernando Costa, Assistant City Manager of the City of Fort Worth, on behalf the City of Fort Vg �. i I M414 4140 UND A',M.HIRRUINGER ~ `y My 7Fabruary SS110r4 EXPIRES Wta'ry Public, State of Texas y . . STATE OF TEXAS COUNTY OF TARRANT § This instrument was acknowledged before me on ,�.,` ��� , 2012 by Mary Lee Hafley, the Executive Director of SafeHaven of Tarrant County, a non-profit corporation, on behalf of said corporation. FAITH E. PARCHMAN 4: Notary Public,state of Texas Notary Public, State of Texas A" �" My Commission Expires NovoMbor 05,2013 OFFICIAL RECORD CITY SECRETARY ESG PSA CONTRACT-SAFEHAVEN FTs WORTH,TX 30 SAFEHAVEN OF TARRANT COUNTY EXHIBIT A SAFESGLUTIGNS FOR FORT NORTH PROGRAM SUMMARY PROGRAM SUMMARY Emergency Solutions Grant (ESG) October 1,2012 to September 30,2013 $175,000.00 PERIOD AMOUNT PROGRAM: The Program provides each Unduplicated Client/Household with emergency shelter and supportive services, to include, but not limited to, comprehensive housing, case management, childcare, and supportive services. Rapid Re-Housing rental assistance may be approvided to eligible households. Services will be available 24 hours a day. Address cannot be released due to risks related to domestic violence victims. ESG funds will be used to pay shelter operations costs and rapid re-housing eligible costs. REGULATORY CLASSIFICATION: Service Category(if more than one category,specify amount for each): Emergency Shelter- $1059000.00 Rapid Re-Housing Rental Assistance- $50,000.00 Rapid Re-Housing Housing Relocation & Stabilization Services- $10,000.00 Regulatory Citation(s): 24 CFR 576.21 Based on the nature of the service provided, Agency will maintain documentation that verifies that l00% clients served are homeless or at risk of homelessness based on the current HUD definitions. For rapid re-housing activities, Agency will maintain documentation that the individual or family meets the homeless definition defined in the HEARTH Act. PROGRAM GOALS: Provide services to approximately 1500 Unduplicated Clients (650 households with shelter operation services and 6 unduplicated clients with rapid re-housing assistance. EXHIBIT A—SAFEHAVEN OF TARRANT COUNTY EXHIBIT B-BUDGET gun 777 0 IT \N \. ' \ \ ESSENTIAL SERVICES Salaries 1001 $52,000 201,731 401,398 414,785 11069,914 Life Insurance 1002 $512 25o168 4,389 4,431 11,500 1 f ealth Insurance 1 003 S105,057 251793 26,796 33,753 96,399 Unemployment 1004 121)555 121P555 Worker's Compensation 1005 $568 2,039 3,815 41)392 10,814 Retirement(FICA/Medicare) 1006 4,058 15,432 30,706 31,652 81,848 Office Supplies 1007 4,628 21)000 1,084 7,712 Postage 1008 1,400 1,400 Printing 1009 1,533 1,022 2,555 Craft Supplies I I I0 3,374 2,255 5,629 Food Supplies 1111 513,675 491)368 12,255 6,983 82,281 Insurance 1112 6,418 2,085 2,193 101696 Accounting 1113 9 962 9 962 Contract I.abor 1114 35,569 7,046 42,615 SHELTER OPERATIONS Maintenance 1115 $9,993 76,786 6,236 34,962 127,977 Rent 1116 Security 1117 14,945 9,963 24,908 Insurance 1118 6,133 1,993 27,096 10,222 Utilities 1110 $14,137 65,250 1 2,000 17,355 108,742 Supplies 112[) 1 19,265 61261 6,582 32,108 f lotel/Motel Vouchers 1121 RENOVATIONS SUBTOTAL EMERGENCY SHELTER $1051)000 530432 519,897 594,508 1,749,837 HOtjSJNG RF [ ATN ILIZATIQI �► .:\ \: \ <. :. Salaries-PreN-ention 2001 FICA-Prevention 2002 I.ife Insurance-Prevention 2003 I lealth Insurance-Prevention 2004 Disability Insurance-Prevention 2005 Unemployment-State-Prevention 2006 Salarics-Ref lousing 2007 $7,8[)[) 23,400 311200 FICA-Reff ousing 2008 $596 1,788 21)384 I..ife Insurance-Ref lousing 2009 $76 228 1 304 11 cal th Insurance-ReI lousing 2010 $1,508 4,524 6,032 Disability Insurance-Ref lousing 2011 $20 60 80 Unemployment-State-Rel Iousing 2012 SUBTOTAL-HR&S $1(),[7[1[1 30,000 40,000 FIN,�CULASSWTANCIR, Rental Assistance-Prevention 3001 Rental Assistance-Ref lousing 3002 $60,000 115,000 175,000 Utility Payments-Prevention 3003 Utility Deposits-Ref lousing 3004 Moving Costs-Ref lousing 3005 Motel/)lotel Vouchers-Rel loustrn T 300) Secunty Deposits-Rel lousing 3007 SUBTOTAL-FINANCIAL ASSISTANCE $60,000 115,000 175,0oo HMI$ 01 I IMIS-Prevention 4001 I IMIS-RcI Iousing 4002 SUBTOTAL-HMIS TOTAL F CONTRACT AMOUNT $1752000 5309432 5199897 1 739.508 1,964,837 FUNDING A HHSC FUNDING B: CJDI4AGI0THER GOVT FUNDING C: HUD 1 PRIVATE GRANTS SALARY DETAIL Position Cost Type(Admin or Rate Annual Hours Percent to Amount to Housing Grant Grant Relocation/Stabilization Services) Child Care Aid Essential Svc-Shelter $101hr 2080 100% $201800 Child Care Aid Essential Svc-Shelter $101hr 2080 100% $20,800 Shelter Aid Essential Svc-Shelter $101hr 2080 50% $10,400 TLS Case Mgr Housing Relo/Stab $151rr 2080 25% $7,800 FRINGE DETAIL Percent of Payroll Amount Percent to Grant Amount to Grant FICA 7.65% $79160 62.8% $4,500 Life Insurance 1% $936 62.8% $588 Health Insurance 24% $221464 51.5% $11 5565 Unemployment Workers Compensation 1% $936 62.8% $588 Retirement .2% $1,872 8% $154 SUPPLIES AND SERVICES Total Budget Percent to Grant Amount to Grant Office Supplies Office Equipment Rental Postage Printing MISCELLANEOUS Total Budget Percent to Grant Amount to Grant Conference&Seminars Construction/Building Materials Contract Labor Craft Supplies Credit Reports Facility Fees Field Trip Costs Food Supplies-Essential Services $709125 19.5% $131675 Mileage Teaching Aids FACILITY AND UTILITIES Total Budget Percent to Grant Amount to Grant Telephone-Shelter O s $10,000 19.5% $1,950 Electric—SheIter O s $405000 19.5% $700 Gas—Shelter O s $4,500 19.5% $877 Water and Wastewater-SO $1 SHOO 19.5% $31,510 Solid Waste Dis posal Rent Custodial Services-SO $203000 19.5% $39900 Repairs Cleaning Supplies-SO $31,250 19.5% $6,093 LEGAL,FINANCIAL AND INSURANCE Total Budget Percent to Grant Amount to Grant Fidelity Bond(or Equivalent) General Commercial Liability Directors and Officers Le al Fees Contract Accounting FINANCIAL ASSISTANCE Total Budget Percent to Grant Amount to Grant Rapid Re-Housing $1755000 34.3% $609000 Homelessness Prevention HMIS Total Budget Percent to Grant Amount to Grant Rapid Re-Housing Homelessness Prevention EXHIBIT C—Audit Certification Form [See attached] AUDIT CERTIFICATION FORM AND AUDIT REQUIREMENTS Agency: Fiscal Year Ending: 10,0 f Z W06� wring the fiscal year in which funds will be received, we will exceed the federal expenditure threshold of$500,000. We will have our Single Audit or Program Specific Audit completed and will submit the A-133 audit report within seven (7) months after the end of the audited fiscal year or thirty (30) days within its completion, whichever is the earlier date. ❑ During the fiscal year in which funds will be received, we will not exceed the $500,000 federal expenditure threshold required for a Single Audit or a Program Specific Audit to be performed this fiscal year. (Fill out schedule below) ..:.. Federal Ex di en ture.D s osiu MUST be filled' u 1f in '� .. � out .S le Aud�t or P ra Au �t��`N Y Pass Through Pro ram Tame& antra r. dr enditures Grantor CFDA�N umber\ P. Total Federal Expenditures for this Fiscal Year: Si story and tle Date Failure to submit this or a similar statement or failure to submit a completed single audit package as described in the federally required audit requirements described in OMB Circulars A-133 by the required due date may result in suspension of funding and may affect eligibility for future funding. Notwithstanding the above, this certification acknowledges the agency's commitment to meet all other financial reporting, financial statements, and other audit requirements as may be set forth in the Contract. Exhibit D - Reimbursement Forms [See attached] INVOICE Agency: Address: City, State, Zip: Program: Period of Service: Agency's Certification: I certify that the costs incurred are valid and consistent with the terms and conditions of the contract between City and Agency. By signing this invoice, I certify -that to best of my knowledge and belief the data included in -this report is true and accurate. It is acknowledged that the provision of false information could leave the certifying official subject to the penalties of federal, state, and local law. Signature and Date: Name: Title: Attachment 11 City of Fort Worth Housing and Economic Development Department Expenditure Worksheet Agency. Program: Please group like account codes. 1 2 Salaries 1001 3 FICA 1002 4 Life Insurance 1003 5 Health Insurance 1004 6 Disability Insurance 1005 7 Unemployment-State 1006 8 Legal&Accountln 1007 9 10 Salaries 2001 11 FICA 2002 12 Life Insurance 2003 13 Health Insurance 2004 14 Unemployment 2005 15 Worker's Compensation 2006 16 Retirement 2047 17 18 Office Supplies 3041 19 Office Equipment Rental 3002 20 Postage 3003 21 Printin 3004 22 23 Conference&Seminars 4001 24 Construction/Building Materials 4002 25 Contract Labor 4003 26 Craft Supplies 4004 27 Credit Reports 4005 28 Facilily Fees 4046 29 Field Trip Costs 4047 30 Food Su lies 4008 31 Mileage 4009 32 Teachin Aids 4010 33 34 Telephone 5001 35 Electric 5002 36 Gas 5003 37 Water and Wastewater 5Q04 38 Solid Waste Disposal 5005 39 Rent 5006 40 Custodial Services 5407 41 Repairs 1 500$ 42 Cleaning Su lies 5009 43 44 Fidelity Bond or Equivalent 76002 41 45 Directors and Officers 46 General Commercial Liability £003 47 LegalFees 6004 48 Contract Accountin 6005 49 50 Childcare Scholarships 7001 51 Counseling-Individual Sessions 7002 52 Counseling-Group Sessions 7003 53 Short-term Rent Assistance 7404 54 Short-term Mortgage Assistance 7005 55 Short-term Utilities Assistance 7006 56 Tenant Based Rental Assistance 7007 57 58 f=urniture,Fixtures 8001 59 Computers 8002 B0 Office Equipment 8003 Total Sport and Recreation Equipment 8004 "Payroll must identify employee. Rent must identify tenant. Other payments should identify individuals,if applicable. �n�ami�mn�unw�miNmm�n nmumi�umm�mmumiummm e���F�� nunuemiummi'�i�umimnnn� md� �� p�im�nmi�u�iNUmmem=i mI� ������ �� II�IAIIIIAIIiNl�llllnlIIII IIIII '9�AR�E q,�lllll�lllllllllllllll0111111111111 IIIN �mnunm�nm�mnmmiunnnn IINYINIIIII�IIIYI�NI�IIIIIIIIIIIIIA Illlglll llllflllll�lllllllllllllllllllllll 1111 IIN�IIIIAIIIIII �N�IIINAIIIII IIIIIIIN III��IIIIIIN�INIIIIY IIINIIIIIII�IIIIIIII�I nmmmimmn�mn�i�innnunnu IINIWIIIIIINIIIIANAIII�IIIIIIIIINNI IIIIWIIIIIIIIININIINNIIIIIIIIIIIIIIIIIII IIIIIYIAIIWIINIAIINIIIAIIIIIIIIIIIIIIIII IIIIIYIIIIINIIIIIIAIIIIIIIIIIAIIIIIAIIIIIII II�IIIIIII�IIIIIII�IY �II III�IIIIII Exhibit E -- Self Certification Forms [See attached] Revised as of August 1.2012 City of Fort worth CERTIFICATION OF INCOME STATEMENT Applicant Name: Current Address: Phone#: City and Zip: Household Members and Income (including app licant Last Name First Name Age Monthly Source of Income Income $$ TOTAL NUMBER OF FAMILY MEMBERS (Include Yourself,Spouse,Children,etc.) Total Gross Annual Household Income: PERSONAL INFORMATION:(Check one in each item. This Information is Required for Federal Reporting Purposes) a. ❑MALE b.❑WHITE ❑ BLACKIAFRICAN AMERICAN ❑ BLACKIAFRICAN AMERICAN&WHITE ❑FEMALE ❑AMERICAN INDIANIALASKAN NATIVE ❑ASIAN ❑AMERICAN INDIAN/ALASKAN NATIVE&WHITE ❑ASIAN&WHITE ❑NATIVE HAWAIIAN/OTHER PACIFIC ISLANDER ❑ BALANCE/OTHER ❑AMERICAN INDIAN/ALASKAN NATIVE&BLACK/AFRICAN AMERICAN c. ETHNICITY d. DISABLED e. IS HEAD OF HOUSEHOLD FEMALE? ❑HISPANIC ❑YES ❑YES ❑NON-HISPANIC ❑No ❑NO Certification: I certify that the information I am providing is true and could be subject to Verification at any time by a third party. I also acknowledge that the provision of false information could leave me subject to the penalties of Federal, State and local law. Signature of Applicant Date WARNING: TITLE 189 SECTION 1001 OF THE U.S.CODE STATES THAT A PERSON IS GUILTY OF A FELONY FOR KNOWINGLY AND WILLINGLY MAKING FALSE OR FRAUDULENT STATEMENTS TO ANY DEPARTMENT OF THE UNITED STATES GOVERNMENT. For use by agency staff: Household Size: Gross Annual Income: Applicable Income Limit: Is Applicant Eligible? Person Making Determination: Date: NOTE: Address, income amounts and sources for ALL household members are required. Revised as of August 1,2012 Ciudad de Fort North � r CERTIFICACIGN DE DECLARACIGN DE INGRESGS Nombre del Solicitante: Direction de Actualidad: Telefono: Ciudad y Codigo Postal: M iembros Del Ho ar e Ingresos (Incluyendo el/la Solicitante) Apellido Nombre Edad Ingreso Origen de Ingresos Mensual *TOTAL NUMERO DE MIEMBROS DEL HOGAR (Incluyase Usted.) Total Anual de Ingresos del hogar: **INFORMACION PERSONAL:(Seleccione uno en cada articulo. Esta information es requerida por el Gobierno federal.) a. ❑ MASCULINO b.❑BLANCO ❑NEGROIAFRICANO AMERICANO ❑NEGROIAFRICANO AMERICANO&BLANCO ❑FEMININO ❑INDIO AMERICANOINATIVO DE ALASKA ❑ASIATICO ❑ INDIO AMERICANOINATIVO DE ALASKA&BLANCO ❑ASIATICO&BLANCO ❑NATIVO HAWAIANOIOTRO DE LAS 1SLAS PACIFICAS ❑ BALANCEIOTRO ❑ INDIO AMERICANO 1 NATIVO DE ALASKA&.NEGROIAFRICANO AMERICANO c. ETHNICIDAD d. INCAPACITADO e. DES LA CABEZA DEL HOGAR MU.IER? ❑HISPANO ❑St ❑SI ❑No-HISPANO ❑No ❑NO Certlflcaclon: Yo certifico que la information que yo estoy proporcionando es verdadera y puedo ser sujeto a verificacion a cualquiera hora por tercera parte. Yo tambien reconozco que la provision de information falsa puede dejarme sujeto a penalidades Federales, Estatales,y a ley local. Firma del Solicitante Fecha ADVERTENCIA:TITULO 18,SECCIUN 1001 DEL CODIGO DE LOS ESTADOS UNIDOS INDICA QUE UNA PERSONA ES CULPABLE DE UN DELITO POR SABER Y VOLUNTARIAMENTE HALER DECLARACIONES FALSOS O FRAUDALENTAS A CUALQUIER DEPARTAMENTO DE GOVIERNO DE LOS ESTADOS UNIDOS. Para use de empleos de la agencia: # De Miembros de Famil ia: I ngreso Anual: Limite de Ingreso: 6-Es so lic itante a legible? Persona hacienda la determination: Fecha: Note: La direction de la Casa y los ingresos (y sus origenes) para todos miembros del hogar son requeridos. Revised as of August 1,2012 C!1 C)ICD o a n a� nv-� M Q., NNt n ° 43 V) N 00 54 64 0 Q C) a � � Eoq Q Q Q 00 .9� n n n a� � � � � o v � t a IEOS6q I�oq U N � aQa p a �n 4n P V) 00 a3 00 (ow) w 'b ffS b� 61! d] M N 47 �D n M �7 k Q ��CC� N � Eo7 0 o a Q Q a M to 00 EXHIBIT G—ESG PERFORMANCE STANDARDS Emerge c Solutions Grant Performance Standards N, *� �1 \ \.•. \. out Yt1 ut.r �� Street Outreach Number of persons: - Placed in shelter or safe havens - With more non-cash benefits at program exit - Receiving case management Emergency Shelter Number of persons: - Exiting to temporary/transitional housing destinations - Exiting to permanent housing destinations - Receiving case management Homelessness Number of persons: Prevention - Who maintained their permanent housing for 3 months - Exiting to permanent housing destinations - With higher income at program exit - With more non-cash benefits at program exit - Receiving case management Rapid Re-Housing Number of persons: - Who maintained their permanent housing for 3 months - Exiting to permanent housing destinations - With higher income at program exit - With more non-cash benefits at program exit - Receiving case management In order to successfully record performance outcomes, the CoC system requires that once a household is enrolled in an ESG program, non-domestic violence agencies must complete an initial HUD Intake Assessment within the HMIS system (ETO), the HUD Mid-Program Assessment, and the HUD Exit Assessment upon program. Performance outcomes will be reported to the City using the HMIS generated ESG reports. Domestic Violence organizations will provide the same data utilizing their similar data systems. Reassessments are required for program participants receiving homelessness prevention assistance and rapid re-housing assistance. Participants receiving homeless prevention must be reassessed monthly; rapid re-housing participants must be reassessed at least G quarterly. All participants must receive an exit assessment and enter it into HMIS or a comparable-level database. CITY OF FORT WORTH HOUSING AND ECONOMIC DEVELOPMENT DEPARTMENT EMERGENCY SOLUTIONS GRANT This attachment is designed to document proposed sources and to assess compliance with the required Emergency Shelter grant (ESG) match portion at 24 CFR 576.51. ESG funds are matched dollar-for-dollar for each program year allocation. City of Fort North ESG Funds $ _ 175,000 Agency ESG Match $ 175,000 1. SOURCES OF LOCAL MATCH: Other Federal(including pass-through funds,e.g.,City CDBG, County FEN Lk, etc.) MATCH SOURCE MATCH AMOUNT Texas Health and Human Services $175,000 TOTAL MATCH $1759000 2. STATE/LOCAL GOVERNMENT FUNDING: (e.g., State Housing Trust Funds, Local Assessment,etc.) MATCH SOURCE MATCH AMOUNT $ TOTAL MATCH $ 3. PRIVATE (including recipient) FUNDING: MATCH SOURCE MATCH$AMOUNT Fund Raising/Cash $ Loans $ Building Value or Lease $ Donated Goods $ Donated Computers New Staff Salaries Volunteers ($5/hr) Volunteer Medical/Legal $ TOTAL MATCH $ Comments: Health and Human Services award utilized for ESG match includes expenses for employee salaries,and other operation expenses directly related to carrying out the shelter and housing programs of the Agency. The contract for the HHSC award used for ESG match has not been received to date,but will he forwarded immediately upon receipt. The HHSC contract is for the period -1- 2012 to 5-31-2013. 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 submitted by a non-profit agency,has been approved by the governing body of the organization prior to submission.The match funds identified in this report are not included as contribution for any other federally assisted pro'ect or p am a required by 24 CFR 84.23(a)(2) Date: Submitted by- Phone Number: A M&C Review ........... RT :... - ....::....::. ..............:... G' .:r. . •.r :ice Y r :F i!F y5 p+ry:li,ll " ..:r. ,4:. i' ':.>ir3: >; r::C•:u,•Gss?:•rr':asws:a+t :,!F: + =� ea' -- - ..,e •• -Hl FF and i CONTINUED FROM A PREVIOUS WEEK DATE: 7/24/2012 REFERENCE C-25767 LO G N AME. 17HUDACTPLANPYI2- No.: 13 CODE: C TYPE: NON- PUBLIC YE CONSENT HEARING: S SUBJECT: Conduct a Public Hearing and Approve City's 2012-2013 Action Plan for the Use of Federal Grant Funds from the United States Department of Housing and Urban Development in the Amount of$9,278,851.00 for Program Year 2012-2013 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 Application of Indirect Cost Rates, Authorize Execution of Related Contracts and Interdepartmental Letters of Agreement and Adopt Appropriation Ordinance (ALL COUNCIL DISTRICTS) RECOMMENDA'rION: It is recommended that the City Council: 1. Conduct a public hearing to allow citizen input and consideration of the City's 2012-2013 Action Plan for use of federal grant funds from the United States Department of Housing and Urban Development in the amount of$9,278,851.00 for Program Year 2012-2013 from the Community Development Block Grant, HOME Investment Partnerships Program, Emergency Solutions Grant and Housing opportunities for Persons with AIDS grant programs and for the use of program income from activities using prior years' federal grant funds; 2. Approve the City's 2012-2013 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 $50,000.00 of program income resulting from activities using prior years' Community Development Block Grant funds for the programs and activities detailed below; 4. Authorize the collection and use of any program income resulting from activities using prior years' HOME Investment Partnerships Program funds for the City's Homebuyer Assistance Program; 5. Authorize the City Manager, or his designee, to execute contracts and interdepartmental Letters of Agreement for a one year term with the agencies listed below in Tables 1, 2, and 3 for Program Year 2012-2013 for Community Development Block Grant, Emergency Solutions Grant and Housing opportunities for Persons with AIDS grant funds, contingent upon receipt of funding; 6. Authorize the City Manager, or his designee, to extend the contracts and interdepartmental Letters of Agreement for up to one year if an agency or department requests an extension and http://apps.cfwnet-org/council_aacket/mc review.asp?ID=17008&councildate=81712412[811312012 11:48:42 AM] Ap R M&C Review such extension is necessary for completion of the program; 7. Authorize the City Manager, or his designee, to amend the contracts and interdepartmental Letters of Agreement 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; 8. Apply indirect cost rates as applicable for the Grants Fund in accordance with the City's Administrative Regulations; and 9. Adopt the attached appropriation ordinance increasing the estimated receipts and appropriations to the Grants Fund in the total amount of$9,278,851.00 ($5,830,119.00 in Community Development Block Grant funds, $1,973,169.00 in HOME Investment Partnerships Program funds, $532,857.00 in Emergency Solutions Grant funds and $942,705.00 in Housing Opportunities for Persons with AIDS funds) plus any program income, all subject to receipt of such funds. DISCUSSION: The City's Action Plan is a comprehensive summary of the major housing and community development activities programs and proposed expenditures for the use of federal grant funds in the amount of $9,278,851.00 from the United States Department of Housing and Urban Development (HUD) for the program year beginning October 1, 2012 and ending September 30, 2013 from the Community Development Block Grant (CDBG), HOME Investment Partnerships Program (HOME), Emergency Solutions Grant (ESG) and Housing opportunities for Persons with AIDS (HOPWA) grant programs. This year's Action Plan also summarizes the use of program income resulting from activities using prior years' CDBG and HOME funds. The purpose of these grant funds is to primarily benefit low and moderate income City residents, with ESG funds primarily benefiting homeless persons and HOPWA funds primarily benefiting persons with HIV/AIDS. A 30-day public comment period on the City's proposed Action Plan was held from June 25, 2012 to July 25, 2012. Any comments will be maintained by the Housing and Economic Development Department in accordance with federal regulations. This public hearing on the City's Action Plan will be the first public hearing for the HUD-required citizen participation process. A second public hearing is proposed for August 7, 2012 at which time the City Council is scheduled to approve the Action Plan. The City's Action Plan must be submitted to HUD by August 16, 2012. In addition, two public hearings were held on July 16, 2012 at 9:30 a.m. and 6:00 p.m. for citizens to provide comment on the proposed lists of neighborhood streets eligible for reconstruction using CDBG funds. The Transportation and Public Works Department prepared a list of priority streets in CDBG-eligible areas. The streets selected for reconstruction were based on the comments provided at the public hearings. A complete list of the streets is attached and will be included in the Action Plan. The allocations in the draft Action Plan available during the public comment period were based on funding estimates available at that time. The amounts set out below reflect the allocations from HUD at the time of this Mayor and Council Communication (M&C). The allocations are not yet final and if the amounts increase, Staff will bring forward another M&C to commit the additional funds. Staff developed recommendations for the allocation of the estimated funding from HUD and presented them to the Community Development Council (CDC) on June 4, 2012. A summary of the CDC's funding recommendations is provided below in Tables 1, 2, and 3 and a spreadsheet of all specific funding recommendations is attached. http://apps.cfwnet.org/council_packet/mc_review.asp?II=17008&counciidate=81712012[811312012 11:48:42 AM] I* y M&C Review For Program Year 2012-2013, the $5,830,119.00 in CDBG funds and $50,000.00 of CDBG program income is recommended to be allocated as follows: Housing Programs and Services -$2,124,038.64 This item includes funding for the City's Priority Repair Program, Cowtown Brush-Up, homebuyer and housing services, and accessibility modifications to the homes of senior and/or disabled individuals and related project delivery costs for these programs. Public Services -$874,517.85 "phis item includes social services for low to moderate income, disabled, and disadvantaged populations. Community Facilities and Infrastructure -$934,596.05 This item includes funding for neighborhood streets reconstruction and streetlight installation for the Terrell Heights neighborhood. CDBG Economic Development -$7349943.30 This item is this year's payment of the City's Section 108 loan from HUD. CDBG General Administration -$111166,023.80 This item includes costs for administering the CDBG grant including allocations for Financial Management Services, Internal Audit, and Planning and Development. CDBG Estimated Program Income -$50,044.04 Staff recommends allocating any CDBG program received to the following items: CASA of Tarrant County, Inc. $ 11875.00 Cultural Arts Center $ 1,875.00 Day Resource Center for the Homeless $ 1,875.00 YWCA Fort Worth & Tarrant County $ 19875.00 Neighborhood Street Reconstruction $329500.00 CDBG General Administration ercent $10000.00 20 � percent) Total CDBG Program Income $50,000.00 For Program Year 2012-2013, the $1,973,169.00 in HOME funds is recommended to be allocated as follows: HOME General Administration -$197,316.90 This item includes costs for administering the HOME grant. Community Development Housing organizations (CHDO) Set Aside -$0.00 This HUD-required minimum allocation has been met with previous years' awards to CH Dos for nonprofit affordable housing projects and CHDO administrative operating costs. Homebuyer Assistance Program -$1,775,852.10 This item includes funding to provide down payment and/or closing cost assistance to low and moderate income homebuyers. Staff anticipates the receipt of program income in the 2012-2013 Program Year from activities using HOME funds. Any future program income will be used for the City's Homebuyer Assistance Program (HAP) after the 10 percent allocation, excluding recapture, for HOME General http://apps.cfwnet.org/council_ acketlmc review.asp?III 17D0H&councildate=81712 12[811312 12 11:48:42 AM] M&C Review Administration. For Program Year 2012-2013, the $532,857.00 in ESG grant funds is recommended to be allocated as follows: Allocation to non-profit service providers -$4929892.72 Allocation to ESG program administration -$39,984.28 For Program Year 2012-2013, the $942,708.00 in HOPWA grant funds is recommended to be allocated as follows: Allocation to non-profit service providers -$914,424.82 Allocation to HOPWA program administration -$28,281.18 The CDC and Staff recommend that contracts be executed with the agencies listed below in the amounts shown in the following tables: Grant: Table 1 -C DBG Agencies Organization Program Amount Diamond Hill and Camp Fire USA First Texas Council Northside Station $ 75,900.00 Volunteer Advocate CASA of Tarrant County, Inc. Training $ 30,000.00 Substance Abuse Cenikor Foundation Treatment $ 75,000.00 Clayton Child Care. Inc. dlbla Clayton YES! School Age Child Care $ 75,000.00 New Life Center/Promise Cornerstone Assistance Network House $ 75,000.00 Cultural Arts Center GED in Spanish $ 30,000.00 Day Resource Center for the Homeless Counseling Services and Case Management $ 31,808.50 ~the Ladder Alliance Employment Training $ 75,000.00 Mental Health Association of Tarrant Long Term Care County Ombudsman $ 759000.85 Good Works/Buenas Northside Inter-Church Agency, Inc. Cbras $ 759000.00 Senior Citizen Services of Greater Transportation for Tarrant County Seniors $ 75,000.00 Tarrant Area Food Bank Community Kitchen/Meals $ 75,000.00 Child Development YWCA Fort Worth & Tarrant County Program $ 75,000.00 YWCA Fort Worth & Tarrant County Power of Self $ 31.808 Subtotal CDBG Public Service $ 874,517-85 REACH Resource Center on Independent Living Project Ramp $ 50100!100 http://apps.cfwnet.org/council_packet/mc_review.asp?ID=17008&councildate=81712012[811.312012 11:48:42 AM] ffil M&C Review ti TOTAL CDBG Contracts $ 924,517.55 Table 2- ESG Agencies Organization Program Amount Prevention and Rapid Catholic Charities of Fort Worth ry Re-Housing ..,.: � CFW: Parks and Community Services Community Action Partners $ 75,000.00 The Emergency Shelter Presbyterian Night Shelter Program $ 167,892.72 Shelter Operations and SafeHaven of Tarrant County Rapid Re-Housing $ 175,909.09 _kyC.k.}C}}..kk . r-,,...,:.. L•}C'?C e W::.. ON,aftoftwa" TOTAL ESG Contracts 4929892.72 AIDS*Housing Qppgrtunatmes For Persons With Table 3 - HOPWA Agencies Organization Program Amount AIDS Outreach Center, Inc. Administration (three percent), $ 6129758.90 Supportive Services, TBRA, and STRM U Tarrant County Samaritan Housing, Inc. Administration (three percent), Supportive Services, and TBRA $ 301 665.92 TOTAL HOPWA Contracts $ 914,424.52 These programs are available in ALL COUNCIL DISTRICTS. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director 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. TO Fund/Account/Centers .FROM Fund/Account/Centers GR76 451727 017206280XXX $5.830.119.00 GR7a 5XXXXX_01720628OXXX $5.830.119,00 GR76 451727 017206281 XXX $1.973,169.00 GR76 5 017206281 XXX GR76 5XXXXX 017206283XXX $532.857.00 GR76 451727 017206284XXX $942.706.00 GR76 5XXXXX 017206284XXX $942.706.00 GR76 451685 017206280XXX $50.000.00 http://apps.cfwnet.org/council_packet/mc review.asp?ID=17008&councildate=81712012[811312012 11:48:42 AM] M&C Review GR7.6 5XXXX?-.0'!7206280XXX $5 0.0.00 GR76 451727 017206283 $532,857.00 submitted for City Manager's Office bX;, Fernando Costa (6122) 0rjainatina_Denartment Head Jay Chapa (5864) Additional Information Contact: Cynthia Garcia (8187) Avis F. Chaisson (6342) ATTACHMENTS_ 17HUDAC-rP NPY12-13 A012_VG(1)_dQa http://apps.cfWnet.org/councit [811312012 11:48:42 AM:]