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Home My WebLink AboutContract 54958-A1 CSC No.54958-A1 FIRST AMENDMENT TO CITY SECRETARY CONTRACT NO. 54958 WHEREAS the City of Fort Worth ("City") and Lighthouse for the Homeless, DBA True Worth Place("Agency")made and entered into City Secretary Contract No. 54958 ("Contract"); WHEREAS, the Contract provides funding to Agency pursuant to a grant received by City from the United States Department of Housing and Urban Development ("HUD") through the Emergency Solutions Grant Program ("ESG"); Program No. S-20-MC-48-0006, Catalog of Federal Domestic Assistance No. 14.231, and the special allocations of funds received for this program known as ESG-CV and ESG-CV2,through the Coronavirus Aid,Relief,and Economic Security(CARES)Act of 2020; WHEREAS, it is the mutual desire of the City and Agency to amend the Contract to increase the budget by$63,994.00; WHEREAS, $13,994.00 of these funds became available to Agency for ESG-eligible program expenses as a result of reclassification of certain cost items within the original program budget which must be more appropriately charged to the City's ESG Administration budget for ESG-CV2 in order to comply with HUD regulations; WHEREAS, the amount of $50,000.00 became available when SafeHaven of Tarrant County terminated their contract with the City, effective August 18, 2021; and City determined that these funds could be most effectively used by ensuring continued operation of the True Worth Place Day Shelter, WHEREAS, City Council approved allocation of$50,000.00 from SafeHaven of Tarrant County to True Worth Place Day Shelter with Mayor and Council Communication 21-0782 on October 12,2021; WHEREAS,this reclassification and contract termination have resulted in an increase in the overall Contract budget to a total amount of$283,994.00, of which $270,000.00 is for program expenses to serve eligible client populations and $13,994.00 is for administrative expenses to support the delivery of such services; and WHEREAS, it is the mutual desire of City and Agency to amend the Contract to extend the term, increase the budget, and revise certain reimbursement provisions and performance objectives in order to complete the Program and meet Contract objectives. NOW,THEREFORE,City and Agency hereby agree to amend the Contract as follows: I. Section 4.1 Provide ESG-CV2 Funds is deleted in its entirety and replaced by the following: "4.1 Provide ESG-CV2 Funds. City shall provide up to $283,994.00 of ESG-CV2 Funds under the terms and conditions of this Contract." II. The first sentence in Section 3 TERM is deleted and replaced by the following: "The term of this Contract(Contract Term)begins on the Effective Date and terminates On September 2, 2022 unless earlier terminated as provided in this Contract." OFFICIAL RECORD Amendment No.1 to CSC No.54958 CITY SECRETARY Lighthouse for the Homeless,dba TWP (ESG-CV2) FT. WORTH, TX III. Section 5.3.1 PROGRAM PERFORMANCE MILESTONES is revised as follows: the table of milestones is deleted and replaced with the below table which specifies the dates of program performance milestones and expenditure deadlines for the extended term of the Contract: Month Relative to Date Expenditures Unduplicated Clients as Beginning of Specified in EXHIBIT"A": Contract Term Program Summary Month 3 December 31,2020 15% 15% Month 6 March 31,2021 30% 30% Month 9 June 30,2021 50% 50% Month 12 September 30,2021 65% 65% Month 15 December 30,2021 75% 75% Month 18 March 31,2022 80% 80% Month 21 June 30,2022 90% 90% Month 23 September 2,2022 1 100% 1 100% NOTE: If the Contract was executed prior to October 1,2020 and/or if the Effective Date of the Contract is March 13,2020,all months prior to December 31,2020 are included in the Month 3 period. Section 9 REIMBURSEMENT REQUIREMENTS is revised as follows: Section 9.2.1 Attachment I—Invoice is deleted in its entirety and replaced by the following: "9.2.1 Attachment I—Invoice. This report shall contain the amount requested for reimbursement each month or partial month,the cumulative reimbursement requested to date (inclusive of that month's or partial month's request). Section 9.2.1.1 is hereby amended to read as follows: 9.2.1.1 Agency must submit a separate invoice for each ESG-CV2-eligible activity type funded through this Contract, i.e. Shelter Operations, Homeless Prevention, Rapid Rehousing, Unsheltered Outreach, Administration, and HMIS. Entries on Attachment II Expenditure Summary must list and designate Administration line items separately from Program costs, with the word `Administration' included in the cost item title." Section 9.4 Final Reimbursement Request is added as follows: "9.4 Final Reimbursement Request 9.4.1 Agency's Final Reimbursement Request must be submitted no later than September 9, 2022. The Final Reimbursement Request must include all program-eligible expenses incurred during August 2022. Agency's Final Reimbursement Request may also include a request for advancement of funds for September program expenses for up to 90%of the monthly average of Agency's standard Program operations expenses (staff salaries, benefits, and related program operational expenses). The monthly average of Agency Program Operations expenses will be based on the Program's prior six months' of such Amendment No.1 to CSC No.54958 Page 2 Lighthouse for the Homeless,dba TWP (ESG-CV2) expenses charged to the Contract(February thru July 2022). Agency's Final Reimbursement Request may be submitted with partial Complete Documentation for August or September 2022 expenses if such documentation is not available at the time of submittal,if such Complete Documentation will be submitted no later than October 15,2022. Failure to submit Complete Documentation for August or September 2022 expenses by October 16,2022 may,in City's sole discretion,be cause for delay or withholding of payment of ESG funds awarded through other City Contracts, or may disqualify Agency for consideration under the future City Requests for Proposals for federal grant funds. 9.4.2 All Contract funds not requested by Agency as of September 10, 2022 will be subject to immediate recapture by City." IV. The first sentence in Section 17 INSURANCE AND BONDING is deleted and replaced by the following: "Agency will maintain coverage in the form of insurance or bond in the amount of$283,994.00 to insure against loss from the fraud,theft or dishonesty of any Agency's officers,agents,trustees, directors,representatives,or employees." V. Exhibit"A"—Program Summary and Exhibit"B"—Budget attached to the Contract are hereby replaced with the attached Exhibit"A"-Program Summary revised 8/2021 and Exhibit`B"—Budget revised 8/2021. VI. Unless otherwise specified,this amendment is effective as of the Effective Date of the Contract. VII. All terms and conditions of the Contract not amended herein remain unaffected and in full force and effect,are binding on the Parties and are hereby ratified by the Parties. Capitalized terms not defined herein shall have the meanings assigned to them in the Contract. [SIGNATURES APPEAR ON FOLLOWING PAGE] Amendment No.1 to CSC No.54958 Page 3 Lighthouse for the Homeless,dba TWP (ESG-CV2) AGREED AND ACCEPTED: LIGHTHOUSE FOR THE HOMELESS, CITY OF FORT WORTH DBA TRUE WORTH PLACE 1 cf— B Y� Y�Thv Owen B �mrnando Costa(Oct 18,202117:00 CDT) Toby Owen,Chief Executive Officer Fernando Costa,Assistant City Manager dA FORr as OF0000000ao�L d� °o P 0° 0 ao o�1d ATTEST: pt�0 S=d APPROVE AS TO FORM AND O 00 a � LEGALITY: o00000000 �atl�EXA5�4p �—� By: + By: Acting City Secretary Taylor Paris,Assistant City Attorney M&C: 20-0657 &21-0782 1295 Certification No.2020-661660 Date: September 15,2020 and October 12, 2021 RECON VOENDED BY: By: Victor Turner,Director—Neighborhood Services Department CONTRACT COMPLIANCE MANAGER: By signing,I acknowledge that I am the person responsible for the monitoring and administration of this contract,including ensuring all performance and reporting requirements Barbara Asbury(Oct 14, :02114:23 CDT) Barbara Asbury Compliance and Planning Manager OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Amendment No.1 to CSC No.54958 Page 4 Lighthouse for the Homeless,dba TVvP (ESG-CV2) LIGHTHOUSE FOR THE HOMELESS EXHIBIT "A" DBA TRUE WORTH PLACE Emergency Day Shelter PROGRAM SUMMARY PROGRAM SUMMARY (ESG-CV2) October 1,2020- September 2,2022 $283,994.00 (Extension) PERIOD AMOUNT Capitalized terms not defined herein shall have meanings assigned them in the Contract. PROGRAM: The Program provides emergency day shelter to unaccompanied men and women in the City of Fort Worth. In addition to day shelter, services include showers,hygiene items,mail services, and locker storage. Navigation services are also provided including linking clients to critical services and resources such as public benefits, housing, employment services,health and mental health care and substance abuse. Additionally, access to case management services is provided to help individuals rapidly exit homelessness. Due to the COVID pandemic, costs have increased for additional services. ESG Funds will be used to pay for a percentage of salaries and fringe benefits for security staff to manage building safety. To cover additional costs to meet social distancing requirements,ESG Funds will also pay for additional supplies, and increased utility costs. Agency office and Program services will be provided at 1513 E. Presidio St, Fort Worth, TX 76102, Monday through Sunday, 7:00 a.m. to 3:00 p.m. REGULATORY CLASSIFICATION: Service Category (if more than one category, specify amount for each): ESG Emergency Shelter Component Regulatory Citation(s): 24 CFR 576.102 Coronavirus Aid,Relief, and Economic Security Act of 2020 Agency will maintain documentation which verifies that 100%of the clients served are homeless based on the current HUD definitions. PROGRAM GOALS: Minimum Number of Clients to be Served: The Program must serve a minimum of 3,000 Unduplicated Clients as shown by the monthly CAPER reports. ESG-CV2 DAY SHELTER CONTRACT 2020-2021 —EXHIBIT"A"—PROGRAM SUMMARY Page 1 Lighthouse for the Homeless,DBA True Worth Place—Amendment 1 EXHIBIT"B"-BUDGET Account Grant Budget I Increase Decrease EMERGENCY SHELTER ESSENTIAL SERVICES Salaries 1001 $ 163,500.00 $ 59,098.00 $ 222,598.00 FICA 1002 $ 10,137.00 $ 4,896.00 $ 15,033.00 Life/Disability Insurance 1003 $ - Health/DentalInsurance 1004 $ 32,419.00 $ 32,419.00 Unemployment-State 1005 $ - Worker's Compensation 1006 $ - Office Supplies 1007 $ Food Supplies 1008 $ Insurance 1009 $ - Accounting 1010 $ - Contract Labor Security(City needs copy of contract before expenses can be reimbursed) 1011 $ - Other(ADMIN) 1012 $ 13,944.00 $ 13,944.00 SHELTER OPERATIONS Maintenance 2001 $ - Security 2002 $ Insurance 2003 $ - Utilities 2004 $ Supplies 2005 $ Repairs 2006 $ Othero 2007 $ - SUBTOTAL EMERGENCY SHELTER $ 220,000.00 $ 63,994.00 $ $ 283,994.00 HOUSING RELOCATION AND STABILIZATION PREVENTION Salaries 3001 FICA 3002 Life/Disability Insurance 3003 Health/Dental Insurance 3004 Unemployment-State 3005 Worker's Compensation 3006 Othero 3007 REHOUSING Salaries 4001 FICA 4002 Life/Disability Insurance 4003 Health/Dental Insurance 4004 Unemployment-State 4005 Worker's Compensation 4006 BRA 4007 Retirement 4008 Parking 4009 Mileage 4010 Rental Asistance/Security Deposits Utility Deposits/Payments Other:(Program supplies and admin): Other(Fringe Benefits):Parking,employee prescreening BRA,worker's compensation 4011 SUBTOTAL HR&S $ $ $ $ FINANCIAL ASSISTANCE PREVENTION Rental Assistance 5001 Utility Payments 5002 REHOUSING Rental Assistance 6001 S - Security Deposits 6002 Utility Deposits 6003 Utility Payments 6004 Moving Costs 6005 Motel/Hotel Vouchers 6006 SUBTOTAL FINANCIAL ASSISTANCE $ $ $ HOMELESS MANAGEMENT INFORMATION SYSTEM(MMS) �HXMHS Software Costs 7001 SUBTOTAL MUS BUDGET TOTAL I $ 220,000.00 $ 63,994.00 $ $ 283,994.00 ESG CV2 PSA CONTRACT 2020-EXHIBIT"B"-Amendment 1 PaLe I The following tables were created for the purpose of preparing, negotiating, and determining the cost reasonableness and cost allocation method used by the Agency for the line item budget represented on the first page of this EXHIBIT "B"—Budget. The information reflected in the tables is to be considered part of the terms and conditions of the Contract. Agency must have prior written approval by the City to make changes to any line item in the Budget as outlined in Section 5.2.2 in the Contract. The deadline to make changes to EXHIBIT "B"—Budget is December 31, 2021. SALARY DETAIL, Est. Percent to Amount to Position Title Annual Salary Grant Grant Security $ 29,000.00 161.3% $ 46,777.84 Journey Home Advocate - 18 mos $ 21,000.00 161.3% $ 33,873.61 Journey Home Advocate - 18 mos $ 21,000.00 161.3% $ 33,873.61 Journey Home Advocate - 18 mos $ 21,000.00 161.3% $ 33,873.61 Facility Care Taker- 18 mos $ 17,000.00 161.3% $ 27,421.49 Secutiry $ 29,000.00 161.3% $ 46,777.84 $ - TOTAL $ 138,000.00 161.3%1 $ 222,598.00 FRINGE DETAIL Percent of Est. Percent to Amount to Payroll Amount Grant Grant FICA 6.75% $ 15,033.00 100.0% $ 15,033.00 Life/Disability Insurance Health/Dental Insurance $ 32,419.00 100.0% $ 32,419.00 Unemployment-State Worker's Compensation HRA Retirement Parking Mileage Other TOTAL $ 47,452.00 100.0% $ 47,452.00 SUPPLIES AND SERVICES Est. Percent to Amount to Total Budget Grant Grant Office Supplies Food Supplies TOTAL ESG CV2 PSA CONTRACT 2020-EXHIBIT "B" -BUDGET-Amendment 1 Page 2 MISCELLANEOUS- Other Admin Est. Percent to Amount to Total Budget Grant Grant Insurance Accounting Contract Labor(Security) Other-Program director salary $ 69,970.00 20% $ 13,994.00 TOTAL $ 13,944.00 SHELTER OPERATIONS Est. Percent to Amount to Total Budget Grant Grant Maintenance Security Insurance Utilities Supplies Repairs OtherO TOTAL $ - $ - FINANCIAL ASSISTANCE Est. Percent to Amount to Total Budget Grant Grant Rental Assistance $ - Security Deposits Utility Payments Utility Deposits Moving Costs Motel/Hotel Vouchers TOTAL I $ - HMIS Est. Percent to Amount to Total Budget Grant Grant HMIS Software Costs TOTAL ESG CV2 PSA CONTRACT 2020-EXHIBIT "B" -BUDGET-Amendment 1 Page 3