HomeMy WebLinkAboutContract 54408-A1 CSC No.54408-A1
FIRST AMENDMENT TO CITY SECRETARY CONTRACT NO. 54408
WHEREAS the City of Fort Worth("City")and Day Resource Center Solutions("Agency")made
and entered into City Secretary Contract No. 54408("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 decrease
the budget by $125,000.00;
WHEREAS,these funds became available to Agency for ESG-eligible program expenses as a result
of Day Resource Center's approved reduction to the rapid rehousing program budget by $125,000.00 in
certain cost items within the original program in order to comply with HUD regulations;
WHEREAS,it is the mutual desire of the City and Agency to amend the Contract budget by revising
the line items for program employee salaries,fica,benefits,mileage, and rental assistance;
WHEREAS, this reclassification results in an increase in the overall Contract budget to a total
amount of$257,269.00,of which $250,000.00 is for program expenses to serve eligible client populations
and $7,269.00 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
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-CV Funds is deleted in its entirety and replaced by the following:
"4.1 Provide ESG-CV Funds.
City shall provide up to $257,269.00 of ESG-CV 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
CITY SECRETARY
FT. WORTH, TX
Amendment No.1 to CSC No.54408 Page t
Day Resource Center Solutions(ESG-CV)
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 100% 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.
IV.
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
Amendment No.1 to CSC No.54408 Page 2
Day Resource Center Solutions(ESG-CV)
average of Agency Program Operations expenses will be based on the Program's prior six months' of such
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, provided that 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."
V.
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$257,269.00
to insure against loss from the fraud,theft or dishonesty of any Agency's officers,agents,trustees,
directors,representatives,or employees."
VI.
Exhibit"A"—Program Summary and Exhibit `B"—Budget attached to the Contract are hereby
replaced with the attached Exhibit"A"-Program Summary Revised 10/2021 and Exhibit`B"—
Budget Revised 10/2021.
VII.
Unless otherwise specified,this amendment is effective as of the Effective Date of the Contract.
VIII.
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.54408 Page 3
Day Resource Center Solutions(ESG-CV)
AGREED AND ACCEPTED:
DAY RESOURCE CENTER SOLUTIONS CITY OF FORT WORTH
By: By:
Bruce Frankel,Executive Director Fernando Costa,Assistant City Manager
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���jvJTY° °ATTEST: ,-A� APPROVE A S TO FORM ANDg= LEGALITY:o o°T°° ° O
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By: TannP,-rP s�ooda ���nEX A,aSoAp B e��
Jannette Goodall, City Secretary Taylor Paris,Assistant City Attorney
M&C: 20-0330&21-0782
1295 Certification No.2020-615658
Date: May 19,2020 and October 12,2021
RECON VOENDED BY:
BY: �45L--
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
ag�bgy
Barbara Asbury
Compliance and Planning Manager
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Amendment No.1 to CSC No.54408 Page 4
Day Resource Center Solutions(ESG-CV)
Day Resource Center Solutions EXHIBIT "A"
Rapid Rehousing PROGRAM SUMMARY
PROGRAM SUMMARY
(ESG-CV)
March 13,2020- September 2,2022 $257,269.00
Extension
PERIOD AMOUNT
Capitalized terms not defined herein shall have meanings assigned them in the Contract.
PROGRAM:
The Program will provide Rapid Rehousing (RRH) services in Fort Worth to homeless families
and individuals through the provision of rental assistance, intensive case management, and other
supportive services. The RRH program will be used to support the City's efforts to mitigate the
impact of the Coronavirus pandemic and stop the spread of the virus. The program will rapidly
move families and individuals out of congregate care into permanent housing.
ESG Funds will be used to pay for the salaries and fringe benefits for Program employees, and for
direct rental assistance for homeless clients. Additional program costs include supplies, postage,
telephone/network/internet,mileage, and other direct client and supportive service needs.
Agency's Program office and services will be available at 1212 E. Lancaster, Fort Worth, Texas
76054,Monday- Friday, 9:00 am- 4:30 pm. Services will be office based,but mainly field based.
REGULATORY CLASSIFICATION:
Service Category (if more than one category, specify amount for each): ESG Relocation and
Stabilization Services in Support of Rapid Rehousing
Regulatory Citation(s): 24 CFR 576.104, 24 CFR 576.105, and 24 CFR 576.106
Agency will maintain documentation that 100% of clients served are homeless at the time of
Program entry in accordance with the ESG Regulations and that the client lacks sufficient
resources and support networks to obtain housing. Agency will also maintain documentation on
eligibility for the housing unit for which financial assistance is provided, including rental amounts
and compliance with applicable ESG Minimum Habitability Standards.
ESG-CV PSA RRH CONTRACT-2020—EXHIBIT"A"—PROGRAM SUMMARY Page 1
Day Resource Center Solutions—Amendment 1
PROGRAM GOALS:
Minimum Number of Fort Worth Clients to be Served: The Program must serve a minimum
of 56 Unduplicated Clients as shown by the monthly Attachment III and yearly SAGE (HMIS
reporting). Timely, accurate, and complete information should always be reported, but not be
limited, to the following number and percentage goals of those clients served:
A. Those who exited to permanent housing at exit: 75% (42)
B. Those who have non-cash benefits at exit: 60% (34)
C. Those who have cash income at exit: 40% (22)
D. Number of persons served less than 60 days between project entry and move-in: 80% (45)
E. Number of persons served that spent greater than 60+days between project entry and move-
in: 20% (11)
ESG-CV PSA RRH CONTRACT-2020—EXHIBIT"A"—PROGRAM SUMMARY Page 2
Day Resource Center Solutions—Amendment 1
EXHIBIT"B"-BUDGET
Account I Grant Budget I Increase Decrease Total
EMERGENCY SHELTER
ESSENTIAL SERVICES
Salaries 1001
FICA 1002
Life/Disability Insurance 1003
Health/Dental Insurance 1004
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() 1012
SHELTER OPERATIONS
Maintenance 2001
Security 2002
Insurance 2003
Utilities 2004
Supplies 2005
Repairs 2006
Other() 2007
SUBTOTAL EMERGENCY SHELTER
HOUSING RELOCATION AND STABILIZATION
PREVENTION
Salaries 3001 $ 51,400.00 $ 51,400.00
FICA 3002 $ 3,060.00 $ 3,060.00
Life/Disability Insurance 3003 $ 44.20 $ 44.20
Health/DentalInsurance 3004 $ 8,262.00 $ 8,262.00
Unemployment-State 3005 $ 180.00 $ 180.00
Worker's Compensation 3006 $ -
Other() 3007 $ -
REHOUSING
Salaries 4001 $ 51,400.00 $ 51,400.00
FICA 4002 $ 3,106.80 $ 46.80 $ 3,153.60
Life/Disability Insurance 4003 $ 44.20 $ 44.20
Health/DentalInsurance 4004 $ 8,262.00 $ 8262.00
Unemployment-State 4005 $ 180.00 $ 180.00
Worker's Compensation 4006 $ -
BRA 4007 $
Retirement 4008 $ -
Parking 4009 $ -
Mileage 4010 $ 6,900.00 $ 3,900.00 $ 3,000.00
Rental Assstance/Security Deposits $ 295,038.00 $ 7,269.00 $ 184,093.00 $ 118,214.00
Utility Deposits/Payments $ -
Other:(Program supplies and admin):Food;
postage;telephone/network/intemet;occupancy;
mileage;training and professional development;
EMS/professional/contract fees;other direct
client and supportive services;equipment
rental/non-cap;indirect $ 10,069.00 $ 10.069.00
Other(Fringe Benefits):Parking,employee
prescreening,BRA,worker's compensation 4011 $ -
SUBTOTAL HR&S $ 375,000.00 $ 70,262.00 $ 187,993.00 $ 257,269.00
FINANCIAL ASSISTANCE
PREVENTION
Rental Assistance 5001
Utility Payments 5002
REHOUSING
Rental Assistance 6001 $ -
Security Deposits 6002
Utility Deposits 6003
Utility Payments 6004
Moving Costs 6005
Motel/Hotel Vouchers 6006
SUBTOTAL FINANCIAL ASSISTANCE $ -
HOMELESS MANAGEMENT INFORMATION SYSTEM(MUS)
EMS Software Costs 7001
SUBTOTAL HMIS
BUDGET TOTAL $ 375,000.00 $ 70,262.00 $ 187,993.00 $ 257,269.00
FUNDING A:
FUNDING B:
FUNDING C:
ESG-CV PSA CONTRACT 2020-EXHIBIT'B"-
DAY RESOURCE CENTER SOLUTIONS-Amendment 1 Pige 1
The following tables were created for the purpose of preparing,negotiating,and determining the cost reasonableness
and cost allocation method used by the Agency for the line item budget represented on the fast 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.
SALARY DETAIL
Est.Percent to DESCRIPTION
Position Title Annual Salary Grant Amount to Grant
2 years-1 to RRH,1 to
Case Manager $ 40,000.00 100.0% $ 80,000.00 Prevention
2 years-1 to RRH,1 to
Director of Clinical Services $ 57,000.00 20.0% $ 22,800.00 Prevention
2 years-1 to RRH,1 to
TOTAL $ 97,000.00 106.0% $ 102,800.00 Prevention $ 51,400.00
FRINGE DETAIL
Percent of Est.Percent to
Payroll Amount Grant Amount to Grant
2 years-1 to RRH,1 to
FICA-Case Manager 7.65% $ 3,060.00 100.0% $ 6,120.00 Prevention $ 3,060.00
Life/Disability Insurance-Case 2 years-1 to RRH,1 to
Manager-$1.79/paycheck 0.11% $ 44.20 100.0% $ 88.40 Prevention $ 44.20
Health/Dental Insurance-Case 2 years-1 to RRH,1 to
Manager-$688.50/month 20.66% $ 8,262.00 100.0% $ 16,524.00 Prevention $ 8,262.00
2 years-1 to RRH,1 to
Unemployment-State-Case Manager 0.45% $ 180.00 100.0% $ 360.00 Prevention $ 180.00
2 years-1 to RRH,1 to
FICA-Director of Clinical Services 7.65% $ 234.09 20.0% $ 93.60 Prevention $ 46.80
Mileage-1000 miles/month�,57.5
cents/mile $ 3,000.00 100.0% $ 3,000.00
Other
TOTAL i $ 14,780.29 1 177.2% $ 26,186.00
ESG CV 2020 CONTRACT -EXHIBIT'B"-BUDGET-Amendment 1
Page 1
SUPPLIES AND SERVICES
Est.Percent to
Total Budget Grant Amount to Grant
Office Supplies-printer,laptop $ 2,200.00 100.0% $ 2,200.00
Telephone-$50/month $ 600.00 100.0% $ 600.00
Food Supplies
TOTAL $ 2,800.00 $ 2,800.00
MISCELLANEOUS
Est.Percent to
Total Budget Grant Amount to Grant
Insurance
Accounting 10%of$72,693 $ 7,269.00 100.0% $ 7,269.00
Contract Labor(Security)
Other() 100.0% $ -
TOTAL I $ 7,269.00 1 $ 7,269.00
SHELTER OPERATIONS
Est.Percent to
Total Budget Grant Amount to Grant
Maintenance
Security
Insurance
Utilities
Supplies
Repairs
Other()
TOTAL $ - 1 1 $ -
FINANCIAL ASSISTANCE
Est.Percent to
Total Budget Grant Amount to Grant
Rental Assistance $ 118,214.00 100.0% $ 118,214.00
Security Deposits
Utility Payments
Utility Deposits
Moving Costs
Motel/Hotel Vouchers
TOTAL $ 118,214.00 $ 118,214.00
HMIS
Est.Percent to
Total Budget Grant Amount to Grant
HMIS Software Costs
TOTAL $ 240,063.29 $ 257,269.00
ESG CV 2020 CONTRACT -EXHIBIT'B"-BUDGET-Amendment I
Page 2
City of Fort Worth, Texas
Mayor and Council Communication
DATE: 10/12/21 M&C FILE NUMBER: M&C 21-0782
LOG NAME: 19NSSUBSTANTIALAMENDACTIONPLAN19-20
SUBJECT
(ALL)Authorize Substantial Amendment to City of Fort Worth's 2019-2020 Action Plan, Change in Use, and Contract Amendments for a Total of
$175,000.00 in Coronavirus Aid, Relief and Economic Security Act Emergency Solutions Grant Funds for Lighthouse for the Homeless, dba True
Worth Place for Emergency Shelter Operations
RECOMMENDATION:
It is recommended that City Council:
1. Authorize reallocation of$125,000.00 of Coronavirus Aid, Relief, and Economic Security(CARES)Act Emergency Solutions Grant(ESG-
CV)funds from Day Resource Center Rapid ReHousing Program, City Secretary Contract No. 54408, to Lighthouse for the Homeless, dba
True Worth Place Day Shelter for the Homeless;
2. Authorize reallocation of$50,000.00 of Coronavirus Aid, Relief, and Economic Security(CARES)Act Emergency Solutions Grant(ESG-
CV2)funds from SafeHaven of Tarrant County Homelessness Prevention Program, City Secretary Contract No. 54934,to Lighthouse for the
Homeless, dba True Worth Place Day Shelter for the Homeless;
3. Authorize a substantial amendment to the City of Fort Worth's 2019-2020 Action Plan contingent upon successful completion of the federal
public comment period;
4. Authorize contract amendments in the amount of$125,000.00 of CARES Act ESG-CV and$50,000.00 of CARES Act ESG-CV2 funds with
Lighthouse for the Homeless, dba True Worth Place, City Secretary Contract Nos. 54268 and 54958, respectively; and
5. Authorize the City Manager or his designee to extend contracts if an agency requests an extension and such extension is necessary for
completion of the program, or to amend contracts if necessary to achieve program goals, provided any amendment is within the scope of the
program and complies with City policies and all applicable laws and regulations governing the use of federal grant funds.
DISCUSSION:
The Coronavirus Aid, Relief, and Economic Security Act(CARES)was signed into law on March 27, 2020 to respond to the many impacts of the
COVID-19 public health emergency. The CARES Act included provisions to help local governments prevent, prepare for and respond to the
Coronavirus Pandemic, including providing for additional allocations of formula grant funds under the Emergency Solutions Grant(ESG)program.
The City of Fort Worth was notified by the United States Department of Housing and Urban Development (HUD) on April 9,
2020 of its initial award of$2,202,929.00 in ESG-Coronavirus(ESG-CV)funds. The City of Fort Worth was notified on June 9, 2020 of its second
allocation of ESG funds, known as ESG-CV2, in the amount of$6,070,529.00. All funds must be used to prevent, prepare for, and respond to the
Coronavirus for the benefit of homeless or at-risk populations. The City of Fort Worth City Council approved Mayor and Council
Communication (M&C)20-0330 on May 19, 2020 and M&C 20-0657 on September 15, 2020 amending the City of Fort Worth's 2019-2020
Annual Action Plan for use of these funds and awarding contracts to local nonprofit organizations, including Day Resource Center, SafeHaven, and
True Worth Place. All ESG-CV and ESG-CV2 funds must be fully expended by September 30, 2022.
Recently, True Worth Place requested the City of Fort Worth's assistance in addressing a shortfall in operational funding for the 2021-2022 Fiscal
Year. At the same time, SafeHaven of Tarrant County and Day Resource Center reported slow utilization of Homelessness Prevention and Rapid
ReHousing funds which had previously been awarded to them, due to availability of other emergency rental assistance funds. Both agencies
voluntarily agreed to relinquish a portion of their ESG-CV and ESG-CV2 funding in order to ensure that the overall homeless service system
continues to operate effectively throughout the Coronavirus Pandemic, particularly with regard to access by unsheltered homeless persons to
services via the True Worth Place day shelter. The contracts may be extended past September 30, 2021, to ensure that there is no disruption in
services and that program goals are met.
A public notice authorizing this reallocation of funds was published in the Fort Worth Star-Telegram on August 26, 2021, with the 5-day comment
period being completed on August 31, 2021. SafeHaven approved termination of its$50,000.00 City Secretary Contract No. 54934-T1 on August
18, 2021.
Staff recommends reallocations and contract amendments in the following amounts.
Agency Name/Program Current Contract Amended Contract
Amount Amount
FROM: Day Resource Center, Rapid ReHousing Program, ESG-CV $375,000.00 $250,000.00
TO: True Worth Place, Operational Costs for Day Shelter for the Homeless, $120,000.00 $245,000.00
ESG-CV
FROM: SafeHaven of Tarrant County, Homelessness Prevention, ESG-CV2 $50,000.00 $0.00
TO: True Worth Place, Operational Costs for Day Shelter for the Homeless, $220,000.00 $270,000.00
ESG-CV2
These programs are available in ALL COUNCIL DISTRICTS.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that upon approval of the above recommendations and reallocation of funds, funds will be available in the current
operating budget, as appropriated, in the Grants Operating Federal Fund. The Neighborhood Services Department(and Financial Management
Services)will be responsible for the collection and deposit of funds due to the City. Prior to an expenditure being incurred, the Neighborhood
Services Department has the responsibility to validate the availability of funds. This is a reimbursement grant.
Submitted for City Manager's Office W. Fernando Costa 6122
Originating Business Unit Head: Victor Turner 8187
Additional Information Contact: Barbara Asbury 7331