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HomeMy WebLinkAboutContract 54917-A1 CSC No.54917-A1 FIRST AMENDMENT TO CITY SECRETARY CONTRACT NO. 54917 This Amendment("Amendment")is made and entered into by and between the City of Fort Worth ("City") and Camp Fire First Texas ("Agency") by and through their duly authorized agents. City and Agency may be referred to individually as "Party" and jointly as "Parties." WHEREAS, the City and Agency made and entered into City Secretary Contract No. 54917 ("Contract")on November 25, 2020; 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 Community Development Block Grant Program ("CDBG"), Program No. B-20-MC-48-0010, Catalog of Federal Domestic Assistance No. 14.218; WHEREAS, the Agency requested an amendment to extend the term of the agreement through September 30,2022,list additional locations,increase the client goal,and amend Exhibit A; WHEREAS, the Agency will adjust their client goal to increase it to serve 140 unduplicated clients; WHEREAS, this amendment will also capture amendments to the Agreement that the Parties previously agreed to but were filed incorrectly(CSC 55589-A1); WHEREAS, City believes that the requested amendment will help Agency meet the program's goals and further the interests of both Agency and City;and WHEREAS,it is the mutual desire of City and Agency to amend the Contract to complete the Program and meet Contract objectives. NOW,THEREFORE,City and Agency hereby agree to amend the Contract as follows: I. Pursuant to Section 3, titled "TERM," of the Contract, the Contract may be extended if such extension is necessary for completion of the Program and is authorized by the CDBG Regulations and the City's grant agreement with HUD. The Parties, by entering into this Amendment, agree to extend the Contract to September 30,2022,as well as increase the total award amount to $100,000.00. II. 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$100,000.00 to insure against loss from the fraud,theft or dishonesty of any Agency's officers, agents,trustees, directors, representatives, or employees." III. EXHIBIT"A"—BUDGET attached to the Contract is hereby amended and replaced in its entirety with EXHIBIT"A"Revised 3/2022, attached hereto. OFFICIAL RECORD Amendment No.t to CSC No.54917 CITY SECRETARY Camp Fire First Texas FT. WORTH, TX EXHIBIT`B"—BUDGET attached to the Contract is hereby amended and replaced in its entirety with EXHIBIT`B" Revised 12/2021,attached hereto. IV. This amendment is effective as of the Effective Date of the Contract. V. 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.54917 Page 2 Camp Fire First Texas AGREED AND ACCEPTED: CAMP FIRE FIRST TEXAS CITY OF FORT WORTH L U'W&K,Ridtard 7 _ By: Lauren Richard(Mar 16,202215:45 CDT) 4pbR�� By: Lauren Richard,President/CEO pad FORr�"aa Fernando Costa,Assistant City Manager o°° °°`J►O�1 d lft° 0 ° Pvo °'Zd ATTEST: P� °°O°°°°°°°°°° APPROVE AS TO FORM AND aaZjieA XAS�ap LEGALITY: By: JAffiette S.Goodall(Mar 17,2022 15 CDT) By: Jannette Goodall,City Secretary Jessika J. Williams,Assistant City Attorney M&C: G-20-0497 and 21-0780 Ordinance No. 24161-04-2020 1295 Certification No. 2020-635051 Date: August 4,2020 and October 12,2021 RECOMMENDED 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 Charletta Moaning Senior Contract Compliance Specialist OFFICIAL RECORD CITY SECRETARY Amendment No.1 to CSC No.54917 FT. WORTH TX Camp Fire First Texas CAMP FIRE FIRST TEXAS EXHIBIT "A" After School Program PROGRAM SUMMARY PROGRAM SUMMARY (CDBG) October 1, 2020 to September 30,2022 (extension) $100,000 ERIOD AMOUNT Capitalized terms not defined herein shall have meanings assigned them in the Contract. PROGRAM: Camp Fire provides a safe, healthy, fun and academically rich after school and summer day camp program for children and youth. The research-based curriculum focuses on social emotional learning and includes Science, Technology, Engineering, Arts, and Math (STEM) activities, homework help, outdoor education, reading and literacy development. Due to the COVID-19 Pandemic some changes were made to the program temporarily providing services to families from Diamond Hill Station, through calls, texts, and emails to families. The staff is supporting students by helping them access distance learning tools, assisting with schoolwork, providing resources for food and mental health. Camp Fire First Texas will share materials with students that need them to complete projects. They will also assist children in the community with a lending library providing books while social distancing by requesting them and picking them up outside the facility. The changes made to accommodate social distancing are only temporary. Once social distancing guidelines are lifted the program will resume face to face interactions with clients,but classes will be held at a cap. The after-school programming will run from October 01, 2020 — June 18, 2021 and August 15, 2021 —May 31, 2022 and August 8, 2022-September 30, 2022. Summer programs will run from June 21, 2021 —August 14, 2021 and June 6,2022-July 29, 2022. CDBG Funds will be used to pay for a percentage of salaries for Program employees. The percentage of any Program employee's salary will not exceed the percentage of Fort Worth clients participating in the Program and shall be cost allocated in accordance with the amount applicable to the CDBG funded Program. Agency's office is located at 2700 Meacham Blvd., Fort Worth, TX 76137. Agency will provide Program services during the school year at the following locations on the following days and times: CDBG 51%PSA CONTRACT 2020-2021—EXHIBIT "A"—PROGRAM SUMMARY Camp Fire First Texas—Amendment 1 IDEA Rise 3000 South Cherry Lane, Fort Worth, TX 76116 M-F, 3:30 p.m. - 6:30 p.m. — during the school year— Diamond Hill Station 2001 E Loraine, Fort Worth, TX 76106 M-F, 2:00 p.m. - 6:00 p.m. — during the school year— M-F, 7:00 a.m. - 6:00 p.m. — during summer break— Westcliff Elementary School 4300 Clay, Fort Worth, TX 76109 M-F, 3:00 p.m. - 6:00 p.m. — during the school year — M-F, 7:00 a.m. - 6:00 p.m. — during summer break— IDEA Ed e cliff 1640 Altamesa Blvd., Fort Worth, TX 76132 M-F, 3:30 p.m. -6:30 p.m. — during the school year— IDEA Achieve 1900 Thomas Rd, Haltom City, TX 76117 M-F, 3:30 p.m. —6:30 p.m. — during the school year — Walsh Elementary 14113 Walsh, Fort Worth, TX 76008 M-F, 3 p.m. - 6:30 p.m. — during the school year— IDEA Southeast 2935 E. Seminary Dr., Fort Worth, TX 76119 M-F, 3 p.m. - 6:30 p.m. — during the school year— City of Fort Worth Agency shall not change any locations without prior City approval. Costs incurred at any locations that have not been approved by City shall not be reimbursed. Agency is a Countywide Agency that provides services to Fort Worth and Non-Fort Worth clients through a Fort Worth program and Non-Fort Worth program. Non-Fort Worth clients constitute at least 10% of total clients served. The Program serves Tarrant County clients only,and Agency will submit documentation which verifies that 51% of Program clients are Income Eligible Clients with current household incomes at or below 80% of AML Agency will also submit quarterly reports as required through EXHIBIT "A-2" — Reporting Requirements for Countywide Agency Programs. CDBG 51%PSA CONTRACT 2020-2021—EXHIBIT "A"—PROGRAM SUMMARY Camp Fire First Texas—Amendment 1 REGULATORY CLASSIFICATION: IDIS Matrix Code(s) and Service Category: 05L Child Care Services National Objective Citation: LMC Low/Mod Limited Clientele 24 CFR 570.208(a)(2) Regulatory Citation(s): 24 CFR570.201(e) PROGRAM GOALS: Minimum Countywide Agency Program Performance Outcome: At least 51% of Fort Worth clients must be Income Eligible Clients. For example, if 800 clients out of 1,000 clients served by the Countywide Agency are from Fort Worth, 408 of those Fort Worth clients must also be Income Eligible Clients. In this example, Agency would be required to furnish City 800 Certification of Income Statements that prove at least 408 of the Fort Worth clients served by the Program are Income Eligible Clients. The 200 Non-Fort Worth clients will be reported in the quarterly reports through EXHIBIT"A-2"—Reporting Requirements for Countywide Agency Programs. Minimum Number of Clients to be Served: The Program must serve a minimum of 140 Unduplicated Clients as shown by the monthly reports on Attachment III. When determining the number of clients which constitutes 51%, HUD regulations require that partial numbers must be rounded up. CDBG 51%PSA CONTRACT 2020-2021—EXHIBIT "A"—PROGRAM SUMMARY Camp Fire First Texas—Amendment 1 EXHIBIT"B"-BUDGET EXHIBIT "B"-BUDGET Account Grant Budget V A B C D Total PROGRAM PERSONNEL Foundation Grants USDA Tuition Council Support Salaries 1001 $ 100,000.00 $ 193,340.25 $ 293,340.25 FICA 1002 $ 20 951.44 S 20,951.44 Life/Disability Insurance 1003 S - Health/Dental Insurance 1004 $ 30,780.00 S 30,780.00 Unemployment-State 1005 $ 5,066.69 S 5,066.69 Worker's Compensation 1006 $ 2,738.75 S 2,738.75 Retirement 1007 $ 8,216.25 S 8,216.25 SUPPLIES AND SERVICES in Office/Program Supplies 2001 $ 32,369.00 $ 32,369.00 Postage 2002 $ 50.00 $ 50.00 Printing 2003 $ 3,694.00 $ 3,694.00 Office Equipment Rental 2004 $ 15,500.00 $ 15,500.00 MISCELLANEOUS Contract Labor(City needs copy ofcontract before expenses can be reimbursed) 3001 S 3,848.00 S 3,848.00 Food Supplies 3002 S 8,000.00 S 8,000.00 Training for new staff,26 hours 3003 S - Professional development for all school based staff,24 hours 3004 S - Field Trip Expenses 3005 S - Mileage 3006 S - Interns 3007 S - Other:Dues,Subscriptions,staffprofessional development 3008 S 3,203.00 S 3,203.00 Other 3009 $ - FACILITY AND UTH.ITIES Telephone 4001 S 5,550.00 S 5,550.00 Electric 4002 S - Gas 4003 S Water and Wastewater 4004 S - Solid Waste Disposal 4005 S - Rent(City needs copy offense before expenses can be reimbursed) 4006 $ 23,334.00 S 5,096.00 S 28,430.00 Cleaning Supplies:COVID PPE&Sanitizing 4007 $ 26,666.00 S 54,721.00 S 1.00 S 81,388.00 Custodial 4008 S - LEGAL,FINANCIAL AND INSURANCE Fidelity Bond or Equivalent 5001 $ - Directors and Officers 5002 $ - General Commercial Liability 5003 $ 1,604.00 S 1,604.00 Other(Background checks,employment verifications, etc.) 5004 $ 13,269.00 S 13,269.00 DIRECT ASSISTANCE Othero 6001 S - BUDGET TOTAL $ 100,000.00 $ 50,000.00 $ 8,000.00 $ 376,334.38 $ 23,664.00 S 557,998.38 FUNDING A:Foundation Grants FUNDING B:USDA Food Program FUNDING C Tuition&Registration Fees FUNDING D:Council Support CDBG 51%PSA CONTRACT 2020-2021-EXHIBIT"B"-BUDGET CAMP FIRE FIRST TEXAS-Amcndment No.1 use i City of Fort Worth, Texas Mayor and Council Communication DATE: 10/12/21 M&C FILE NUMBER: M&C 21-0780 LOG NAME: 19NSREALLOCATIONCDBGTOPY20-21 SUBJECT (ALL)Authorize a Substantial Amendment to the City of Fort Worth's 2020-2021 Action Plan, Change in Use, and Contract Amendments for a Total of$170,000.00 in Community Development Block Grant Funds for Meals on Wheels, Inc. of Tarrant County to Provide Vulnerable Populations with Access to Meals and Transportation, Camp Fire First Texas and Girls Inc. of Tarrant County to Provide Youth Services to Address Negative Educational or Developmental Impacts from the Pandemic RECOMMENDATION: It is recommended that City Council: 1. Authorize reallocation of$50,000.00 of Community Development Block Grant funds from Read Fort Worth to Meals on Wheels, Inc. of Tarrant County(City Secretary Contract No. 54930)to serve citywide delivery of meals for elderly and disabled; 2. Authorize reallocation of$5,000.00 of Community Development Block Grant funds from Read Fort Worth and $45,000.00 of Community Development Block Grant funds from Sixty and Better to Camp Fire First Texas(City Secretary Contract No. 54917)for youth services, after school programming; 3. Authorize reallocation of$70,000.00 of Community Development Block Grant funds from Sixty and Better to Girls Inc. of Tarrant County(City Secretary Contract No. 54898)for youth services, mentorship and educational support programming for girls; 4. Authorize a Substantial Amendment to the City of Fort Worth's 2020-2021 Action Plan contingent upon successful completion of the federal public comment period; 5. Authorize contract amendments for expenditure of Community Development Block Grant funds in a total of$50,000.00 each, for Meals on Wheels, Inc. of Tarrant County(City Secretary Contract No. 54930)and Camp Fire First Texas(City Secretary Contract No. 54917)and in a total of$70,000.00 for Girls Inc. of Tarrant County(City Secretary Contract No. 54898); and 6. 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 City of Fort Worth City Council approved Mayor and Council Communication (M&C)20-0497, the City of Fort Worth's 2020-2021 Annual Action Plan on August 4, 2020. The City of Fort Worth's 2020-2021 Annual Action Plan summarizes the major housing and community development activities and proposed expenditures for the program year beginning October 1, 2020 and ending September 30, 2021 for use of federal grant funds totaling$12,793,159.00 from the United States Department of Housing and Urban Development(HUD)from the Community Development Block Grant (CDBG), HOME Investment Partnerships Program (HOME), Emergency Solutions Grant (ESG), and Housing Opportunities for Persons with human immunodeficiency virus, acquired immunodeficiency syndrome(HIV/AIDS)(HOPWA)grant programs. It also summarizes the use of program income resulting from activities using prior years' CDBG and HOME funds,the primary purpose of which is to benefit low and moderate income persons in Fort Worth. ESG funds primarily benefit homeless persons, and HOPWA funds primarily benefit low and moderate income persons with HIV/AIDS. Recently,these funds became available when two nonprofit agencies, Sixty and Better and Read Fort Worth, declined the use of these funds due to program considerations and detailed federal reporting requirements. The Community Development Council, a citizen board appointed by the Fort Worth City Council, recommended that these funds be awarded to Meals on Wheels, Inc. of Tarrant County, Camp Fire First Texas, and Girls Inc. of Tarrant County. These agencies received high scores during the Spring 2021 grant application review process. Social services for the elderly and school-age children continue to be urgently needed to respond to the Coronavirus pandemic. These funds will provide vulnerable senior populations with access to meals and transportation and will also provide youth services to address negative educational or developmental impacts from the pandemic. The contract 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 Sunday, August 22, 2021, with the 5-day comment period being completed on August 27, 2021. Staff recommends reallocations and contract amendments in the following amounts. Current Amended Agency and Program Amount Contract Contract �Amou nt Amount FROM: Read Fort Worth(No contract executed) ��$50,000-00L $0.01 - $0.00 Meals on Wheels, Inc.of Tarrant County—city- wide delivery of meals for elderly and disabled $50,000.00$71,814.00 $121,814.00 (City Secretary Contract No. 54930) FROM: Read Fort Worth(No contract executed) $5,000.00 $0.00 $0.00 2. Sixty and Better/Transportation(No contract $45,000.00 $0.00 $0.00 FROM: executed) Camp Fire First Texas—after-school programming at the following locations:2700 Meacham Blvd. Diamond Hill Station, 76106, 2001 East Loraine, 76106, Westcliff Elementary, TO: 4300 Clay, 76109,IDEA Edgecliff, 1640 $50,000.00$50,000.00 $100,000.00 Altamesa, 76132,IDEA Achieve, 1900 Thomas, Haltom City, 76117,IDEA Southeast, 2935 E. Seminary, 76119, Walsh Elementary, 14113 Walsh, 76008,IDEA Rise,3000 So. Cherry Lane 76116(City Secretary Contract No. 54917) 1. Sixty and Better/Transportation(No contract $70,000.00 $0.00 $0.00 FROM: executed) Girls Inc.of Tarrant County—mentorship and TO: educational support programming for girls(City $70,000.00$75,000.00 $145,000.00 Secretary Contract No. 54898) These programs are available in ALL COUNCIL DISTRICTS. A Form 1295 is not required because: This contract legally does not require City Council approval. 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 by: Fernando Costa 6122 Originating Business Unit Head: Victor Turner 8187 Additional Information Contact: Barbara Asbury 7331