HomeMy WebLinkAboutContract 54236-A3 CSC No.54236-A3
THIRD AMENDMENT TO CITY SECRETARY CONTRACT NO. 54236
WHEREAS the City of Fort Worth ("City") and Presbyterian Night Shelter of Tarrant County
("Agency")made and entered into City Secretary Contract No. 54236("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. E-20-48-0010, 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$64,714.16,as authorized through the reallocation of funding described further in M&C 22-0849
(October 11,2022);
WHEREAS,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-CV in order to comply with HUD
regulations; 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.
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 1,2023 unless earlier terminated as provided in this Contract."
II.
Section 4.1 Provide ESGCV1 Funds is deleted in its entirety and replaced by the following:
"4.1 Provide ESGCV1 Funds.
City shall provide up to $609,969.16 of ESG-CV 1 Funds under the terms and conditions of this
Contract."
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:
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH,TX
Amendment No.3 to CSC No.54236 Page 1
Presbyterian Night Shelter (ESG-CV)
Month Relative to Date Expenditures Unduplicated Clients as
Beginning of Specified in EXHIBIT"A":
Contract Term Program Summary
Month 3 December 31,2021 15% 15%
Month 6 March 31,2022 30% 30%
Month 9 June 30,2022 50% 50%
Month 12 September 30,2022 65% 65%
Month 15 December 30,2022 75% 75%
Month 18 March 31,2023 80% 80%
Month 21 June 30,2023 90% 90%
Month 23 September 1,2023 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.
Section 5.3.3 Failure to meet at least 80% of its performance milestones or serve 34
Unduplicated Clients under this Contract may, in City's sole discretion, disqualify Agency
for consideration under the future City Requests for Proposals for federal grant funds.
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-CV1-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,
2023. The Final Reimbursement Request must include all program-eligible expenses incurred during
August 2023. 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
expenses charged to the Contract(February thru July 2023). Agency's Final Reimbursement Request may
be submitted with partial Complete Documentation for August or September 2023 expenses if such
Amendment No.3 to CSC No.54236 Page 2
Presbyterian Night Shelter (ESG-CV)
documentation is not available at the time of submittal, provided that such Complete Documentation will
be submitted no later than October 15, 2023. Failure to submit Complete Documentation for August or
September 2023 expenses by October 16, 2023 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 1, 2023 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$609,969.16
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 and replaced in their entirety with the attached Exhibit"A"-Program Summary,revised
10/2022 and Exhibit`B"—Budget,revised 10/2022.
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.3 to CSC No.54236 Page 3
Presbyterian Night Shelter (ESG-CV)
AGREED AND ACCEPTED:
PRESBYTERIAN NIGHT SHELTER OF CITY OF FORT WORTH
TARRANT COUNTY 7 _
By: T^� By.
Toby Owen, Chief Executive Officer Fernando Costa,Assistant City Manager
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ATTEST: a�o° °��.�� APPROVE AS TO FORM AND
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By: Jannette S.Goodall(Nov 21,202215:29 CST) By: V
Jannette Goodall,City Secretary Jessika Williams,Assistant City Attorney
M&C: 20-0330/20-0471/22-0849
1295 Certification No.2020-622990
Date: May 19,2020/June 23,2020/Oct. 11,2022
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
FT.WORTH,TX
Amendment No.3 to CSC No.54236 Page 4
Presbyterian Night Shelter (ESG-CV)
PRESBYTERIAN NIGHT SHELTER EXHIBIT "A"
Rapid Re-Housing-CV PROGRAM SUMMARY
PROGRAM SUMMARY
(ESG-CV)
March 13,2020 to September 1,2023 (Second $609,969.16
extension) AMOUNT
PERIOD
Capitalized terms not defined herein shall have meanings assigned them in the Contract.
PROGRAM:
The Program provides housing stability case management and financial assistance to exit
individuals from a congregant shelter or encampment area to housing in an effort to reduce the
spread of COVID19. Client assistance will include rent and other allowable costs associated with
obtaining and maintaining stable housing.
ESG Funds will pay for a full-time case manager, 10% of the Director of Housing Services, and
client assistance which will include rent, deposits, application fees, high risk fees, and
administrative fees.
Program services will be available Monday— Friday from 8:00 a.m.-5:00 p.m., at the following
locations:
Men's Shelter
2400 Cypress St, Fort Worth, TX 76102
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 that 100%of clients served meet the criteria under paragraph
(1)of the homeless definition in 24 CFR 576.2 or meet the criteria in paragraph(4)of the homeless
definition and live in an emergency shelter or other place described in paragraph (1) of the
homeless definition. Agency will also maintain documentation on eligibility for the housing unit
for which financial assistance is provided, including rental amounts and compliance with ESG
Minimum Habitability Standards.
ESG CV RRH CONTRACT 2020—EXHIBIT"A"—PROGRAM SUMMARY Page 1
Presbyterian Night Shelter of Tarrant County—Amendment 3
PROGRAM GOALS:
Minimum Number of Clients to be Served: The Program must serve a minimum of 42
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: 29; 70%
B. Those who have non-cash benefits at exit: 29; 70%
C. Those who have cash income at exit: 21; 50%
D. Number of persons served less than 60 days between project entry and move-in: 34; 80%
E. Number of persons served that spent greater than 60+days between project entry and move-
in: 8; 20%
ESG CV RRH CONTRACT 2020—EXHIBIT"A"—PROGRAM SUMMARY Page 2
Presbyterian Night Shelter of Tarrant County—Amendment 3
EXHIBIT"B"-BUDGET
Account I Grant Budget Increase Decrease Total
EMERGENCY SHELTER
ESSENTIAL SERVICES
Salaries 1001
PICA 1002
LifbAksability 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 eapenses can be reimbursed) 1011
Othero 1012
SHELTER OPERATIONS
Maintenance 2001
Security 2002
Insurance 2003
Utilities 2004
Supplies 2005
Repairs 2006
Othero 2007
SUBTOTAL EMERGENCY SHELTER
HOUSING RELOCATION AND STABILIZATION
PREVENTION
Salaries 3001
PICA 3002
LifbAksabilitylnsurance 3003
Health/Dental Insurance 3004
Unemployment-State 3005
Worker's Compensation 3006
Othero 3007
REHOUSING
Salaries 4001 $ 98,800.00 $ 14,935.00 $ 113,735.00
PICA 4002 $ 8,000.00 $ 926.00 $ 8,926.00
Lif nsabilitylnsurance 4003 $ $
Health/Dental Insurance 4004 $ 3,100.00 $ 553.00 $ 2,547.00
Unemployment-State 4005 $
Worker's Compensation 4006 $
HRA 4007 $
Retirement 4008 $
Puking 4009 $
Mileage 4010
Rental Asistance.Becurity Deposits $
Utility Depmits/Paymants $
Other:(Pmgmm supplies and admire):Food;
postage;telephoneVnelwork/internet;occupancy;
mileage;training and professional development;
BMIS/professional/contraet fees;other direct
client and supportive services;equipment
rental/non-cap;indirect $
Prograrn 4007
General Office Su lies $ 2,128.00 $ 250.00 $ 2,378.00
PostageVShipping $ 100.00 $ 100.00
Telephone cellular $ 500.00 $ 600.00 $ 1,100.00
General Repairs $ 100.00 $ 100.00 $ 200.00
Professional Pees $ 1,064.00 $ 200.00 $ 1,264.00
Mleage $ 2,500.00 $ 700.00 $ 3,200.00
Equipment Rental $ 1,548.00 $ 1,548.00
Admin 4011
Electricity $ 200.00 $ 100.00 $ 300.00
Water $ 10.00 $ 10.00
Agency rent $ 5,681.00 $ 5,681.00
Admire staff see Otherspreadsheet) $ 39,364.00 $ 2,500.00 $ 41,864.00
Other(Fringe Benefits):Puking,employee
prescreening,HRA,worker's compensation
SUBTOTAL HR&S S 163,095.00 $ 20,311.00 S 553.00 $ 182,853.00
FINANCIAL.ASSISTANCE
PREVENTION 5001
Rental Assistance 5002
Utility Payments
REHOUSING 6001
Rental Assistance 6002 $ 344,667.00 $ 38,000.00 $ 382,667.00
Security Deposits 6003 $ 21,860.00 $ 5,000.00 $ 26,860.00
Utility Deposits 6004 $ $
Utility Payments 6005 $ 12,443.00 $ 1,956.16 $ 14,399.16
Moving Costs 6006 $ 3,190.00 $ 3,190.00
Motel/Hotel Vouchers $
SUBTOTAL FINANCIAL.ASSISTANCE S 382,160.00 $ 44956.16 S $ 427,116.16
INFORMATION SYSTEM(EMUS)
BM[S Software Costs 7001
SUBTOTAL EMUS
BUDGET TOTAL S 545,255.00 1$ 65,267.16 1 S 553.00 1$ 609969.16
ESO PSA CONTRACT 2020-EXHIBIT'%"-Amendment 3 Page 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 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 June 1,2023.
SALARY DETAIL
Est.Percent to
Position Title Annual Salary Grant Amount to Grant
Journey Home Guide Case M 18 mos $ 35,600.00 150.0% $ 64,215.00
Program Director $ 66,950.00 15.0% $ 14,164.00
Journey Home Guide Case M 18 mos $ 37,649.00 150.0% $ 35,356.00
TOTAL $ 140199.00 81.1% $ 113 735.00
FRINGE DETAIL
Percent of Est.Percent to
Payroll Amount Grant Amount to Grant
FICA 6.20% $ 8,926.00 100.0% $ 8,926.00
Life/Disability Insurance
Health/Dental Insurance $ 2,547.00 100.0% $ 2,547.00
Unemployment-State
Worker's Compensation
BRA
Retirement
Pariting
Nfileage
Other
TOTAL $ 11473.00 100.0% $ 11473.00
SUPPLIES AND SERVICES
Est.Percent to
Total Budget Grant Amount to Grant
Office Supplies
Food Supplies
TOTAL
SHELTER OPERATIONS
Est.Percent to
Total Budget Grant Amount to Grant
Insurance
Accounting
Contract Labor(Security)
Est.Percent to
Other Admin Total Budget Grant Amount to Grant
Program 9,79000
General Office Supplies $ 2,378.00 100% $ 2,378.00
Postage/Shipping $ 100.00 100% $ 100.00
Telephone $ 1,100.00 100% $ 1,100.00
General Repairs $ 200.00 100% $ 200.00
Professional Fees $ 1,264.00 100% $ 1,264.00
Mileage $ 3,200.00 100% $ 3,200.00
Equipment Rental $ 1,548.00 100% $ 1,548.00
Admin $ 47 855.00
Electricity $ 300.00 100% $ 300.00
Water $ 10.00 100% $ 10.00
c rent $ 5,681.00 100% $ 5,681.00
Admin staff see Otherspreadsheet) $ 41 864.00 100% $ 41 864.00
TOTAL I I $ 57,645.00
FINANCIAL ASSISTANCE
Est.Percent to
Total Budget Grant Amount to Grant
Rental Assistance $ 382,667.00 100% $ 382,667.00
Security Deposits $ 26 860.00 100% $ 26 860.00
Utility Payments $ 14,399.16 100% $ 14,399.16
Utility Deposits
Movie Costs $ 3,190.00
Mo tel/Hotel Vouchers 100% $ 3,190.00
TOTAL $ 427,116.16 1 $ 427,116.16
HAM
Est.Percent to
Total Budget Grant Amount to Grant
HMIS Software Costs
TOTAL
$ 609,969.16
ESG PSA CONTRACT 2020-EXHIBIT"B"-BUDGET
P—bytaian Nigh[Shelia-A—d..t 3 Page 2
Food;postage;telephone/network/internet;occupancy;mileage;training and
professional development;HMIS/professional/contract fees;other direct client
Other and supportive services;equipment rental/non-cap;indirect
Budget ESG CV RRH Grant Amount
$ 9,790.00 Program Items
Food
Postage/shipping expenses $100.00
Telephone $1,100.00
Mileage $3,200.00
General Office Supplies $2,378.00
Equipment Rental $1,548.00
General Repairs $200.00
Professional Fees $1,264.00
HMIS
List Other Direct client/and supportive services
Program Staff(Provide title/percentage)
$ 47,855.00 Admin Items
Agency rent $5,681.00
Electricity $300.00
Water $10.00
List Other indirect costs $0.00
Admin Staff(Provide Title/percentage) $41,864.00
Toby Owen/Executive Director/7%
Carole Graham/VP of Finance/7%
Avery Weakley/Director of Finance/7%
Michelle Albiar/Accounts Payable Clerk/7%
Susan DeLong/Education Coordinator/7%
Carrie Taylor/VP of Human Resources/7%
LeAnn Lee/H R Genera I ist/7%
Brenda Lott/HR Assistant/7%
$ 57,645.00
City of Fort Worth, Texas
Mayor and Council Communication
DATE: 10/11/22 M&C FILE NUMBER: M&C 22-0849
LOG NAME: 19NSESG-CV&CV2S U BSTANTIALAMEN DM ENT
SUBJECT
(ALL)Authorize Substantial Amendment to the 2019-2020 Action Plan for Use of Federal Grant Funds,Authorize Execution of Contract
Amendments to Agreements with Nonprofit Subrecipients of Emergency Solutions Grant Funds Received Under the Coronavirus Aid, Recovery
and Economic Security Act,and Authorize Execution of Amendment to Agreements with Presbyterian Night Shelter for Additional Shelter
Operation Expenses
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize a substantial amendment to the 2019-2020 Action Plan for use of Federal Grant Funds from the United States Department of
Housing and Urban Development revising allocation of such funds among local nonprofit homeless service providers;
2. Authorize execution of contract amendments to agreements with nonprofit subrecipients of Emergency Solutions Grant Funds received
under the Coronavirus Aid, Recovery and Economic Security Act to change funding allocations and scopes of services to ensure the
expenditure of funds;
3. Authorize the execution of an amendment to the agreements with Presbyterian Night Shelter for Additional Shelter Operation Expenses;and
4. Authorize the City Manager or his designee to further amend the agreements if necessary to achieve program goals and meet Housing and
Urban Development expenditure deadlines,provided the amendment is within the scope of the program and in compliance with applicable
City policies,laws and regulations.
DISCUSSION:
In April 2020,the City of Fort Worth(City)was awarded$2,202,929.00 in Emergency Solutions Grant(ESG)funds from Housing and Urban
Development(HUD)under the Coronavirus Aid, Recovery and Economic Security(CARES)Act to support the City's response to the coronavirus
pandemic among the homeless and at-risk population (ESG-CV). In June 2020,the City was awarded an additional$6,070,529.00 in ESG funds
to expand the City's ability to assist homeless and at-risk residents(ESG-CV2). The City Council approved allocation of these funds to local
nonprofit homeless service providers on May 19,June 23,and September 15,2020,through Mayor and Council Communication(M&C)Nos.20-
0330,20-0471,and 20-0657. Funding priorities for the allocations were Rapid Rehousing (65%),Shelter Operations(11%);Outreach to
Unsheltered(8%),and Homelessness Prevention(6%),with 10%authorized for program administration by the City and its nonprofit partners. The
expenditure deadline for use of all ESG-CV and ESG-CV2 funds is September 30,2023.
To ensure that the expenditure deadline for the full eight million dollars is met,and to address priorities which have arisen since initial allocations
were made,staff is recommending amendments to some of the ESG-CV and ESG-CV2 contracts to change funding allocations and scopes of
service as detailed below.
Staff is recommending that funds moved from Rapid Rehousing and Homeless Prevention programs operated by the Day Resource Center(DRC)
into Presbyterian Night Shelter(PNS)Rapid Rehousing programs. Local shelters,including the Presbyterian Night Shelter(PNS), have continued
to experience costly challenges in providing safe services throughout the pandemic,and additional funds are therefore needed for staff hazard pay,
vaccine incentives,client transportation services,and other operational costs.
The table below summarizes proposed contract scope and allocation changes to be formalized in contract amendments. The proposed revisions
have been publicized as required by HUD guidelines for use of ESG-CV and ESG-CV2 funds,through placement of a five-day public notice in the
Fort Worth Star-Telegram. A public comment period on this proposed substantial amendment to the 2019-2020 Action Plan was held from
September 9,2022 to September 13,2022. All comments received are maintained by the Neighborhood Services Department.
Agency/Program Original Allocation New proposed
Name Contract Adjustment [Amou:nt]
Contra Change
Amount Amount g
Day Resource Reduction
by
Center: Rapid
Rehousing;City $64,714.16,
$375,000.00 ($64,714.16)$310,285.84 reallocation
Secretary
Contract No. R Rapid
54408 eHousing
J �(PNS)
������Reallocation
Day Resource by
Center: Homeless $0.00 ($250,000.00) $0.00$250,000.00
Prevention(No to Rapid
Contract) ReHousing
(PNS)
Increase in
contract by
Presbyterian Night $64,714.16
Shelter: Rapid from DRC
ReHousing;City Contract No.
Secretary $500,000.00 $64,714.16 $564,714.16 54408 and
Contract No. reallocation
54236 to PNS
RRH,
Contract No.
54236
Increase in
contract by
Presbyterian Night $250,000.00
Shelter: Rapid from DRC
ReHousing;City $700,000.00 $250,000.00 $950,000.00 HP
Secretary reallocation,
Contract No. no contract,
54965 to PNS
j
54965
SC
Section 2-9(11)of the City Code allows for any contract or other legal instruments necessary to provide public assistance from funds available
under the Coronavirus Aid, Relief,and Economic Security(CARES)Act,as may be amended,or from funds available under the Consolidated
Appropriations Act of 2021,as may be amended to be administratively approved by the City Manager.When possible, items will be brought to the
City Council prior to execution of any contracts or amendments; however,staff anticipates that in order to meet the approaching expenditure
deadlines in 2022,that future amendments may require administrative approval.Staff will provide updates via Informal Reports or Mayor and
Council Communications(M&Cs)seeking ratification of any changes made under this administrative mechanism.
Services 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 are 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: Charletta Moaning 7333
Sylvia Flores 8550