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HomeMy WebLinkAboutContract 54965-A4 CSC No.54965-A4 FOURTH AMENDMENT TO CITY SECRETARY CONTRACT NO. 54965 This Amendment ("Amendment") is made and entered into by and between the City of Fort Worth ("City") and Presbyterian Night Shelter of Tarrant County, Inc. ("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. 54965 ("Contract") on November 30, 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 Emergency Solutions Grant Program ("ESG"), Program No. E-20-MC-48- 0010, Catalog of Federal Domestic Assistance No. 14.231; WHEREAS, the City has received an additional allocation of ESG grant monies under the Coronavirus Aid, Relief, and Economic Security Act ("CARES" Act) referenced by HUD as "ESG-CV2"; WHEREAS, it is the mutual desire of the City and Agency to amend the Contract to increase the budget by$250,000.00, as authorized under M&C 22-0849 (October 11, 2022); WHEREAS, Section 5.2.2.2 of the Contract permits Agency to request an amendment of the budget, subject to written approval by the Director of the City's Neighborhood Services Department; WHEREAS, the 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 the 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. Section 4.1 Provide ESG-CV2 Funds is deleted in its entirety and replaced by the following: OFFICIAL RECORD CITY SECRETARY FT.WORTH,TX Amendment 4 to CSC 54965 Presbyterian Night Shelter of Tarrant County,Inc. -ESG CV2 RRH "4.1 Provide ESG-CV2 Funds. City shall provide up to $1,142,000.00 of ESG-CV2 Funds under the terms and conditions of this Contract." II. 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 31,2021 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 44 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. III. 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 $1,142,000.00 to insure against loss from the fraud, theft or dishonesty of any Agency's officers, agent, trustees, directors, representatives, or employees." IV. Exhibit "A" — Program Summary and Exhibit "B" — Budget attached to the Contract are hereby replaced in their entirety with the attached Exhibit "A"—Program Summary, Revised 10/2022 and Exhibit "B"— Budget,Revised 10/22. Amendment 4 to CSC 54965 Presbyterian Night Shelter of Tarrant County, Inc. -ESG CV2 RRH V. Unless otherwise specified, this amendment is effective as of the Effective Date of the Contract. VI. 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 4 to CSC 54965 Presbyterian Night Shelter of Tarrant County,Inc. -ESG CV2 RRH ACCEPTED AND AGREED: PRESBYTERIAN NIGHT SHELTER OF CITY OF FORT WORTH TARRANT COUNTY,INC. Toby Owen By: Toby Owen(Nov 10,202213:26 CST) By: Toby Owen,Chief Executive Officer Fernando Costa,Assistant City Manager o o F e= kaca ATTEST: '_ APPROVE AS TO FORM AND LEGALITY: �7Gt`l`12tt2 S C7000t�Gt�G `°aa`' Xp546� '� By: Jannette S.Goodall(Nov 21,202215:29 CST) By. Jannette Goodall, City Secretary Jessika Williams,Assistant City Attorney M&C: 20-0657/22-0383/22-0849 1295 Certification No. 2020-661595 Date: Sept. 15,2020/May 24,2022/Oct. 11,2022 RECOMMENDED: By: Victor Turner,Neighborhood Services Director 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 By: Charletta Moaning, Senior Contract Compliance Specialist OFFICIAL RECORD CITY SECRETARY FT.WORTH,TX Amendment 4 to CSC 54965 Presbyterian Night Shelter of Tarrant County,Inc. -ESG CV2 RRH PRESBYTERIAN NIGHT SHELTER EXHIBIT "A" Rapid Re-Housing-CV2 PROGRAM SUMMARY PROGRAM SUMMARY (ESG-CV2) October 1, 2020- September 1, 2023 (Second $1,142,000.00 Extension) PERIOD AMOUNT 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 two full-time case managers, 90% for a Program Manager and 15% of the Director of Housing Services. Client assistance will include rent, deposits and utility payments 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 RRH CV2—EXHIBIT"A"—PROGRAM SiJNIMARY Page 1 Presbyterian Night Shelter of Tarrant County—Amendment 4 PROGRAM GOALS: Minimum Number of Clients to be Served: The Program must serve a minimum of 55 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: 39 ;70% B. Those who have non-cash benefits at exit: 39 ; 70% C. Those who have cash income at exit: 28 ; 50% D. Number of persons served less than 60 days between project entry and move-in: 44; 80% E. Number of persons served that spent greater than 60+days between project entry and move- in: 11; 20% ESG RRH CV2—EXHIBIT"A"—PROGRAM SUMMARY Page 2 Presbyterian Night Shelter of Tarrant County—Amendment 4 EXHIBIT"B"-BUDGET Account Grant Budget 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(ADMIN) 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 FICA 3002 Life/Disability Insurance 3003 Health/Dental Insurance 3004 Unemployment-State 3005 Worker's Compensation 3006 Othero 3007 REHOUSING Salaries 4001 $ 179,000.00 $ 36,360.00 $ 215,360.00 FICA 4002 $ 14,900.00 $ 500.00 $ 15,400.00 Life/Disabihty Insurance 4003 $ - Health/DentalInsurance 4004 $ 19,100.00 $ 4,285.00 $ 14,815.00 Unemployment-State 4005 $ - Worker's Compensation 4006 $ BRA 4007 $ Retirement 4008 $ Postage 4009 $ - Mileage 4010 $ $ 2,200.00 $ 2,200.00 Mobile Phone 4011 $ - Office Supplies 4012 $ $ 800.00 $ 800.00 VP Programs 4013 $ 37,810.00 $ 18,190.00 $ 56,000.00 Accounting staff 4014 $ 18,105.00 $ 2,003.00 $ 20,108.00 Human Resource 4015 $ 11,085.00 $ 2,310.00 $ 13,395.00 Other:Admin Salary-see DETAIL 4016 $ - Other(Fringe Benefits):Parking,employee prescreening,BRA,worker's compensation 4017 $ - SUBTOTAL HR&S $ 280,000.00 $ 62,363.00 $ 4,285.00 $ 338,078.00 FINANCIAL ASSISTANCE PREVENTION Rental Assistance 5001 Utility Payments 5002 REHOUSING Rental Assistance 6001 $598,000.00 $ 173,922.00 $ 771,922.00 Security Deposits 6002 $ - Utility Deposits 6003 $ 14,000.00 $ 18,000.00 $ 32,000.00 Utility Payments 6004 $ - Moving Costs 6005 $ Motel/Hotel Vouchers 6006 $ - SUBTOTAL FINANCIAL ASSISTANCE $ 612,000.00 $ 191,922.00 $ $ 8039922.00 INFORMATION SYSTEM(HMIS) HMIS Software Costs 7001 SUBTOTAL HMIS BUDGET TOTAL $ 8929000.00 $ 2549285.00 $ 49285.00 $ 191429000.00 ESG CV2 RRH CONTRACT 2020-EXHIBIT"B"-Amendment 4 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"—June 1,2023 SALARY DETAIL Est.Percent to Position Title Annual Salary Grant Amount to Grant Journey Home Guide(Case Mgr) (18 mos) $ 40,000.00 232.5% $ 93,000.00 Journey Home Guide(Case Mgr) (18 mos) $ 40,000.00 172.5% $ 69,000.00 Program Manager(18 mos) (20%x 18mos) $ 50,000.00 135.0% $ 20,000.00 Director of Housing Services(15%x 18 mos) $ 75,000.00 22.5% $ 33,360.00 TOTAL $ 205,000.00 $ 215,360.00 FRINGE DETAIL Percent of Est.Percent to Payroll Amount Grant Amount to Grant FICA 6.20% $ 15,400.00 100.0% $ 15,400.00 Life/Disability Insurance Health/DentalInsurance $ 14,815.00 100.0% $ 14,815.00 Unemployment-State Worker's Compensation HRA Retirement Parking Other-Mileage $ 2,500.00 0.0% $ 2,200.00 Other-Cell $ 1,800.00 0.0% $ 800.00 TOTAL 1 1 $ 34,515.00 1 96.2% $ 33,215.00 SUPPLIES AND SERVICES Est.Percent to Total Budget Grant Amount to Grant Office Supplies $ 3,000.00 0.0% $ - Postage $ 1,988.00 0.0% $ - TOTAL $ 4,988.00 1 $ - MISCELLANEOUS-Other Admin Est.Percent to Total Budget Grant Amount to Grant VP Programs $ 131,000.00 30% $ 56,000.00 Accounting staff $ 362,100.00 6% $ 20,108.00 Human Resource $ 201,545.00 6% $ 13,395.00 Other(Admin) 1 1 $ - TOTAL $ 694,645.00 1 $ 89,503.00 SHELTER OPERATIONS Est.Percent to Total Budget Grant Amount to Grant Maintenance ESG CV2 RRH-EXHIBIT"B"-BUDGET Presbyterian Night Shelter of Tarrant County-Amendment 4 Page 2 Security Insurance Utilities Supplies Repairs Other() TOTAL FINANCIAL ASSISTANCE Est.Percent to Total Budget Grant Amount to Grant Rental Assistance $ 771,922.00 100.0% $ 771,922.00 Security Deposits Utility Payments $ 32,000.00 100.0% $ 32,000.00 Utility Deposits Moving Costs Motel/Hotel Vouchers TOTAL $ 803,922.00 1 $ 803,922.00 HMIS Est.Percent to Total Budget Grant Amount to Grant HMIS Software Costs TOTAL $ 1,743,070.00 $ 1,142,000.00 ESG CV2 RRH-EXHIBIT'B"-BUDGET Presbyterian Night Shelter of Tarrant County-Amendment 4 Page 3 Describe(all items paid Areas for each employee) Employee Names Amount Total VP Programs Debbi Rabalais Salaries 50,750.00 50,750.00 FICA 3,234.00 3,234.00 Insurance 1,796.00 1,796.00 Cellular 200.00 220.00 56,000.00 Carole Graham, Accounting staff Michelle Albair,Ricco Salaries 17,850.00 17,850.00 FICA 1,051.00 1,051.00 Insurance 1,207.00 1,207.00 Cellular 20,108.00 Carrie Taylor, Marissa Edwards, Human Resource Brenda Lott Salaries 11,220.00 11,220.00 FICA 702.00 702.00 Insurance 1,473.00 1,473.00 Cellular 13,395.00 Total 89,5113.1111 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