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Home My WebLink AboutContract 54965-A5CSC No. 54965-A5 FIFTH AMENDMENT TO CITY SECRETARY CONTRACT NO. 54965 WHEREAS the City of Fort Worth ("City") and Presbyterian Night Shelter of Tarrant County, Inc. ("Agency") made and entered into City Secretary Contract No. 54965 ("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, 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, it is the mutual desire of the City and Agency to amend the Contract to decrease the budget by $180,000.00, as authorized under M&C 23-0596 on June 27, 2023; 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. EXHIBIT "A" — Program Summary and EXHIBIT "B" - Budget attached to the Contract is hereby amended and replaced in their entirety with the REVISED EXHIBIT "A" — Program Summary and REVISED EXHIBIT "B" — Budget, updated as of August 31, 2023, attached hereto. II. The first sentence in Section 4.1 PROVIDE ESG-CV2 FUNDS is deleted and replaced by the following: "City shall provide up to $962,000.00 of ESG-CV2 Funds under the terms and conditions herein." 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 $962,000.00 to insure against loss from the fraud, theft or dishonesty of any Agency's officers, agents, trustees, directors, representatives, or employees." Unless otherwise specified, this amendment is effective as of the Effective Date of the Contract. IV. OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Amendment No. 5 to CSC No. 54965 Presbyterian Night Shelter of Tarrant County, Inc. (ESG-CV2) Page 1 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. 5 to CSC No. 54965 Page 2 Presbyterian Night Shelter of Tarrant County, Inc. (ESG-CV2) AGREED AND ACCEPTED: PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY, INC. By.o .o,_o ,,- Toby Owen, Chief Executive Officer 4g4UOp4� ATTEST: �� F FORrwoadd l Ov8 0=4 Ppa* o0 000*�a p,n,,.zza % ,,�4oxq aaBd nFXA?o°o By Jannette Goodall, City Secretary M&C: 23-0596 1295 Certification No. 2020-661595 Date: June 27, 2023 RECOMMENDED BY: CITY OF FORT WORTH By:57 _ Fernando Costa, Assistant City Manager APPROVE AS TO FORM AND LEGALITY: By: U)dA . Jessika J. Williams, Assistant City Attorney By: u� 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 i Charletta Moaning Senior Contract Compliance Specialist OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Amendment No. 5 to CSC No. 54965 Page 3 Presbyterian Night Shelter of Tarrant County, Inc. (ESG-CV2) PRESBYTERIAN NIGHT SHELTER EXHIBIT "A" Rapid Re-Housing-CV2 PROGRAM SUMMARY PROGRAM SUMMARY (ESG-CV2) October 1, 2020- September 1, 2023 (Second $962,000.00 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 COVID 19. 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. AMENDMENT NO. 5 TO CSC NO. 54965 Page 1 Presbyterian Night Shelter of Tarrant CountY, Inc. (ESG-CV2) PROGRAM GOALS: Minimum Number of Clients to be Served: The Program must serve a minimum of 50 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: 35 ;70% B. Those who have non -cash benefits at exit: 35 ; 70% C. Those who have cash income at exit: 25 ; 50% D. Number of persons served less than 60 days between project entry and move -in: 40; 80% E. Number of persons served that spent greater than 60+ days between project entry and move - in: 10; 20% AMENDMENT NO. 5 TO CSC NO. 54965 Page 2 Presbyterian Night Shelter of Tarrant CountY, Inc. (ESG-CV2) ESSENTIAL SERVICES Salaries IFICA Life/Disability Insurance Health/Dental Insurance (Unemployment -State (Worker's Compensation (Office Supplies (Food Supplies Ihisurance (Accounting Contract Labor Security (City needs copy of contract before expenses can be reimbursed) I Other(ADMIN) I SHELTER OPERATIONS I Mainter ance I Security Ihisurance (Utilities ISupplies (Repairs I Othero SUBTOTAL EMERGENCY SHELTER I Salaries IFICA ILife/Disability Insurance Health/Dental Insurance I Unemployment -State I Worker's Compensation IOth-O IREHOUSING I Salaries IFICA ILife/Disability Insurance Health/Dental Insurance I Unemployment -State I Worker's Compensation I HRA I Retirement (Postage (Mileage IMobile Phone IOffice Supplies I VP Programs IAccounting staff (Human Resource Other: Admin Salary- see DETAIL Other (Fringe Benefits): Parking, employee prescreening, HRA, worker's compensation SUBTOTAL HR&S EXHIBIT "B" - BUDGET Account I Grant Budget I Increase Decrease Total EMERGENCY SHELTER 1001 1002 1003 1004 1005 1006 1007 1008 1009 1010 1011 1012 2001 2002 2003 2004 2005 2006 2007 HOUSING RELOCATION AND STABILIZATION 3001 3002 3003 3004 3005 3006 3007 4001 4002 4003 4004 4005 4006 4007 4008 4009 4010 4011 4012 4013 4014 4015 4016 4017 $ 215,360.00 $ $ 15,400.00 $ 150.00 $ $ 14,815.00 $ $ 2,200.00 $ $ 800.00 $ $ 56,000.00 $ (4,852.00) $ $ 20,108.00 $ $ 13,395.00 $ $ 338,078.00 $ 150.00 $ (4,852.00) $ FINANCIAL ASSISTANCE PREVENTION IRental Assistance 5001 (Utility Payments 5002 IREHOUSING Rental Assistance 6001 $771,922.00 $ (159,922.00) Security Deposits 6002 $ - $ (Utility Deposits 6003 $ 32,000.00 $ (15,376.00) $ (Utility Payments 6004 $ (Moving Costs 6005 $ IMotel/Hotel Vouchers 6006 $ SUBTOTAL FINANCIAL ASSISTANCE $ 803,922.00 $ $ (175,298.00) INFORMATION SYSTEM (HMIS) HMIS Software Costs 7001 I SUBTOTAL HMIS IBUDGET TOTAL $ 1,142,000.00 $ 150.00 $ (180,150.00) $ 215,360.00 15,550.00 14,815.00 2,200.00 800.00 51,148.00 20,108.00 13,395.00 I I I $612,000.00I -I 16,624.00 I -I -I -I 1 962,000.00 ESG CV2 RRH CONTRACT 2020- EXHIBIT "B" - Amendment 2 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" — NA. 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 lJourney 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% $ 15,550.00 100.0% $ 15,550.00 �Life/Disability Insurance �Health/DentalInsurance $ 14,815.00 100.0% $ 14,815.00 j Unemployment -State Worker's Compensation HRA Retirement Parking Other - Mileage $ 2,500.00 0.0% $ 2,200.00 OOther - Cell $ 1,800.00 0.0% $ - ITOTAL $ 34,665.00 93.9% $ 32,565.00 SUPPLIES AND SERVICES Est. Percent to Total Budget Grant Amount to Grant Office Supplies $ 3,000.00 0.0% $ 800.00 Postage $ 1,988.00 0.0% $ - ITOTAL $ 4,988.00 $ 800.00 MISCELLANEOUS- Other Admin Est. Percent to Total Budget Grant Amount to Grant �VP Programs $ 131,000.00 30% $ 51,148.00 Accounting staff $ 362,100.00 6% $ 20,108.00 Human Resource $ 201,545.00 6% $ 13,395.00 Other(Admin) $ - ITOTAL $ 694,645.00 $ 84,651.00 SHELTER OPERATIONS Est. Percent to Total Budget Grant Amount to Grant Maintenance Security Insurance Utilities Supplies l Repairs Other() TOTAL ESG CV2 RRH - EXHIBIT "B" - BUDGET Presbyterian Night Shelter of Tarrant County - Amendment 2 Page 2 Rental Assistance Security Deposits Utility Payments Utility Deposits Moving Costs �Motel/Hotel Vouchers TOTAL IHMIS Software Costs TOTAL FINANCIAL ASSISTANCE Est. Percent to Total Budget Grant Amount to Grant $ 612,000.00 100.0% $ 612,000.00 $ 32,000.00 100.0% $ 16,624.00 $ 644,000.00 HMIS Total Budget $ 628,624.00 Est. Percent to Grant Amount to Grant $ 1,583,298.00 $ 962,000.00 $ 962,000.00 Amendment No. 5 to CSC No. 54965 Page 2 Presbyterian Night Shelter of Tarrant County, Inc. (ESG-CV20 ESG CV2 RRH - EXHIBIT 'B" - BUDGET Presbyterian Night Shelter of Tarrant County - Amendment 2 Page 3 Describe fall items Daid Areas for each emDlovee) Emnlovee Names VP Programs Debbi Rabalais Salaries FICA Insurance Cellular Carole Graham, Accounting staff Michelle Albair Salaries FICA Insurance Cellular Carrie Taylor, Human Resource Brenda Lott Salaries FICA Insurance Cellular Total Amendment No. 5 to CSC No. 54965 Presbyterian Night Shelter of Tarrant County, Inc. (ESG-CV20 Amount 45,441.00 3,256.00 2,271.00 17,024.00 1,616.00 1,468.00 11,985.00 683.00 727.00 Page 3 Total 45,441.00 3,256.00 2,271.00 180.00 51,148.00 17,024.00 1,616.00 1,468.00 20,108.00 11,985.00 683.00 727.00 13,395.00 84,651.00 City of Fort Worth, Texas Mayor and Council Communication DATE: 06/27/23 M&C FILE NUMBER: M&C 23-0596 LOG NAME: 19ESG-CV2 REVISIONS TO SUPPORT FAMILY SHELTER SUBJECT (ALL) Authorize Substantial Amendment to the 2019-2020 Action Plan for Use of $267,003.29 in 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 Contract with The Salvation Army, a Georgia Nonprofit Corporation for Emergency Shelter Services for Families Experiencing Homelessness 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; 3. Authorize execution of contract with The Salvation Army, a Georgia Nonprofit Corporation for emergency shelter services for families experiencing homelessness; 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 $2,202,959.00 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 & Council (M&C) Communications 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-CV2 funds is September 30, 2023. To ensure funds are fully expended by this deadline and to address priorities which have arisen since initial allocations were made, staff is recommending amendments to some of the ESG-CV2 contracts to change funding allocations and scopes of service as detailed below. The table below summarizes proposed contract scope and allocation changes to be formalized in contract amendments. Each affected agency either requested or was thoroughly consulted regarding the change, and all fully concurred with the proposed changes. The proposed revisions have been publicized as required by HUD guidelines for use of ESG-CV2 funds, through placement of a notice on the City's website and publication of a five-day public notice in the Fort Worth Star -Telegram. Due to previously approved contract amendments, some current contract amounts listed below may vary from the original contract amount. Agency/Program Original Allocation New Proposed Name Contract Adjustment Contract Change Amount Amount Amount g Presbyterian Night Shelter/Cold Weather Emergency Shelter: City Secretary Contract No. 58648 $66,000.00 ($19,527.51) Reduction by $19,527.51; reallocation to Emergency $46,472.49 Shelter Services (new TSA contract for $19,527.51) Day Resource Reduction by $67,475.78), Center/Cold reallocation Weather to Emergency Emergency $238,000.00 ($67,475.78) $170,524.22 Shelter Shelter; City Services (new Secretary TSA contract Contract No. for 55225 $67,475.78) Reduction in contract by Presbyterian Night $180,000.00), Shelter: Rapid reallocation to Rehousing; City $11142,000.00 ($180,000.00) $962,000.00 Emergency Secretary Shelter Contract No. Services (new 54965 TSA contract for $180,000.00) The Salvation Army, A Georgia Nonprofit New contract Corporation; $267,003.29 $267,003.29 for Family $267,003.29 Emergency Shelter Services The new contract with The Salvation Army, a Georgia Nonprofit Corporation for family emergency shelter services will be made up of these reallocated funds. Since no City salaries will be charged, indirect cost recovery does not apply. 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 deadline, that future amendments may require administrative approval. Staff will provide updates via Informal Reports or M&Cs seeking ratification of any changes made under this administrative mechanism. Services are available in ALL COUNCIL DISTRICTS. FISCAL INFORMATION / CERTIFICATION: The Director of Finance certifies that approval of these recommendations will have no material effect on City funds. Submitted for Citv Manaaer's Office bv: Fernando Costa 6122 Oriainatina Business Unit Head: Victor Turner 8187 Additional Information Contact: Tara Perez 2235