HomeMy WebLinkAboutContract 25979 STATE OF TEXAS § CITY SECRETARYq��y /
COUNTY OF TARRANT § CONTRACT No.
THIS contract is made and entered into by and between the City of Fort Worth ("City"), acting and
through Charles Boswell, its duly authorized Assistant City Manager, and Southside Area Ministries, Inc.
("Contractor"), by and through Ms. Linda Freeto, its duly authorized Executive Director. Contractor's
business address is P O Box 11444, Fort Worth, Texas 76104.
WHEREAS, the City of Fort Worth has been notified that it will receive grant monies from the United
States Department of Housing and Urban Development("HUD") through the Community Development
Block Grant ("CDBG") for Year XXVI; and,
WHEREAS,the primary purpose of the CDBG Program is to benefit low and moderate income citizens
of Fort Worth; and,
WHEREAS, the citizens of Fort Worth, the Community Development Council, and the City Council
of Fort Worth have determined that Public Services Programs are needed by low and moderate income
citizens of Fort Worth;
NOW, THEREFORE, THIS AGREEMENT FURTHER WITNESSETH:
THAT, the parties covenant and agree as follows:
1. Scope of Services
a. Contractor will administer Youth services to citizens of the City of Fort Worth under the program
name SAM'S Kids - After School Program("Program"), for the term 1 June, 2000 to 31 May, 2001.
b. Contractor will provide the services and activities delineated in Exhibit A-Program Summary in
accordance with Exhibit B-Program Services Schedule.
c. Contractor agrees to meet the National Objective of activities benefiting low and moderate income
individuals and to maintain full documentation supporting fulfillment of this National Objective in its
files.
d. City will monitor the performance of the Contractor against the goals and performance standards
required herein. Substandard performance as determined by City will constitute non-compliance with
this Agreement. If action to correct such substandard performance is not taken by Contractor within a
reasonable period of time after being notified in writing by City, contract suspension or termination
procedures will be initiated.
2. Compensation and Method of Payment
a. City will disburse CDBG Year XXVI monies in an amount up to $7,027 to Contractor on a
reimbursement of expenses basis.
XXVI CDBGCNT May 23,2000 1 1,)�MdAd
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b. Payment will be processed by City following receipt from Contractor of the following monthly
financial documents: (1) Attachment I-Sub-Grantee's Request For Funds, (2) Attachment II-Detail
Statement of Costs, and (3) Attachment III-Expenditures Worksheet Report. Reimbursement for the
payment of eligible expenses shall be made against the line item budget specified in Exhibit C-Program
Operating Budget and in accordance with performance specified in Exhibit B-Program Services
Schedule.
c. Contractor agrees to utilize all disbursed CDBG funds for the benefit of the Program. Contractor
agrees that funds will be expended in accordance with the Program Operating Budget. Contractor may
not increase or decrease line-item amounts in the approved CDBG Program Operating Budget without
prior written approval by the City.
d. It is understood that the total cost for operation of this program is $26,840 and that Contractor will
obtain the remaining funds in excess of the CDBG amount as detailed in the Program Operating Budget.
Contractor will notify City promptly of any additional funding it receives for operation of the Program,
and City reserves the right to amend the Program Operating Budget in such instances.
e. Contractor agrees to keep all CDBG monies on hand in interest bearing accounts. All interest earned
shall be reported to City on a monthly basis, at the same time as submission of the monthly report
following the end of the contract month during which the interest was earned. Interest in an amount of
$25.00 or less per month may be used for authorized program expenses. These amounts must be
reported on the monthly financial statements filed pursuant to this contract. Interest earned in excess
of$25.00 per month is subject to remittance to City as directed by City.
f. Contractor will not commingle CDBG monies with any other funds in any manner which would
prevent City from readily identifying program expenditures for operation of the Program.
3. Uniform Administrative Requirements and Program Management Standards
a. Financial Management
i. Accounting Standards
The Contractor agrees to comply with OMB Circular A-110 and agrees to adhere to the accounting
principles and procedures required therein,utilize adequate internal controls, and maintain necessary
source documentation for all costs incurred.
ii. Cost Principles
Contractor shall administer the Program in conformance with OMB Circular A-122, "Cost
Principles for Non-Profit Organizations" and attachments and revisions thereto,regarding principles
for determining costs for the Program.
b. Documentation and Record Keeping
i. Requirement
Contractor shall maintain all records pertinent to the activities to be funded under this Agreement
required by HUD regulations specified in 24 CFR§ 570.506. In addition, Contractor agrees to keep
records to fully document all expenditures charged to the CDBG program. The documentation must
support the amounts charged to Program and demonstrate that the expenditures were appropriate
to the stated goals of the Program and allowable under applicable federal, state and City guidelines.
ii. Retention
(1) All records pertaining to Program shall be retained for five (5) years following the date of
termination of this contract. Contractor may destroy Program records at the end of this five(5)year
period if no outstanding audit finding exists.
(2) Contractor will retain Program loan records until five (5)years after the expiration of the loan.
XXVI CDBGCNT May 24,2000 2
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iii. Property Records
The contractor shall maintain real property inventory records which clearly identify properties
purchased, improved, or sold. Properties retained shall meet eligibility criteria and shall conform
with 24 CFR § 570.505.
iv. Close Outs
The Contractor's obligation to City shall not end until all close-out requirements are completed.
Activities during this close-out period shall include, but are not limited to: making final payments,
disposing of program assets (including the return of all unused materials, equipment,unspent cash
advances, program income balances, and accounts receivable to City), and determining the
custodianship of records.
v. Audits and Inspections
(1) City, HUD, and the United States Comptroller General, or their representatives, shall have
access to any books, documents, records and papers relating to the operations of Contractor under
this Agreement for the purpose of audit, examination, exception and transcription at all reasonable
hours at all offices of Contractor.
(2) For all contracts in which Contractor is cumulatively receiving federal monies in the amount
of$300,000 or more, Contractor must submit to City an annual audit prepared in accordance with
24 CFR Sections § 570.502-570.503 generally, with specific reference to OMB Circulars (with
attachments) A-122 and A-133 as appropriate. The audit may cover either Contractor's fiscal year
during which this contract is in force or cover the period of this contract. The audit must be prepared
by an independent certified public accountant, be completed within twelve (12) months following
the end of the period being audited and be submitted to City within thirty (30) days of its
completion. Contractor's audit schedule is attached hereto as Exhibit D - Audit Schedule. Costs of
preparation of this audit may be an allowable expenditure of CDBG funds in an amount
proportional to that of the CDBG funds used in contractor's total agency operating budget.
(3) City reserves the right to perform an audit of Contractor's program operations and finances at
any time during the term of this contract, if City determines that such audit is necessary for City's
compliance with OMB Circular A-128. Contractor agrees to allow access to all pertinent materials.
If such audit reveals a questioned practice or expenditure, such questions must be resolved within
fifteen (15) days after notice to Contractor. If questions are not resolved within this period, City
reserves the right to withhold further funding under this and/or future contract(s).
(4) If as a result of any audit it is determined that Contractor has misused, misapplied or
misappropriated all or any part of the grant funds described herein, Contractor agrees to reimburse
the City the amount of such monies so misused, misapplied or misappropriated, plus the amount
of any sanction, penalty or other charge levied against City because of such misuse, misapplication
or misappropriation.
4. Reporting Procedures
a. Program Income
Contractor agrees that all program income from operation of the Program in proportion to the amount
of CDBG funds received hereunder will be expended prior to expending CDBG monies and that any
such program income is subject to the terms of this contract. CDBG monies may be expended by the
Contractor only if program income is insufficient to meet all eligible program activity expenses.
Contractor agrees to return to City at the end of the Contract any remaining program income earned
from operation of the Program in proportion to the amount of CDBG funds in the overall operating
budget.
b. Progress Reports
XXVI CDBGCNT May 23,2000 3 �r
i. Contractor will submit monthly Attachment IV-Program Services Report to City for services and
activities undertaken by Contractor in performance of this contract. The report will be signed by
a duly authorized agent of Contractor and submitted by the 15'' of the month following the month
which is reported. The City is under no obligation to disburse funds for expenditures which
occurred prior to the first day of the month for which the report is submitted.
c. Procurement
i. Compliance
The Contractor shall comply with City policy concerning the purchase of equipment and shall
maintain inventory records of all non-expendable personal property, as defined by such policy ,
procured with funds provided herein.
ii. OMB Standards
The Contractor shall procure all materials,property, or services in accordance with the requirements
of OMB circular A-110, Procurement Standards, and shall subsequently comply with Attachment
N,Property Management Standards as modified by 24 CFR 570.502(b)(6), covering utilization and
disposal of property.
5. Reversion of Assets
a. Contractor agrees to return to City any CDBG funds remaining on hand at the end of the Contract.
b. All property purchased with CDBG funds under this contract will be used solely for operation of the
Program. Contractor agrees to obtain City approval prior to purchase of property. Contractor agrees
to notify City upon receipt of property so that it may be properly tagged and inventoried. Title to such
property will be vested with the City, and, at the termination of the Program for which CDBG funds
have been received, Contractor will deliver all such property to City for disposition at City's sole
discretion.
6. Applicable Laws
a. Federal
Contractor agrees to comply with the following laws and the regulations issued thereunder as they are
currently written or are hereafter amended during performance of this contract:
• Title VI of the Civil Rights Act of 1964 (42 USC 2000d et seq)
• Title VIII of the Civil Rights Act of 1968 (42 USC 3601 et seq)
• Executive Orders 11063, 11246, as amended by 11375 and as supplemented by Department of
Labor regulations (41 CFR , Part 60)
• The Age Discrimination in Employment Act of 1973 (29 USC 794)
• Section 504 of the Rehabilitation Act of 1973 (29 USC 794)
• The Immigration Reform and Control Act of 1986 (Pub. L. 99-603, 100 Stat. 3359 , as
amended), specifically including the provisions requiring employer verification of the legal
status of its employees
• The Housing and Community Development Act of 1987 (Pub. L. 100-242, 101 Stat. 1815, as
amended)
• The Americans with Disabilities Act of 1990 (42 USC 12101 et seq)
b. Other Laws
Contractor covenants and agrees that its officers, members, agents, employees, program participants
and subcontractors shall abide by and comply with all other laws, federal, state and local, relevant to
the performance of this contract, including all ordinances, rules and regulations of the City of Fort
XXVI CDBGCNT May 23,2000 4 J VI RC L V;Ec0WD
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Worth and the Housing and Community Development Act of 1974 (Pub. L. 93-383, 885 Stat. 633,),as
amended, and all regulations pertaining thereto. Contractor further promises and agrees that it has read,
and is familiar with, terms and conditions of the Community Development Block Grant under which
funds are granted and that it will fully comply with same. It is agreed and understood that, if City calls
the attention of Contractor to any such violation on the part of Contractor or any of its officers,
members, agents, employees,program participants or subcontractors, then Contractor shall immediately
desist from and correct such violation.
7. Nondiscrimination
a. Contractor, in the execution,performance or attempted performance of this contract and agreement,
will not unlawfully discriminate against any person or persons because of sex, race, religion, age,
disability, color or national origin,nor will Contractor permit its officers, members, agents, employees,
subcontractors or program participants to engage in such discrimination.
b. In accordance with the policy of the Executive Branch of the federal government, Contractor
covenants that neither it nor any of its officers, members, agents, employees, program participants or
subcontractors, while engaged in performing this contract, shall, in connection with the employment,
advancement or discharge of employees or in connection with the terms, conditions or privileges of
their employment, discriminate against persons because of their age except on the basis of bona fide
occupational qualification, retirement plan or statutory requirement.
c. Contractor further covenants that neither it nor its officers, members, agents, employees,
subcontractors, program participants, or persons acting on their behalf, shall specify, in solicitations or
advertisements for employees to work on this contract, a maximum age limit for such employment
unless the specified maximum age limit is based upon a bona fide occupational qualification,retirement
plan or statutory requirement.
d. In accordance with the provisions of the Americans With Disabilities Act of 1990 ("ADA"),
Contractor warrants that it and any and all of its subcontractors will not unlawfully discriminate on the
basis of disability in the provision of services to the general public,nor in the availability,terms and/or
conditions of employment for applicants for employment with Contractor, or employees of Contractor
or any of its subcontractors. Contractor warrants it will fully comply with ADA's provisions and any
other applicable federal, state and local laws concerning disability and will defend, indemnify and hold
City harmless against any claims or allegations asserted by third parties or subcontractors against City
arising out of Contractor's and/or its subcontractors'alleged failure to comply with the above-referenced
laws concerning disability discrimination in the performance of this agreement.
e. This agreement is made and entered into with reference specifically to the ordinances codified at
Chapter 17,Article III, Division 3 ("Discrimination in Employment Practices"), of the City Code of the
City of Fort Worth, and Contractor hereby covenants and agrees that Contractor, its officers,members,
agents, employees and subcontractors, have fully complied with all provisions of same and that no
employee, employee-applicant or program participant has been discriminated against by the terms of
such ordinances by either the Contractor or its officers,members, agents, employees or subcontractors.
8. Prohibition Against Interest
a. No member, officer or employee of City or its designees or agents; no member of the governing
body of the locality in which the Program is situated; and no other public official of such locality or
localities, who exercises any functions or responsibilities with respect to the Program funded hereunder
during his or her tenure or for one year thereafter, shall have any interest, direct or indirect, in any
contract or subcontract, or the proceeds thereof, for work to be performed hereunder. Contractor shall
XXVI CDBGCNT May 23,2000 5 J I(pU iJ GD! r�15r�Vn���7D
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incorporate, or cause to be incorporated, like language prohibiting such interest in all contracts and
subcontracts hereunder.
b. No member, officer,employee, or program participant of Contractor or its subcontractors shall have
a financial interest, direct or indirect, in this contract or the monies transferred hereunder or be
financially interested, directly or indirectly, in the sale to Contractor of any land, materials, supplies or
services purchased with any funds transferred hereunder, except on behalf of Contractor, as an officer,
employee,member or program participant. Any willful violation of this paragraph with the knowledge,
expressed or implied, of Contractor or its subcontractors shall render this contract voidable by the City
of Fort Worth.
9. Minority and Women Business Enterprise Commitment
Contractor agrees to abide by the City of Fort Worth's policy to involve Minority and Women Business
Enterprises (MWBEs) in all phases its procurement practices and to provide them an equal opportunity
to compete for contracts for construction, provision of professional services, purchase of equipment and
supplies and provision of other services required by City. Therefore, Contractor agrees to incorporate
City Ordinance No. 11923, and all amendments or successor policies thereto, into all contracts and will
further require all persons or entities with whom it contracts to comply with said Policy.
10. Non-Assignment
Contractor will not assign any or all of its rights or responsibilities under this contract without the prior
written approval of City. Any purported assignment without such approval will be a breach of this
contract and void in all respects.
11. Independent Contractor
a. Contractor shall operate hereunder as an independent contractor and not as an officer, agent, servant
or employee of City. Contractor shall have exclusive control of, and the exclusive right to control,the
details of the work and services performed hereunder, and all persons performing same, and shall be
solely responsible for the acts and omissions of its officers, members, agents, servants, employees,
subcontractors,program participants, licensees or invitee. The doctrine of respondeat superior shall not
apply as between City and Contractor, its officers, members, agents, servants, employees,
subcontractors, program participants, licensees or invitees, and nothing herein shall be construed as
creating a partnership or joint enterprise between City and Contractor. It is expressly understood and
agreed that no officer, member, agent, employee, subcontractor, licensee or invitee of the Contractor,
nor any program participant hereunder, is in the paid service of City and that City does not have the
legal right to control the details of the tasks performed hereunder by Contractor, its officers, members,
agents, employees, subcontractors, program participants, licensees or invitees.
b. City shall in no way nor under any circumstances be responsible for any property belonging to
Contractor, its officers, members, agents, employees, subcontractors, program participants, licensees
or invitees, which may be lost, stolen, destroyed or in any way damaged; and Contractor hereby
indemnifies and holds harmless City and its officers, agents, and employees from and against any and
all claims or suits.
XXVI CDBGCNT May 23,2000 6
12. Insurance and Bonding
a. Contractor covenants and agrees to indemnify, hold harmless and defend, at its own expense, City
and its officers, agents, servants and employees from and against any and all claims or suits for property
loss or damage and/or personal injury, including death, to any and all persons, of whatsoever kind or
character, whether real or asserted, arising out of or in connection with the execution, performance,
attempted performance or nonperformance of this contract and agreement and/or the operations,
activities and services of the Program described herein, whether or not caused, in whole or in part, by
alleged negligence of officers, agents, servants, employees, contractors or subcontractors of City; and
Contractor hereby assumes all liability and responsibility of City and its officers, agents, servants, and
employees for any and all claims or suits for property loss or damage and/or personal injury, including
death,to any and all persons, of whatsoever kinds or character, whether real or asserted, arising out of
or in connection with the execution, performance, attempted performance or non-performance of this
contract and agreement and/or the operations, activities and services of the programs described herein,
whether or not caused in whole or in part, by alleged negligence of officers, agents, servants,
employees, contractors or subcontractors of City. Contractor likewise covenants and agrees to and does
hereby indemnify and hold harmless City from and against any and all injury, damage or destruction
of property of City, arising out or in connection with all acts or omissions of Contractor, its officers,
members, agents, employees, subcontractors, invitees, licensees, or program participants, or caused, in
whole or in part, by alleged negligence of officers, agents, servants, employees, contractors or
subcontractors of City.
b. Contractor will maintain a blanket fidelity coverage in the form of an insurance bond in the amount
of$7,027, to insure against loss from the fraud, theft or dishonesty of any of Contractor's officers,
agents,trustees, directors or employees. The proceeds of such bond shall be used to reimburse City for
any and all loss of CDBG monies occasioned by such misconduct. To effectuate such reimbursement,
such bond shall include a rider stating that reimbursement for any loss or losses thereunder shall be
made directly to City for the uses and benefit of Contractor.
c. Contractor shall furnish a certificate of insurance as proof that it has secured and paid for policies
of public liability and automobile liability insurance covering all risks incident to or in connection with
the execution, performance, attempted performance or nonperformance of this contract and agreement.
d. The amounts of such insurance shall not be less than the maximum liability which can be imposed
on City under the laws of the State of Texas. Contractor understands and agrees that such insurance
amounts may be revised upward at City's option and that Contractor shall revise such amounts within
thirty (30) days following notice to Contractor of such requirements.
e. Contractor will submit documentation to City that it has obtained insurance coverage and has
executed bonds as required in this contract within thirty (30) days of the execution of this contract and
prior to payment of any monies hereunder.
13. Waiver of Immunity
If Contractor, as a charitable or nonprofit organization, has or claims an immunity or exemption
(statutory or otherwise) from and against liability for damages or injury, including death,to persons or
property; Contractor hereby expressly waives its rights to plead defensively such immunity or
exemption as against City. This section shall not be construed to affect a governmental entity's
immunities under constitutional, statutory or common law.
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XXV1 CDBGCNT May 23,2000 7
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14. Termination
a. In addition to,and not in substitution for, other provisions of this Agreement regarding the provision
of public services with CDBG funds,pursuant to Title I of the Housing and Community Development
Act of 1974, as amended, it is expressly understood and agreed by and between the parties hereto that
this agreement is wholly conditioned upon the actual receipt by City of Federal CDBG Year XXVI
funds; that all monies distributed to Contractor hereunder shall be exclusively from Federal monies
received under said grant and not from any monies of City; and that if such funds under said grant are
not timely forthcoming, in whole or in part, City may, at its sole discretion,terminate this contract and
agreement and City shall not be liable for payment for any work or services performed by Contractor
under or in connection with this contract.
b. City may terminate this contract whenever such termination is determined to be in the best interest
of City, in event of Contractor's default, inability or failure to perform or to comply with any of the
terms herein, or for other good cause.
c. The parties acknowledge that CDBG funds paid hereunder are intended to provide only partial
funding for Contractor's program operations. If non-CDBG funds included in the Operating Budget
are not forthcoming to Contractor during the contract term, City may terminate this contract.
d. CDBG funds provided hereunder may not be used as collateral for loans to Contractor to defray
program operation expenses, and any attempted use of CDBG funds for this purpose will result in
termination of this contract by City.
e. Termination will be effected by written notice to Contractor, specifying the portions of the contract
affected and the effective date of termination. Upon Contractor's receipt of such termination notice,
Contractor will:
• Stop work under the contract on the date and to the extent specified by City;
• Cease expenditures of CDBG monies, except as necessary for completion of the portions of the
contract not terminated; and
• Terminate all orders and contracts to the extent that they relate to terminated portions of the
contract.
f. Contractor will return to City any unused monies previously advanced by City under this contract
within thirty (30) days of the effective date of contract termination. City will have no responsibility or
liability for Contractor's expenditures or actions occurring after the effective date of contract
termination.
15. Certification Regarding Lobbying
a. The undersigned representative of Contractor hereby certifies, to the best of his or her knowledge
and belief, that: No federal appropriated funds have been paid or will be paid, by or on behalf of
Contractor, to any person for influencing or attempting to influence an officer or employee of any
agency, a member of Congress, an officer or employee of Congress or an employee of a member of
Congress in connection with the awarding of any federal contract,the making of any federal grant,the
making of any federal loan, the entering into of any cooperative agreement and the extension,
continuation, renewal, amendment, or modification of any federal contract, grant, loan or cooperative
agreement. Contractor shall require that the language of this certification be included in all subcontracts
or agreements involving the expenditure of federal funds.
b. If any funds other than federal appropriated funds have been paid or will be paid to any person for
influencing or attempting to influence an officer or employee of any agency, a member of Congress,
an officer or employee of Congress, or an employee of a member of Congress in connection with this
federal contract, grant, loan or cooperative agreement, Contractor shall complete and submit Standard
Form-LLL, Disclosure Form to Report Lobbying," in accordance with its instructions.
XXVI CDBGCNT May 23,2000 8 ���������� ��'�� G��CORPD
16. Miscellaneous Provisions
a. All terms of this contract shall apply to any and all subcontractors of Contractor who are in any way
paid with CDBG funds or who perform any work in connection with Contractor's program.
b. The provisions of this agreement are severable, and, if for any reason a clause, sentence, paragraph
or other part of this agreement shall be determined to be invalid by a court or federal or state agency,
board or commission having jurisdiction over the subject matter thereof, such invalidity shall not affect
other provisions which can be given effect without the invalid provision.
c. The failure of the City to insist upon the performance of any term or provision of this agreement or
to exercise any right herein conferred shall not be construed as a waiver or relinquishment to any extent
of City's right to assert or rely upon any such term or right on any future occasion.
d. Should any action, whether real or asserted, at law or in equity, arise out of the execution,
performance, attempted performance or nonperformance of this contract and agreement, venue for said
action shall lie in Tarrant County, Texas.
e. This written instrument and the exhibits attached hereto, which are incorporated by reference and
made a part of this contract for all purposes, constitute the entire agreement between the parties hereto
concerning the work and services to be performed hereunder, and any prior or contemporaneous, oral
or written agreement which purports to vary from the terms hereof shall be void. Any amendments to
the terms of this contract must be in writing and must be approved by each party to this contract.
L V'ECOO PD
XXVI CDBGCNT May 23,2000 9 (�nrn��r�'u�,J���
IN WITNESS WHEREOF, the parti s hereto have executed four copies of this contract in Fort Worth,
Tarrant County, Texas, this /s day of , A.D. 20 1) .
CITY OF FORT WORTH Southside Area Ministries, Inc.
By: By:
Charles R. Boswell Ms./Linda Fr
Assistant City Manager Executive Director
APPROVED AS TO FORM AND LEGALITY:
C
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City Attorney
Date
ATTEST:
.7 q/
Contract Authorization
Cityecretary 5_Q
�P C'
Date
XXVI CDBGCNT May 23,2000 10 ��� �O IC �FIPECuG1D
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a.
STATE OF TEXAS §
COUNTY OF TARRANT §
BEFORE ME, the undersigned authority, a Notary Public in and for the State of Texas, on this day
personally appeared Charles Boswell, known to me to be the person whose name is subscribed to the
foregoing instrument, and acknowledged to me that the same was the act of the City of Fort Worth and that
he/she executed the same as the act of said City of Fort Worth for the purposes and consideration therein
expressed and in the capacity therein stated.
GIVEN UNDER MY HAND AND SEAL OF OFFICE this day of:1517 e—
A.D. 20 Q� .
:i`•'`y MARILYN PHILLIPS
F:
* ;y My COMMISSION EXPIRES
July 2,2001 Notary Pub 'c in and U
the State of Texas
STATE OF TEXAS §
COUNTY OF TARRANT §
BEFORE ME, the undersigned authority, a Notary Public in and for the State of Texas, on this day
personally appeared Ms. Linda Freeto, known to me to be the person whose name is subscribed to the
foregoing instrument, and acknowledged to me that he\she executed the same for the purposes and
consideration therein expressed, as the act and deed for Southside Area Ministries,Inc. and in the capacity
therein stated as its duly authorized officer or representative.
9
3
GIVEN UNDER MY HAND AND SEAL OF OFFICE this day of ,
A.D. 204
,CLINTON R SPRUILL,III Public in an for
1* NOTARY PUBLIC the State of Texas
b I State of Texas
Comm. Exp. 10142000
XXVI CDBGCNT May 23,2000
EXHIBIT A
CDBG XXVI
PROGRAM SUMMARY
Southside Area Ministries, Inc.
AGENCY
SAM's Kids - After School Program
PROGRAM
1 June, 2000 to 31 May, 2001 $7,027
CONTRACT NO. PERIOD AMOUNT
PROGRAM DESCRIPTION
Provide a Youth After School Program for 180 days for 100 elementary middle-school age children at Richard Wilson
Elementary School. The program will consist of homework help tutoring,sports,arts,and crafts, field trips,and service
projects.
Council District(s)9
PROGRAM GOALS
Improve quality of life of at-risk neighborhood children
PROGRAM OBJECTIVES
Increase children's academic and social skills
Provide life enrichment activities for neighborhood children
PROGRAM SERVICES and ACTIVITIES GOALS
Provide academic and social skills training(units) 2250
Provide athletic activities and events(units) 36
Provide life experience activities(units) 2250
Provide English as a Second Language(ESL)(units) 3150
Umit= 1 child for 1 day
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CITY OF FORT WORTH EXHIBIT C
CDBG BUDGET 2000-2001
Page 1 of 3
CONTRACT PERIOD From: 6/1/2000 To: 5/31/2001
Name of Sub Grantee Name of Program
Southside Area Minitries, Inc. Sam"S Kids After School Program
Program CDBG
Cost Category Budget Funds [a] [b] [c] [d]
PERSONAL SERVICES
Salaries $ 23,677.4 $ 6,489.44 $ 1,500.0 $ 1,500.0 $ 1,500.0 $ 12,688.0
FICA $ 1,792.56 $ 537.56 $ 1,255.00
Life Insurance
Health Insurance
Employment Tax-State
Employment Tax- Federal
Worker's Comp
Retirement
SUPPLIES
Office Supplies
Postage $ 45.00 $ 45.00
Teaching Aids
Food Supplies
Other Operating Expenses $ 800.00 $ 160.00 $ 160.00 $ 160.00 $ 320.00
CONTRACTUAL SERVICES
Telephone $ 50.00 $ 50.00
Electric
Gas
Water/Waste Disposal
Rent[Building]
Custodial Services
Office Equipment Rental
Printing
Repairs
Fidelity Bond
Liability Insurance $ 375.00 $ 94.00 $ 93.00 $ 94.00 $ 94.00
Legal &Accounting
Private Auto Allowance- Local $ 100.00 $ 20.00 $ 20.00 $ 20.00 $ 40.00
Advertising
Conference&Seminars
Contractual Services
Miscellaneous
CAPITAL OUTLAY
Office Furniture
Computer Equipment
Other: [Described]
TOTALI 26,840 7,027 1,774 1,773 1,77414,492
MATCHING FUND SOURCES
[a]Community Foundation
[b] Ken Davis Foundation
[c] Metro Board of Mission UMC
[d] Southside Area Ministries
�. �IG� EY
BUDGET DETAIL Page 2 of 3
PERSONAL SERVICES
Hourly Annual % of
Position/Title Rate Hours Time Amount
1 Program Coordinator $ 7.50 810 40% $ 2,430.00
2 Program Assistant $ 6.50 810 40% $ 2,106.00
3 Program Assistant $ 6.50 810 37% $ 1,953.44
4
5
6
7
8
9
10
11
TOTAL STAFF SALARIES $ 6,489.44
FRINGE BENEFITS
%of % Paid % Paid
CATEGORY Payroll Amount by Agency by CDBG Amount
FICA
Life Insurance
Health Insurance
Employment Tax
Worker's Comp
Retirement
TOTAL FRINGE BENEFITS
TOTAL PERSONAL SERVICES 6,489
G'EC'D VDD
BUDGET DETAIL Page 3 of 3
UTILITIES -�
AVERAGE COST PER NUMBER OF MONTHS AMOUNT
CATEGORY MONTH
Telephone
Electric
Gas
Waste/Water Disposal
Other
Total Utilities
BUILDING LEASE
BUILDING COST PER SQUARE
LOCATION NO. SQUARE FOOT FOOT AMOUNT
1
2
3
TOTAL BUILDING LEASE
OTHER EXPENSES
CATEGORY TOTAL CHARGE % CHARGED TO CDBG AMOUNT
Fidelity Bond
Liability Insurance
Legal &Accounting
(Other) Food
TOTAL OTHER EXPENSES
CONFERENCES AND SEMINARS
EVENT TOTAL CHARGE % CHARGED TO CDBG AMOUNT
1
2
3
TOTAL CONFERENCES AND SEMINARS
OFFICE EQUIPMENT RENTAL
ITEM TOTAL CHARGE % CHARGED TO CDBG AMOUNT
1
2
3
TOTAL OFFICE EQUIPMENT RENTAL
�a
� �� �i�• ° �;'�?il X
iz-Ulr'u'Kf! vERLN
EXHIBIT "D"
AUDIT SCHEDULE
INDEPENDENT AUDIT REQUIREMENT
BUSINESS/AGENCY NAME: Southside Area Ministries, Inc.
PROGRAM: SAM's Kids -After School Program
CDBG YEAR: XXVI
AMOUNT FUNDED: $7,027
Name of Independent Auditor who will perform agency audit:
Independent Auditor to be contracted during CDBG contract period.
Date audit is to be performed:
Within 60 days of completion of CDBG funded project.
The following language is a condition of your contract with the City:
(1) For all contracts in which Contractor is cumulatively receiving federal
monies in the amount of$300,000 or more, Contractor must submit to City an
annual audit prepared in accordance with 24 CFR Sections § 570.502-570.503
generally, with specific reference to OMB Circulars (with attachments) A-122
and A-133 as appropriate. The audit may cover either Contractor's fiscal year
during which this contract is in force or cover the period of this contract. The
audit must be prepared by an independent certified public accountant, be
completed within twelve (12) months following the end of the period being
audited and be submitted to City within thirty (30) days of its completion.
Contractor's audit schedule is attached hereto as Exhibit D - Audit Schedule.
Costs of preparation of this audit may be an allowable expenditure of CDBG
funds in an amount proportional to that of the CDBG funds used in contractor's
total agency operating budget.
This form is to be completed and submitted to the Intergovernmental Affairs and Grants
Management Division at the beginning of each contract year.
Signature
+'J,I �V'G��1
ATTACIIMENT I
CITY OF FORT WORTH
INTERGOVERNMENTAL AFFAIRS AND GRANTS MANAGEMENT
CONTRACT MANAGEMENT DIVISION
REQUEST FOR FUNDS
AGENCY: Southside Area Ministries,Inc.
P O Box 11444 PROGRAM NAME: SAM's Kids-After School Program
Fort Worth,Texas 76104 CONTRACT NUMBER:
CONTRACT AMOUNT: $7,027 CONTRACT DATE:
DATE OF REQUEST:
SECTION I(AGENCY) CURRENT MONTH CUMULATIVE
I. Reimbursement Request
1. Expenditures: $ $
2. Income
A. Program Income $ $
B. City of Fort Worth $ $
C. Interest Earned CDBG Funds $ $
3. Reimbursement(1 minus 2) $ $
II.Advance Pay Requests/Repayment $ $
III.Reporting Interest
1.Interest over$25 per quarter returned to City of Fort Worth $ $
SECTION II(CITY)
I.MARS—Purchasing Request
A. MARS INPUT:Vendor/PO Number/Requisition Number:
B. Fund/Account/Center: GR76/539120/013206132270
C. Total Amount of this Request: $
SECTION III
I. Verification
A. Contract Manager Frank Marrero
(Name) (Signature) (Date)
B.MARS—Purchasing
(Name) (Signature) (Date)
C.Accounting
(Name) (Signature) (Date)
II.Authorization
A. Agency
(Name) (Signature) (Date)
B. Contract Compliance Supervisor
(Name) (Signature) (Date)
C. Assistant to the City Manager
(Name) (Signature) (Date)
DISTRIBUTION:
White -Accounting
Blue -IAGM
Green -Agency ^� r,
CITY OF FORT WORTH ATTACHMENT II
INTERGOVERNMENTAL AFFAIRS AND GRANTS MANAGEMENT
CONTRACT MANAGEMENT DIVISION
DETAIL STATEMENT OF COSTS
Southside Area Ministries,Inc.
AGENCY CONTRACT NO. DATE
SAM'S Kids-After school Program TO
PROGRAM REPORT PERIOD
PROGRAM MONTHLY CUMULATIVE
COST CATEGORY ACCOUNT BUDGET EXPENDITURES TO DATE BALANCE
PERSONAL SERVICES
Salaries 516 010
FICA 518 010
Life Insurance 518 050
Health Insurance 518 060
Unemployment Tax-State 518 090
Worker's Comp 518 040
Retirement 518 070
SUPPLIES
Office Supplies 521 010
Postage 521 020
Teaching Aids(Equipment) 522 030
Food Supplies 522 030
Other Operating Supplies 523 300
CONTRACTUAL SERVICES
Telephone 535 040
Electric 535 020
Gas[Utility] 535 010
Water/Waste Disposal 535 030
Rent[Building] 537 010
Custodial Services 539 220
Office Equipment Rental 537 030
Printing 533 030
Repairs 536 010
Fidelity Bond 538 210
Liability Insurance 534 020
Legal&Accounting 538 050
Private Auto Allowance-Local 532 130
Advertising 533 010
Conferences&Seminars 531 180
Contractual Services 539 120
CAPITAL OUTLAY
Furniture,Fixtures 541 330
Office Equipment,Com uters 1 541 370
Other Equipment 541 320
TOTAL
Contractors Certification: I certify that the costs incurred are taken from the books of account and that such costs are valid and consistent with the terms
NAME and TITLE OF AUTHORIZED OFFICER SIGNATURE and DATE
PREPARE ONE FORM FOR EACH SOURCE OF FUNDS
DISTRIBUTION:
White: Accounting , �GQ 1 v�L�,��.
Blue: IAGM 11 I I 0R
(u NY Rfe: PER U
4
ATTACHMENT III
CITY OF FORT WORTH
INTERGOVERNMENTAL AFFAIRS AND GRANTS MANAGEMENT
CONTRACT MANAGEMENT DIVISION
EXPENDITURES WORKSHEET
Southside Area Ministries,Inc.
Agency Contract Number Date
SAM's Kids-After School Program
TO
Program REPORT PERIOD
NO DATE CHECK PAYEE DESCRIPTION ACCOUNT NO. AMOUNT
NO.
1
2
3
4
5
6
7
8
9
10
11
12
13
14
15
16
17
18
19
20
21
22
23
24
26
TOTAL
TITLE OF AUTHORIZED OFFICER SIGNATURE and DATE
DISTRIBUTION
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City of Fort Worth, Texas
4belljor and cogin"K Communication
DATE REFERENCE NUMBER LOG NAME PAGE
5/2/00 **C-17991 13CONTRACTS 1 of 3
SUBJECT COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) YEAR XXVI, EMERGENCY
SHELTER GRANT (ESG) YEAR 2000-2001, AND HOUSING OPPORTUNITIES FOR
PERSONS WITH AIDS HOPWA YEAR 2000-2001 CONTRACT ACTIVITIES
RECOMMENDATION:
It is recommended that the City Council authorize the City Manager to execute CDBG Year XXVI, ESG
Year 2000-2001 and HOPWA Year 2000-2001 contracts with the following organizations to administer
their respective programs, contingent upon approval and receipt of adequate funding from the U.S. .
Department of Housing and Urban Development (HUD), for a term beginning June 1, 2000, and ending
May 31, 2001:
COMMUNITY DEVELOPMENT BLOCK GRANT(CDBG)
Contract with the listed agencies for an amount not to exceed the following:
A. NHS of Fort Worth, Inc. $ 55,958
B. Habitat for Humanity $ 22,500
C. REACH, Inc. $ 27,000
D. Communities in School $ 40,050
E. Southside Area Ministries (Sam's Kids) $ 7,027
F. Boys and Girls Clubs (JACKS) $ 19,111
G. Boys and Girls Clubs (KEYS) $ 28,344
H. Boys and Girls Clubs (PASS) $ 27,000
I. Bee & Bell Education Center $ 35,429
J. Big Brothers and Big Sisters of Tarrant County $ 15,094
K. Booker T. Sparks School of the Performing Arts $ 36,000
L. Bridge Emergency Youth Services $ 45,000
M. Stone Soup Connection $ 20,120
N. Camp Fire $ 27,000
O. YWCA of Fort Worth (AIM) $ 31,986
P. YWCA of Fort Worth (Child Care) $150,000
Q. Day Care Association $130,000
R. Fort Worth Housing Authority $ 30,000
S. YMCA of Fort Worth $120,375
T. Clayton Child Care $ 31,500
U. Southside Area Ministries (Seniors) $ 2,570
V. Senior Citizens Services of Tarrant County (Como) $ 17,597
W. Meals on Wheels $ 33,696
X. Senior Citizens Services of Tarrant County (Riverside) $ 15,271
Y. Mental Health Association $ 17,500
Z. Near Northside Partners $ 17,100
(list continued next page)
City of Fort Worth, Texas
"101for And councet CW01"Municaflon
DATE REFERENCE NUMBER LOG NAME PAGE
5/2/00 *.*C-17991 1 13CONTRACTS 2 of 3
SUBJECT COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) YEAR XXVI, EMERGENCY
SHELTER GRANT (ESG) YEAR 2000-2001, AND HOUSING OPPORTUNITIES FOR
PERSONS WITH AIDS HOPWA YEAR 2000-2001 CONTRACT ACTIVITIES
AA. NSEAM $ 17,100
BB. Women's Center of Tarrant County $ 11,880
CC, Job, Inc. $111,565
DD. Fort Worth SER $110,079
EE. A-Prep Center of Tarrant County $109,350
FF. ACCION Texas $ 54,000
EMERGENCY SHELTER GRANT(ESG)
A. YWCA $`27,214
B. Cornerstone Assistance Network $ 16,750
C. Presbyterian Night Shelter $168,120
D. Bridge Emergency Youth Services $ 8,736
E. Women's Haven of Tarrant County, Inc. $ 26,769
F. Salvation Army $ 10,811
HOUSING OPPORTUNITIES FOR PERSONS WITH AIDS (HOPWA)
A. AIDS Outreach Center, Inc. $412,683
B. Tarrant County Samaritan Housing, Inc. $192,609
C. AIDS Resources of Rural Texas -A.R.R.T. $ 54,858
DISCUSSION:
On April 11, 2000, the City Council approved and adopted the budgets and the appropriation ordinance
increasing estimated receipts and appropriations for the Twenty-Sixth (26th) Year Community
Development Block Grant, (2000-2001) Emergency Shelter Grant (ESG) and (2000-2001) Housing
Opportunities for Persons with AIDS (HOPWA) as part of the City's Consolidated Plan. The
Consolidated Plan, as adopted by the City Council, included program descriptions for each of the above.
funded programs.
The above programs are consistent with the City's approved priorities and the City Council's prior
policies, and meet the requirements of HUD's regulations concerning "eligible activities".
ti'
City of Fort Worth, Texas
1mayar and coun"K Communication
DATE REFERENCE NUMBER LOG NAME PAGE
5/2/00 **C-17991 1 13CONTRACTS 3 of 3
SUBJECT COMMUNITY DEVELOPMENT BLOCK GRANT (CDBG) YEAR XXVI, EMERGENCY
SHELTER GRANT (ESG) YEAR 2000-2001, AND HOUSING OPPORTUNITIES FOR
PERSONS WITH AIDS HOPWA YEAR 2000-2001 CONTRACT ACTIVITIES
FISCAL INFORMATION/CERTIFICATION:
The Finance Director certifies that, upon approval and receipt of adequate funding from the U.S.
Department of Housing and Urban Development, funds will be available in the operating budget, as
appropriated, of the Grants Fund.
CB:j
Submitted for City Manager's FUND ACCOUNT CENTER AMOUNT CITY SECRETARY
Office by: (to)
APPROVE-D
Charles Boswell 8511 CITY COUNCIL
Originating Department Head:
MAY 2 2000
Joe Paniagua 6168 (from) }C
OW.
Additional Information Contact: CitySecret"T of the
City of Fort Worth,Tens
Joe Paniagua 6168