HomeMy WebLinkAboutContract 46158-A1 CITY semmw
CONTRACT No,
FIRST AMENDMENT TO CITY SECRETARY CONTRACT NO. 46158
WHEREAS the City of Fort Worth ("City") and Presbyterian Night Shelter ("Agency")
made and entered into City Secretary Contract No. 46158 ("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 Community Development Block Grant Program ("CDBG");
WHEREAS, Agency provides services to a presumed benefit population of which 100%
must be low and moderate income as defined in 24 CFR Part 570;
WHEREAS, Agency has been operating without closing since October 2014 and has
requested additional CDBG Funds to help it pay the additional utility bills it has incurred;
WHEREAS, it is the mutual desire of City and Agency to amend the Contract to add an
additional $20,400.00 of CDBG Funds for a total Contract amount of $102,400.00 and reduce
the number of Unduplicated Clients served by the Program from 950 to 800 because the level of
service to the clients was increased due to the 24-hour operation of the facility;
EAS, it is necessary to clarify Agency's reporting requirements regarding the
clients it serves in the Program for which city is furnishing CDBG Funds in accordance with the
Contract; and
WHEREAS, it is the mutual desire of City and Agency to amend the Contract to
complete the Program and meet Contract objectives.
NOW, THEREFORE, City and Agency hereby agree to amend the Contract as follows:
1.
Section 2. DEFINITIONS is amended by substituting the following for the current
definitions in the Contract:
"Director means the Director of the Neighborhood Services Department."
"Income Eligible Client means a client whose annual income adjusted for family
size does not exceed 0% of AI using the most current HUD Income
Guidelines and Technical Guidance for Determining Income and Allowances.
The definition of annual income to determine client income eligibility shall be the
definition contained in 24 CFR Part 5.609, as amended from time to time. "
"National Objective means an activity that benefits low and moderate income
persons. For the purposes of this Contract, 100% of the clients served by the
Program must be Income Eligible Clients."
Amendment No. l to CSC No.46158 O FI YNAJl y,,R CORD� Page 1
Presbyterian Night Shelter(CDBG) Rev.07/2015
1 V„RU� Y
",, `�! 0 R T H x f
i 1
"Neighborhood Services Department means the City's Neighborhood Services
Department."
"Source Documentation means documentation as described in Section 6.-
"Unduplicated Clients means a count of all clients served by the Program at least
once in the Contract term. Clients served by the Program more than once in the
Contract to will only be counted the first time they are served when
determining the total count of Unduplicated Clients."
Section 2. DEFINITIONS is amended by deleting the following definitions in the
Contract:
"CDBG Eligible Client means a client whose annual income adjusted for family
size does not exceed 80% of AI using the most current HUD Income
Guidelines and Technical Guidance for Determining Income and Allowances
verified by either Source Documentation or the form in Exhibit "E" — or of
Income Self-Certification. Agencies serving 100% Clientele must follow the
requirements set forth in Section 6.1.3."
"HED Department means the City's Housing and Economic Development
Department."
IL
Section 4.1 Provide CDBG Funds is deleted in its entirety and replaced by the
following:
"4.1 Provide CDBG Funds.
City shall provide up to $102,400.00 of CDBG Funds under the terms and
conditions herein."
Sections 5.3.3 and 5.3.4 are deleted and replaced by the following:
"53.3 Failure to meet at least 80% of its performance milestones or serve 800
Unduplicated Clients under this Contract will automatically disqualify Agency for
consideration under the City's Request for Proposals for the 2016-2017 Program Year for
Federal grant funds."
"5.3.4 Amendments to performance milestones must be approved by the Director
in writing, with such approval being in the Director's sole discretion. If Director
approves the Agency's proposed amended performance milestones (as approved, the
"Amended Performance Milestones"), then the Amended Performance Milestones
will take effect on the first day of the month following the month in which it was
approved by Director, unless otherwise specified in the amendment. All requests for
amendments to performance milestones must be submitted by June 1,
Amendment No. I to CSC No.46158 Page 2
Presbyterian Night Shelter(CDBG) Rev. 07/2015
2015. Notwithstanding the above, any amendments to performance milestones shall not
reduce the numbers for serving 800 Unduplicated Clients stated in Section 5.3.3."
Section 6. CLIENT ELIGIBILITY VERIFICATION is deleted in its entirety and
replaced by the following:
"6.1 Client Eligibility.
Agency must document that all clients served fall under a "presumed benefit"
category as defined in 24 CFR Part 570. Relevant categories of presumed benefit are:
severely disabled adults, homeless persons, abused or neglected children and youth or
elderly persons. Agency will document client eligibility as follows:
6.l.l Severely Disabled Adults.
Written, signed and dated diagnosis from a licensed medical professional. As an
acceptable alternative, Agency may use the form attached hereto as Exhibit " —
everely Disabled Certification Form.
6.l.2 Homeless Persons.
Written, signed and dated certification from an outreach worker.
6.l.3 Abused or Neglected Children and Youth.
Written, signed and dated certification from an outreach worker.
6.1.4 Elderly Persons.
An elderly person is defined as being at least 62 years of age. A birth certificate,
driver's license, passport, immigration card, military identification, or any other state,
local, national or international documentation, provided it contains current information
about the age or birth of the possessor. The form in Exhibit " " —Form of Income Self
Certification also requires that potential clients list their age and certify the validity of
the information provided. This should only be used as a last resort with an explanation in
the file case notes indicating why the formal forms of verification were not available."
6.2 Submission of o plete Documentation.
Agency must submit copies of all eligibility verification documentation described
in Section 6.1 with Attachment III in each month's Reimbursement Request for all
Unduplicated Clients served for the first time, and must maintain copies of such
documentation as required under this Contract.
6.3 This Section 6 shall be applicable for the Contract term and for 5 years
thereafter and shall survive the earlier termination or expiration of this Contract."
Ill.
Section 9.2.2.1 and Section 9.2.2.2 are deleted and replaced by the following:
"9.2.2.1 For payroll expenses, timesheets signed by employees and approved
Amendment No. 1 to CSC No.46158 Page 3
Presbyterian Night Shelter(CDBG) Rev.07/2015
by supervisor for all payroll expenses listed. Timesheets nouo1
distinguish between CDB(]-[undcd time and non-C[>B(] funded time
and reflect actual time spent on CDB(]-funded activities. Agency may
not submit payroll expenses dated more than 820 days before the date
of the Reimbursement Request.
9.2.2.2 For non-payroll expenses, invoices for each expense listed with an
explanation asto how the invoiced expense pertains tothe Program.
Agency may not submit invoices dated more than 820 days before the
date of the Reimbursement Requcs1.-
The first sentence in Section 87 INSURANCE AND BONDING is deleted and ccp|aocd
by the following:
"Agency will maintain coverage in the form of insurance or bond in the amount of
$102,400,00 to insure against loss from the baud, theft or dishonesty of any of Agency's
officers, agents, trustees, directors orcnop|oyccs."
|\/.
Section 9.2.3 is deleted and replaced by the
following:
^`923 Attachment III —Client Data Report
This report shall list each Unduplicated Client served during the month along with
his or her demographic information. The Client Data Report must maintain a list of all
clients served during the Contract term, including non-Fort Worth o|ico1o. In on]cc for
this report to be complete, the following must be submitted:
9.2.3.1 Documentation of income verification for each Unduplicated
Client, including non-Fort Worth clients, the first time he or
she is served by the Program, which will either be Source
Documentation or the oonop|ctcd fbnn of Exhibit "lB" - Form
of Income Self Certification."
V.
Exhibit wA~ — Program Summary, Exhibit 111011 — Budget, and Attachment III
attached to the Contract are hereby replaced with the attached Exhibit "A" — Program
Summary Revised 07/2085_ Exhibit ^^80" — Budget Revised 07/2085. and the attached
Attachment III Revised 05/2085,
Amendment No. \ m CSC No.46\58 Page
Presbyterian Night Shelter(CDB8) Rev.07/2015
V1.
This amendment is effective as of the Effective Date of the Contract except for the
amendments to Attachment III Revised 05/2015 which shall be effective May 1, 2015.
V11.
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. I to CSC No.46158 Page 5
Presbyterian Night Shelter(CDBG) Rev.07/2015
ACCEPTED AND AGREED:
PRESBYTERIAN I SHELTER CITY OF FORT WORTH
By:`
0 en, CE',O Fernando Costa, Assistant City Manager
ATTEST:
" APPROVED AS TO FO AN
F : A. IT
riSec ....__- � __.... _......_........_ .� ,
y a ,w t Assistant City Attorney
M&C: C 93 Dat 2()14µ'e&
w, X
1 �
0 11i��9 C Vi�'�R
TA, t
Amendment No. 1 to CSC No.46158 Page 6
Presbyterian Night Shelter(CDBG) Rev.07/2015
PRESBYTERIAN NIGHT SHELTER EXHIBIT "A"
Shelter Based Case Management and Services PROGRAM SUMMARY
Revised 07/2015
PROGRAM SUMMARY
(CDBG)
October 1, 2014 to September 30, 2015 $102,400.00
PERIOD AMOUNT
Capitalized terms not defined herein shall have meanings assigned them in the Contract.
PROGRAM:
The Program will expand case management services for homeless persons in Agency's
emergency shelter to help clients find housing, employment, and support services to increase
self-sufficiency.
CDBG Funds will be used to pay for salaries and fringe benefits for 2 case managers and a
portion of the utilities for Agency's emergency shelter.
Program services will be available at 2400 Cypress Street, Fort Worth, TX 76102. Agency's
shelter provides services 24 hours a day, 365 days a year.
REGUL/'XTORY CLASSIFICATION:
IDIS Matrix Code(s) and Service Category: 05 Other Public Services
National Objective Citation: LMC Low/Mod Limited Clientele 24 CFR 570.208(a)(2)
Regulatory Citation(s): 24 CFR 570.201(e)
Agency will maintain documentation that verifies 100% of clients served by the Program are
Homeless Persons per the Presumed Benefit CDBG clientele category and therefore are at or
below 80% of AI.
PROGRAM GOALS:
Minimum Contract Performance Outcome: The Program must serve a minimum of 800
Unduplicated Clients as shown by the monthly reports on Attachment 111.
Amendment No. I to CSC No.46158 Page 7
Presbyterian Night Shelter(CDBG) Rev. 07/2015
XFII rr "B" -BUDGET Revised 7/
t m T
Life Insurance 1003
_.._ ._ ——--- -- _ .............—. .. .........
Health Ir�sanrrN�cc
__... _ _....._....._.................. (74
_......__.I) and Ins we
I➢ncrn lsacnl-afatc w ldhllEr
Aa:ctarrrrtrnE � k Cfd,37
TOTAL ADMINISTRATIVE EXPENSES
NSE;S
%A.drninstrafiae C;'ost
,� �•Ma a ��oM�
Salarres _ _ _ 1001 66,990 77,542 65,986 3f167---- .5lq,ft78S
FICA 5,124 5,932 2,057 25,983 39,096
I its Insurance 2003
_ _... _ m.�_ ... _ �_
Yr 9,35
..
fI nel�r In.<ruaratrca�, 26➢(34 .5 7&4(a � ,w 3Cl2 9 f722 35,003 .59,,11:I
laa anent 200' 5,116 6,031
_ -—- -..m.
I
Worker's Lo na s nsafrcan .. 2Ofl .�_ __. 1,024 ...... ,722 _. 6,746
t9fl"c'e Sraµ��rldes
O ucc a 30_01... .
T�aailnenf_eratal
_...__.. _ _,_.,._._........
3002
Printrn 3Qft 4
C"aaansdrrretisan677ari{din 144aterials(urnl Fki Ad I 4CC3N
Contract I.,ahsrr(C 4y needs copy ofccant:ract
&)afore expenses can he weirnhaarrsesl _........... .__ 4002.......
_._ __�_, 777T7 -
_
G rrrfl'Srr, Mies 4fb03
field"V'ri a_-.__-.-. .._ .�..._ �
I Adnrissisan f;x tires M1 f➢f 4
Other 3°'ae1d Fritz Expenses(if'fsr`eapproved by
City 4f1f15
__ _......... ..._..._. ....._ --.. .:.:.:..... .........
_..
I°ascrcf Saa a luar�s �If3Cl r
'feachin Ards �4f)(➢7 _ -
_
..1..c;1e bhonc 00 i
.................. ..._..................�.�.�..
Electric 5002
._..®.. ...._.______........_.®...._. .........
Gus
5Ut73
Waatea and Wastewater 5004 24,500 -- _ 13,000 16,305 53,805
rite tDis sag 5005
Scalu(I 4V-. _., .._. . _ _
(dent(C:"ity needs copy of lease before expenses
f1(1Cr
can be cerrrabaurs5s.�_ —.�...._ -.._5___..._....__ �__._.._..�.......aw ......, .....:.:::.:.. ...-..........__.._.-.______....� _
Custodial 5007
........................_�,.,. .�..-.-.-....,.d. ._._ ._...... ............... ................................
...... ......::. ......._......_... �..........._..m.. .�.
......._....� e i10Tti .. .............................m.........�.—...._S......
C:`Iraarrin n Supplies 5009
f"rdelrfy(7<raral car 6seary rls art CrCNC11
. ........_ — _�.... w_ _ ................_.........._ ..._.__. ..................................................... ...._n
D ec tors maid Officers 6002'
....®___ .. .. ...__ .. �..�...
Cia,neral Carnrnercial I ia9ailr W .........._....._........' fb003
_ ... -.......... _.............
Contract Awountmlg 6005
t'.hildeareSa.hsrCarrsha _..._� ----_ 7061
Shard-teran Need Assistance 7002
_ .. ... ._...... ... ......_� _ .. _ .......„ „.......... .. . .. .... ......
ShorEierrar NVIc» e Assrataarce 7003
Shho:...r...t.-te....r...m....mmU..n..t_flit..ies Assistam_e 7_0.0...
.__.__........... .
OTHER
EXIIk±.N SES
7°ETA L, I Q2,4t30 94,7I S ?Idf,flfr t 3R$„G!C"3 65 e,�{b9
ELi I)fEICi A DIREC"`7If)fi
.._..... ..... .. _.,_.. . _:::,....__--_....._....m__......
FUNDING B:OTHER CiC:bV'I:;3dNME N F
E'4.7h9DING C.%I'MA71 Cm`C1N"IN,113t.)'4'IONS
Amendment ent o. � to CSC No.46158 Page 8
Presbyterian Night Shelter(CDBG) Rev.07/2015
The following tables are purely inforinational and were created solely for purposes of preparing
negotiating, and determining the reasonableness of the overall line item budget on the first page'
of this EXHIBIT ""B" — BUDGI�,Tand are not to be considered part of the terms and conditions
of this Contract. ("ontractor may make changes to any coltArrin except the "Position" colunin in
the "Salary Detail" table without the City's consent so long as the total amounts charged to the
grant do not exceed the line items on the first page of the EXHIBIT "B" BUDGET. Changes
to the column labeled "Position"may only be made with the prior written consent of the City.
SALARY DETAIL
................-.-- ..........
Position Name Rate .....Annual Ho—urs Percent to d�ird Amountt�_Cwant
Case ManSeE_,_ �7080 �3_,495
................ ................... ............. _W�"—-----
Case Man e 33, )5 2 t) (b...................... ............................ ........................ ............................nnnnnn........................................... .......................................................... ................
............................... ..................................—nnnn........................................................................................................................ ...................................I......................-..............-
.................. ............
................... ...................... ..............
.................
...........
TAI __ ._ _ _
_. ............... 66,990____j
F'R IN G t, DETAIL
............
moulli............. .. ........
Percent of'Pa Percent to Grant Amount to Grant
...................... .....................................
7,65% 39,096 1111% 5,124
Life Insurance
...................... ............ .............. ...........
9
Health Insumnce 11.57% 59,113 .79% 5,786
......................... .........................
_LLena l;�s mraent . I,18% 0
Workers C 132% 6,746 0 0
...............................................
......
Retirement
TOTAL.................................................. 10,910
SI JP131LIES AND SERVICES
.......... ..... .. ...............................
Total B yet Percent to Grwit Amount to Grant
G3ftlee Su .lies 1,875 0 0
............................................................................................................. ...............-..................................................................................................................................................................................................................
OfficeLujpnient entarl ............................................................................................................. ........................................
22s!a"e .................................................................................................................. .......
2 Print
� .............. ....... .....................................................................................................
TOTAL
MISC.ELLANEOUS
................... ............ ........................................ ..M...__. ...................
Grant Amount to()rant
Contract Labor 15,080 0
_.G,raft Su) l i e s
L .......................- .........
.........—-——-—---------------------------------
Field Fri. Costs
.......................................
00
ood
�F d Supl 164,812 0 0
-------................. ..............................
'['each ij29Ar!,d.s
rrrrrrr.. ..................--...................... ..................................................
TOTAL
AmcndnientNo. 1 tam CSC II,4o.46158 Fage 9
Presbyterian Night Shelter((,D G) Rev.07/2015
FMILITYANDUTILITIES
Total 13udet Percent to C1 r nt Amount to Grant
0 0
..............__.......
Electric 37,800 0 0
.... ........_0_"" ......—"-"-0—
.......... ...................... ...............
Water and Wastewater 53,805 45.5% 24,500
..................... ....... ................
Solid Waste Dis�. . 7,056 0 0 ..............
........ ..... .................
.......... __....._._..m..._............
Custodial Services
............... .................. ................................. . ............ ...............'..._._......_........................................ ...................................................................._. .............
_Rg
32,783 0 0
39,523 0 0
....... ..... ...................................... .................. -.1.................................
TOTAL
24,500..�=
FINANCIAL AND INSURANCE,
................. ................................... ...... ..................
rotal Bud Percent to Grant Amount to Grant
.......................... LLIL_- ...................
IJ.4e!it lcraad arr E ................ -__.. ------__... ................. ..............................
General Commercial Lia.bif i.!y............I.. ..................... 0
Directors and Officers
TO'FAL
--.=i...........
DIRECT' ASSISTANCI.'��'
..................
Total Budfet................ Percent to Grant Amount to Grant
Childcare ScL-Il-ll-r,"I-li ESs--,,—.,-,-.,,,,,,...-.-,-,-.......... .......................................................
Short-Term Rent ALSSistance rara .......................................
__S_ho_�rit_i_Ie "'_IqIo' _il.......e-Assistance ..............................
...............................................................................................
Short Term Utilities Assistance
Tenant Based Rental Ass ista nce
-_'11;0TAL .......... ........
Amendment No. I to CSC No.46158 Page 10
Presbyterian NigN Shelter(Cl3BG) Rev.,07/2015
ATTACHMENT III
CLIENT DATA. REPORT
Revised 05/201.5
Ll
tj -------------------------------------
5
�I
i
i;
SGP%e,fi'W N$4r 60 d6 db @4%Bl d6�NJ: ,AYS 1N 0.
Amendment No. 1. to CSC;No.46158 Page 11
Presbyterian light Shelter(CDBG) Rev. 07/2015