HomeMy WebLinkAboutContract 49973-A2 CITY SECRETARY
CONTRACT NO.
SECOND AMENDMENT TO CITY SECRETARY CONTRACT NO. 49973
WHEREAS the City of Fort Worth ("City")and SafeHaven of Tarrant County ("Agency") made
and entered into City- Secretary Contract No. 49973 ("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");
WHEREAS,Agency requested a budget amendment on June 19, 2018;
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, so
long as a request is submitted by June 1, 2018;
WHEREAS, in order to expend funds and meet Contract objectives, City will waive the June 1,
2018 deadline for Agency requests for Budget Amendments;
WHEREAS, in order to expend funds and meet Contract objectives, City will also waive the
requirements from Sections 9.2.2.1 and 9.2.2.2 that Agency may not submit payroll expenses dated 60
calendar days prior to the date of the Reimbursement Request and Agency may not submit invoices dated
60 calendar days prior to the date of the Reimbursement Request.
WHEREAS, Agency may submit eligible expenses from March with the June reimbursement
request that is due July 15, 2018. Agency may not submit expenses that are older than March; 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:
I.
EXHIBIT `B"—BUDGET attached to the Contract is hereby replaced with the attached
EXHIBIT `B"—BUDGET Revised 07/2018.
II.
This amendment is effective as of the Effective Date of the Contract.
III.
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]
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OFFICIAL RECORD
c' s,�9r �oi� CITY$RCRETARY
FC9�q��9TrAmendment No.2 to CSC No.49973 f".WOMHo TX Page 1
SafeHaven of Tarrant County(ESG)
ACCEPTED AND AGREED:
SAFEHAVEN OF T T COUNTY CITY OF FORT WORTH
By:_ By: L�fi�--
Kathryn R. cob, Pres' ent& CEO Fernando Costa,Assistant City Manager
ATTEST: �pRT APPROVE AS TO FORM AND
�[ •• 0 LEGALITY:
� '•.'per �
By' y.
ity Secret k Paige Meb-Die,Assistant City Attorney
M&C: G-19056
Date:August 1,2017
1295 Certification No.2017-23596
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
— &J, '� (qaAa
Barbara Asbury
Compliance and Planning Manager
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH, TX
Amendment No.2 to CSC No.49973 page 2
SafeHaven of Tarrant County(ESG)
SAFEHAVEN OF TARRANT COUNTY EXHIBIT "A"
SafeSolutions for Fort Worth PROGRAM SUMMARY
PROGRAM SUMMARY
(ESG)
October 1, 2017 to September 30, 2018 $75,975.00
PERIOD AMOUNT
Capitalized terms not defined herein shall have meanings assigned them in the Contract.
PROGRAM:
The Program provides emergency shelter to victims of domestic violence who are homeless,
including supportive services which consist of case management,safety planning,child care,food,
clothing, counseling, support groups, document replacement, and legal representation.
ESG Funds will be used to pay for salaries and fringe benefits for Program employees as well as
shelter utilities.
Agency's office is located at 1100 Hemphill Street, Suite 303, Fort Worth, TX 76104. Program
services will be available 24 hours a day 7 days a week. Addresses where Program services are
provided cannot be released due to confidentiality and risks to domestic violence victims.
REGULATORY CLASSIFICATION:
Service Category (if more than one category, specify amount for each): ESG Emergency Shelter
Component
Regulatory Citation(s): 24 CFR 576.102
Agency will maintain documentation that verifies that 100% clients served are homeless based
on the current HUD definitions.
PROGRAM GOALS:
Minimum Number of Fort Worth Clients to be Served: The Program must serve a minimum
of 950 Unduplicated Clients as shown by the Agency's monthly client data report.
Amendment No.2 to CSC No.49973 Page 1
SafeHaven of Tarrant County
EXHIBIT"B"-BUDGET
Account I Grant.ButlgeL I increase Decrease Total
EMERGENCY SHELTER
ESSENTIAL SERVICES
Salaries 1001 $ 65,256.00 $ 3,246.40 $ 62,009.60
FICA 1002 $ 4.992.08 $ 311.08 $ 4,681.00
Life/Disability Insurance 1003 $ 114.29 $ 114.29
Health/Dental Insurance 1004 $ 4,337.90 $ 759.23 $ 3,578.67
Unemployment-State 1005
Worker's Compensation 1006 $ 1,187.67 $ 865.33 $ 322.34
Office Supplies 1007
Food Supplies 1008
Insurance 1009
Accounting 1010
Contract Labor(City needs copy of contract
before expenses can be reimbursed) 1011
Retirement 1012 $ 87.06 $ 87.06 $ 0.00
SHELTER OPERATIONS
Maintenance 2001
Security 2002
Insurance 2003
Utilities 2004 $ 5,269.10 $ 5,269.10
Supplies 2005
Repairs 2006
Other() 2007
SUBTOTAL EMERGENCY SHELTER $ 75,975.00 $ 5,269.10 $ 5,269.10 $ 75,975.00
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
FICA 4002
Life/Disability Insurance 4003
Health/Dental Insurance 4004
Unemployment-State 4005
Worker's Compensation 4006
Other() 4007
SUBTOTAL HR&S
PREVENTION
Rental Assistance 500I
Utility Payments 5002
REHOUSING
Rental Assistance 6001
Security Deposits 6002
Utility Deposits 6003
Utility Payments 6004
Moving Costs 6005
Motel/Hotel Vouchers 6006
SUBTOTAL FINANCIAL ASSISTANCE
HOMELESS MANAGEMENT INFORMATION SYSTEM
HM1S Software Costs 7001
SUBTOTAL HMIS
BUDGET TOTAL IS 75,975.00 $ 5,269.10 $ 5,269.10 $ 75,975.00
Amendment No.2 to CSC No.49973
SafeHaven of Tarrant County(ESG) Page 1
The following tables were created for the purpose of preparing, negotiating, and determining the cost
reasonableness and cost allocation method used by the Agency for the line item budget represented on
the first page of this EXHIBIT "B" — Budget. The information reflected in the tables is to be
considered part of the terms and conditions of the Contract. Agency must have prior written approval
by the City to make changes to any line item in the Budget as outlined in Section 5.2.2 in the
Contract. The deadline to make changes to EXHIBIT "B" —Budget is June 1, 2018.
SALARY DETAIL
Est. Percent to Amount to
Position Title Annual Salary Grant Grant
Child Care Aide $ 7,900.00 100.0% $ 7,900.00
Child Care Aide $ 3,131.12 100.0% $ 3,131.12
Shelter Aide/Housekeeper $ 8,604.84 100.0% $ 8,604.84
Shelter Cook $ 22,842.04 100.0% $ 22,842.04
Shelter Cook $ 6,030.00 50.0% $ 3,015.00
Shelter Cook $ 12,365.18 50.0% $ 6,182.59
Client Advocate II $ 7,887.74 50.0% $ 3,943.87
Client Advocate II $ 6,300.28 50.0% $ 3,150.14
Client Advocate II $ 6,480.00 50.0% $ 3,240.00
TOTAL 81,541.20 100% 62,009.60
FRINGE DETAIL
Percent of Est. Percent to Amount to
Payroll Amount Grant Grant
FICA 7.65% $ 84,250.00 5.56% $ 4,681.00
Life/Disability Insurance $ 11,500.00 1.00% $ 114.29
Health/DentalInsurance $ 89,525.00 4.00% $ 3,578.67
Unemployment-State $ 10,374.00 0.00% $ -
Worker's Compensation $ 12,350.00 2.60% $ 322.34
Retirement $ 8,748.00 0.00% $ -
TOTAL $ 216,747.00 4.0% $ 8,696.30
SUPPLIES AND SERVICES
Est. Percent to Amount to
Total Budget Grant Grant
Office Supplies $ 99,525.00 0.00% $ -
Food Supplies $ - 0.00% $ -
TOTAL $ 99,525.00
Amendment No. 2 to CSC No.49973
SafeHaven of Tarrant County Page 2
MISCELLANEOUS
Est. Percent to Amount to
Total Budget Grant Grant
Insurance $ 12,000.00 0.00% $ -
Accounting $ 9,500.00 0.00% $ -
Contract Labor $ 33,241.00 0.00% $ -
OtherO
TOTAL $ 54,741.00
SHELTER OPERATIONS
Est. Percent to Amount to
Total Budget Grant Grant
Maintenance $ 134,000.00 0.00% $ -
Security $ 23,000.00 0.00% $ -
Insurance $ 12,555.00 0.00% $ -
Utilities $ 114,365.00 4.60% $ 5,269.10
Supplies $ 61,077.00 0.00% $ -
Repairs
Other()
TOTAL $ 344,997.00
FINANCIAL ASSISTANCE
Est. Percent to Amount to
Total Budget Grant Grant
Rental Assistance
Security Deposits
Utility Payments
Utility Deposits
Moving Costs
Motel/Hotel Vouchers
TOTAL
HMIS
Est. Percent to Amount to
Total Budget Grant Grant
HMIS Software Costs
TOTAL
Amendment No.2 to CSC No.49973
SafeHaven of Tarrant County Page 3
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 8/1/2017 - Ordinance No. 22814-08-2017
DATE: Tuesday, August 1, 2017 REFERENCE NO.: G-19056
LOG NAME: 19NS HUDACTIONPLAN PY2017-2018
SUBJECT:
Conduct Public Hearing and Approve the City's 2017-2018 Action Plan for the Use of Federal Grant Funds
in the Amount of$10,778,461.00 to be Awarded by the United States Department of Housing and Urban
Development from the Community Development Block Grant, HOME Investment Partnerships Program,
Emergency Solutions Grant and Housing Opportunities for Persons with AIDS Grant Programs, Authorize
Collection and Use of Program Income, Authorize Waiver of Application of Indirect Cost Rates, Authorize
Execution of Related Contracts and Adopt Appropriation Ordinance (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council:
1. Conduct a public hearing to allow citizen input and consideration of the City's 2017-2018 Action Plan
for use of federal grant funds to be awarded by the United States Department of Housing and Urban
Development in the amount of$10,778,461.00 from the Community Development Block Grant, HOME
Investment Partnerships Program, Emergency Solutions Grant, and Housing Opportunities for Person with
AIDS grant programs, and for the use of program income from activities using prior years' federal grant
funds;
2. Approve the City's 2017-2018 Action Plan for submission to HUD, including allocations of grant funds
to particular programs and activities as detailed below;
3. Authorize the collection and use of an estimated $150,000.00 of program income which resulted from
activities using prior years' Community Development Block Grant funds, for the City's Priority Repair
Program;
4. Authorize the collection and use of an estimated $300,000.00 of program income which resulted from
activities using prior years' HOME Investment Partnerships Program funds, for the completion of the
Hardy Street and HFC Terrell Single Family Infill housing development projects and 10 percent for
administrative costs as detailed below;
5. Authorize the City Manager or his designee to execute contracts for one year terms with the agencies
listed in Tables 1, 2 and 3 below, for Program Year 2017-2018 for Community Development Block Grant,
Emergency Solutions Grant, and Housing Opportunities for Person with AIDS grant funds, contingent
upon receipt of funding and satisfactory completion of an Environmental Review and all regulatory
requirements;
6. Authorize the City Manager or his designee to extend the contracts for up to one year if an agency or
department requests an extension and such extension is necessary for completion of the program or to
amend the contracts if necessary to achieve program goals provided any amendment is within the scope
of the program and in compliance with City policies and all applicable laws and regulations governing the
use of federal grant funds;
Logname: 19NS HUDACTIONPLANPY2017-2018 Page I of 6
7. Authorize a waiver of indirect cost rates as applicable for the Grants Fund in accordance with the City's
Administrative Regulations; and
8. Adopt the attached appropriation ordinance increasing the estimated receipts and appropriations to the
Grants Fund in the total amount of$10,778,461.00 consisting of $6,526,863.00 in Community
Development Block Grant funds, $2,047,626.00 in HOME Investment Partnerships Program funds,
$577,437.00 in Emergency Solutions Grant funds, and $1,176,535.00 in Housing Opportunities for Person
with AIDS grant funds, plus any program income, all subject to receipt of such funds.
DISCUSSION:
The City's 2017-2018 Action Plan summarizes the major housing and community development activities
and proposed expenditures for the program year beginning October 1, 2017 and ending September 30,
2018 for use of federal grant funds totaling $10,778,461.00 from the United States Department of Housing
and Urban Development (HUD) for Community Development Block Grant (CDBG), HOME Investment
Partnerships Program (HOME), Emergency Solutions Grant (ESG) and Housing Opportunities for Persons
with AIDS (HOPWA) grant programs. It also summarizes the use of program income resulting from
activities using prior years' CDBG and HOME funds, the primary purpose of which is to benefit low and
moderate income City of Fort Worth residents. ESG funds primarily benefit homeless persons, and
HOPWA funds primarily benefit low and moderate income persons with HIV/AIDS.
Staff developed initial recommendations for the allocation of the estimated funding from HUD based on
prior years' funding levels. A public hearing was held on April 19, 2017 to provide citizens the opportunity
to participate in the development of the Action Plan. The Staff recommendations for award amounts were
presented to the Housing and Neighborhood Services Committee on May 6, 2017 and were adopted by
the Community Development Council (CDC) on May 10, 2017. Following the publication of final funding
amounts for FY2017-18 from HUD on June 14, 2017, Staff recommendations were updated to reflect the
actual grant amounts and these revised recommendations were forwarded to the CDC and presented to
the City Council through an Informal Report at the City Council Work Session on June 20, 2017.
Notice of a 30 day public comment period from June 30, 2017 to July 31, 2017 was published in the Fort
Worth Star-Telegram on June 25, 2017, in La Estrella on June 27, 2017, and in La Vida News: The Black
Voice on June 29, 2017. Any comments received are maintained by the Neighborhood Services
Department in accordance with federal regulations. The City must hold two public hearings as part of the
HUD-required citizen participation process. The first public hearing is scheduled to be held by City Staff
on July 19, 2017, and the second public hearing is scheduled for August 1, 2017 at the City Council
meeting.
A summary of Staffs final funding recommendations is provided below and in Tables 1, 2 and
3. Additionally, a spreadsheet of all specific funding recommendations is attached. The 2017-2018 Annual
Action Plan must be submitted to HUD by August 15, 2017.
A waiver of indirect costs is being requested to maximize program benefits. The CDBG program provides
for 23 full-time positions with estimated salaries of$1.3 million. Addition of indirect costs would result in
reduction in Staff and services. The indirect costs that are being asked to be waived are estimated to be
$215,386.00.
CDBG
For Program Year 2017-2018, it is recommended that the amount of$6,526,863.00 in CDBG funds, and
an estimated amount of$150,000.00 in CDBG program income totaling $6,676,863.00 be allocated as
follows:
Public Services -$979,029.00
Logname: 19NS HUDACTIONPLANPY2017-2018 Page 2 of 6
This item includes social services for low to moderate income, disabled and disadvantaged populations.
Housing Program Services - $2,922,228.00
This item includes funding for the City's Priority Repair Program, Cowtown Brush-Up, homebuyer and
housing services, accessibility modifications to the homes of senior and/or disabled individuals, the Lead
Hazard Reduction Demonstration Grant Match, and related project delivery costs for these programs.
Infrastructure Projects & Public Facilities -$579,255.00
This item includes funding for the Worth Heights Community Center Americans with Disability Act
Improvements.
CDBG Economic Development -$740,979.00
This item is the City's annual payment of its Section 108 loan from HUD. The Section 108 Program is a
loan guarantee program which enables CDBG grantees to borrow up to five times the annual entitlement
grant.
CDBG Estimated Program Income - $150,000.00
This item includes funding for the City's Priority Repair Program. CDBG program income that is received
which is over the estimated amount but not used for the City's Priority Repair Program will be allocated to
priority activities in the City's Consolidated Plan subject to City Council approval.
CDBG General Administration -$1,305,372.00
This item includes costs for administering the CDBG grant including allocations for Financial Management
Services and Planning and Development Departments.
HOME
For Program Year 2017-2018, it is recommended that the amount of$2,047,626.00 in HOME funds, and
an estimated amount of$300,000.00 in HOME program income totaling $2,347,626.00 be allocated as
follows:
Homebuyers Assistance Program (HAP) -$700,000.00
This item includes funding for down payment and/or closing cost assistance to low and moderate income
homebuyers.
Community Development Housing Organizations (CHDO) Set Aside - $307,144.00
HUD requires that a minimum of 15 percent of HOME funds be allocated to CHDOs for affordable housing
projects and CHDO administrative operating costs. These funds will be used by Housing Channel
(formerly Tarrant County Housing Partnership), a CHDO, for the Riverside Single Family Infill
Development (COUNCIL DISTRICT 8). The houses will be sold to homebuyers making at or below 80
percent of the area median income as set by HUD.
Rental Housing Development— $835,720.00
This item represents gap financing for a portion of the costs of developing Columbia Renaissance Square,
Phase II, an affordable multifamily senior development (COUNCIL DISTRICT 8).
Logname: 19NS HUDACTIONPLANPY2017-2018 Page 3 of 6
HOME General Administration —$204,762.00
This item includes costs for administering the HOME grant.
HOME Estimated Program Income -$300,000.00
This item represents gap financing for the Columbia Renaissance Square, Phase II multifamily senior
development. HOME program income that is received which is over the estimated amount but not used for
the Columbia Renaissance Square, Phase II project will be allocated to the Riverside Single Family
Infill development, or to priority activities in the City's Consolidated Plan subject to Council approval. HUD
allows the City to take 10 percent of any HOME program income to be used for the costs for administering
the HOME grant.
HOPWA
For Program Year 2017-2018, it is recommended that the amount of$1,176,535.00 in HOPWA funds be
allocated as follows:
Non-Profit Service Providers -$1,141,239.00
HOPWA Program Administration —$35,296.00
ESG
For Program Year 2017-2018, it is recommended that the amount of$577,437.00 in ESG funds be
allocated as follows:
Non-Profit Service Providers -$534,130.00
ESG Program Administration —$43,307.00
CONTRACT RECOMMENDATIONS
The CDC and Staff recommend that contracts be executed with the listed agencies for the amounts shown
in the following tables:
Community Development Block Grant Contracts:
Table 1 — CDBG Agencies _
Organization I Program Amount _
B Christian Learning Center Child Care Services _ $ 76,350.00
Catholic Charities Diocese of Fort Employment/Job Training $ 101,800.00
Worth, Inc.
irls Inc. of Tarrant County _ outh Services _ F_$ 1 11,980-00
r1n
oodwill Industries of Fort Worth, oyment/Job Training $ 76,350.00
Empl
C. _ _ _
Housing ChannelHousing Counseling $ 118,088.00
ervices
he Ladder AllianceEmployment/Job Training $ 94,974.00
Meals on Wheels, Inc. of Greater Peineral & Special Needs $ 76,350.00
11 arrant County _ _
Presbyterian Night Shelter of Public Service Special $ 144,987.00
Logname: 19NS HUDACTIONPLANPY2017-2018 Page 4 of 6
(Tarrant County INeeds j
ixty and Better, Inc. Public Services: Elderly [-$ 101,800.00
United Community Centers Ohild Care Services $ 76,350.00
,CDBG Public Service Subtotal _i $ 979,029.00
Rehabilitation, Education and ccessibility $ 102,000.00
Advocacy for Persons with
Handicaps, dba REACH, Inc.**
otal CDBG Contracts $1,081,029.00
"REACH will be funded from the CDBG Housing Programs and Services budget
Housing Opportunities For Persons With AIDS Contracts:
Table 2 — HOPWA Agencies
Organization F Program Amount
arrant County Samaritan Administration (seven $ 510,204.00
Housing, Inc. percent), Supportive
Services and Facility
Based housing Subsidy
ssistance
AIDS Outreach Center, Inc. Supportive Services, $ 631,035.00
Tenant Based Rental
Assistance (TBRA), and
Short Term Rent Mortgage
and Utility Assistance
(STRMU) I __
Total HOPWA Contracts $1,141,239.00
Emergency Solutions Grant Contracts:
Table 3 — ESG Agencies
Organization I Program Amount
,Presbyterian Night Shelter of Shelter $ 126,625.00
arrant CountyOperations/Seryices
SafeHaven of Tarrant County IShelter $ 75,975.00
Operatio ns/Se ryices __
Lighthouse for the Homeless dba IShelter $ 95,343.00
rue Worth Place _Operations/Services
The Salvation Army, a Georgia Homeless Prevention $ 126,625.00
Corporation
Center for Transforming Lives IRapid Rehousing $ 109,562.00
Total ESG Contracts $ 534,130.00
A waiver of the goal for MBE/SBE subcontracting requirements was requested by the Neighborhood
Services Department and approved by the M/WBE Office, in accordance with the M/WBE or BDE
Ordinance, because the purchase of goods or services from source(s) where subcontracting or supplier
opportunities are negligible.
Logname: 19NS HUDACTIONPLANPY2017-2018 Paize 5 of 6
All figures have been rounded to the nearest dollar for presentation purposes.
These programs are available in ALL COUNCIL DISTRICTS.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that upon approval of the above recommendations, adoption of the
attached appropriation ordinance and receipt of grant funds, funds will be available in the current
operating budget, as appropriated, of the Grants Operating Federal Fund. This is a reimbursement
grant. The Neighborhood Services Department has the responsibility to validate the availability of funds
prior to an expenditure being made.
FUND IDENTIFIERS (FIDs):
TO
Fund Department ccoun Project Program ctivity Budget Reference # moun
ID ID Year Chartfield 2
FROM
Fund Department ccoun Project Program ctivity Budget Reference # moun
ID ID Year Chartfield 2
CERTIFICATIONS:
Submitted for City Manager's Office by: Fernando Costa (6122)
Originating Department Head: Aubrey Thagard (8187)
Barbara Asbury (7331)
Additional Information Contact: David Reitz (7563)
ATTACHMENTS
1. 19NS HUDACTIONPLAN PY2017-2018 019 AO 17.docx (Public)
2. 2017-2018 HUD Allocation.pd (CFW Internal)
3. Form 1295 -All Agencies.pdf (Public)
4. HUD 2017-18 AP Selected Slides.pd (Public)
5. MWBE Waiyer.pdf (CFW Internal)
6. SAM Search -All Agencies.pd (CFW Internal)
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