HomeMy WebLinkAboutContract 53241 CSC No.53241
L/OF TEXAS §
C, §
O�6 g L 9NNTY OF TARRANT §
This contract ("Contract") is made and entered into by and between the City of Fort Worth
(hereafter "City") and AIDS Outreach Center, Inc. (hereafter "Agency"), a Texas non-profit
corporation. City and Agency may be referred to individually as a "Party" and jointly as "the
Parties".
The Parties state as follows:
WHEREAS, City receives grant monies from the United States Department of Housing and
Urban Development through the Housing Opportunities for Persons with AIDS Program
("HOPWA") Program, Program No. TX-H-19-F002, Catalog of Federal Domestic Assistance No.
14.241;
WHEREAS, the HOPWA program is intended to address the needs of eligible persons
associated with the challenge of living with HIV/AIDS and their families;
WHEREAS, Agency submitted a proposal to use HOPWA funds for an eligible program
under the HOPWA Regulations whereby Agency will provide services to low and moderate income
persons;
WHEREAS,City citizens,the Community Development Council,and the City Council have
determined that HOPWA programs are needed by the City's citizens;
NOW, THEREFORE,the Parties understand and agree as follows:
1. INCORPORATION OF RECITALS
City and Agency hereby agree that the recitals set forth above are true and correct and form
the basis upon which the Parties have entered into this Contract.
2. DEFINITIONS
In addition to terms defined in the body of this Contract,the terms set forth below shall
have the definitions ascribed to them as follows:
Area Median Income or AMI means the median family income for the Fort Worth-Arlington
metropolitan statistical area as established annually by HUD. The 2019 income limits are attached
hereto as EXHIBIT "A-1"—2019 HUD Income Limits.
Business Diversity Enterprise Ordinance or BDE means the City's Business Diversity Ordinance,
Ordinance No. 20020-12-2011.
Complete Documentation means the following documentation as applicable:
a
UFF4COAL RECORD
HOPWA PSA CONTRACT 2019-2020 � y
AIDS Outreach Center, Inc. ftey
FT. WORTH,TX
• Attachments I, II, and III, with supporting documentation including:
o Proof of expense: copies of timesheets, invoices, leases, service contracts or
other documentation showing that payment is due by Agency.
o Proof of payment: cancelled checks, bank statements, or wire transfers
necessary to demonstrate that amounts due by Agency were actually paid by
Agency.
o Proof of client eligibility: Source Documentation sufficient to show that
clients participating in the Program are HOPWA Eligible Clients as described
in Section 6.
• Complete Documentation shall meet the standards described in the attached
EXHIBIT "F"- Standards for Complete Documentation.
• Any other document or record reasonably necessary to verify costs spent and client
eligibility for the Program.
DBE means disadvantaged business enterprise in accordance with 49 CFR Part 26.
Director means the Director of the City's Neighborhood Services Department.
Effective Date means October 1, 2019.
HOPWA means Housing Opportunities for Persons with AIDS.
HOPWA Eligible Client means a client whose annual income adjusted for family size does not
exceed 80% of AMI using the most current HUD Income Guidelines and Technical Guidance for
Determining Income and Allowances verified by Source Documentation. The client must also have
a documented diagnosis of HIV/AIDS.
HOPWA Funds means the HOPWA grant funds supplied by City to Agency under the terms of
this Contract.
HOPWA Regulations means regulations found at 24 CFR Part 574 et seq.
HUD means the United States Department of Housing and Urban Development.
IDIS means Integrated Disbursement Information System, HUD's project tracking system.
Neighborhood Services Department means the City's Neighborhood Services Department.
OMB means the Office of Management and Budget.
Program means the services described in EXHIBIT "A"—Program Summary.
Reimbursement Request means all reports and other documentation described in Section 9.
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Source Documentation means documentation of full household income of any type described under
the definition of annual income in 24 CFR Part 5.609, including but not limited to copies of
paychecks, Social Security and disability verification letters, interest or rental income statements,
retirement income statements, child support and alimony verification,unemployment benefit letters,
and the like.
Unduplicated Clients means a count of HOPWA Eligible Clients served at least once in the
Contract Term. HOPWA Eligible Clients served more than once in the Contract Term will only be
counted the first time they are served when determining the total count of Unduplicated Clients.
3. TERM.
The term of this Contract (Contract Term) begins on the Effective Date and terminates on
September 30, 2020 unless earlier terminated as provided in this Contract. This Contract may be
extended if such extension is necessary for completion of the program. The Contract Term shall
include any extension, if exercised, as provided herein.
4. DUTIES AND RESPONSIBILITIES OF CITY.
4.1 Provide HOPWA Funds.
City shall provide up to $186,000 of HOPWA Funds under the terms and conditions of this
Contract.
4.2 Monitor.
City will monitor the activities and performance of Agency and any of its contractors,
subcontractors or vendors as necessary,but no less than annually. Monitoring by City will include
determining whether Agency is meeting the requirements of the HOPWA Regulations during the
term of this Contract.
5. DUTIES AND RESPONSIBILITIES OF AGENCY.
5.1 Required Services.
Agency shall perform the services described in EXHIBIT "A" — Program Summary in
accordance with the terms and conditions of this Contract.
5.2 Use of HOPWA Funds.
5.2.1. Compliance with HOPWA Regulations and Contract.
Agency shall be reimbursed for eligible Program costs with HOPWA Funds only if City
determines in its sole discretion that:
5.2.1.1 Costs are eligible expenditures in accordance with HOPWA Regulations.
5.2.1.2 Costs are in compliance with this Contract and are reasonable and consistent
with industry norms.
5.2.1.3 Complete Documentation, as applicable, is submitted to City by Agency.
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5.2.2 Budget
5.2.2.1 The HOPWA Funds will be paid on a reimbursement basis in accordance
with EXHIBIT `B" -Budget.
5.2.2.2 During the term of this Contract, Agency may submit written requests to
increase or decrease line-item amounts in the Budget, including an
explanation of why such increases or decreases are necessary. All
requests shall be approved by Director in writing, with such approval
being in the Director's sole discretion. If Director approves the Agency's
proposed Budget amendment (as approved, the "Amended Budget"),
then the Amended Budget, any approval by a designee,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 Budget amendments must be submitted by May 31, 2020.
5.2.3 Change in Program Budget.
5.2.3.1 Agency will notify City promptly of any additional funds it receives for
operation of the Program, and City reserves the right to amend this
Contract in such instances to ensure compliance with HUD regulations
governing cost allocation.
5.2.3.2 Agency agrees to utilize the HOPWA Funds to supplement rather than
supplant funds otherwise available for the Program.
5.2.4 Payment of HOPWA Funds to Agency.
HOPWA Funds will be disbursed to Agency upon City's approval of Reimbursement
Requests including submission of Complete Documentation to City in compliance with Section 9.
If Agency expends all funds budgeted for the Program prior to September 30, 2020, City may hold
back a small amount of the HOPWA Funds until the end of the term. During this interim period,
Agency must continue to submit Attachment III — Client Data Report in EXHIBIT "D" —
Reimbursement Forms monthly. It is expressly agreed by the Parties that any HOPWA Funds not
spent or not approved for reimbursement to Agency shall remain with City.
5.3 Program Performance Milestones.
5.3.1 Agency represents that the Program will achieve the following milestones in
accordance with EXHIBIT "A"—Program Summary and the table below:
Unduplicated Clients as
Month Expenditures specified in EXHIBIT
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"A"—Program
Summary
3 25% 25%
6 50% 50%
9 75% 75%
12 100% 1 100%
5.3.2 Failure of Agency to meet these milestones or a material deviation from them as
outlined in this Section 5.3 is a breach of this Contract. For the purpose of this Section, "material
deviation" shall mean more than 10% lower than the specified goal. In the event of such breach,
City reserves the right in its sole option to delay or withhold payment of Reimbursement Requests,
to lower Agency's allocation of HOPWA Funds, or to terminate this Contract.
5.3.3 Failure to meet at least 80% of its performance milestones or serve 74 Unduplicated
Clients under this Contract may,in City's sole discretion, disqualify Agency for consideration under
the City's Request for Proposals for the 2019-2020 Program Year for federal grant funds.
5.3.4 Amendments to performance milestones regarding HOPWA funds 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 May 31,2020. Notwithstanding the above, any amendments to this Contract shall not
reduce the number of Unduplicated Clients stated in Section 5.3.3 and in EXHIBIT"A"—Program
Summary.
5.4 Identify Program Expenses Paid with HOPWA Funds.
Agency will keep accounts and records in such a manner that City may readily identify and
account for Program expenses reimbursed with HOPWA Funds. These records shall be made
available to City for audit purposes and shall be retained as required hereunder.
5.5 Program Subcontracts.
Agency shall not enter into a subcontract with another agency, contractor, or vendor to
provide a service to clients for any part of the Program that will be paid with HOPWA Funds without
City's written consent.
6. CLIENT ELIGIBILITY VERIFICATION.
6.1 Client Eligibility.
Agency will document the eligibility of all prospective clients. Agency may redact the
client's personal information and substitute a client number. Agency will document client eligibility
as follows:
6.1.1 Income.
Agency must verify all new clients' income eligibility with Source Documentation. Agency
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must use the annual income definition used by 24 CFR Part 5.609 to establish client income
eligibility and must use the most current HUD Income Guidelines.
6.1.2 Diagnosis.
Agency must submit a signed, dated statement that the client's file contains documentation
of the client's diagnosis of HIV/AIDS. The HIV/AIDS diagnosis must be made by a licensed health
care provider; a client's self-certification of diagnosis is not sufficient. Agency should not submit
the actual diagnosis to City.
6.1.3 Emergency Need.
For clients receiving short term rental, mortgage or utility assistance, Agency must also
verify and document that the client has an emergency need, such as sudden loss of income, eviction,
utility shutoff, or extraordinary and unexpected healthcare costs. Agency must submit its policy
regarding documenting emergency need to City by October 1, 2019.
6.2 Submission of Complete Documentation.
Agency must submit copies of documentation of client eligibility described in Section 6.1
with Attachment III in each month's Reimbursement Request for all Unduplicated Clients.
6.3 Maintain Documentation.
Agency must maintain copies of all documentation required by this Section 6 for 5 years
following the expiration of the Contract term. This Section shall survive the earlier terminations or
expirations of this Contract.
7. ADDITIONAL HOPWA REQUIREMENTS.
Agency agrees to comply with all requirements of the HOPWA Program as stated in the
HOPWA Regulations, including but not limited to the following:
7.1 Environmental Review.
HOPWA Funds will not be paid, and costs cannot be incurred until City has conducted an
environmental review and completed an Environmental Review Record as required by 24 CFR Part
58. The environmental review may result in a decision to proceed with, modify, or cancel the
funding for the Program. Further, Agency will not undertake or commit any funds to physical or
choice limiting actions as described in any applicable federal regulations. Any violation of this
provision will(i)cause this Contract to terminate immediately; and(ii)require Agency to repay City
the HOPWA Funds it has already received and forfeit any future payments of HOPWA Funds.
7.2 Contract Not Constituting Commitment of Funds.
Notwithstanding any provision of this Contract, the Parties agree and acknowledge that this
Contract does not constitute a commitment of funds, and that such commitment of funds or approval
may occur only upon (i) satisfactory completion of an environmental review and receipt by City of
an authorization to use grant funds from HUD under 24 CFR Part 58, (ii) approval of City's 2019-
2020 Action Plan, and(iii)receipt by City of grant agreement from HUD.
7.3 Monitoring.
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7.3.1 Agency understands and agrees that it will be subject to monitoring by City for
compliance with terms and provisions of this Contract and the HOPWA Regulations for the term
of this Contract. For purposes of this Contract, this 5 year period for monitoring is deemed to
begin on October 1, 2020, or October 1, 2021 if the Contract is extended, and shall end no later
than September 30, 2026 regardless of whether or not this Contract is earlier terminated. Agency
will provide reports and access to Program files as requested by City during this 5 year period.
7.3.2 Representatives of City, HUD, HUD Office of Inspector General, and the United
States Comptroller General shall have access during regular business hours, upon 48 hours prior
notice,to Agency's offices and records pertaining to the use of the HOPWA Funds,and to Agency's
officers, directors, agents, employees, contractors, subcontractors and vendors for the purpose of
such monitoring.
7.3.3 In addition to other provisions of this Contract regarding frequency of monitoring,
City reserves the right to perform desk reviews or on-site monitoring of Agency's compliance with
the terms and conditions of this Contract. City shall provide Agency with a written report of the
monitor's findings after each monitoring visit. If the monitoring report notes deficiencies in
Agency's performance, the report shall include requirements for the timely correction of said
deficiencies by Agency. Failure by Agency to take the action specified in the monitoring report may
be cause for suspension or termination of this Contract as provided herein.
7.3.4 Subsections 7.3.1 through 7.3.3 shall be applicable for the Contract term and for 5
years thereafter and shall survive the earlier termination or expiration of this Contract.
7.3.5 Agency shall provide City annually the results of any state or federal monitoring.
Such results shall be submitted within 60 days of receipt of such state or federal monitoring report,
or with the January Reimbursement Request, whichever is earlier.
7.4 Agency Procurement Standards.
Agency shall comply with all applicable federal, state and local laws, regulations, and
ordinances for making procurements under this Contract. In addition to the conflict of interest
provision in Section 14.13.3, Agency shall establish written procurement procedures to ensure that
materials and services are obtained in a cost effective manner and that provides for full and open
competition. When procuring materials and services for this Contract, Agency shall comply at a
minimum with the procurement standards in 2 CFR Part 200.317 through 2 CFR Part 200.326.
7.4.1 Contracts in excess of$10,000.00 made by Agency using CDBG Funds must address
termination for cause and convenience including the manner by which such termination shall be
effected and the basis for settlement of the terminated contract, if any, as required by Appendix II
(B), 2 CFR Part 200.
7.4.2 Agency shall not make any contract with parties listed on the government wide
System for Award Management, www.sam.gov ("SAM"). Agency must confirm by search of
SAM that all contractors paid with CDBG Funds are not listed by SAM as being debarred,both prior
to hiring and prior to submitting a Reimbursement Request which includes invoices from any such
contractor. Failure to submit such proofs of search shall be an event of default.
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7.5 Cost Princiules/Cost Reasonableness.
Agency shall administer its use of HOPWA Funds in compliance with 2 CFR Part 200, as
applicable. The eligibility of costs incurred for performance rendered shall be determined in
accordance with 2 CFR Part 200.400 through 2 CFR Part 200.475.
7.6 Financial Management Standards.
Agency agrees to comply with 2 CFR Part 200, as applicable. Agency also agrees to adhere
to the accounting principles and procedures required therein, utilize adequate internal controls, and
maintain necessary supporting and back-up documentation for all costs incurred in accordance with
2 CFR Part 200.302 and Part 200.303.
7.7 Uniform Administrative Requirements, Cost Princiules, and Audit
Requirements.
Agency will comply with the Uniform Administrative Requirements, Cost Principles, and
Audit Requirements for Federal Awards in 2 CFR Part 200, as applicable, or any reasonably
equivalent procedures and requirements that City may require.
7.8 Terms Applicable to Contractors, Subcontractors and Vendors.
Agency understands and agrees that all terms of this Contract, whether regulatory or
otherwise, shall apply to any and all contractors, subcontractors and vendors of Agency which are
in any way paid with HOPWA Funds or who perform any work in connection with the Program.
Agency shall cause all applicable provisions of this Contract to be included in and made a part of
any contract or subcontract executed in the performance of its obligations hereunder including its
obligations regarding the HOPWA Regulations. Agency shall monitor the services and work
performed by its contractors, subcontractors and vendors on a regular basis for compliance with the
HOPWA Regulations and Contract provisions. Agency must cure all violations of the HOPWA
Regulations committed by its contractors, subcontractors or vendors. City maintains the right to
insist on Agency's full compliance with the terms of this Contract and the HOPWA Regulations and
Agency is responsible for such compliance regardless of whether actions taken to fulfill the
requirements of this Contract are taken by Agency or by Agency's contractors, subcontractors or
vendors. Agency acknowledges that the provisions of this Section shall survive the earlier
termination or expiration of this Contract and shall be applicable for 5 years after the Contract Term
ends.
7.9 Copyright and Patent Rights.
No reports, maps, or other documents produced in whole or in part under this Contract shall
be the subject of an application for copyright by or on behalf of Agency. HUD and City shall possess
all rights to invention or discovery, as well as rights in data,which may arise as a result of Agency's
performance under this Contract.
7.10 Conflict of Interest Disclosure.
In accordance with the requirements of Section 14.13.2.1 and 14.13.4,Agency shall establish
conflict of interest policies for federal awards. Agency shall disclose to City in writing any potential
conflict of interest.
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7.11 Compliance with FFATA and Whistleblower Protections.
Agency shall comply with the requirements of 2 CFR 300(b), including provisions of the
Federal Funding Accountability and Transparency Act ("FFATA") governing requirements on
executive compensation and provisions governing whistleblower protections contained in 10 U.S.C.
2409, 41 U.S.C. 4712, 10 U.S.C. 2324, 41 U.S.C. 4304 and 41 U.S.C. 4310.
7.11.1 Agency shall provide City with its DUNS number.
7.12 Internal Controls.
In compliance with the requirements of 2 CFR Part 200.303, Agency shall:
7.12.1 Establish and maintain effective internal control over the HOPWA Funds that
provides reasonable assurance that Agency is managing the HOPWA Funds in compliance with
federal statutes, regulations, and the terms and conditions of this Contract. These internal controls
shall be in compliance with guidance in"Standards for Internal Control in the Federal Government"
issued by the Comptroller General of the United States or the "Internal Control Integrated
Framework" issued by the Committee of Sponsoring Organizations of the Treadway Commission
("COSO");
7.12.2 Comply with federal statutes, regulations, and the terms and conditions of this
Contract;
7.12.3 Evaluate and monitor Agency's compliance with statutes, regulations and the terms
and conditions of this Contract;
7.12.4 Take prompt action when instances of noncompliance are identified including
noncompliance identified in audit findings; and
7.12.5 Take reasonable measures to safeguard protected personally identifiable information
and other information that HUD or City designates as sensitive or Agency considers sensitive
consistent with applicable federal, state, local and tribal laws regarding privacy and obligations of
confidentiality.
7.13 Required Certification of Completion of Training.
At least 1 Agency employee must complete the HUD required "Getting to Work Training
Curriculum" by April 15, 2020 and submit the required certifications to City with the April 2020
Reimbursement Request as more particularly described on EXHIBIT "A-2" — Requirements for
Completion of"Getting to Work Training Curriculum".
7.14 Housing Ouality Standards.
All housing assisted under this Contract must meet housing quality standards and habitability
standards as required by 24 CFR Part 574.310(b). City shall have the right to inspect to confirm
compliance with these standards.
7.15. Violence Against Women Act Requirements
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7.15.1 Agency shall comply with the Violence Against Women Act ("VAWA") and shall
ensure that any property owner,manager, or facility assisted by the HOPWA Funds shall, at the time
of application for services,provide all clients receiving rental assistance with a Notice of Occupancy
Rights under the Violence Against Women Act in substantially the same form as the form attached
and incorporated as Exhibit"L"-Notice of Occupancy Rights Under VAWA in compliance with
VAWA and 24 CFR Part 574.604(a)(2), where applicable.
7.15.2 Agency agrees that no applicant for HOPWA assistance may be denied admission or
assistance under the Program on the basis or as a direct result of the fact that they are or have been
a victim of domestic violence, dating violence, sexual assault, or stalking, as long as they would
otherwise qualify for the Program.
7.15.3 Agency shall be responsible for reviewing VAWA and 24 CFR Part 574.604 and shall
respond to all emergency transfer requests in accordance with the requirements of those
provisions. Agency may request that all clients requesting an emergency transfer under VAWA fill
out the form attached and incorporated as Exhibit "M" —VAWA Emergency Transfer Request
Form.
7.15.4 Agency shall document and report to City any VAWA emergency transfer request
and outcome in compliance with 24 CFR Part 91.520 and 24 CFR Part 574
8. RECORD KEEPING; REPORTING AND DOCUMENTATION REOUIREMENTS;
AUDIT.
8.1 Record Keeping.
Agency shall maintain a record-keeping system as part of its performance of this Contract
and shall promptly provide City with copies of any document City deems necessary for the effective
fulfillment of City's monitoring and evaluation responsibilities. Specifically, Agency will keep or
cause to be kept an accurate record of all actions taken and all funds spent,with supporting and back-
up documentation. Agency will maintain all records and documentation related to this Contract for
5 years after the Contract term ends. If any claim,litigation,or audit is initiated before the expiration
of the 5 year period, the relevant records and documentation must be retained until all such claims,
litigation or audits have been resolved. For purposes of this Contract, this 5 year period for record
retention is deemed to begin on October 1, 2020, or October 1, 2021 if the Contract is extended, and
shall end no later than September 30, 2026 regardless of whether or not this Contract is earlier
terminated.
8.2 Access to Records.
Representatives of City, HUD and any duly authorized officials of the federal government
will have full access to, and the right to examine, audit, copy, excerpt and/or transcribe any of
Agency's records pertaining to all matters covered by this Contract for 5 years after the Contract
term ends. Such access shall be during regular business hours and upon at least 48 hours prior notice.
For purposes of this Contract,this 5 year period for access to records is deemed to begin on October
1, 2020, or October 1, 2021 if the Contract is extended, and shall end no later than September 30,
2026 regardless of whether or not this Contract is earlier terminated.
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8.3 Reports.
Agency will submit to City all reports and documentation described in this Contract in such
form as City may prescribe. Agency may also be required to submit a final performance and/or final
financial report if required by City at the termination of this Contract in such form and within such
times as City may prescribe. Failure to submit to City any report or documentation described in this
Contract shall be an event of default of this Contract and City may exercise all of its remedies for
default under this Contract.
8.3.1 Additional Information.
Agency shall provide City with additional information as may be required by state or federal
agencies to substantiate Program activities and/or expenditure eligibility.
8.4 Change in Reporting Requirements and Forms
City retains the right to change reporting requirements and forms at its discretion. City will
notify Agency in writing at least 15 days prior to the effective date of such change, and the Parties
shall execute an amendment to the Contract reflecting such change if necessary.
8.5 Audit
8.5.1 Entities that Expend$750,000 or more in Federal Funds Per Year
All non-federal entities that expend $750,000 or more in federal funds within 1 year,
regardless of the source of the federal award, must submit to City an annual audit prepared in
accordance with specific reference to 2 CFR Part 200.501 through Part 200.521. The audit shall
cover the Agency's fiscal years during which this Contract is in force. The audit must be prepared
by an independent certified public accountant, be completed within 6 months following the end of
the period being audited and be submitted to City within 30 days of its completion. Agency's audit
certification is attached hereto as EXHIBIT "C" — "Audit Certification Form" and "Audit
Requirements". The Audit Certification Form must be submitted to City prior to or with the first
Reimbursement Request. Entities that expend less than$750,000 a year in federal funds are exempt
from federal audit requirements for that year, but records must be available for review or audit by
appropriate officials of the federal agency, City, and General Accounting Office.
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8.5.2 City Reserves the Right to Audit.
City reserves the right to perform an audit of Agency's Program operations and finances at
any time during the term of this Contract and for 5 years after the Contract Term ends if City
determines that such audit is necessary for City's compliance with the HOPWA Regulations or other
City policies. Agency agrees to allow access to all pertinent materials as described herein for such
audit. For purposes of this Contract,this 5 year period for City audit is deemed to begin on October
1, 2020, or October 1, 2021 if the Contract is extended, and shall end no later than September 30,
2026 regardless of whether or not this Contract is earlier terminated. If such audit reveals a
questioned practice or expenditure, such questions must be resolved within 15 business days after
notice to Agency of such questioned practice or expenditure. If questions are not resolved within
this period, City reserves the right to withhold further funding under this Contract and/or any other
contracts with Agency. IF AS A RESULT OF ANY AUDIT IT IS DETERMINED THAT
AGENCY HAS FALSIFIED ANY DOCUMENTATION OR MISUSED, MISAPPLIED OR
MISAPPROPRIATED HOPWA FUNDS OR SPENT HOPWA FUNDS ON ANY
INELIGIBLE ACTIVITIES, AGENCY AGREES TO REIMBURSE CITY THE AMOUNT
OF SUCH MONIES PLUS THE AMOUNT OF ANY SANCTIONS, PENALTY OR OTHER
CHARGE LEVIED AGAINST CITY BY HUD BECAUSE OF SUCH ACTIONS.
9. REIMBURSEMENT REOUIREMENTS
9.1 Deadline for Submitting Reimbursement Requests.
9.1.1 Reimbursement Requests shall be submitted monthly to the City and must be
received by the City on or before the 15th day of the month following the month expenses were paid
by Agency. For example, the Reimbursement Request for June expenses must be received by July
15. In the event the 15th falls on a weekend or City holiday, Reimbursement Requests shall be due
the next day that the City is open for business. Failure to submit a Reimbursement Request in a
timely fashion will result in City taking the actions outlined in Section 11.1.
NOTWITHSTANDING ANYTHING ABOVE, THE REIMBURSEMENT REQUEST FOR
EXPENSES INCURRED FOR SEPTEMBER 2019 MUST BE RECEIVED BY OCTOBER 1,
2020. COMPLETE DOCUMENTATION FOR ALL SEPTEMBER 2020 EXPENSES MUST
BE SUBMITTED BY OCTOBER 15, 2020. FAILURE TO SUBMIT A FINAL
REIMBURSEMENT REQUEST WITH COMPLETE DOCUMENTATION BY OCTOBER
15, 2020 WILL RESULT IN FORFEITURE OF PAYMENT OF THE SEPTEMBER
REIMBURSEMENT REQUEST.
9.1.2 City will notify Agency by e-mail within 14 calendar days if a Reimbursement
Request is lacking Complete Documentation or corrections are needed.Agency will have 7 business
days from the date of the e-mail notice to submit any requested information or missing
documentation. Agency may be penalized, at City's sole discretion, in the Request for Proposal for
the 2020-2021 Program Year for any notifications received under this Section. If Agency fails to
submit all the required information or missing documentation within 30 calendar days from the first
e-mail, Agency shall forfeit any payments otherwise due that month and failure to submit any
requested information will be considered an event of default as outlined in Section 9.1.2.
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9.2 Submission of Reimbursement Requests.
Agency shall provide City with Complete Documentation and the following reports as shown
in EXHIBIT "D"—Reimbursement Forms with each Reimbursement Request:
9.2.1 Attachment I—Invoice
This report shall contain the amount requested for reimbursement each month, the
cumulative reimbursement requested to date (inclusive of that month's request).
9.2.1.1 Agency must submit a separate invoice for each activity type, i.e.
Administration, Supportive Services, and Short-term Rent, Mortgage and
Utility Assistance ("STRMU").
9.2.2 Attachment II—Expenditure Worksheet
This report shall itemize each expense requested for reimbursement by Agency and shall
include the Account corresponding the expense to a Budget line item. In order for this report to be
complete the following must be submitted:
9.2.2.1 For payroll expenses, timesheets signed by employees and approved by
supervisor for all payroll expenses listed. Timesheets must distinguish
between HOPWA-funded time and non-HOPWA funded time and reflect
actual time spent on HOPWA-funded activities. Agency may not submit
payroll expenses dated 60 calendar days prior to the date of the
Reimbursement Request.
9.2.2.2 For non-payroll expenses, invoices for each expense listed with an
explanation as to how the invoiced expense pertains to the Program.
Agency may not submit invoices dated 60 calendar days prior to the date
of the Reimbursement Request.
9.2.2.3 Proof that each expense was paid by Agency,which proof can be satisfied
by canceled checks, wire transfer documentation, paid receipts or other
appropriate banking documentation.
9.2.3 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. If Agency, receives funds from the United States Department of Justice or the
Victims of Crime Act,then Agency is prohibited from submitting the Client Data Report to the City.
However, Agency must complete all required forms under Section 9.2.3 and maintain in client files
in accordance with Section 8. In order for this report to be complete, the following must be
submitted:
9.2.3.1 Documentation of income verification for each Unduplicated Client the
first time the client is served by the Program, which will be Source
Documentation.
9.2.4 Overview Report.
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Agency shall submit the Overview, Report, attached hereto as EXHIBIT "H" — Overview
Report, quarterly with the December, March, June and September Reimbursement Requests.
9.2.5 Delivery of Reimbursement Request.
Reimbursement Requests will be submitted through ZoomGrants on the designated due
date.
9.3 Withholding Payment.
CITY SHALL HAVE NO OBLIGATION TO PAY ANY REIMBURSEMENT
REQUEST THAT IS NOT RECEIVED BY THE DUE DATE. Failure to timely submit
accurate and complete Reimbursement Requests and Complete Documentation along with any
required reports shall be an event of default.
10. DEFAULT AND TERMINATION.
10.1 Failure to Submit Reimbursement Request or Required Documentation.
10.1.1 If Agency fails to submit a Reimbursement Request in accordance with Section
9,Agency shall be in default of this Contract. City will notify Agency in writing of such default and
the Agency will have 7 calendar days from the date of the written notice to submit such
Reimbursement Request to cure the default. If Agency fails to cure the default within such time,
Agency shall forfeit any payments otherwise due that month.
10.1.2 If Agency fails to submit requested information or missing documentation as set
forth in Section 9.1.2, then Agency shall forfeit payment due that month and the failure to submit
shall be considered an event of default that shall not be cured.
10.1.3 NOTWITHSTANDING THE PROVISIONS OF SECTION 10.1.1 OR
10.1.2, IF AGENCY FAILS TO SUBMIT THE REIMBURSEMENT REQUEST DUE
OCTOBER 1, 2020, OR IF THE SUBMITTED REIMBURSEMENT REQUEST FOR
OCTOBER 1, 2020 IS LATE, INCOMPLETE OR OTHERWISE NOT IN COMPLIANCE
WITH THIS CONTRACT OR THE HOPWA REGULATIONS AS DETERMINED BY
CITY IN ITS SOLE DISCRETION, THERE WILL BE NO CURE PERIOD AND ANY
REIMBURSEMENT WILL BE FORFEITED.
10.1.4 In the event of(i) an uncured default under Section 10.1.1 or an event of default
under 10.1.2 (ii) or more than 2 instances of default, cured or uncured, under these Sections, City
reserves the right at its sole option to terminate this Contract effective immediately upon written
notice of such intent with no penalty or liability to City.
10.1.5 Notwithstanding anything to the contrary herein, City will not be required to pay
any HOPWA Funds to Agency during the period that any Reimbursement Request, report or
documentation is past due or is not in compliance with this Contract or the HOPWA Regulations, or
during any period during which Agency is in default of this Contract.
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10.1.6 In the event of termination under this Section 10.1, all HOPWA Funds awarded
but unpaid to Agency pursuant to this Contract shall be immediately forfeited and Agency shall have
no further right to such funds.
10.2 Failure to Maintain Records or Submit Reports and Documentation.
If Agency fails to maintain all records and documentation as required in Section 8, or if the
maintained or submitted report or documentation is not in compliance with this Contract or the
HOPWA Regulations as determined by City in its sole discretion, City will notify Agency in writing
and Agency will have 30 calendar days from the date of the written request to obtain or recreate the
missing records and documentation or submit or resubmit any such report or documentation to City.
If Agency fails to maintain the required reports or documentation, or fails to submit or resubmit any
such report or documentation within such time, City shall have the right to terminate this Contract
effective immediately upon written notice of such intent with no penalty or liability to City.
10.2.1 In the event of termination under this Section 10.2, all HOPWA Funds awarded
but unpaid to Agency pursuant to this Contract shall be immediately forfeited and Agency shall have
no further right to such funds, and any HOPWA Funds paid to Agency must be repaid to City within
30 days of termination. If such HOPWA funds are not repaid to City within the 30 day period, City
shall exercise all legal remedies available under this Contract.
10.3 In General.
10.3.1 Subject to Section 10.2, and unless specifically provided otherwise in this
Contract, Agency shall be in default under this Contract if Agency breaches any term or condition
of this Contract. In the event that such a breach remains uncured after 30 calendar days following
written notice by City (or such other notice period as may be specified herein) or, if Agency has
diligently and continuously attempted to cure following receipt of such written notice but reasonably
requires more than 30 calendar days to cure, as determined by both Parties mutually and in good
faith, City shall have the right to elect in City's sole discretion to (i) extend Agency's time to cure,
(ii) terminate this Contract effective immediately upon written notice of such intent to Agency, or
(iii)pursue any other legal remedies available to City under this Contract.
10.3.2 City's remedies may include:
10.3.2.1 Direct Agency to prepare and follow a schedule of actions for carrying
out the affected activities, consisting of schedules, timetables and
milestones necessary to implement the affected activities.
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10.3.2.2 Direct Agency to establish and follow a management plan that assigns
responsibilities for carrying out the remedial activities.
10.3.2.3 Reprogram HOPWA Funds that have not yet been expended from
affected activities to other eligible activities or withhold HOPWA
Funds.
10.3.2.4 Any other appropriate action including but not limited to any remedial
action legally available such as declaratory judgment, specific
performance, damages, temporary or permanent injunctions,
termination of this Contract or any other contracts with Agency, and
any other available remedies.
10.3.3 In the event of termination under this Section 11.3, all HOPWA Funds awarded
but unpaid to Agency pursuant to this Contract shall be immediately forfeited and Agency shall have
no further right to such funds, and any HOPWA Funds already paid to Agency must be repaid to
City within 30 days of the termination. Failure to repay such HOPWA Funds within the 30 day
period will result in City exercising all legal remedies available under this Contract.
10.4 No Funds Disbursed while in Breach.
Agency understands and agrees that no HOPWA Funds will be paid to Agency until all
defaults are cured to City's satisfaction.
10.5 No Compensation After Date of Termination.
Agency shall not receive any compensation for work undertaken after the date of the
termination.
10.6 Rights of City Not Affected.
Termination shall not affect or terminate any of the existing rights of City against Agency,
or which may thereafter accrue because of Agency's default and this provision shall be in addition
to any and all other rights and remedies available to City under the law. Such termination does not
terminate any provisions of this Contract that have been expressly noted as surviving the term or
termination of the Contract. No delay or omission by City in exercising any right or remedy
available to it under this Contract shall impair any such right or remedy or constitute a waiver or
acquiescence in any Agency default.
10.7 Waiver of Breach Not Waiver of Subsequent Breach
The waiver of a default or breach of any term, covenant, or condition of this Contract shall
not operate as a waiver of any subsequent default or breach of the same or any other term, covenant
or condition hereof.
10.8 Civil, Criminal and Administrative Penalties
Failure to perform all the Contract terms may result in civil, criminal or administrative
penalties, including,but not limited to those set out in this Contract.
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10.9 Termination for Cause
10.9.1 City may terminate this Contract in the event of Agency's default, inability, or
failure to perform subject to notice,grace and cure periods. In the event City terminates this Contract
for cause, all HOPWA Funds awarded but unpaid to Agency pursuant to this Contract shall be
immediately rescinded and Agency shall have no further right to such funds and any HOPWA Funds
already paid to Agency must be repaid to City within 30 days of termination. Failure to repay such
HOPWA Funds within 30 days will result in City exercising all legal remedies available to City
under this Contract. AGENCY ACKNOWLEDGES AND AGREES THAT IF CITY
TERMINATES THIS CONTRACT FOR CAUSE, AGENCY OR ANY AFFILIATES OF
AGENCY SHALL NOT BE CONSIDERED FOR ANY OTHER CITY CONTRACT FOR
HOPWA FUNDS FOR A MINIMUM OF 5 YEARS FROM THE DATE OF TERMINATION.
11.9.2 Agency may terminate this Contract if City does not provide the HOPWA Funds
substantially in accordance with this Contract.
10.10 Termination for Convenience.
In terminating in accordance with 2 CFR Part 200, Appendix II, this Contract may be
terminated in whole or in part only as follows:
10.10.1 By City with the consent of Agency in which case the Parties shall agree upon
the termination conditions, including the effective date and in the case of partial termination, the
portion to be terminated; or
10.10.2 By Agency upon at least 30 days written notification to City, setting forth the
reasons for such termination, the effective date, and in the case of partial termination, the portion to
be terminated. In the case of a partial termination, City may terminate the Contract in its entirety if
City determines in its sole discretion that the remaining portion of the Contract to be performed or
HOPWA Funds to be spent will not accomplish the purposes for which the Contract was made.
10.11 Dissolution of Agency Terminates Contract.
This Contract shall terminate in the event Agency is dissolved or ceases to exist. In the event
of termination under this Section, all HOPWA Funds are subject to repayment and/or City may
exercise all of its remedies under this Contract.
10.12 Reversion of Assets.
In the event this Contract is terminated with or without cause, all assets acquired by Agency
with the HOPWA Funds including cash, interest payments from loans or otherwise, all outstanding
notes,mortgages or other security instruments, any accounts receivable attributable to the use of the
HOPWA Funds, and any real or personal property owned by Agency that was improved with the
HOPWA Funds shall automatically transfer to City or to such assignee as City may designate.
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11. REPAYMENT OF HOPWA FUNDS.
All HOPWA Funds are subject to repayment in the event the Program does not meet the
requirements of this Contract or in the HOPWA Regulations. If Agency takes any action that
results in the City being required to repay all or any portion of the HOPWA Funds to HUD,
Agency agrees it will reimburse City for such repayment. If Agency takes any action that
results in City receiving a finding from HUD about the Program, whether or not repayment
of all or any portion of the HOPWA Funds is required of City,Agency agrees City may require
that 10% of the HOPWA Funds be repaid to City as liquidated damages. The Parties agree that
City's damages in the event of either repayment to HUD being required or receiving a finding from
HUD are uncertain and would be difficult to ascertain and may include an impact on City's HOPWA
grant or other federal grant funds, in addition to the finding by HUD or a required repayment of
funds to HUD by City. Therefore, the Parties agree that payment under this Section of 10% of the
HOPWA Funds by Agency to City is liquidated damages and not a penalty.
12. CHANGE IN NON-PROFIT STATUS.
Agency must provide City with written notification of any changes to its non-profit status
within 15 calendar days of being notified of the change. Regardless of notice by Agency, if the non-
profit status of Agency changes after the date of this Contract, City may but is not obligated to,
terminate this Contract. In the event of termination under this Section 12, all HOPWA Funds
awarded but not yet paid to Agency pursuant to this Contract shall be immediately rescinded and
Agency shall have no further right to such funds. City, in its sole discretion, may require that any
HOPWA Funds already paid to Agency must be repaid to City within 30 calendar days of
termination under this Section.
13. SURVIVAL.
Any provision of this Contract that pertains to auditing,monitoring,client income eligibility,
record keeping and reports, City ordinances, or applicable HOPWA requirements, and any default
and enforcement provisions necessary to enforce such provisions, shall survive the termination of
this Contract for 5 years after the Contract term ends and shall be enforceable by City against
Agency. For purposes of this Contract,this 5 year period for survival of certain Contract provisions
is deemed to begin on October 1, 2020 and end on September 30, 2025 regardless of whether or
not this Contract is earlier terminated.
14. GENERAL PROVISIONS.
14.1 Agency an Independent Contractor.
Agency shall operate hereunder as an independent contractor and not as an officer, agent,
servant or employee of City. Agency 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, contractors, subcontractors, vendors, clients, licensees or invitees.
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14.2 Doctrine of Respondeat Superior.
The doctrine of respondeat superior shall not apply as between City and Agency, or its
officers, members, agents, servants, employees, contractors, subcontractors, vendors, clients,
licensees or invitees, and nothing herein shall be construed as creating a partnership or joint
enterprise between City and Agency. City does not have the legal right to control the details of the
tasks performed hereunder by Agency, its officers, members, agents, employees, contractors,
subcontractors, vendors, clients, licensees or invitees.
14.3 Agency Property.
City shall under no circumstances be responsible for any property belonging to Agency, or
its officers, members, agents, employees, contractors, subcontractors, vendors, clients, licensees or
invitees that may be lost, stolen or destroyed or in any way damaged and AGENCY HEREBY
INDEMNIFIES AND HOLDS HARMLESS CITY AND ITS OFFICERS, AGENTS, AND
EMPLOYEES FROM ANY AND ALL CLAIMS OR SUITS PERTAINING TO OR
CONNECTED WITH SUCH PROPERTY.
14.5 Religious Organization.
Agency shall comply with all applicable requirements as more particularly described in 24
CFR Part 5.109. No portion of the HOPWA Funds shall be used in support of any sectarian or
religious activity. In addition, there must be no religious or membership criteria for clients of a
HOPWA-funded service.
14.5.1. Separation of Explicitly Religious Activities.
Agency retains its independence and may continue to carry out its mission, including the
definition, development practice, and expression of its religious beliefs,provided that it does not use
HOPWA Funds to support or engage in any explicitly religious activities (including activities that
involve overt religious content such as worship, religious instruction, or proselytization), or in any
other manner prohibited by law.
14.5.2 Explicitly Religious Activities.
If Agency engages in explicitly religious activities (including activities that involve overt
religious content such as worship, religious instruction, or proselytization), the explicitly religious
activities must be offered separately, in time or location, from the programs or activities supported
by HOPWA Funds and participation must be voluntary for clients of a HOPWA-funded service.
14.5.3 Required Notices.
If Agency constitutes a Faith-based organization under 24 CFR Part 5.109, Agency must
provide all clients of a HOPWA-funded service with the notice attached as EXHIBIT"K"—Notice
of Beneficiary Rights. Such notice shall be provided to the client prior to enrollment in any
HOPWA-funded program or activity. In addition, if a client or prospective client of a HOPWA-
funded service objects to the religious character of Agency, then Agency must promptly undertake
reasonable efforts to identify and refer the client or prospective client to an alternate provider to
which the client or prospective client has no such objection, as more particularly described in 24
CFR Part 5.109.
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14.6 Venue.
Venue shall lie in Tarrant County, Texas for any action, whether real or asserted, at law or
in equity, arising out of the execution, performance, attempted performance or non-performance of
this Contract.
14.7 Governing Law.
This Contract shall be governed by and construed in accordance with the laws of the State of
Texas. If any action, whether real or asserted, at law or in equity, arises out of the execution,
performance or non-performance of this Contract or on the basis of any provision herein, for any
issue not governed by federal law, the choice of law shall be the laws of the State of Texas.
14.8 Severability.
The provisions of this Contract are severable, and if for any reason a clause, sentence,
paragraph or other part of this Contract 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.
14.9 Written Agreement Entire Contract.
This written instrument and the Exhibits, Attachments, and Addendums attached hereto,
which are incorporated by reference and made a part of this Contract for all purposes, constitute the
entire agreement by the Parties concerning the work and services to be performed under this
Contract. Any prior or contemporaneous oral or written agreement which purports to vary the terms
of this Contract shall be void. Any amendments to the terms of this Contract must be in writing and
executed by the Parties.
14.10 Paragraph Headings for Reference Only, No Legal Significance; Number
and Gender.
The paragraph headings contained herein are for convenience in reference to this Contract
and are not intended to define or to limit the scope of any provision of this Contract. When context
requires, singular nouns and pronouns include the plural and the masculine gender shall be deemed
to include the feminine or neuter and the neuter gender to include the masculine and feminine. The
words"include"and"including"whenever used herein shall be deemed to be followed by the words
"without limitation".
14.11 Compliance With All Applicable Laws and Regulations.
Agency agrees to comply fully with all applicable laws and regulations that are currently in
effect or that are hereafter amended during the performance of this Contract. Those laws include,
but are not limited to:
➢ HOPWA Regulations found in 24 CFR Part 574
➢ AIDS Housing Opportunity Act, as amended(42 USC 12901 et seq.)
➢ Title VI of the Civil Rights Act of 1964 (42 U.S.C. Sections 2000d et seq.) including
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provisions requiring recipients of federal assistance to ensure meaningful access by
persons of limited English proficiency
➢ The Fair Housing Act, Title VIII of the Civil Rights Act of 1968 (42 U.S.C. Sections
3601 etseq.)
➢ Executive Orders 11063, 11246 as amended by 11375 and 12086 and as supplemented
by Department of Labor regulations 41 CFR Part 60
➢ The Age Discrimination in Employment Act of 1967
➢ The Age Discrimination Act of 1975 (42 U.S.C. Sections 6101 et seq.)
➢ The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970
(42 U.S.C. Sections 4601 et seq. and 49 CFR Part 24) ("URA")
➢ Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. Sections 794 et seq.) and 24
CFR Part 8 where applicable
➢ National Environmental Policy Act of 1969, as amended,42 U.S.C. Sections 4321 et seq.
("NEPA") and the related authorities listed in 24 CFR Part 58.
➢ The Clean Air Act, as amended, (42 U.S.C. Sections 1251 et seq.) and the Clean Water
Act of 1977, as amended (33 U.S.C. Sections 1251 et seq.) and the related Executive
Order 1173 8. In no event shall any amount of the assistance provided under this Contract
be utilized with respect to a facility that has given rise to a conviction under the Clean
Air Act or the Clean Water Act.
➢ Immigration Reform and Control Act of 1986 (8 U.S.C. Sections 1101 et seq.)
specifically including the provisions requiring employer verifications of legal status of
its employees
➢ The Americans with Disabilities Act of 1990 (42 U.S.C. Sections 12101 et seq.), the
Architectural Barriers Act of 1968 as amended(42 U.S.C. Sections 4151 et seq.) and the
Uniform Federal Accessibility Standards, 24 CFR Part 40, Appendix A
➢ Regulations at 24 CFR Part 87 related to lobbying, including the requirement that
certifications and disclosures be obtained from all covered persons
➢ Drug Free Workplace Act of 1988 (41 U.S.C. Sections 701 et seq.) and 24 CFR Part 23,
Subpart F
➢ Executive Order 12549 and 24 CFR Part 5.105(c) pertaining to restrictions on
participation by ineligible, debarred or suspended persons or entities
➢ Section 6002 of the Solid Waste Disposal Act,as amended by the Resource Conservation
and Recovery Act
➢ Guidelines of the Environmental Protection Agency at 40 CFR Part 247
➢ For contracts and subgrants for construction or repair,Copeland"Anti-Kickback"act(18
U.S.C. 874) as supplemented in 29 CFR Part 5
➢ For construction contracts awarded by Agency in excess of $2,000, and in excess of
$2,500 for other contracts which involve the employment of mechanics or laborers,
Sections 103 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C.
327A 300) as supplemented by 29 CFR Part 5
➢ Lead-Based Paint Poisoning Prevention Act(42 U.S.C. 4801 et seq.), as amended by the
Residential Lead-Based Paint Hazard Reduction Act of 1992 (42 U.S.C. 4851 et seq.)
and implementing regulations at 24 CFR Part 35, subparts A, B, M, and R
➢ Uniform Administrative Requirements, Cost Principles, and Audit Requirements for
Federal Awards, 2 CFR Part 200 et seq.
➢ Federal Funding Accountability and Transparency Act of 2006("FFATA")(Pub.L. 109-
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282,as amended by Section 6205(a)of Pub.L. 110-252 and Section 3 of Pub.L. 113-101)
➢ Federal Whistleblower Regulations, as contained in 10 U.S.C. 2409, 41 U.S.C. 4712, 10
U.S.C. 2324, 41 U.S.C. 4304 and 41 U.S.C. 4310.
14.12 HUD-Assisted ftoieets—and Emplovment and other- Eeosemk
14.13 Prohibition Against Discrimination.
14.13.1 General Statement.
Agency shall comply in the execution, performance or attempted performance of this
Contract, with all non-discrimination requirements of 24 CFR Part 574.603 and Chapter 17, Article
III, Division 4 —Fair Housing of the City Code. Agency may not discriminate against any person
because of race, color, sex, gender, religion, national origin, familial status, disability or perceived
disability, sexual orientation, gender identity, gender expression, or transgender, nor will Agency
permit its officers, members, agents, employees, or clients to engage in such discrimination.
This Contract is made and entered into with reference specifically to Chapter 17, Article III,
Division 3 -Employment Practices of the City Code, and Agency hereby covenants and agrees that
Agency, its officers, members, agents, employees and contractors, have fully complied with all
provisions of same and that no employee, or applicant for employment has been discriminated
against under the terms of such ordinances by either or its officers, members, agents, employees or
contractors.
14.13.2 No Discrimination in Employment during the Performance of This Contract.
During the performance of this Contract Agency agrees to the following provision, and will
require that its contractors and subcontractors also comply with such provision by including it in all
contracts with its contractors:
[Contractor's, Subcontractor's or Vendor's name] will not unlawfully discriminate against
any employee or applicants for employment because of race, color, sex, gender, religion, national
origin, familial status, disability or perceived disability, sexual orientation, gender identity, gender
expression or transgender. [Contractor's, Subcontractor's or Vendor's name]will take affirmative
action to ensure that applicants are hired without regard to race, color, sex,gender,religion,national
origin, familial status, disability or perceived disability, sexual orientation, gender identity, gender
expression or transgender and that employees are treated fairly during employment without regard
to their race, color, sex, gender, religion, national origin, familial status, disability or perceived
disability, sexual orientation, gender identity, gender expression or transgender. Such action shall
include, but not be limited to, the following: employment, upgrading, demotion or transfer,
recruitment or recruitment advertising, layoff or termination, rates of pay or other forms of
compensation, and selection for training, including apprenticeship. [Contractor's, Subcontractor's
or Vendor's name] agrees to post in conspicuous places, available to employees and applicants for
employment, notices setting forth the provisions of this nondiscrimination clause.
[Contractor's Subcontractor's or Vendor's name] will, in all solicitations or advertisements
for employees placed by or on behalf of[Contractor's, Subcontractor's or Vendor's name], state
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that all qualified applicants will receive consideration for employment without regard to race, color,
sex, gender, religion, national origin, familial status, disability or perceived disability, sexual
orientation, gender identity, gender expression or transgender.
[Contractor's, Subcontractor's or Vendor's name] covenants that neither it nor any of its
officers, members, agents, employees, or contractors, 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 or because of any disability or perceived disability, except on the basis of a bona fide
occupational qualification, retirement plan or statutory requirement.
[Contractor's, Subcontractor's or Vendor's name] further covenants that neither it nor its
officers, members, agents, employees, contractors, 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.
14.13.3 Agency's Contractors and the ADA.
In accordance with the provisions of the Americans With Disabilities Act of 1990 ("ADA"),
Agency warrants that it and any of its contractors 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, or employees of, Agency or any of
its contractors. AGENCY WARRANTS IT WILL FULLY COMPLY WITH THE 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, CONTRACTORS SUBCONTRACTORS, VENDORS OR AGENTS AGAINST
CITY ARISING OUT OF AGENCY'S AND/OR ITS CONTRACTORS',
SUBCONTRACTORS', VENDORS' OR AGENTS' OR THEIR RESPECTIVE
EMPLOYEES' ALLEGED FAILURE TO COMPLY WITH THE ABOVE-REFERENCED
LAWS CONCERNING DISABILITY DISCRIMINATION IN THE PERFORMANCE OF
THIS CONTRACT.
14.14. Conflicts of Interest and Violations of Criminal Law.
14.14.1 Agency Safeguards.
Agency shall establish safeguards to prohibit its employees, board members, advisors and
agents from using positions for a purpose that is or gives the appearance of being motivated by a
desire for private gain for themselves or others, particularly those with whom they have family,
business or other ties. Agency shall disclose to City any such conflict of interest or potential conflict
of interest, immediately upon discovery of such.
14.14.2 General Prohibitions Against Conflicts of Interest.
No employees, agents, consultants, officers or elected officials or appointed officials of City
or of Agency who exercise or have exercised any functions or responsibilities with respect to
activities assisted with HOPWA funds or who are in a position to participate in a decision-making
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process or gain inside information with regard to these activities may utilize HOPWA services,may
obtain a financial interest or benefit from a HOPWA-assisted activity, or have an interest in any
contract, subcontract or agreement with respect thereto, or the proceeds thereunder, either for
themselves or those with whom they have family or business ties, during their tenure or for 1 year
thereafter.
14.14.2.1 Agency shall establish conflict of interest policies for federal awards
including the CDBG Funds and shall disclose in writing potential
conflicts of interest to City as authorized by 2 CFR Part 200.112.
14.14.3 Conflicts of Interest Involving Procurement.
The conflict of interest provisions of 2 CFR Part 200.318, shall apply in the procurement of
property and services by Agency. In all cases not governed by those Sections, the provisions of 24
CFR Part 574.625 of the HOPWA Regulations shall apply.
14.14.3.1 As more particularly described in 2 CFR Part 200.318, Agency shall
maintain and submit to City written standards of conduct covering
conflicts of interest and governing the performance of its employees
engaged in the selection, award, and administration of contracts. No
employee, officer, or agent may participate in the selection, award, or
administration of a contract supported by a federal award if he or she
has a real or apparent conflict of interest. The standards of conduct
must provide for disciplinary actions to be applied for violations of
such standards by officers, employees, or agents of Agency.
14.14.3.2 The officers,employees,and agents of Agency shall neither solicit nor
accept gratuities, favors, or anything of monetary value from
contractors or parties to subcontracts.
14.14.3.3 Notwithstanding the prohibition contained in Section 15.13.3.2,
Agency may set standards of conduct for situations in which the
financial interest is not substantial or the gift is an unsolicited item of
nominal value. Such standards of conduct must provide for
disciplinary actions to be applied for violations of such standards by
Agency's officers, employees or agents.
14.14.3.4 Agency shall maintain written standards of conduct covering
organizational conflicts of interest. Organizational conflicts of
interest means that because of relationships with a parent company,
affiliate,or subsidiary organization,Agency is unable or appears to be
unable to be impartial in conducting a procurement action involving a
related organization.
14.14.3.5 Agency must maintain records sufficient to detail the history of
procurement. These records will include, but are not necessarily
limited to the following: rationale for the method of procurement,
selection of contract type, contractor selection or rejection, and the
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basis for the contract price.
14.14.4 Disclosure of Conflicts of Interest.
In compliance with 2 CFR Part 200.112, Agency is required to timely disclose to City in
writing any potential conflict of interest.
14.14.5 Disclosure of Texas Penal Code Violations.
Agency affirms that it will adhere to the provisions of the Texas Penal Code which prohibit
bribery and gifts to public servants.
14.14.6 Disclosure of Federal Criminal Law Violations.
In compliance with 2 CFR Part 200.113, Agency is required to timely disclose to City all
violations of federal criminal law involving fraud,bribery or gratuity violations potentially affecting
the Agency.
14.15 Subcontracting with Small and Minority Firms, Women's Business
Enterprises and Labor Surplus Areas.
14.15.1 For procurement contracts$50,000.00 or larger that are paid for, in part or in full,
with HOPWA Funds, Agency agrees to abide by City's policy to involve Minority Business
Enterprises and Small Business Enterprises and to provide them 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. Agency agrees to incorporate the City's BDE
Ordinance, and all amendments or successor policies or ordinances thereto, into all contracts and
subcontracts for procurement larger than$50,000.00 or larger that are paid for,in part or in full,with
the HOPWA Funds and will further require all persons or entities with which it so contracts to
comply with said ordinance.
14.15.2 It is national policy to award a fair share of contracts to disadvantaged business
enterprises ("DBEs"), small business enterprises ("SBEs"), minority business enterprises
("MBEs"), and women's business enterprises ("WBEs"). Accordingly, affirmative steps must be
taken to assure that DBEs, SBEs, MBEs, and WBEs are utilized when possible as sources of
supplies, equipment, construction and services.
14.15.2.1 In order to comply with federal reporting requirements, Agency must
submit the form attached hereto as EXHIBIT "I"—MBE Reporting
Form for each contract or subcontract with a value of$10,000.00 or
more paid or to be paid with the HOPWA Funds. Agency shall submit
this form by the date specified in EXHIBIT "I" — MBE Reporting
Form.
14.16 Other Laws.
The failure to list any federal, state or City ordinance, law or regulation that is applicable to
HOPWA PSA CONTRACT 2019-2020 Page 25
AIDS Outreach Center, Inc. Rev. 09/14/2019
Agency does not excuse or relieve Agency from the requirements or responsibilities in regard to
following the law, nor from the consequences or penalties for Agency's failure to follow the law, if
applicable.
14.17 Assignment.
Agency shall not assign all or any part of its rights, privileges, or duties under this Contract
without the prior written approval of City. Any attempted assignment of same without approval
shall be void, and shall constitute a breach of this Contract.
14.18. Right to Inspect Agency Contracts.
It is agreed that City has the right to inspect and approve in writing any proposed contracts
between Agency and any contractor or vendor engaged in any activity in conjunction with this
HOPWA-funded Program prior to any charges being incurred.
14.19 Force Maieure
If Agency becomes unable,either in whole or part,to fulfill its obligations under this Contract
due to acts of God, strikes, lockouts, or other industrial disturbances, acts of public enemies, wars,
blockades,insurrections,riots,epidemics,earthquakes,fires,floods,restraints or prohibitions by any
court, board, department, commission or agency of the United States or of any States, civil
disturbances, or explosions, or some other reason beyond Agency's control (collectively, "Force
Majeure Event"),the obligations so affected by such Force Majeure Event will be suspended only
during the continuance of such event. Agency will give City written notice of the existence, extent
and nature of the Force Majeure Event as soon as reasonably possible after the occurrence of the
event. Failure to give notice will result in the continuance of Agency's obligation regardless of the
extent of any existing Force Majeure Event. Agency will use commercially reasonable efforts to
remedy its inability to perform as soon as possible.
14.20 IMMIGRATION NATIONALITY ACT.
City actively supports the Immigration &Nationality Act (INA) which includes provisions
addressing employment eligibility, employment verification, and nondiscrimination. Agency shall
verify the identity and employment eligibility of all employees who perform work under this
Agreement. Agency shall complete the Employment Eligibility Verification Form (I-9), maintain
photocopies of all supporting employment eligibility and identity documentation for all employees,
and upon request,provide City with copies of all I-9 forms and supporting eligibility documentation
for each employee who performs work under this Agreement. Agency shall establish appropriate
procedures and controls so that no services will be performed by any employee who is not legally
eligible to perform such services. Agency shall provide City with a certification letter that it has
complied with the verification requirements required by this Agreement. Agency shall indemnify
City from any penalties or liabilities due to violations of this provision. City shall have the right to
immediately terminate this Agreement for violations of this provision by Agency.
15. INDEMNIFICATION AND RELEASE.
AGENCY COVENANTS AND AGREES TO INDEMNIFY,HOLD HARMLESS AND
HOPWA PSA CONTRACT 2019-2020 Page 26
AIDS Outreach Center, Inc. Rev. 09/14/2019
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/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 AGENCY 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 NONPERFORMANCE OF THIS CONTRACT 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. AGENCY 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 OF OR IN CONNECTION WITH ALL ACTS OR OMISSIONS OF
AGENCY, ITS OFFICERS, MEMBERS, AGENTS, EMPLOYEES, CONTRACTORS,
SUBCONTRACTORS,INVITEES,LICENSEES,OR CLIENTS,OR CAUSED,IN WHOLE
OR IN PART, BY ALLEGED NEGLIGENCE OF OFFICERS, AGENTS, SERVANTS,
EMPLOYEES, CONTRACTORS OR SUBCONTRACTORS OF CITY.
IT IS THE EXPRESS INTENTION OF THE PARTIES,BOTH AGENCY AND CITY,
THAT THE INDEMNITY PROVIDED FOR THIS SECTION INCLUDES INDEMNITY BY
AGENCY TO INDEMNIFY AND PROTECT CITY FROM THE CONSEQUENCES OF
CITY'S OWN NEGLIGENCE, WHETHER THAT NEGLIGENCE IS ALLEGED TO BE
THE SOLE OR CONCURRING CAUSE OF THE INJURY,DAMAGE OR DEATH.
AGENCY AGREES TO AND SHALL RELEASE CITY, ITS AGENTS,
EMPLOYEES, OFFICERS AND LEGAL REPRESENTATIVES FROM ALL LIABILITY
FOR INJURY,DEATH,DAMAGE OR LOSS TO PERSONS OR PROPERTY SUSTAINED
IN CONNECTION WITH OR INCIDENTAL TO PERFORMANCE UNDER THIS
CONTRACT, EVEN IF THE INJURY, DEATH, DAMAGE OR LOSS IS CAUSED BY
CITY'S SOLE OR CONCURRENT NEGLIGENCE.
AGENCY SHALL REQUIRE ALL OF ITS CONTRACTORS AND
SUBCONTRACTORS TO INCLUDE IN THEIR CONTRACTS AND SUBCONTRACTS A
RELEASE AND INDEMNITY IN FAVOR OF CITY IN SUBSTANTIALLY THE SAME
FORM AS ABOVE.
HOPWA PSA CONTRACT 2019-2020 Page 27
AIDS Outreach Center, Inc. Rev. 09/14/2019
16. WAIVER OF IMMUNITY BY AGENCY.
If Agency, 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, Agency 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.
17. INSURANCE AND BONDING.
Agency will maintain coverage in the form of insurance or bond in the amount of$186,000
to insure against loss from the fraud,theft or dishonesty of any of Agency's officers,agents,trustees,
directors or employees. The proceeds of such insurance or bond shall be used to reimburse City for
any and all loss of HOPWA Funds occasioned by such misconduct. To effectuate such
reimbursement, such fidelity coverage shall include a rider stating that reimbursement for any loss
or losses shall name the City as a Loss Payee.
Agency shall furnish to City in a timely manner, but not later than the Effective Date,
certificates of insurance as proof that it has secured and paid for policies of commercial insurance
as specified herein. If City has not received such certificates by the Effective Date,Agency shall be
in default of the Contract and City may, at its option, terminate the Contract.
Such insurance shall cover all insurable risks incident to or in connection with the execution,
performance, attempted performance or nonperformance of this Contract. Agency shall maintain
the following insurance coverage and limits:
Commercial General Liability(CGL) Insurance
$ 500,000 each occurrence
$1,000,000 aggregate limit
Non-Profit Organization Liability or Directors & Officers Liability
$1,000,000 Each Occurrence
$1,000,000 Annual Aggregate Limit
Business Automobile Liability Insurance
$1,000,000 each accident on a combined single-limit basis, or
$ 250,000 Property Damage
$ 500,000 Bodily Injury per person per occurrence
$2,000,000 Aggregate
Insurance policy shall be endorsed to cover"Any Auto", defined as autos owned, hired,
and non-owned. Pending availability of the above coverage and at the discretion of
City, the policy shall be the primary responding insurance policy versus a personal
auto insurance policy if or when in the course of Agency's business as contracted
herein.
HOPWA PSA CONTRACT 2019-2020 Page 28
AIDS Outreach Center, Inc. Rev. 09/14/2019
Workers' Compensation Insurance
Part A: Statutory Limits
Part B: Employer's Liability
$100,000 each accident
$100,000 disease-each employee
$500,000 disease-policy limit
Note: Such insurance shall cover employees performing work on any and all projects
including but not limited to construction, demolition, and rehabilitation. Agency or its
contractors shall maintain coverages, if applicable. In the event the respective contractors
do not maintain coverage, Agency shall maintain the coverage on such contractor, if
applicable, for each applicable contract.
Additional Requirements
Such insurance amounts shall be revised upward at City's reasonable option and no more frequently
than once every 12 months, and Agency shall revise such amounts within 30 days following notice
to Contractor of such requirements.
Agency will submit to City documentation that it has obtained insurance coverage and has executed
bonds as required in this Contract prior to payment of any monies provided hereunder.
Where applicable, insurance policies required herein shall be endorsed to include City as an
additional insured as its interest may appear. Additional insured parties shall include employees,
officers, agents, and volunteers of City.
Any failure on part of City to request certificate(s) of insurance shall not be construed as a waiver
of such requirement or as a waiver of the insurance requirements themselves.
Insurers of Agency's insurance policies shall be licensed to do business in the state of Texas by the
Department of Insurance or be otherwise eligible and authorized to do business in the state of Texas.
Insurers shall be acceptable to City insofar as their financial strength and solvency and each such
company shall have a current minimum A.M. Best Key Rating Guide rating of A-: VII or other
equivalent insurance industry standard rating otherwise approved by City.
Deductible limits on insurance policies shall not exceed $5,000 per occurrence unless otherwise
approved by City.
In the event there are any local, federal or other regulatory insurance or bonding requirements for
the Program, and such requirements exceed those specified herein, the former shall prevail.
Agency shall require its contractors to maintain applicable insurance coverages, limits, and other
requirements as those specified herein; and Agency shall require its contractors to provide Agency
with certificate(s) of insurance documenting such coverage. Also, Agency shall require its
HOPWA PSA CONTRACT 2019-2020 Page 29
AIDS Outreach Center, Inc. Rev. 09/14/2019
contractors to have City and Agency endorsed as additional insureds (as their interest may appear)
on their respective insurance policies.
Directors and Officers Liability coverage shall be in force and may be provided on a claims-made
basis. This coverage may also be referred to as Management Liability, and shall protect the insured
against claims arising out of alleged errors in judgment, breaches of duty and wrongful acts arising
out of their organizational duties. Coverage shall protect not only the entity,but all past,present and
future directors, officers, trustees, employees, volunteers and committee members.
Notwithstanding any provision in this Contract to the contrary,when applicable,Agency shall
comply with the requirements of 2 CFR 200.310 and shall, at a minimum, provide the
equivalent insurance coverage for real property and equipment acquired or improved with
CDBG Funds as provided to property owned by Agency.
18. CERTIFICATION REGARDING LOBBYING.
The undersigned representative of Agency 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 Agency, 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 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.
If any funds other than federally 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,
member of Congress in connection with this federal contract, grant, loan or cooperative
agreement, Agency shall complete and submit Standard Form-LLL, "Disclosure Form to
Report Lobbying," in accordance with its instructions.
This certification is a material representation of fact upon which reliance was placed when
this Contract was made or entered into. Submission of this certificate is a prerequisite for
making or entering into this Contract imposed by 31 U.S.C. Section 1352. Any person who
fails to file the required certification shall be subject to a civil penalty of not less than
$10,000.00 and not more than $100,000.00 for each such failure.
Agency shall require that the language of this certification be included in all subcontracts or
agreements involving the expenditure of federal funds.
19. LITIGATION AND CLAIMS.
Agency shall give City immediate notice in writing of any action, including any proceeding
before an administrative agency, filed against Agency in conjunction with this Contract or the
Program. Agency shall furnish immediately to City copies of all pertinent papers received by
HOPWA PSA CONTRACT 2019-2020 Page 30
AIDS Outreach Center, Inc. Rev. 09/14/2019
Agency with respect to such action or claim. Agency shall provide a notice to City within 10 days
upon filing under any bankruptcy or financial insolvency provision of law.
20. NOTICE
All notices required or permitted by this Contract must be in writing and are deemed delivered
on the earlier date of the date actually received or the third day following deposit in a United States
Postal Service post office or receptacle; with proper postage, certified mail return receipt requested;
and addressed to the other Party at the address set out below or at such other address as the receiving
Party designates by proper notice to the sending Party.
C
City Attorney's Office
200 Texas Street
Fort Worth, TX 76102
Telephone: 817-3 92-7600
Copy to:
Director of Neighborhood Services Department
200 Texas Street
Fort Worth, TX 76102
Attention: Assistant Director
Telephone: 817-3 92-7540
Copy to:
Neighborhood Services Department
200 Texas Street
Fort Worth, TX 76102
Attention: Contract Administrator
Telephone: 817-3 92-8550
Agency:
AIDS Outreach Center, Inc.
Shannon Hilgart
400 N. Beach St.
Fort Worth, TX 76111
Telephone: 817-3 3 5-1994
21. AGENCY HAS LEGAL AUTHORITY TO ENTER INTO CONTRACT.
Agency represents that it possesses the legal authority, pursuant to any proper, appropriate
and official motion, resolution or action passed or taken, to enter into this Contract and to perform
the responsibilities herein required.
22. COUNTERPARTS.
HOPWA PSA CONTRACT 2019-2020 Page 31
AIDS Outreach Center, Inc. Rev. 09/14/2019
This Contract may be executed in multiple counterparts, each of which shall be considered
an original, but all of which shall constitute one instrument which may be sufficiently evidenced by
one counterpart.
23. PROGRAM INCOME
Parties agree that no program income as defined by HUD shall be earned as a result of this
contract.
[SIGNATURES APPEAR ON NEXT PAGE]
HOPWA PSA CONTRACT 2019-2020 Page 32
AIDS Outreach Center, Inc. Rev. 09/14/2019
' Off.
IN WITNESS WHEREOF, the Parties hereto have executed 1 original of this Contract in
4Worth,Tarrant County,Texas.
k-:
A'1 #ST: CITY OF FORT WORTH
°� ••••• Pz'pr�'—N6ry Kay Dec 16,20' By: Femando Costa(Dec 9,20191
�- City Secretary Fernando Costa,Assistant City Manager
M&C: -19-0016 51ga31
1295 Certification No.20194446W
Date: August 6,2019
APPROVED AS TO FORM AND LEGALITY:
I&Pala-
Jo Pate(Dec 9,2019)
3a Ann Ate,Assistant CYty Attorney
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
Nakbam Lb!�i
Barbara Asbury(Dec S.2019)
Compliance and Planning Manager
AIDS OUTREACH NTER,INC
By:
Shannon Hilgart,Exe Eve Director
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH,TX
HOPWA PSA CONTRACT 2019-2020 Page 33
AIDS Outreach Center,Inc. Rev.9-14-2019
EXHIBITS:
EXHIBIT "A"—Program Summary
EXHIBIT "A-1"—2019 HUD Income Limits
EXHIBIT "A-2" -Requirements for Completion of"Getting to Work Training Curriculum"
EXHIBIT "B"—Budget
EXHIBIT "C"—Audit Certification Form
EXHIBIT "D"—Reimbursement Forms
EXHIBIT "E"—Form of Income Self-Certification
EXHIBIT "F"—Standards for Complete Documentation
EXHIBIT "G"—Section 3 Reporting Forms (NOT APPLICABLE)
EXHIBIT "H"—Overview Report
EXHIBIT "I"—MBE Reporting Form
EXHIBIT "J"—Duties of the Parties for Use of NSD Community Centers
EXHIBIT "K"—Notice of Beneficiary Rights
EXHIBIT "L"—Notice of Occupancy Rights Under VAWA
EXHIBIT "M"—VAWA Emergency Transfer Request Form
HOPWA PSA CONTRACT 2019-2020 Page 34
AIDS Outreach Center, Inc. Rev. 09/14/2019
AIDS OUTREACH CENTER, INC. EXHIBIT "A"
Supportive Services, and STRMU PROGRAM SUMMARY
PROGRAM SUMMARY
(HOPWA)
October 1, 2019 to September 30, 2020 $186,000.00
PERIOD AMOUNT
Capitalized terms not defined herein shall have meanings assigned them in the Contract.
PROGRAM:
The Program provides HOPWA Eligible Clients with one or more of the following:
1) supportive services; and
2) short-term rental, mortgage, or utility assistance ("STRMU").
Supportive Services include housing counseling and case management,including the development
of housing plans.
STRMU includes short term assistance for up to 21 weeks. STRMU provides assistance with
utilities,rent, or mortgage payments and must not exceed a client's current monthly budget deficit
caused by an unavoidable, unplanned, documented emergency consistent with HUD guidelines
and AOC's local policy. Clients receiving other government housing assistance are not eligible.
Agency's office and Program services will be available at 400 N. Beach Street, Suite 100, Fort
Worth,TX 76111,Mondays and Thursdays 8:30 a.m.to 8:00 p.m. for case management, Tuesdays
and Wednesdays 8:30 a.m. to 6:00 p.m. and Friday, 8:30 a.m. to 4:00 p.m.
The Program will serve HOPWA Eligible Clients in Tarrant, Johnson, Parker, Wise, Hood and
Somervell counties.
HOPWA Funds will pay for direct assistance such as STRMU. HOPWA Funds will also be used
to pay costs associated with delivering supportive services to any client receiving STRMU
assistance, including salaries, FICA for employees, and Program facility rent. No more than 7%
of the HOPWA Funds will be used to pay administrative costs, including salaries, FICA and
contracted accounting services associated with the Program.
REGULATORY CLASSIFICATION:
IDIS matrix Code(s) and Service Category: 31D HOPWA Project Sponsor Administration 31C
HOPWA Project Sponsor Activity
Regulatory Citation(s): 24 CFR 574.300(b)(10)—Administrative Expenses
HOPWA PSA CONTRACT 2019-2020—EXHIBIT"A"—PROGRAM SUMMARY
AIDS Outreach Center,Inc.
24 CFR 574.300(b)(7)— Supportive Services
24 CFR 574.300(b)(6)— STRMU
Agency will maintain documentation which verifies that 100% of clients served by the Program
are eligible under HOPWA Regulations.
PROGRAM GOALS:
Minimum Contract Performance Outcome: The Program must provide services to a minimum
of 74 Unduplicated Clients. The Program must provide STRMU services to a minimum of 74
Unduplicated Clients. Unduplicated Clients must be residents of Tarrant, Johnson, Parker, Wise,
Hood or Somervell counties as shown by the monthly reports on Attachment III.
HOPWA PSA CONTRACT 2019-2020—EXHIBIT"A"—PROGRAM SUMMARY
AIDS Outreach Center,Inc.
EXHIBIT "A-1"
2019 HUD INCOME LIMITS
2019 Median Family Income -Fort Worth/Arlington, TX*
1 Person 2 Persons 3 Persons 4 Persons 5 Persons 6 Persons 7 Persons 8 Persons
30%AMI $16,000 $18,250 $20,550 $22,800 $24,650 $26,450 $28,300 $30,100
50%AMI $26,600 $30,400 $34,200 $38,000 $41,050 $44,100 $47,150 $50,200
80%AMI 1 $42,600 1 $48,650 1 $54,750 1 $60,800 1 $65,700 1 $70,550 1 $75,400 1 $80,300
HOPWA PSA CONTRACT 2019-2020--EXHIBIT"A-1"—2019 HUD INCOME LIMITS Page 1
AIDS Outreach Center,Inc.
EXHIBIT "A-2"
REQUIREMENTS FOR COMPLETION OF "GETTING TO WORK TRAINING
CURRICULUM"
HOPWA PSA CONTRACT 2019-2020 Page 1
EXHIBIT"A-2"REQUIREMENTS FOR COMPLETION OF"GETTING TO WORK TRAINING CURRICULUM"
AIDS Outreach Center,Inc.
Getting to Work:
A Training Curriculum for HIV/AIDS Service Providers and Housing Providers
At least 1 Agency employee must complete this required training curriculum by the deadline of April
15, 2020. Proof of completion must be submitted with the April reimbursement request.
The Getting to Work Training Curriculum is divided into 3 online modules:
Module 1: Understanding the Value of Work
Module 2: Adopting an Employment and Training Mindset—Organizationally and Individually
Module 3: Incorporating Employment into the HIV/AIDS Service Menu
To view the modules:
1. Click the module title.
2. You will be prompted to either create or log into your HUD Exchange Learn account.
3. Follow this guidance when creating a HUD Exchange account:
Step 1 of 2 screen: Fill out the required Personal Information, and Login Information sections.
For the Organization Information, if you are not affiliated with a HUD program, choose None
of the Above and I am an Individual.
Step 2 of 2 screen: All HUD Program Experience fields on the Learner Profile page are
optional. Click Update to complete the account creation process.
4. After creating an account or logging in, you will enter the HUD Exchange Learn system.
5. Click the Enroll button on the HUD Exchange Learn course description to access the course.
6. The module name will appear under Activities. Click the Module Name to access the course.
7. The module will launch in a new window, so please make sure your pop-up blockers are
turned off.
To receive credit for completing each module:
1. Take the completion quiz under Activities on the HUD Exchange Learn course description.
Each module has a quiz.
2. Score 80% or better on the quiz. You may take the quiz multiple times.
3. After you pass the quiz, you will be able to print a completion certificate on the HUD
Exchange Learn course description.
You can access information about the modules by visiting the HUD Exchange website
at www.hudexchange.com or by using the following link: hllps://www.hudexchange.info/training-
events/dol-hud-getting-to-work-curriculum-for-hiv-aids-providers. You may also contact your
assigned contract administrator to get additional information.
HOPWA PSA CONTRACT 2019-2020 Page 1
EXHIBIT"A-2"REQUIREMENTS FOR COMPLETION OF"GETTING TO WORK TRAINING CURRICULUM"
AIDS Outreach Center,Inc.
EXHIBIT"B" -BUDGET
Account Grant Budget I A B C Total
ADMINISTRATIVE
PERSONNEL
Salaries 1001 $ 1,200.00 $ 2,812.00 $ 4,012.00
FICA 1002 $ 91.80 $ 215.20 $ 307.00
Life/Disability Insurance 1003
Health/DentalInsurance 1004 $ -
Unemployment-State 1005 $ -
Worker's Compensation 1006 $ -
Contract Labor-Accounting 1007 $ 4,208.20 $ 91.80 $ 4,300.00
Mileage 1008
Insurance-Commercial Umbrella
Liability 1009 $ 626.00 $ 626.00
Insurance-Directors and
Officers 1010
Insurance-Fidelity Bond or
Equivalent 1011
TOTAL ADMINISTRATIVE
EXPENSES 1 1 $ 5,500.00 $ 3,745.00 $ - $ - $ 9,245.00
%Administrative Cost 3%
SUPPORTIVE SERVICES
PROGRAM PERSONNEL
Salaries 2001 $ 51,351.50 $ 7,688.50 $ 7,688.50
FICA 2002 $ 3,928.39 $ 587.61 $ 587.61
Life/Disability Insurance 2003
Health/DentalInsurance 2004 $ -
Unemployment-State 2005 $ -
Worker's Compensation 2006
SUPPLIES AND SERVICES
Office/Medical Supplies 3001 $ 100.00 $ 7,688.50
Office Equipment Rental 3002
Postage 3003 $ 100.00 $ 100.00
Printing 3004 $ -
MISCELLANEOUS
Contract Labor-Nutritionist 4001
Food Supplies 4002
FACILITY AND UTILITIES
Telephone 5001 $ -
Electric 5002 $ -
Gas 5003 $ -
Water and Wastewater 5004 $ -
Solid Waste Disposal 5005 $ -
Rent(City needs copy of lease
before expenses can be
reimbursed) 5006 $ 5,220.11 $ 402.89 $ 5,623.00
Custodial Services 5007 $ -
Maintenance/Repairs 5008 $ -
Building Security 5009 $ -
HOPWA PSA CONTRACT 2019-2020-EXHIBIT"B"-BUDGET
AIDS Outreach Center,Inc. Page 1
LEGAL,FINANCIAL AND
INSURANCE
Professional Liability/Business
Auto 6001
TOTAL SUPPORTIVE
SERVICE EXPENSES IS 60,500.00 1 $ 8,879.00 1 $ IS 21,687.61
DIRECT ASSISTANCE-STRMU
Short-term Rent Assistance 7001 $ 90,000.00 $ 90,000.00
Short-term Mortgage Assistance 7002 $ 15,000.00 $ 15,000.00
Short-term Utilities Assistance 7003 $ 15,000.00 $ 15,000.00
Total Direct Assistance-STRMU $ 120,000.00 $ 120,000.00
DIRECT ASSISTANCE-TBRA
Tenant Based Rental Assistance
(TBRA) 8001 $ -
Total Direct Assistance-TBRA Is _ $ _
FACILITY BASED OPERATIONS
PERSONNEL
Salaries 9001
FICA 9002
Life/Disability Insurance 9003
Health/DentalInsurance 9004
Unemployment-State 9005
Worker's Compensation 9006
Insurance-Commercial Property
and Professional Liability 9007
TOTAL FACILITY BASED
OPERATION EXPENSES
BUDGET TOTAL $ 186,000.00 $ 12,624.00 $ - $ 198,624.00
FUNDING A: RYAN WHITE
FUNDING B:
HOPWA PSA CONTRACT 2019-2020-EXHIBIT"B"-BUDGET
AIDS Outreach Center,Inc. Page 2
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 May 31, 2020.
SALARY DETAIL-ADMINISTRATIVE
Est. Percent to Amount to
Position Title Annual Salary Grant Grant
Staff Accountant $ 31,200.00 3.8% $ 1,200.00
TOTAL $ 31,200.00 3.8% $ 1,200.00
FRINGE DETAIL-ADMINISTRATIVE
Percent of Est. Percent to Amount to
Payroll Amount Grant Grant
FICA 7.65% $ 2,386.80 3.8% $ 91.80
Life/Disability Insurance
Health/Dental Insurance
Unemployment-State
Worker's Compensation $ -
TOTAL 1 $ 2,386.80 1 3.8% $ 91.80
MISCELLANEOUS -ADMINISTRATIVE
Est. Percent to Amount to
Total Budget Grant Grant
Contract Labor-Accounting $ 4,300.00 97.9% $ 4,208.20
Mileage
Insurance-Commercial Umbrella Liability $ 626.00 $ -
Insurance-Directors and Officers
Insurance-Fidelity Bond or Equivalent
TOTAL $ 4,926.00 85.40/. $ 4,208.20
SALARY DETAIL- SUPPORTIVE SERVICES
Est. Percent to Amount to
Position Title Annual Salary Grant Grant
Financial Services Manager $ 48,000.00 75.6% $ 36,278.00
Director of Client Services $ 75,000.00 5.9% $ 4,410.00
Associate Executive Director $ 82,500.00 3.0% $ 2,475.00
Care Coordinator Manager $ 49,920.00 6.3% $ 3,150.00
Case Manager $ 34,650.00 6.7% $ 2,311.00
Case Manager $ 40,118.0101 5.0% $ 2,728.00
TOTAL $ 330,188.00 1 15.6% $ 51,352.00
HOPWA PSA CONTRACT 2019-2020-EXHIBIT"B" -BUDGET
AIDS Outreach Center,Inc. Page 3
FRINGE DETAIL- SUPPORTIVE SERVICES
Percent of Est. Percent to Amount to
Payroll Amount Grant Grant
FICA 7.65% $ 25,259.38 15.6% $ 3,928.39
Life/Disability Insurance
Health/Dental Insurance
Unemployment-State
Worker's Compensation
TOTAL 1 $ 25,259.38 1 15.6%1 $ 3,928.39
SUPPLIES AND SERVICES - SUPPORTIVE SERVICES
Est. Percent to Amount to
Total Budget Grant Grant
Office/Medical Supplies
Office Equipment Rental
Postage
Printing
TOTAL $ -
MISCELLANEOUS - SUPPORTIVE SERVICES
Est. Percent to Amount to
Total Budget Grant Grant
Contract Labor-Nutritionist
Food Supplies
TOTAL
FACILITY AND UTILITIES - SUPPORTIVE SERVICES
Est. Percent to Amount to
Total Budget Grant Grant
Utilities (Electric, Gas, water, etc) $ 51,800.00
Electric
Gas
Water and Wastewater
Solid Waste Disposal
Rent(City needs copy of lease before
expenses can be reimbursed) $ 5,623.00 92.8% $ 5,220.11
Custodial Services $ 917.00
Maintenance/Repairs $ 62.00
Building Security $ 71.00
TOTAL $ 58,473.00 8.9% $ 5,220.11
HOPWA PSA CONTRACT 2019-2020-EXHIBIT"B" -BUDGET
AIDS Outreach Center,Inc. Page 4
LEGAL, FINANCIAL AND INSURANCE - SUPPORTIVE SERVICES
Est. Percent to Amount to
Total Budget Grant Grant
Professional Liability/Business Auto
TOTAL
DIRECT ASSISTANCE - STRMU
Est. Percent to Amount to
Total Budget Grant Grant
Short-Term Rent Assistance $ 90,000.00 100.0% $ 90,000.00
Short Term Mortgage Assistance $ 15,000.00 100.0% $ 15,000.00
Short Term Utilities Assistance $ 15,000.00 100.0% $ 15,000.00
TOTAL 1 $ 120,000.00 100.0%1 $ 120,000.00
DIRECT ASSISTANCE - TBRA
Est. Percent to Amount to
Total Budget Grant Grant
Tenant Based Rental Assistance
TOTAL $ - $ -
SALARY DETAIL- FACILITY BASED OPERATIONS
Est. Percent to Amount to
Position Title Annual Salary Grant Grant
Property Manager
Property Support-Admin Assistant
Driver/Maintenance Manager
Driver/Maintenance Technician
TOTAL
FRINGE DETAIL- FACILITY BASED OPERATIONS
Percent of Est. Percent to Amount to
Payroll Amount Grant Grant
FICA
Life/Disability Insurance
Health/Dental Insurance
Unemployment-State
Worker's Compensation
Retirement
TOTAL
HOPWA PSA CONTRACT 2019-2020-EXHIBIT"B" -BUDGET
AIDS Outreach Center,Inc. Page 5
MISCELLANEOUS - FACILITY BASED OPERATIONS
Est. Percent to Amount to
Total Budget Grant Grant
Insurance-Commercial Property and
Professional Liability
TOTAL
HOPWA PSA CONTRACT 2019-2020-EXHIBIT"B" -BUDGET
AIDS Outreach Center,Inc. Page 6
EXHIBIT "C"
AUDIT CERTIFICATION FORM
HOPWA PSA CONTRACT 2019-2020—EXHIBIT"C"—AUDIT CERTIFICATION FORM 1
AIDS Outreach Center,Inc.
AUDIT CERTIFICATION FORM AND AUDIT REQUIREMENTS
Agency: AIDS Outreach Center, Inc.
Fiscal Year Ending: September 30,2020
X During the fiscal year in which funds will be received,we will exceed the federal expenditure
threshold of$750,000. We will have our Single Audit or Program Specific Audit completed
and will submit the audit report described in 2 CFR Part 200 within 7 months after the end
of the audited fiscal year or 30 days within its completion, whichever is the earlier date.
❑ During the fiscal year in which funds will be received,we will not exceed the$750,000 federal
expenditure threshold required for a Single Audit or a Program Specific Audit to be performed
this fiscal year. (Fill out schedule below)
Federal Expenditure Disclosure
MUST be filled out if Sin le Audit or Program Audit is NOT re uired.
Pass Through Program Name& Contract
Federal Grantor Grantor CFDA Nii ber Number Expenditures
Total Federal Ex penditures for this Fiscal Year;
T August 21, 2019
Signatory nd itle Date
Failure to submit this or a similar statement or failure to submit a completed single audit package
as described in the federally required audit requirements described in 2 CFR Part 200, as
applicable,by the required due date may result in suspension of funding and may affect eligibility
for future funding. Notwithstanding the above, this certification acknowledges the agency's
commitment to meet all other financial reporting, financial statements, and other audit
requirements as may be set forth in the Contract.
HOP WA PSA CONTRACT 2019-2020—EXHIBIT"C"—AUDIT CERTIFICATION FORM 2
AIDS Outreach Center,Inc.
EXHIBIT "D"
REPORTING FORMS
HOPWA PSA CONTRACT 2019-2020—EXHIBIT"D"—REPORTING FORMS Page 1
AIDS Outreach Center,Inc.
ATTACHMENT
Invoice
Attachment I
INVOICE
Agency:
Address:
City, State, Zip:
Program:
Period of Service: i
Tax IDNo.
P.O. No.
FID No.
Pr•o�t��i1�
Amount
This Invoice Cumulative to Date
HOPWA PSA CONTRACT 2019-2020—EXHIBIT"D"—REPORTING FORMS Page 2
AIDS Outreach Center,Inc.
ATTACHMENT II
Expenditure Worksheet
City of Fort Worth
Neighborhood Services Department
Expenditure Worksheet
Agency:
Program
Only highlighted codes can be reimbursed
Please g oup like account codes.
Account
line Code(See EKpeme Use Bern
No. Check No. Date Payee Description/Job Title' Kev to t) Amount Account
1 ADMINISTRATIVE
2 Salaries 1001
3 FICA 1002
4 Life/Disability Insurance 1003
5 Heakh/Dentalinsurance 1004
6 Une to went-State 1005
7 Worker's Compensation 1006
8 Contact Lobar 1007
9 Other 0 1008
10 Insurance-Comnemial Liab. 1009
11 Insurance-Directors&Officers 1010
12 Insurance-Fidelity Bond or Eq. 1011
13 SUPPORTIVE SERVICES
14 PROGRAMPERSONNEL
15 Salaries 2001
16 FICA 2002
17 Life/Disability Insurance 2003
18 Heakh/Dental insurance 2004
19 Unemployment-State 2005
20 Worker's Compensation 2006
21 SUPPLIES AND SERVICES
22 Office/Medical Supplies 3001
23 Office Equipment Rental 3002
24 Postage 3003
25 Printing 3004
26 MISCELLANEOUS
27 Contract labor 4001
28 Food Supplies 4002
29 FACII TYVAND Ur1I.iM
30 Telephone 5001
31 Electric 5002
32 Gas 5003
33 Water and Wastewater 5004
34 Solid Waste Disposal 5005
35 Rent 5006
36 Custodial Services 5097
37 Maintenance ales 5008
38 Building Security 5009
39 LEGAL,FINANCIAL AND INSURANCE
40 Professional Liab./Buss.Auto 6001
41 DIRECT ASSISTANCESTRMU
42 Short-term Rent Assistance 7001
43 Short-tem Mortgage Assistance 7002
44 Short-te nUtilities Assistance 7003
45 DMECr ASSISTANCE-TBRA
46 Tenant Based Rental Assistance 8001
47 FACII.ITVBASID OPIItATR)NS
48 Salaries 9001
49 FICA 9002
5o Life/Disabi'li Insurance 9003
51 Heakh/Dental insurance 9004
52 Une to went-State 9005
53 Worker's Co ersation 9006
54 Ins.-Comm.Prop.and Prof liab. 9007
55
56
57
58
59
60
Total
"For Salaries,state employee's title under Description/Job Title.Rent must identify tenant
HOPWA PSA CONTRACT 2019-2020—EXHIBIT"D"—REPORTING FORMS Page 3
AIDS Outreach Center,Inc.
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ATTACHMENT III
Client Data Report-Short-Term Rental, Mortgage and Utility Assistance (STRMU)
1 4-
HOPWA PSA CONTRACT 2019-2020—EXHIBIT"D"—REPORTING FORMS Page 5
AIDS Outreach Center,Inc.
EXHIBIT "E"
INCOME CERTIFICATION FORMS
HOPWA PSA CONTRACT 2019-2020--EXHIBIT"E"--INCOME CERTIFICATION FORM
AIDS Outreach Center,Inc. Page I
City of Fort Worth
CERTIFICATION OF INCOME STATEMENT
Applicant Name:
Current Address: Phone#:
City and Zip:
Household Members and Income
i eluding applicant
Last Name First Name Age Monthly Source of Income
Income $$
TOTAL NUMBER OF FAMILY MEMBERS (Include Yourself, Spouse,Children,etc.)
Total Gross Annual Household Income:
PERSONAL INFORMATION:(Check one in each item. This Information is Required for Federal Reporting Purposes)
a. ❑MALE b. ❑WHITE ❑BLACK/AFRICAN AMERICAN ❑BLACK/AFRICAN AMERICAN&WHITE
❑FEMALE ❑AMERICAN INDIAN/ALASKAN NATIVE ❑ASIAN
❑AMERICAN INDIAN/ALASKAN NATIVE&WHITE ❑ASIAN&WHITE
❑NATIVE HAWAIIAN/OTHER PACIFIC ISLANDER ❑BALANCE/OTHER
❑AMERICAN INDIAN/ALASKAN NATIVE&BLACK/AFRICAN AMERICAN
c. ETHNICITY d. DISABLED e. IS HEAD OF HOUSEHOLD FEMALE?
❑HISPANIC ❑YES ❑YES
❑NON-HISPANIC ❑NO ❑NO
Certification: I certify that the information I am providing is true and could be subject to verification at any
time by a third party. I also acknowledge that the provision of false information could leave me subject to the
penalties of Federal, State and local law.
Signature of Applicant Date
WARNING: TITLE 18,SECTION 1001 OF THE U.S.CODE STATES THAT A PERSON IS GUILTY OF A FELONY
FOR KNOWINGLY AND WILLINGLY MAKING FALSE OR FRAUDULENT STATEMENTS TO ANY DEPARTMENT OF
THE UNITED STATES GOVERNMENT.
_______For use by Agency staff only------------
Household Size: Gross Annual Income:
Applicable Income Limit: Is Applicant Eligible?
Check if Applicant refused to provide demographic information: d
Staff Assessment of Demographics:
Person Making Determination: Date:
NOTE: Address, income amounts and sources for ALL household members are required.
Page 2
CERTIFICACON DE DECLARACON DE INGRESOS
Nombre del Solicitante:
Direccion de Actualidad: Telefono:
Ciudad y Codigo Postal:
Miembros Del Hogar e Ingresos
(Incluyendo el/la Solicitante)
Apellido Nombre Had Ingreso Origen de Ingresos
Mensual
*TOTAL NfJMERO DE MIEMBROS DEL HOGAR (Inclfiyase Usted.)
Total Anual de Ingresos del hogar:
**INFORMAC16N PERSONAL:(Seleccione uno en cada articulo. Esta informaci6n es requerida por el Gobierno federal.)
a. ❑MASCULINO b. ❑BLANCO ❑NEGRO/AFRICANO AMERICANO ❑NEGRO/AFRICANO AMERICANO&BLANCO
❑FEMININO ❑INDIO AMERICANO/NATIVO DE ALASKA ❑ASIATICO
❑INDIO AMERICANO/NATIVO DE ALASKA&BLANCO ❑ASIATICO&BLANCO
❑NATIVO HAWAIANO/OTRO DE LAS ISLAS PACIFICAS ❑BALANCE/OTRO
❑INDIO AMERICANO/NATIVO DE ALASKA&NEGRO/AFRICANO AMERICANO
c. ETHNICIDAD d. INCAPACITADO e. DES LA CABEZA DEL HOGAR MUJER?
❑HISPANO ❑ SI ❑ SI
❑NO-HISPANO ❑NO ❑NO
Certificaci6n: Yo certifico que la informacion que yo estoy proporcionando es verdadera y puedo ser sujeto a
verificacion a cualquiera hora por tercera parte. Yo tambien reconozco que la provision de informacion falsa
puede dejarme sujeto a penalidades Federales, Estatales, y a ley local.
Firma del Solicitante Fecha
ADVERTENCIA: TITULO 18,SECCION 1001 DEL CODIGO DE LOS ESTADOS UNIDOS INDICA QUE UNA
PERSONA ES CULPABLE DE UN DELITO POR SABER Y VOLUNTARIAMENTE RACER DECLARACIONES FALSOS O
FRAUDULENTAS A CUALQUIER DEPARTAMENTO DE GOBIERNO DE LOS ESTADOS UNIDOS.
_______Para use de em leados de la a encia----_________
#De Miembros de Familia: Ingreso Anual:
Limite de Ingreso: LES solicitante elegible?
Compruebe si el solicitante se nego a dar su informacion personal:
Evaluacion del empleado sobre informacion personal:
Persona haciendo la determinacion: Fecha:
Note: La direccion de la casa y los ingresos (y sus origenes) para todos los miembros del hogar, es requerida.
HOPWA PSA CONTRACT 2019-2020--EXHIBIT"E"--INCOME CERTIFICATION FORM
AIDS Outreach Center,Inc. Page 3
EXHIBIT "F"
STANDARDS OF DOCUMENTATION
HOPWA PSA CONTRACT 2019-2020--EXHIBIT"F"--STANDARDS OF DOCUMENTATION Page 1
AIDS Outreach Center,Inc.
2019-2020 Documentation Standards for
HOPWA Public Service Contract Expenses
Budget Line ;-1 Notes/Other
Items 0
00
Employee Salaries and Benefits-City will only reimburse a percentage of any employee's salary and benefits who work directly with the HOPWA-funded Program.
Percentages will be cost allocated and determined prior to the execution of the HOPWA Contract. Agencies requesting the reimbursement of 100%of any Agency employee
will require prior City approval. Agencies must show calculation on how the HOPWA portion of employee salaries and benefits were calculated consistently with the HOPWA
Contract.
If an employee works on both a HOPWA eligible and non-HOPWA eligible program(s),the City will only reimburse for a reasonable
portion of the employee's salary. Prior to the execution of the HOPWA Contract,the Agency will priovide the City with a written
statement on how each employee's time will be allocated. If an employee works 100%of their time directly with the HOPWA-funded
Program,then 100%of the employee's salary maybe eligible for reimbursement. Agency must submit a written statement that 100%of
the employee's time is spent working directly with the HOPWA-funded Program. Statements must be signed by a person authorized to
sign on behalf of the Agency and will be submitted with the October invoice.
Salaries X x• Reimbursement requests must include a timesheet and work log that reflects the hours worked by the employee(s)working directly on
the HOPWA-funded Program. For employees who are paid with multiple funding sources,timesheets must reflect all funding sources.
If separate timesheets are kept for each funding source,all such timesheets must be submitted to City. Timesheets must be signed by
employee and supervisor. Agency must show a calculation and documentation of how the employee's salary was calculated and
invoiced to City.
'If employees are paid by direct deposit rather than check,then the agency must submit both the direct deposit payment company's
report(such as an ADT report)and a bank statement or check showing payment to the direct deposit company.
FICAIMedicare X X X
Life Insurance x x x
Health x x x If the City pays gross salary,this is already included.If the City pays the employer portion,the Agency must provide proof that the
Insurance employee is enrolled in the benefit plan,must show a calculation and documentation of how the invoiced amount was calculated,and
Disability x x x must provide documentation showing payment.Invoice and proof of payment are only required with the first reimbursement request and
Insurance at anytime there are changes to amounts,enrollments,disenrollments,etc.
Unemployment x x x
Insurance
If the City pays gross salary,this is already included.If the City pays the employer portion,the Agency must provide proof that the
Retirement x x x employee is enrolled in the benefit plan,must show a calculation and documentation of how the invoiced amount was calculated,and
must provide documentation showing payment.Invoice and proof of payment are only required with the first reimbursement request and
at anytime there are changes to amounts,enrollments,disenrollments,etc.
Materials,Equipment,Goods and Supplies-City will only reimburse for the cost allocated percent or amount spent in support of the HOPWA-funded Program. Agencies
requesting reimbursement for these items will require prior City approval. Agencies must show calculation on how the HOPWA portion of these expenses were calculated
consistently with the HOPWA Contract.
Office Supplies X X X
Office
Equipment X X X X X
Rental
Postage X X X
Printing X X X
Construction&
Building X X X X This category is only available for the REACH Program and Habitat for Humanity.
Materials
Sport and
Recreation X X X
Equipment
Cleaning X X X
Su lies
Teaching Aids X X X
Craft Supplies X X X
Food Supplies X X X This category is only available to the Program provided by Meals on Wheels.
Rent, Utilities and Maintenance-City will only pay for a portion of these expenses. The portion of these expenses will be determined by the square footage attributable to
the HOPWA-funded Program and shall be cost-allocated in accordance with the amount of space used for the HOPWA-funded Program. These expenses may only be in
support of the HOPWA-funded Program. The items listed below require prior City approval and the Agency is required to identify any funding source that pays for the
portion of the expenses that is not paid with HOPWA funds. Agencies must show calculation on how the HOPWA portion of these expenses were calculated consistently
with the HOPWA Contract.
Telephone X X
Gas X X
Water/Wastew X X
ater
Electric X X
Solid Waste X X
HOPWA PSA CONTRACT 2019-2020 Ediibft 7'--STANDARDS FOR COMPLETE DOCUMENTATION 1
Facility This item requires approval by the City prior to the execution of the HOPWA Contract. Repairs may be categorized as major/minor
Maintenance X X X X rehabilitation projects and must be approved through the full HUD Environmetal Review.
and Repairs
Rent X X X City will pay for a portion of the rent for the Program facility so long as its in proportion to the square footage attributable to the HOPWA-
funded program.
Miscellaneous
This item requires prior approval by the City. Prior to the execution of the HOPWA Contract,the Agency must submit a written
statement that lists the contract labor services to be used during the Contract term. Agency will submit a memo related to the
Contract Labor X X X X X procurement of such services and will forward any information pertaining to the procurement process to City. This requirement applies
to,but is not limited to,services retained for security services,legal,accounting,transportation providers,educational facilitators,
custodial services,etc. Agencies may not use the contract services of any City of Fort Worth Department.
City-required X X City will only pay for a percentage of the City-required insurance so long as it's in proportion to the square footage attributable to the
Insurance HOPWA-funded program.
City requires that the agency submit its fee schedule or formula on how the Agency calculates the childcare scholarship amount. The
fee schedule/formula should demonstrate a breakout of income levels,and for each income level the schedule should demonstrate
Childcare X X which portion of the expense is to be paid by the family and which portion of the expense is to be reimbursed by the City. A fee
Scholarships schedule/formula must be submitted to the City prior to the first payment. Agency must submit documentation supporting that the client
is income eligible and that the household is being charged in conformance with the fee schedule. If the fee schedule/formula changes at
any time during the contract term,the Agency must immediately notify City on the date the new fee schedule/formula takes into effect.
"$0"Income Agecies that are required to verify and provide proof of household income to determine eligibility,must require that anyone who is over
Certifications the age of 18,living in the housohold,submit a$0 Income Certification.
If an audit is required because federal funds exceed$750,000,then the cost should be split evenly by all grant funding sources. Agency
Audit Services X X X X must show calculation on how the HOPWA portion of the accounting services were calculated. For example,if the HOPWA grant is
10%of your Agencys budget,then invoice shall not exceed 10%of the overall cost. Agency must show a calculation and
documentation of how the invoiced amount was calculated,and must provide documentation showing payment.
*Proof of payment effective October 1,2013: Payments or Expenses must be documented in the following manner:
A)Image of the check AND bank statement showing the check cleared the bank;OR,
B)Image of the cancelled check(ex.At end of bank statement);OR,
C)Payroll Check Stub,"Advice",or Statement AND Bank Statement indicating payroll;OR,
D)For wire or e-transfers:Reciept or statement from payee/vendor OR bank statement.
Final as of 0911WO18 SF
HOPWA PSA CONTRACT 2019-2020 Ediibd"F"--STANDARDS FOR COMPLETE DOCUMENTATION 1
EXHIBIT "G"
SECTION 3 REPORTING FORMS
NOT APPLICABLE
HOPWA PSA CONTRACT 2019-2020--EXHIBIT"G"--SECTION 3 REPORTING FORMS Page 1
AIDS Outreach Center,Inc.
EXHIBIT "H"
OVERVIEW REPORT
HOPWA PSA CONTRACT 2019-2020--EXHIBIT"H"—OVERVIEW REPORT Page 1
AIDS Outreach Center,Inc.
pPta�sruroFy
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4
Re��OEVE��
Housing Opportunities for Persons with AIDS
(HOPWA) Program
Consolidated Annual Performance and
Evaluation Report (CAPER)
Measuring Performance Outcomes
Revised 1/22/15
OMB Number 2506-0133(Expiration Date: 12/31/2017)
The CAPER report for HOPWA formula grantees provides annual information on program accomplishments
that supports program evaluation and the ability to measure program beneficiary outcomes as related to:
maintain housing stability;prevent homelessness;and improve access to care and support. This information is
also covered under the Consolidated Plan Management Process(CPMP)report and includes Narrative
Responses and Performance Charts required under the Consolidated Planning regulations. The public reporting
burden for the collection of information is estimated to average 42 hours per manual response,or less if an
automated data collection and retrieval system is in use,along with 60 hours for record keeping,including the
time for reviewing instructions,searching existing data sources,gathering and maintaining the data needed,and
completing and reviewing the collection of information.Grantees are required to report on the activities
undertaken only,thus there may be components of these reporting requirements that may not be applicable. This
agency may not conduct or sponsor,and a person is not required to respond to a collection of information unless
that collection displays a valid OMB control number.
Previous editions are obsolete form HUD-40110-D(Expiration Date:10/31/2017
Overview. The Consolidated Annual Performance and Evaluation Report Assistance,Housing Relocation&Stabilization Services,Employment,
(CAPER)provides annual performance reporting on client outputs and Education,General Health Status,,Pregnancy Status,Reasons for Leaving,
outcomes that enables an assessment of grantee performance in achieving the Veteran's Information,and Children's Education. Other HOPWA projects
housing stability outcome measure. The CAPER,in conjunction with the sponsors may also benefit from collecting these data elements.
Integrated Disbursement Information System(IDIS),fulfills statutory and
regulatory program reporting requirements and provides the grantee and Final Assembly of Report. After the entire report is assembled,please
HUD with the necessary information to assess the overall program number each page sequentially.
performance and accomplishments against planned goals and objectives.
HOPWA formula grantees are required to submit a CAPER,and complete Filing Requirements. Within 90 days of the completion of each program
annual performance information for all activities undertaken during each year,grantees must submit their completed CAPER to the CPD Director in
program year in the IDIS,demonstrating coordination with other the grantee's State or Local HUD Field Office,and to the HOPWA Program
Consolidated Plan resources. HUD uses the CAPER and IDIS data to obtain Office:at HOPWA@hud.gov. Electronic submission to HOPWA Program
essential information on grant activities,project sponsors,Subrecipient office is preferred;however,if electronic submission is not possible,hard
organizations,housing sites,units and households,and beneficiaries(which copies can be mailed to:Office of HIV/AIDS Housing,Room 7212,U.S.
includes racial and ethnic data on program participants). The Consolidated Department of Housing and Urban Development,451 Seventh Street,SW,
Plan Management Process tool(CPMP)provides an optional tool to integrate Washington,D.C.
the reporting of HOPWA specific activities with other planning and reporting
on Consolidated Plan activities. Record Keeping. Names and other individual information must be kept
confidential,as required by 24 CFR 574.440.However,HUD reserves the
Table of Contents right to review the information used to complete this report for grants
management oversight purposes,except for recording any names and other
PART 1:Grantee Executive Summary identifying information. In the case that HUD must review client level
1.Grantee Information data,no client names or identifying information will be retained or
2.Project Sponsor Information recorded. Information is reported in aggregate to HUD without
3.Administrative Subrecipient Information personal identification.Do not submit client or personal information in
4.Program Subrecipient Information data systems to HUD.
5.Grantee Narrative and Performance Assessment
a.Grantee and Community Overview
b.Annual Performance under the Action Plan Definitions
c.Barriers or Trends Overview Adjustment for Duplication: Enables the calculation of unduplicated
d.Assessment of Unmet Housing Needs output totals by accounting for the total number of households or units that
PART 2•Sources of Leveraging and Program Income received more than one type of HOPWA assistance in a given service
1. Sources of Leveraging category such as HOPWA Subsidy Assistance or Supportive Services.For
2.Program Income and Resident Rent Payments example,if a client household received both TBRA and STRMU during the
PART 3:Accomplishment Data:Planned Goals and Actual Outputs operating year,report that household in the category of HOPWA Housing
PART 4•Summary of Performance Outcomes Subsidy Assistance in Part 3,Chart 1,Column[lb]in the following manner:
1.Housing Stability: Permanent Housing and Related Facilities
2.Prevention of Homelessness: Short-Term Housing Payments [1] Outputs'.
3.Access to Care and Support: Housing Subsidy Assistance with HOPWA Housing Subsidy Number of
Supportive Services Assistance
PART 5:Worksheet-Determining Housing Stability Outcomes Households
PART 6:Annual Certification of Continued Use for HOPWA Facility-
Based Stewardship Units(Only) 1. Tenant-Based Rental Assistance 1
PART 7:Summary Overview of Grant Activities Permanent Housing Facilities:
A.Information on Individuals,Beneficiaries and Households Receiving 2a. Received Operating
HOPWA Housing Subsidy Assistance(TBRA,STRMU,PHP,Facility Subsidies/Leased units
Based Units,Master Leased Units ONLY) Transitional/Short-term
B.Facility-Based Housing Assistance Facilities:
2b. Received Operating Subsidies
Continued Use Periods. Grantees that received HOPWA funding for new
construction,acquisition,or substantial rehabilitations are required to operate Permanent Housing Facilities:
their facilities for HOPWA-eligible beneficiaries for a ten(10)years period. Capital Development Projects
If no further HOPWA funds are used to support the facility,in place of 3 a. placed in service during the
completing Section 7B of the CAPER,the grantee must submit an Annual operating year
Certification of Continued Project Operation throughout the required use
periods. This certification is included in Part 6 in CAPER.The required use Transitional/Short-term
period is three(3)years if the rehabilitation is non-substantial. Facilities:
Capital Development Projects
In connection with the development of the Department's standards for 3b' placed in service during the
Homeless Management Information Systems(HMIS),universal data operating year
elements are being collected for clients of HOPWA-funded homeless
assistance projects. These project sponsor/subrecipient records would Short-term Rent,Mortgage,and
include:Name,Social Security Number,Date of Birth,Ethnicity and Race, 4' Utility Assistance 1
Gender,Veteran Status,Disabling Conditions,Residence Prior to Program Adjustment for duplication
Entry,Zip Code of Last Permanent Address,Housing Status,Program Entry 5' subtract 1
Date,Program Exit Date,Personal Identification Number,and Household TOTAL Housing Subsidy
Identification Number. These are intended to match the elements under 6. Assistance(Sum of Rows 14 1
HMIS.The HOPWA program-level data elements include:Income and minus Row 5
Sources,Non-Cash Benefits,HIV/AIDS Status,Services Provided,and
Housing Status or Destination at the end of the operating year. Other
suggested but optional elements are:Physical Disability,Developmental
Disability,Chronic Health Condition,Mental Health,Substance Abuse,
Domestic Violence,Date of Contact,Date of Engagement,Financial
Previous editions are obsolete Page i form HUD-40110-D(Expiration Date:10/31/2017)
Administrative Costs: Costs for general management,oversight, "grassroots."
coordination,evaluation,and reporting. By statute,grantee administrative
costs are limited to 3%of total grant award,to be expended over the life of HOPWA Eligible Individual: The one(1)low-income person with
the grant. Project sponsor administrative costs are limited to 7%of the HIV/AIDS who qualifies a household for HOPWA assistance.This person
portion of the grant amount they receive. may be considered"Head of Household."When the CAPER asks for
information on eligible individuals,report on this individual person only.
Beneficiary(ies):All members of a household who received HOPWA Where there is more than one person with HIV/AIDS in the household,the
assistance during the operating year including the one individual who additional PWH/A(s),would be considered a beneficiary(s).
qualified the household for HOPWA assistance as well as any other
members of the household(with or without HIV)who benefitted from the HOPWA Housing Information Services: Services dedicated to helping
assistance. persons living with HIV/AIDS and their families to identify,locate,and
acquire housing.This may also include fair housing counseling for eligible
Central Contractor Registration(CCR): The primary registrant persons who may encounter discrimination based on race,color,religion,
database for the U.S.Federal Government.CCR collects,validates,stores, sex,age,national origin,familial status,or handicap/disability.
and disseminates data in support of agency acquisition missions,including
Federal agency contract and assistance awards.Both current and potential HOPWA Housing Subsidy Assistance Total: The unduplicated number
federal government registrants(grantees)are required to register in CCR of households receiving housing subsidies(TBRA,STRMU,Permanent
in order to be awarded contracts by the federal government.Registrants Housing Placement services and Master Leasing)and/or residing in units
must update or renew their registration at least once per year to maintain of facilities dedicated to persons living with HIV/AIDS and their families
an active status.Although recipients of direct federal contracts and grant and supported with HOPWA funds during the operating year.
awards have been required to be registered with CCR since 2003,this
requirement is now being extended to indirect recipients of federal funds Household: A single individual or a family composed of two or more
with the passage of ARRA(American Recovery and Reinvestment Act). persons for which household incomes are used to determine eligibility and
Per ARRA and FFATA(Federal Funding Accountability and for calculation of the resident rent payment. The term is used for
Transparency Act)federal regulations,all grantees and sub-grantees or collecting data on changes in income,changes in access to services,receipt
subcontractors receiving federal grant awards or contracts must have a of housing information services,and outcomes on achieving housing
DUNS(Data Universal Numbering System)Number. stability.Live-In Aides(see definition for Live-In Aide)and non-
beneficiaries(e.g.a shared housing arrangement with a roommate)who
Chronically Homeless Person:An individual or family who:(i)is resided in the unit are not reported on in the CAPER.
homeless and lives or resides individual or family who:(i)Is homeless and
lives or resides in a place not meant for human habitation,a safe haven,or Housing Stability: The degree to which the HOPWA project assisted
in an emergency shelter;(ii)has been homeless and living or residing in a beneficiaries to remain in stable housing during the operating year. See
place not meant for human habitation,a safe haven,or in an emergency Part 5:Determining Housing Stability Outcomes for definitions of stable
shelter continuously for at least 1 year or on at least 4 separate occasions in and unstable housing situations.
the last 3 years;and(iii)has an adult head of household(or a minor head
of household if no adult is present in the household)with a diagnosable In-ldnd Leveraged Resources: These involve additional types of support
substance use disorder,serious mental illness,developmental disability(as provided to assist HOPWA beneficiaries such as volunteer services,
defined in section 102 of the Developmental Disabilities Assistance and
Bill of Rights Act of 2000(42 U.S.C.15002)),post traumatic stress materials,use of equipment and building space. The actual value of the
disorder,cognitive impairments resulting from a brain injury,or chronic support can be the contribution of professional services,based on
physical illness or disability,including the co-occurrence of 2 or more of customary rates for this specialized support,or actual costs contributed
tionally,the statutory definition includes from other leveraged resources. In determining a rate for the contribution
those conditions.Addi es as
chronically homeless person who currently lives or resides as of volunteer time and services,use the rate established in HUD notices,
institutional care facility,including a jail,substance abuse or mental health such as the rate often dollars per hour. The value of any donated material,
at
treatment facility,hospital or other similar facility,and has resided there equipment,building, at lease should ti based on the fair market value l
for fewer than 90 days if such person met the other criteria for homeless time ti donation. Related documentation can be from recent bills r sales,
prior to entering that facility.(See 42 U.S.C.11360(2))This does not advertised prices,appraisals,or other information for comparable property
include doubled-up or overcrowding situations. similarly situated.
Disabling Condition: Evidencing a diagnosable substance use disorder, Leveraged Funds: The amount of funds expended during the operating
serious mental illness,developmental disability,chronic physical illness, year from non-HOPWA federal,state,local,and private sources by
or disability,including the co-occurrence of two or more of these grantees or sponsors in dedicating assistance to this client population.
conditions. In addition,a disabling condition may limit an individual's Leveraged funds or other assistance are used directly in or in support of
ability to work or perform one or more activities of daily living.An HOPWA program delivery.
HIV/AIDS diagnosis is considered a disabling condition.
Facility-Based Housing Assistance: All eligible HOPWA Housing Live-In Aide: A person who resides with the HOPWA Eligible Individual
expenditures for or associated with supporting facilities including and who meets the following criteria: (1)is essential to the care and well-
community residences,SRO dwellings,short-term facilities,project-based being of the person;(2)is not obligated for the support of the person;and
rental units,master leased units,and other housing facilities approved by (3)would not be living in the unit except to provide the necessary
HUD supportive services. See the Cade offederal Regulations Title 24,Part
5.403 and the HOPWA Grantee Oversight Resource Guide for additional
Faith-Based Organization: Religious organizations ofthree types:(1) reference.
congregations;(2)national networks,which include national
denominations,their social service arms(for example,Catholic Charities, Master Leasing:Applies to a nonprofit or public agency that leases units
Lutheran Social Services),and networks of related organizations(such as of housing(scattered-sites or entire buildings)from a landlord,and
YMCA and YWCA);and(3)freestanding religious organizations,which subleases the units to homeless or low-income tenants.By assuming the
are incorporated separately from congregations and national networks. tenancy burden,the agency facilitates housing of clients who may not be
able to maintain a lease on their own due to poor credit,evictions,or lack
Grassroots Organization: An organization headquartered in the local of sufficient income.
community where it provides services;has a social services budget of
$300,000 or less annually,and six or fewer full-time equivalent Operating Costs: Applies to facility-based housing only,for facilities
employees. Local affiliates of national organizations are not considered that are currently open. Operating costs can include day-to-day housing
Previous editions are obsolete Page ii form HUD40110-D(Expiration Date:10/31/2017)
function and operation costs like utilities,maintenance,equipment, Subrecipient Organization: Any organization that receives funds from a
insurance,security,furnishings,supplies and salary for staff costs directly project sponsor to provide eligible housing and other support services
related to the housing project but not staff costs for delivering services. and/or administrative services as defined in 24 CFR 574.300. If a
subrecipient organization provides housing and/or other supportive
Outcome: The degree to which the HOPWA assisted household has been services directly to clients,the subrecipient organization must provide
enabled to establish or maintain a stable living environment in housing that performance data on household served and funds expended. Funding
is safe,decent,and sanitary,(per the regulations at 24 CFR 574.310(b)) flows to subrecipients as follows:
and to reduce the risks of homelessness,and improve access to HIV
treatment and other health care and support. HUD Funding Grantee Project Sponsor Subrecipient
Output: The number of units of housing or households that receive Tenant-Based Rental Assistance(TBRA): TBRA is a rental subsidy
HOPWA assistance during the operating year. program similar to the Housing Choice Voucher program that grantees can
provide to help low-income households access affordable housing. The
Permanent Housing Placement: A supportive housing service that helps TBRA voucher is not tied to a specific unit,so tenants may move to a
establish the household in the housing unit,including but not limited to different unit without losing their assistance,subject to individual program
reasonable costs for security deposits not to exceed two months of rent rules. The subsidy amount is determined in part based on household
costs. income and rental costs associated with the tenant's lease.
Program Income: Gross income directly generated from the use of Transgender: Transgender is defined as a person who identifies with,or
HOPWA funds,including repayments. See grant administration presents as,a gender that is different from his/her gender at birth.
requirements on program income for state and local governments at 24
CFR 85.25,or for non-profits at 24 CFR 84.24. Veteran: A veteran is someone who has served on active duty in the
Armed Forces of the United States. This does not include inactive military
Project-Based Rental Assistance(PBRA): A rental subsidy program reserves or the National Guard unless the person was called up to active
that is tied to specific facilities or units owned or controlled by a project duty.
sponsor or Subrecipient. Assistance is tied directly to the properties and is
not portable or transferable.
Project Sponsor Organizations: Any nonprofit organization or
governmental housing agency that receives funds under a contract with the
grantee to provide eligible housing and other support services or
administrative services as defined in 24 CFR 574.300. Project Sponsor
organizations are required to provide performance data on households
served and funds expended. Funding flows to a project sponsor as
follows:
HUD Funding Grantee Project Sponsor
Short-Term Rent,Mortgage,and Utility(STRMU)Assistance: A
time-limited,housing subsidy assistance designed to prevent homelessness
and increase housing stability. Grantees may provide assistance for up to
21 weeks in any 52 week period. The amount of assistance varies per
client depending on funds available,tenant need and program guidelines.
Stewardship Units: Units developed with HOPWA,where HOPWA
funds were used for acquisition,new construction and rehabilitation that
no longer receive operating subsidies from HOPWA. Report information
for the units is subject to the three-year use agreement if rehabilitation is
non-substantial and to the ten-year use agreement if rehabilitation is
substantial.
Previous editions are obsolete Page iii form HUD40110-D(Expiration Date:10/31/2017)
Housing Opportunities for Person with AIDS (HOPWA)
Consolidated Annual Performance and Evaluation Report (CAPER)
Measuring Performance Outputs and Outcomes
OMB Number 2506-0133(Expiration Date: 10/31/2017)
Part 1: Grantee Executive Summary
As applicable,complete the charts below to provide more detailed information about the agencies and organizations responsible
for the administration and implementation of the HOPWA program.Chart 1 requests general Grantee Information and Chart 2 is
to be completed for each organization selected or designated as a project sponsor,as defined by CFR 574.3. In Chart 3,indicate
each subrecipient organization with a contract/agreement of$25,000 or greater that assists grantees or project sponsors carrying
out their administrative or evaluation activities. In Chart 4,indicate each subrecipient organization with a contract/agreement to
provide HOPWA-funded services to client households. These elements address requirements in the Federal Funding and
Accountability and Transparency Act of 2006(Public Law 109-282).
Note:Please see the definition section for distinctions between project sponsor and subrecipient.
Note:If any information does not apply to your organization,please enter N/A.Do not leave any section blank.
1.Grantee Information
HUD Grant Number Operating Year for this report
From(mm/dd/yy) To(mm/dd/yy)
Grantee Name
Business Address
City,County,State,Zip
Employer Identification Number(EIN)or
Tax Identification Number T
DUN&Bradstreet Number(DUNs): Central Contractor Registration(CCR):
Is the grantee's CCR status currently active?
❑Yes ❑No
If yes,provide CCR Number:
Congressional District of Grantee's Business
Address
*Congressional District of Primary Service
Area(s)
*City(ies)and County(ies)of Primary Service Cities: Counties:
Area(s)
Organization's Website Address Is there a waiting list(s)for HOPWA Housing Subsidy Assistance
Services in the Grantee service Area? ❑Yes ❑No
If yes,explain in the narrative section what services maintain a waiting
list and how this list is administered.
*Service delivery area information only needed for program activities being directly carried out by the grantee.
Previous editions are obsolete Page 1 form HUD-40110-D(Expiration Date:10/31/2017)
2.Project Sponsor Information
Please complete Chart 2 for each organization designated or selected to serve as a project sponsor,as defined by CFR 574.3.
Use this section to report on organizations involved in the direct delivery of services for client households. These elements
address requirements in the Federal Financial Accountability and Transparency Act of 2006(Public Law 109-282).
Note:Please see the definitions for distinctions between project sponsor and subrecipient.
Note:If any information does not apply to your organization,please enter N/A.
Project Sponsor Agency Name Parent Company Name,if applicable
Name and Title of Contact at Project
Sponsor Agency
Email Address
Business Address
City,County,State,Zip,
Phone Number(with area code)
Employer Identification Number(EIN)or Fax Number(with area code)
Tax Identification Number(TIN)
DUN&Bradstreet Number(DUNs):
Congressional District of Project Sponsor's
Business Address
Congressional District(s)of Primary Service
Area(s)
City(ies)and County(ies)of Primary Service Cities: Counties:
Area(s)
Total HOPWA contract amount for this
Organization for the operating ear
Organization's Website Address
Is the sponsor a nonprofit organization? ❑Yes ❑No Does your organization maintain a waiting list? ❑Yes ❑No
Please check if yes and a faith-based organization. ❑ If yes,explain in the narrative section how this list is administered.
Please check if yes and a grassroots organization. ❑
Previous editions are obsolete Page 2 form HUD-40110-D(Expiration Date:10/31/2017)
3.Administrative Subrecipient Information
Use Chart 3 to provide the following information for each subrecipient with a contract/agreement of$25,000 or greater that
assists project sponsors to carry out their administrative services but no services directly to client households. Agreements
include: grants,subgrants,loans,awards,cooperative agreements,and other forms of financial assistance;and contracts,
subcontracts,purchase orders,task orders,and delivery orders. (Organizations listed may have contracts with project sponsors)
These elements address requirements in the Federal Funding and Accountability and Transparency Act of 2006(Public Law 109-
282).
Note:Please see the definitions for distinctions between project sponsor and Subrecipient.
Note:If any information does not apply to your organization,please enter N/A.
Subrecipient Name Parent Company Name,if applicable
Name and Title of Contact at Subrecipient
Email Address
Business Address
City,State,Zip,County
Phone Number(with area code) Fax Number(include area code)
Employer Identification Number(E]IN)or
Tax Identification Number
DUN&Bradstreet Number(DUNs):
North American Industry Classification
System AICS Code
Congressional District of Subrecipient's
Business Address
Congressional District of Primary Service
Area
City(ies)and County(ies)of Primary Service Cities: Counties:
Area(s)
Total HOPWA Subcontract Amount of this
Organization for the operating ear
Previous editions are obsolete Page 3 form HUD-40110-D(Expiration Date:10/31/2017)
4.Program Subrecipient Information
Complete the following information for each subrecipient organization providing HOPWA-funded services to client households.
These organizations would hold a contract/agreement with a project sponsor(s)to provide these services. For example,a
subrecipient organization may receive funds from a project sponsor to provide nutritional services for clients residing within a
HOPWA facility-based housing program.Please note that subrecipients who work directly with client households must provide
performance data for the grantee to include in Parts 2-7 of the CAPER.
Note:Please see the definition of a subrecipient for more information.
Note: Types of contracts/agreements may include:grants, sub-grants, loans, awards, cooperative agreements, and other forms
offinancial assistance;and contracts,subcontracts,purchase orders, task orders, and delivery orders.
Note:If any information is not applicable to the organization,please report N/A in the appropriate box.Do not leave boxes
blank.
Sub-recipient Name Parent Company Name,if applicable
Name and Title of Contact at Contractor/
Sub-contractor Agency
Email Address
Business Address
City,County,State,Zip
Fax Number(include area code)
Phone Number(included area code)
Employer Identification Number(EIN)or
Tax Identification Number(TIN)
DUN&Bradstreet Number(DUNs)
North American Industry Classification
System(NAILS)Code
Congressional District of the Sub-recipient's
Business Address
Congressional District(s)of Primary Service
Area
City(ies)and County(ies)of Primary Service Cities: Counties:
Area
Total HOPWA Subcontract Amount of this
Organization for the operating year
Previous editions are obsolete Page 4 form HUD-40110-D(Expiration Date:10/31/2017)
2.Describe any trends in the community that may affect the way in which the needs of persons living with HIV/AIDS
are being addressed,and provide any other information important to the future provision of services to this population.
3.Identify any evaluations,studies,or other assessments of the HOPWA program that are available to the public.
d.Unmet Housin¢Needs:An Assessment of Unmet HousinE Needs
In Chart 1,provide an assessment of the number of HOPWA-eligible households that require HOPWA housing subsidy
assistance but are not currently served by any HOPWA-funded housing subsidy assistance in this service area.
In Row 1,report the total unmet need of the geographical service area,as reported in Unmet Needs for Persons with HIV/AIDS,
Chart I of the Consolidated or Annual Plan(s),or as reported under HOPWA worksheet in the Needs Workbook of the
Consolidated Planning Management Process(CPMP)tool.
Note:Report most current data available, through Consolidated or Annual Plan(s), and account for local housing issues, or
changes in HIV/AIDS cases, by using combination of one or more of the sources in Chart 2.
If data is collected on the type of housing that is needed in Rows a.through c.,enter the number of HOPWA-eligible households
by type of housing subsidy assistance needed. For an approximate breakdown of overall unmet need by type of housing subsidy
assistance refer to the Consolidated or Annual Plan(s),CPMP tool or local distribution of funds.Do not include clients who are
already receiving HOPWA-funded housing subsidy assistance.
Refer to Chart 2,and check all sources consulted to calculate unmet need. Reference any data from neighboring states' or
municipalities' Consolidated Plan or other planning efforts that informed the assessment of Unmet Need in your service area.
Note: In order to ensure that the unmet need assessment for the region is comprehensive,HOPWA formula grantees should
include those unmet needs assessed by HOPWA competitive grantees operating within the service area.
1. Plannin Estimate of Area's Unmet Needs for HOPWA-Eli ible Households
1. Total number of households that have unmet
housing subsidy assistance need.
2. From the total reported in Row 1,identify the
number of households with unmet housing needs
by type of housing subsidy assistance:
a.Tenant-Based Rental Assistance(TBRA)
b.Short-Term Rent,Mortgage and Utility payments
(STRML))
• Assistance with rental costs
• Assistance with mortgage payments
• Assistance with utility costs.
c.Housing Facilities,such as community residences,
SRO dwellings,other housing facilities
Previous editions are obsolete Page 6 form HUD-40110-D(Expiration Date:10/31/2017)
2.Recommended Data Sources for Assessing Unmet Need(check all sources used)
x =Data as reported in the area Consolidated Plan,e.g.Table 1B,CPMP charts,and related narratives
=Data established by area HIV/AIDS housing planning and coordination efforts,e.g.Continuum of Care
=Data from client information provided in Homeless Management Information Systems(HMIS)
=Data from project sponsors or housing providers,including waiting lists for assistance or other assessments on need including those
completed by HOPWA competitive grantees operating in the region.
=Data from prisons or jails on persons being discharged with HIV/AIDS,if mandatory testing is conducted
=Data from local Ryan White Planning Councils or reported in CARE Act Data Reports,e.g.number of clients with permanent
housing
=Data collected for HIV/AIDS surveillance reporting or other health assessments,e.g.local health department or CDC surveillance data
End of PART 1
Previous editions are obsolete Page 7 form HUD-40110-D(Expiration Date:10/31/2017)
PART 2: Sources of Leveraging and Program Income
1. Sources of Leveraging
Report the source(s)of cash or in-kind leveraged federal, state,local or private resources identified in the Consolidated or
Annual Plan and used in the delivery of the HOPWA program and the amount of leveraged dollars. In Column[1],identify the
type of leveraging. Some common sources of leveraged funds have been provided as a reference point. You may add Rows as
necessary to report all sources of leveraged funds. Include Resident Rent payments paid by clients directly to private landlords.
Do NOT include rents paid directly to a HOPWA program as this will be reported in the next section.In Column[2]report the
amount of leveraged funds expended during the operating year. Use Column[3]to provide some detail about the type of
leveraged contribution(e.g.,case management services or clothing donations). In Column[4],check the appropriate box to
indicate whether the leveraged contribution was a housing subsidy assistance or another form of support.
Note: Be sure to report on the number of households supported with these leveraged funds in Part 3, Chart 1, Column d.
A. Source of Leveraging Chart
[2] Amount
of [4] Housing Subsidy
Leveraged [3] Type of Assistance or Other
[1] Source of Leveraging Funds Contribution Support
Public Funding
❑Housing Subsidy Assistance
Ran White-Housing Assistance ❑Other Support
❑Housing Subsidy Assistance
Ryan White-Other ❑Other Support
❑Housing Subsidy Assistance
Housing Choice Voucher Pro am ❑Other Support
❑Housing Subsidy Assistance
Low Income Housing Tax Credit ❑Other Support
❑Housing Subsidy Assistance
HOME ❑Other Support
❑Housing Subsidy Assistance
Shelter Plus Care ❑Other Support
❑Housing Subsidy Assistance
Emergency Solutions Grant ❑Other Support
❑Housing Subsidy Assistance
Other Public: ❑Other Support
❑Housing Subsidy Assistance
Other Public: ❑Other Support
❑Housing Subsidy Assistance
Other Public: ❑Other Support
❑Housing Subsidy Assistance
Other Public: ❑Other Support
❑Housing Subsidy Assistance
Other Public: ❑Other Support
Private Funding
❑Housing Subsidy Assistance
Grants ❑Other Support
❑Housing Subsidy Assistance
In-kind Resources ❑Other Support
❑Housing Subsidy Assistance
Other Private: ❑Other Support
❑Housing Subsidy Assistance
Other Private: ❑Other Support
Other Funding
❑Housing Subsidy Assistance
Grantee/Project S onsor/Subreci ient(Agency)Cash ❑Other Su ort
Resident Rent Payments by Client to Private Landlord
TOTAL Sum of all Rows
Previous editions are obsolete Page 8 form HUD-40110-D(Expiration Date:10/31/2017)
2. Program Income and Resident Rent Payments
In Section 2,Chart A.,report the total amount of program income and resident rent payments directly generated from the use of
HOPWA funds,including repayments.Include resident rent payments collected or paid directly to the HOPWA program. Do
NOT include payments made directly from a client household to a private landlord.
Note:Please see report directions section for definition of program income. (Additional information on program income is
available in the HOPWA Grantee Oversight Resource Guide).
A. Total Amount Program Income and Resident Rent Payment Collected During the Operating Year
Total Amount of
Program Income
Program Income and Resident Rent Payments Collected (for this operating
year)
1. Program income(e.g.repayments)
2. Resident Rent Payments made directly to HOPWA Program
3. Total Program Income and Resident Rent Payments(Sum of Rows 1 and 2)
B. Program Income and Resident Rent Payments Expended To Assist HOPWA Households
In Chart B,report on the total program income and resident rent payments(as reported above in Chart A)expended during the
operating year. Use Row 1 to report Program Income and Resident Rent Payments expended on Housing Subsidy Assistance
Programs(i.e.,TBRA, STRMU,PHP,Master Leased Units,and Facility-Based Housing). Use Row 2 to report on the Program
Income and Resident Rent Payment expended on Supportive Services and other non-direct Housing Costs.
Total Amount of Program
Income Expended
Program Income and Resident Rent Payment Expended on (for this operating year)
HOPWA programs
1. Program Income and Resident Rent Payment Expended on Housing Subsidy Assistance costs
2. Program Income and Resident Rent Payment Expended on Supportive Services and other non-
direct housing costs
3. Total Program Income Expended(Sum of Rows 1 and 2)
End of PART 2
Previous editions are obsolete Page 9 form HUD-40110-D(Expiration Date:10/31/2017)
PART 3: Accomplishment Data Planned Goal and Actual Outputs
In Chart 1,enter performance information(goals and actual outputs)for all activities undertaken during the operating year
supported with HOPWA funds. Performance is measured by the number of households and units of housing that were supported
with HOPWA or other federal, state,local,or private funds for the purposes of providing housing assistance and support to
persons living with HIV/AIDS and their families.
Note: The total households assisted with HOPWA funds and reported in PART 3 of the CAPER should be the same as reported
in the annual year-end IDIS data, and goals reported should be consistent with the Annual Plan information. Any discrepancies
or deviations should be explained in the narrative section of PART 1.
1. HOPWA Performance Planned Goal and Actual Outputs
[1]Output: Households [2]Output:Funding
HOPWA Leveraged
HOPWA Performance Assistance Households HOPWA Funds
Planned Goal a. b. c. d. e. f.
and Actual 91
o
xA xa
HOPWA Housing Subsidy Assistance 1 I Output:Households [21 Output:Fundin
1. Tenant-Based Rental Assistance
a. Permanent Housing Facilities:
—Received Operating Subsidies/Leased units(Households Served
b. Transitional/Short-term Facilities:
eceived Operating Subsidies/Leased units(Households Served)
Households Served
3a. ermanent Housing Facilities:
apital Development Projects placed in service during the operating year
Households Served
3b. ransitional/Short-term Facilities:
Capital Development Projects placed in service during the operating year
Households Served
4. Short-Term Rent,Mortgage and Utility Assistance
5. Permanent Housing Placement Services
6. Adjustments for duplication(subtract)
7. Total HOPWA Housing Subsidy Assistance
Columns a.—d. equal the sum of Rows 1-5 minus Row 6; Columns e.and f.
—equal the sum of Rows 1-5
Housing Development(Construction and Stewardship of facility based housing)
Ill ut ut: Hous ng Units [21 Ou :Funding
8. Facility-based units;
apital Development Projects not yet opened(Housing Units)
9. IStewardship Units subject to 3 or 10 year use agreements
10. Total Housing Developed
Sum of Rows 8&9
Supportive Service
[11 Output Households 121 Ou :Funding
l l a. Supportive Services provided by project sponsors/subrecipient that also delivered
HOPWA housing subsidy assistance
1 lb. Supportive Services provided by project sponsors/subrecipient that only provided
supportive services.
12. Adjustment for duplication(subtract)
13. Total Supportive Services
Columns a.—d.equal the sum of Rows 11 a.&b.minus Row 12;Columns e.and
.equal the sum of Rows 11a.&11b.
Housing Information Services [1]Output Households [2]Output:Funding
14. Housing Information Services
15. Total Housing Information Services
Previous editions are obsolete Page 10 form HUD-40110-D(Expiration Date:10/31/2017)
Grant Administration and Other Activities [1]Output Households [2]Output:Funding
16. Resource Identification to establish,coordinate and develop housing assistance resources
17. Technical Assistance
(if approved in grant agreement)
18. 3rantee Administration
(maximum 3%of total HOPWA grant)
19. roject Sponsor Administration
maximum 7%of ortion of HOPWA grant awarded
0. Total Grant Administration and Other Activities
(Sum of Rows 16—19)
[2]Outputs: HOPWA Funds
Total Expended Ex ended
Budget Actual
1. Total Expenditures for program year(Sum of Rows 7,10,13,15,and 20)
2.Listing of Supportive Services
Report on the households served and use of HOPWA funds for all supportive services. Do NOT report on supportive services
leveraged with non-HOPWA funds.
Data check.Total unduplicated households and expenditures reported in Row 17 equal totals reported in Part 3, Chart 1,Row 13.
Supportive Services [1]Output:Number of Households [2]Output:Amount of HOPWA Funds
Expended
1. Adult day care and personal assistance
2. Alcohol and drug abuse services
3. Case management
4. Child care and other child services
5. Education
6. Employment assistance and training
Health/medical/intensive care services,if approved
7. Note: Client records must conform with 24 CFR§574.310
8. Legal services
9. Life skills management(outside of case management)
10. Meals/nutritional services
11. Mental health services
12. Outreach
13. Transportation
Other Activity(if approved in grant agreement).
14. Specify:
Sub-Total Households receiving Supportive Services
15. Sum of Rows 1-14
16. Adjustment for Duplication subtract
TOTAL Unduplicated Households receiving
Supportive Services(Column[1]equals Row 15
17. minus Row 16;Column[2]equals sum of Rows 1-14)
Previous editions are obsolete Page 11 form HUD-40110-D(Expiration Date:10/31/2017)
3.Short-Term Rent,Mortgage and Utility Assistance(STRMU)Summary
In Row a.,enter the total number of households served and the amount of HOPWA funds expended on Short-Term Rent,
Mortgage and Utility(STRMU)Assistance. In Row b.,enter the total number of STRMU-assisted households that received
assistance with mortgage costs only(no utility costs)and the amount expended assisting these households. In Row c.,enter the
total number of STRMU-assisted households that received assistance with both mortgage and utility costs and the amount
expended assisting these households. In Row d.,enter the total number of STRMU-assisted households that received assistance
with rental costs only(no utility costs)and the amount expended assisting these households. In Row e.,enter the total number of
STRMU-assisted households that received assistance with both rental and utility costs and the amount expended assisting these
households. In Row£,enter the total number of STRMU-assisted households that received assistance with utility costs only(not
including rent or mortgage costs)and the amount expended assisting these households. In row g.,report the amount of STRMU
funds expended to support direct program costs such as program operation staff.
Data Check.The total households reported as served with STRMU in Row a., column[11 and the total amount of HOPWA funds reported as
expended in Row a., column[21 equals the household and expenditure total reported for STRMU in Part 3, Chart 1,Row 4, Columns b.and f.,
respectively.
Data Check.The total number of households reported in Column[11,Rows b., c.,d., e.,and f. equal the total number of STRMU households
reported in Column[11,Row a. The total amount reported as expended in Column[21,Rows b., c.,d., e.,f.,and g. equal the total amount of
STRMU expenditures reported in Column[21,Row a.
[11 Output: Number of [21 Output: Total
Housing Subsidy Assistance Categories(STRMU) Households Served HOPWA Funds Expended
on STRMU during
Operating Year
Total Short-term mortgage,rent and/or utility(STRMU)
a. assistance
Of the total STRMU reported on Row a,total who received
b. assistance with mortgage costs ONLY.
Of the total STRMU reported on Row a,total who received
C. assistance with mortgage and utility costs.
Of the total STRMU reported on Row a,total who received
d. assistance with rental costs ONLY.
Of the total STRMU reported on Row a,total who received
e. assistance with rental and utility costs.
Of the total STRMU reported on Row a,total who received
f assistance with utility costs ONLY.
Direct program delivery costs(e.g.,program operations staff
time)
9.
End of PART 3
Previous editions are obsolete Page 12 form HUD-40110-D(Expiration Date:10/31/2017)
Part 4: Summary of Performance Outcomes
In Column[1],report the total number of eligible households that received HOPWA housing subsidy assistance,by type.
In Column[2],enter the number of households that continued to access each type of housing subsidy assistance into next
operating year. In Column[3],report the housing status of all households that exited the program.
Data Check:The sum of Columns[21(Number of Households Continuing)and[31(Exited Households)equals the total reported in Column[]].
Note:Refer to the housing stability codes that appear in Part 5: Worksheet-Determining Housing Stability Outcomes.
Section 1.Housing Stability:Assessment of Client Outcomes on Maintaining Housing Stability(Permanent Housing and
Related Facilities)
A.Permanent ousing Subsidy Assistance
[11 Output:Total [21 Assessment:Number of [31 Assessment:Number of
Number of Households that Continued Households that exited this [4]HOPWA Client
Households Receiving HOPWA Housing HOPWA Program;their Housing Outcomes
Served Subsidy Assistance into the Next Status after Exiting
Operating Year
1 Emergency Shelter/Streets Unstable Arrangements
2 Temporary Housing Temporarily Stable,with
Reduced Risk of Homelessness
3 Private Housing
Tenant-Based
Rental 4 Other HOPWA
Assistance Stable/Permanent Housing(PH)
5 Other Subsidy
6 Institution
7 Jail/Prison
Unstable Arrangements
8 Disconnected/Unknown
9 Death Life Event
1 Emergency Shelter/Streets Unstable Arrangements
2 Temporary Housing Temporarily Stable,with
Reduced Risk of Homelessness
3 Private Housing
Permanent
Supportive 4 Other HOPWA
Housing Stable/Permanent Housing(PH)
g 5 Other Subsidy
Facilities/Units
6 Institution
7 Jail/Prison
8 Disconnected/Unknown Unstable Arrangements
9 Death Life Event
B.Transitional Housing Assistance
[11 Output: Total [21 Assessment:Number of [31 Assessment:Number of
Number of Households that Continued Households that exited this
Households Receiving HOPWA Housing HOPWA Program;their [41 HOPWA Client Outcomes
Served Subsidy Assistance into the Next Housing Status after Exiting
Operating Year
1 Emergency Shelter/Streets Unstable Arrangements
2 Temporary Housing Temporarily Stable with Reduced
Risk of Homelessness
Transitional/
3 Private Housing
Short-Term
Housing 4 Other HOPWA
Facilities/Units 5 Other Subsidy Stable/Permanent Housing(PH)
6 Institution
7 Jail/Prison
Unstable Arrangements
8 Disconnected/unknown
9 Death Life Event
Previous editions are obsolete Page 13 form HUD-40110-D(Expiration Date:10/31/2017)
B 1:Total number of households receiving transitional/short-term housing
assistance whose tenure exceeded 24 months
Section 2.Prevention of Homelessness: Assessment of Client Outcomes on Reduced Risks of Homelessness
(Short-Term Housing Subsidy Assistance)
Report the total number of households that received STRMU assistance in Column[1].
In Column[2],identify the outcomes of the households reported in Column[1] either at the time that they were known to have
left the STRMU program or through the project sponsor or subrecipient's best assessment for stability at the end of the operating
year.
Information in Column[3]provides a description of housing outcomes;therefore,data is not required.
At the bottom of the chart:
• In Row Ia.,report those households that received STRMU assistance during the operating year of this report,and the
prior operating year.
• In Row lb.,report those households that received STRMU assistance during the operating year of this report,and the
two prior operating years.
Data Check: The total households reported as served with STRMU in Column[11 equals the total reported in Part 3, Chart 1,
Row 4, Column b.
Data Check: The sum of Column[2]should equal the number of households reported in Column[1].
Assessment of Households that Received STRMU Assistance
[1] Output: Total [2]Assessment of Housing Status [3] HOPWA Client Outcomes
number of
households
Maintain Private Housing without subsidy
(e.g.Assistance provided/completed and client is stable,not
likely to seek additional support)
Other Private Housing without subsidy
(e.g.client switched housing units and is now stable,not likely
to seek additional support)
Stable/Permanent Housing(PH)
Other HOPWA Housing Subsidy Assistance
Other Housing Subsidy(PH)
Institution
(e.g.residential and long-term care)
Likely that additional STRMU is needed to maintain current
housing arrangements
Transitional Facilities/Short-term Temporarily Stable, with
(e.g.temporary or transitional arrangement) Reduced Risk of Homelessness
Temporary/Non-Permanent Housing arrangement
(e.g.gave up lease,and moved in with family or friends but
expects to live there less than 90 days)
Emergency Shelter/street
Jail/Prison Unstable Arrangements
Disconnected
Death Life Event
1 a.Total number of those households that received STRMU Assistance in the operating year of this report that also received
STRMU assistance in the prior operating year(e.g.households that received STRMU assistance in two consecutive operating
years).
lb.Total number of those households that received STRMU Assistance in the operating year of this report that also received
STRMU assistance in the two prior operating years(e.g.households that received STRMU assistance in three consecutive
operating years).
Previous editions are obsolete Page 14 form HUD-40110-D(Expiration Date:10/31/2017)
Section 3.HOPWA Outcomes on Access to Care and Support
Ia. Total Number of Households
Line[1]:For project sponsors/subrecipients that provided HOPWA housing subsidy assistance during the operating year
identify in the appropriate row the number of households that received HOPWA housing subsidy assistance(TBRA,
STRMU,Facility-Based,PHP and Master Leasing)and HOPWA funded case management services. Use Row c.to adjust
for duplication among the service categories and Row d.to provide an unduplicated household total.
Line[2]:For project sponsors/subrecipients that did NOT provide HOPWA housing subsidy assistance identify in the
appropriate row the number of households that received HOPWA funded case management services.
Note: These numbers will help you to determine which clients to report Access to Care and Support Outcomes for and will be
used by HUD as a basis for analyzing the percentage of households who demonstrated or maintained connections to care and
support as identified in Chart lb. below.
Total Number of Households
1. For Project Sponsors/Subrecipients that provided HOPWA Housing Subsidy Assistance: Identify the total number of households that
received the following HOPWA-funded services:
a. Housing Subsidy Assistance(duplicated)-TBRA,STRMU,PHP,Facility-Based Housing,and Master Leasing
b. Case Management
C. Adjustment for duplication(subtraction)
d. Total Households Served by Project Sponsors/Subrecipients with Housing Subsidy Assistance(Sum of Rows a.b.
minus Row c.
2. For Project Sponsors/Subrecipients did NOT provide HOPWA Housing Subsidy Assistance: Identify the total number of households that
received the following HOPWA-funded service:
a. HOPWA Case Management
b. Total Households Served by Project Sponsors/Subrecipients without Housing Subsidy Assistance
lb. Status of Households Accessing Care and Support
Column[1]:Of the households identified as receiving services from project sponsors/subrecipients that provided HOPWA
housing subsidy assistance as identified in Chart Ia.,Row 1 d.above,report the number of households that demonstrated
access or maintained connections to care and support within the program year.
Column[2]:Of the households identified as receiving services from project sponsors/subrecipients that did NOT provide
HOPWA housing subsidy assistance as reported in Chart la.,Row 2b.,report the number of households that demonstrated
improved access or maintained connections to care and support within the program year.
Note:For information on types and sources of income and medical insurance/assistance, refer to Charts below.
[11 For project [21 For project
sponsors/subrecipients that sponsors/subrecipients that
Categories of Services Accessed provided HOPWA housing subsidy did NOT provide HOPWA Outcome
assistance,identify the households housing subsidy assistance, Indicator
who demonstrated the following: identify the households who
demonstrated the following:
1.Has a housing plan for maintaining or establishing stable on- Support for
going housing Stable
Housing
2.Had contact with case manager/benefits counselor consistent
with the schedule specified in client's individual service plan Access to
(may include leveraged services such as Ryan White Medical Support
Case Management)
3.Had contact with a primary health care provider consistent Access to
with the schedule specified in client's individual service plan Health Care
4.Accessed and maintained medical insurancelassistance Access to
Health Care
5.Successfully accessed or maintained qualification for sources Sources of
of income Income
Previous editions are obsolete Page 15 form HUD-40110-D(Expiration Date:10/31/2017)
Chart lb.,Line 4: Sources of Medical Insurance and Assistance include,but are not limited to the following
(Reference only)
• MEDICAID Health Insurance Program,or • Veterans Affairs Medical Services
use local program • AIDS Drug Assistance Program(ADAP) • Ryan White-funded Medical or Dental
name • State Children's Health Insurance Program Assistance
• MEDICARE Health Insurance Program,or (SCHIP),or use local program name
use local program name
Chart lb. Row 5: Sources of Income include but are not limited to the following(Reference only)
• Earned Income • Child Support • General Assistance(GA),or use local
• Veteran's Pension • Social Security Disability Income(SSDI) program name
• Unemployment Insurance • Alimony or other Spousal Support • Private Disability Insurance
• Pension from Former Job • Veteran's Disability Payment • Temporary Assistance for Needy
• Supplemental Security Income(SSI) • Retirement Income from Social Security Families(TANF)
• Worker's Compensation • Other Income Sources
lc.Households that Obtained Employment
Column[1]:Of the households identified as receiving services from project sponsors/subrecipients that provided HOPWA
housing subsidy assistance as identified in Chart la.,Row ld.above,report on the number of households that include
persons who obtained an income-producing job during the operating year that resulted from HOPWA-funded Job training,
employment assistance,education or related case management/counseling services.
Column[2]:Of the households identified as receiving services from project sponsors/subrecipients that did NOT provide
HOPWA housing subsidy assistance as reported in Chart la.,Row 2b.,report on the number of households that include
persons who obtained an income-producing job during the operating year that resulted from HOPWA-funded Job training,
employment assistance,education or case management/counseling services.
Note: This includes jobs created by this project sponsor/subrecipients or obtained outside this agency.
Note: Do not include jobs that resulted from leveraged job training, employment assistance, education or case
management/counseling services.
[1 For project sponsors/subrecipients that [21 For project sponsors/subrecipients that did
Categories of Services Accessed provided HOPWA housing subsidy NOT provide HOPWA housing subsidy assistance,
assistance,identify the households who identify the households who demonstrated the
demonstrated the following: following:
Total number of households that
obtained an income-producing job
End of PART 4
Previous editions are obsolete Page 16 form HUD-40110-D(Expiration Date:10/31/2017)
PART 5: Worksheet-Determining Housing Stability Outcomes(optional)
1.This chart is designed to assess program results based on the information reported in Part 4 and to help Grantees determine
overall program performance. Completion of this worksheet is optional.
Permanent Stable Housing Temporary Housing Unstable Life Event
Housing Subsidy (#of households (2) Arrangements (9)
Assistance remaining in program (1+7+8)
plus 3+4+5+6
Tenant-Based
Rental Assistance
TBRA
Permanent Facility-
based Housing
Assistance/Units
Transitional/Short-
Term Facility-based
Housing
Assistance/Units
Total Permanent
HOPWA Housing
Subsidy Assistance
Reduced Risk of Stable/Permanent Temporarily Stable,with Reduced Risk of Unstable Life Events
Homelessness: Housing Homelessness Arrangements
Short-Term
Assistance
Short-Term Rent,
Mortgage,and
Utility Assistance
S
Total HOPWA
Housing Subsidy
Assistance
Background on HOPWA Housing Stability Codes
Stable Permanent Housing/Ongoing Participation
3=Private Housing in the private rental or home ownership market(without known subsidy,including permanent placement
with families or other self-sufficient arrangements)with reasonable expectation that additional support is not needed.
4=Other HOPWA-funded housing subsidy assistance(not STRMU),e.g.TBRA or Facility-Based Assistance.
5=Other subsidized house or apartment(non-HOPWA sources,e.g., Section 8,HOME,public housing).
6=Institutional setting with greater support and continued residence expected(e.g.,residential or long-term care facility).
Temporary Housing
2=Temporary housing-moved in with family/friends or other short-term arrangement,such as Ryan White subsidy,transitional
housing for homeless,or temporary placement in institution(e.g.,hospital,psychiatric hospital or other psychiatric facility,
substance abuse treatment facility or detox center).
Unstable Arrangements
1 =Emergency shelter or no housing destination such as places not meant for habitation(e.g.,a vehicle,an abandoned building,
bus/train/subway station,or anywhere outside).
7=Jail/prison.
8=Disconnected or disappeared from project support,unknown destination or no assessments of housing needs were
undertaken.
Life Event
9=Death,i.e.,remained in housing until death.This characteristic is not factored into the housing stability equation.
Tenant-based Rental Assistance: Stable Housing is the sum of the number of households that(i)remain in the housing and(ii)
those that left the assistance as reported under:3,4,5,and 6.Temporary Housing is the number of households that accessed
assistance,and left their current housing for a non-permanent housing arrangement,as reported under item:2.Unstable
Situations is the sum of numbers reported under items: 1,7,and 8.
Previous editions are obsolete Page 17 form HUD-40110-D(Expiration Date:10/31/2017)
Permanent Facility-Based Housing Assistance: Stable Housing is the sum of the number of households that(i)remain in the
housing and(ii)those that left the assistance as shown as items:3,4,5,and 6.Temporary Housing is the number of households
that accessed assistance,and left their current housing for a non-permanent housing arrangement,as reported under item 2.
Unstable Situations is the sum of numbers reported under items: 1,7,and 8.
Transitional/Short-Term Facility-Based Housing Assistance: Stable Housing is the sum of the number of households that(i)
continue in the residences(ii)those that left the assistance as shown as items: 3,4,5,and 6.Other Temporary Housing is the
number of households that accessed assistance,and left their current housing for a non-permanent housing arrangement,as
reported under item 2. Unstable Situations is the sum of numbers reported under items: 1,7,and 8.
Tenure Assessment. A baseline of households in transitional/short-term facilities for assessment purposes,indicate the number
of households whose tenure exceeded 24 months.
STRMU Assistance: Stable Housing is the sum of the number of households that accessed assistance for some portion of the
permitted 21-week period and there is reasonable expectation that additional support is not needed in order to maintain
permanent housing living situation(as this is a time-limited form of housing support)as reported under housing status:Maintain
Private Housing with subsidy;Other Private with Subsidy; Other HOPWA support;Other Housing Subsidy;and Institution.
Temporarily Stable,with Reduced Risk of Homelessness is the sum of the number of households that accessed assistance for
some portion of the permitted 21-week period or left their current housing arrangement for a transitional facility or other
temporary/non-permanent housing arrangement and there is reasonable expectation additional support will be needed to maintain
housing arrangements in the next year,as reported under housing status:Likely to maintain current housing arrangements,with
additional STRMU assistance;Transitional Facilities/Short-term;and Temporary/Non-Permanent Housing arrangements
Unstable Situation is the sum of number of households reported under housing status:Emergency Shelter;Jail/Prison;and
Disconnected.
End of PART 5
Previous editions are obsolete Page 18 form HUD-40110-D(Expiration Date:10/31/2017)
PART 6: Annual Certification of Continued Usage for HOPWA Facility-Based Stewardship Units(ONLY)
The Annual Certification of Usage for HOPWA Facility-Based Stewardship Units is to be used in place of Part 7B of the
CAPER if the facility was originally acquired,rehabilitated or constructed/developed in part with HOPWA funds but no
HOPWA funds were expended during the operating year. Scattered site units may be grouped together on one page.
Grantees that used HOPWA funding for new construction,acquisition,or substantial rehabilitation are required to
operate their facilities for HOPWA eligible individuals for at least ten(10)years. If non-substantial rehabilitation funds
were used they are required to operate for at least three(3)years. Stewardship begins once the facility is put into
operation.
Note:See definition of Stewardship Units.
1.General information
Operating Year for this report
HUD Grant Number(s) From(mm/dd/yy)To(mm/ddfyy) ❑Final Yr
❑Yr 1; ❑Yr 2; ❑Yr 3; ❑Yr 4; ❑Yr 5; ❑Yr 6;
❑Yr 7; ❑Yr 8; ❑Yr 9; ❑Yr 10;
Grantee Name Date Facility Began Operations(mm/dd/yy)
2.Number of Units and Non-HOPWA Expenditures
Facility Name: Number of Stewardship Units Amount of Non-HOPWA Funds Expended in Support of the
Developed with HOPWA Stewardship Units during the Operating Year
funds
Total Stewardship Units
(subject to 3-or 10-year useperiods)
3.Details of Project Site
Project Sites:Name of HOPWA-funded project
Site Information:Project Zip Code(s)
Site Information:Congressional District(s)
Is the address of the project site confidential? ❑ Yes,protect information;do not list
❑ Not confidential;information can be made available to the public
If the site is not confidential:
Please provide the contact information,phone,
email address/location,if business address is
different from facility address
I certify that the facility that received assistance for acquisition,rehabilitation,or new construction from the Housing Opportunities
for Persons with AIDS Program has operated as a facility to assist HOPWA-eligible persons from the date shown above. I also
certify that the grant is still serving the planned number of HOPWA-eligible households at this facility through leveraged resources
and all other requirements of the grant agreement are being satisfied.
I hereby certify that all the information stated herein,as well as any in ormation provided in the accompaniment herewith,is true and accurate.
Name&Title of Authorized Official of the organization that continues Signature&Date(mm/dd/yy)
to operate the facility:
Name&Title of Contact at Grantee Agency Contact Phone(with area code)
(person who can answer questions about the report and program)
End of PART 6
Previous editions are obsolete Page 19 form HUD-40110-D(Expiration Date:10/31/2017)
Part 7: Summary Overview of Grant Activities
A.Information on Individuals,Beneficiaries, and Households Receiving HOPWA Housing Subsidy Assistance
(TBRA, STRMU,Facility-Based Units,Permanent Housing Placement and Master Leased Units ONLY)
Note:Reporting for this section should include ONLY those individuals, beneficiaries, or households that received and/or
resided in a household that received HOPWA Housing Subsidy Assistance as reported in Part 3, Chart 1,Row 7, Column b.
(e.g., do not include households that received HOPWA supportive services ONLY).
Section 1. HOPWA-Eligible Individuals who Received HOPWA Housing Subsidy Assistance
a.Total HOPWA Eligible Individuals Living with HIV/AIDS
In Chart a.,provide the total number of eligible(and unduplicated)low-income individuals living with HIV/AIDS who qualified
their household to receive HOPWA housing subsidy assistance during the operating year. This total should include only the
individual who qualified the household for HOPWA assistance,NOT all HIV positive individuals in the household.
Individuals Served with Housing Subsidy Assistance Total
Number of individuals with HIV/AIDS who qualified their household to receive HOPWA housing subsidy assistance.
Chart b.Prior Living Situation
In Chart b.,report the prior living situations for all Eligible Individuals reported in Chart a. In Row 1,report the total number of
individuals who continued to receive HOPWA housing subsidy assistance from the prior operating year into this operating year.
In Rows 2 through 17,indicate the prior living arrangements for all new HOPWA housing subsidy assistance recipients during
the operating year.
Data Check: The total number of eligible individuals served in Row 18 equals the total number of individuals served through
h using subsidy assistance reported in Chart a. above.
Total HOPWA
Category Eligible Individuals
Receiving Housing
Subsidy Assistance
1. 1 Continuing to receive HOPWA support from the prior operating year
New Individuals who received HOPWA Housing Subsidy Assistance support during Operating Year
2 Place not meant for human habitation
such as a vehicle,abandoned building,bus/train/subway station/airport,or outside
3. Emergency shelter(including hotel,motel,or campground paid for with emergency shelter voucher)
4. Transitional housing for homeless persons
5. Total number of new Eligible Individuals who received HOPWA Housing Subsidy Assistance with a Prior
Living Situation that meets HUD definition of homelessness Sum of Rows 2—4
6 Permanent housing for formerly homeless persons(such as Shelter Plus Care,SHP,or SRO Mod
Rehab
7. 1 Psychiatric hospital or other psychiatric facility
8. Substance abuse treatment facility or detox center
9. Hospital(non-psychiatric facility)
10. Foster care home or foster care group home
11. Jail,prison or juvenile detention facility
12. Rented room,apartment,or house
13. House you own
14. Staying or living in someone else's(family and friends)room,apartment,or house
15. Hotel or motel paid for without emergency shelter voucher
16. Other
17. Don't Know or Refused
18. TOTAL Number of HOPWA Eligible Individuals(sum of Rows 1 and 5-17)
Previous editions are obsolete Page 20 form HUD-40110-D(Expiration Date:10/31/2017)
c. Homeless Individual Summary
In Chart c.,indicate the number of eligible individuals reported in Chart b.,Row 5 as homeless who also are homeless Veterans
and/or meet the definition for Chronically Homeless(See Definition section of CAPER). The totals in Chart c.do not need to
equal the total in Chart b.,Row 5.
Number of Number of Chronically
Category Homeless Homeless
Veteran(s)
HOPWA eligible individuals served with
HOPWA Housing Subsidy Assistance
Section 2. Beneficiaries
In Chart a.,report the total number of HOPWA eligible individuals living with HIV/AIDS who received HOPWA housing
subsidy assistance(as reported in Part 7,4,Section 1, Chart a.),and all associated members of their household who benefitted
from receiving HOPWA housing subsidy assistance(resided with HOPWA eligible individuals).
Note:See definition ofHOPWA Eligible Individual
Note:See definition of Trans eel.
Note: See definition of Beneficiaries.
Data Check:The sum of each of the Charts b. &c. on the following two pages equals the total number of beneficiaries served
with HOPWA housing subsidy assistance as determined in Chart a.,Row 4 below.
a.Total Number of Beneficiaries Served with HOPWA Housing Subsidy Assistance
Individuals and Families Served with HOPWA Housing Subsidy Assistance Total Number
1. Number of individuals with EMAIDS who qualified the household to receive HOPWA housing subsidy
assistance(equals the number of HOPWA Eligible Individuals reported in Part 7A,Section 1,Chart a.
2. Number of ALL other persons diagnosed as HIV positive who reside with the HOPWA eligible individuals
identified in Row 1 and who benefitted from the HOPWA housing subsidy assistance
3. Number of ALL other persons NOT diagnosed as HIV positive who reside with the HOPWA eligible
individual identified in Row 1 and who benefited from the HOPWA housing subsidy
4. TOTAL number of ALL beneficiaries served with Housing Subsidy Assistance(Sum of Rows 1,2,&3)
Previous editions are obsolete Page 21 form HUD-40110-D(Expiration Date:10/31/2017)
b.Age and Gender
In Chart b.,indicate the Age and Gender of all beneficiaries as reported in Chart a.directly above. Report the Age and Gender of
all HOPWA Eligible Individuals(those reported in Chart a.,Row 1)using Rows 1-5 below and the Age and Gender of all other
beneficiaries(those reported in Chart a.,Rows 2 and 3)using Rows 6-10 below. The number of individuals reported in Row 11,
Column E. equals the total number of beneficiaries reported in Part 7,Section 2,Chart a.,Row 4.
HOPWA Eligible Individuals Chart a,Row 1
A. B. C. D. E.
TOTAL(Sum of
Male Female Trans ender M to F Trans ender F to M Columns A-D
1. Under 18
2. 18 to 30 years
3. 31 to 50 years
51 years and
4. Older
Subtotal(Sum
5. of Rows 14
All Other Beneficiaries Chart a,Rows 2 and 3
A. B. C. D. E.
TOTAL(Sum of
Male Female Trans ender M to F Trans ender F to M Columns A-D
6. Under 18
7. 18 to 30 years
8. 31 to 50 years
51 years and
9. Older
Subtotal(Sum
10. of Rows 6-9
Total Beneficiaries Chart a,Row 4
TOTAL(Sum
11. of Rows 5&10
Previous editions are obsolete Page 22 form HUD-40110-D(Expiration Date:10/31/2017)
c.Race and Ethnicity*
In Chart c.,indicate the Race and Ethnicity of all beneficiaries receiving HOPWA Housing Subsidy Assistance as reported in
Section 2,Chart a.,Row 4. Report the race of all HOPWA eligible individuals in Column[A]. Report the ethnici of all
HOPWA eligible individuals in column[B]. Report the race of all other individuals who benefitted from the HOPWA housing
subsidy assistance in column[C]. Report the ethnici of all other individuals who benefitted from the HOPWA housing subsidy
assistance in column[D]. The summed total of columns[A] and[C] equals the total number of beneficiaries reported above in
Section 2,Chart a.,Row 4.
HOPWA Eligible Individuals All Other Beneficiaries
[A] Race [C] Race
Category [all individuals [B]Ethnicity [total of [D]Ethnicity
reported in [Also identified as individuals [Also identified as
Section 2,Chart Hispanic or reported in Hispanic or
a.,Row 11 Latino] Section 2,Chart Latino]
a.,Rows 2&31
1. American Indian/Alaskan Native
2. Asian
3. Black/African American
4. Native Hawaiian/Other Pacific Islander
5. White
6. American Indian/Alaskan Native&White
7. Asian&White
8. Black/African American&White
9 American Indian/Alaskan Native&
Black/African American
10. Other Multi-Racial
11. Column Totals(Sum of Rows 1-10)
Data Check:Sum of Row 11 Column A and Row 11 Column C equals the total number HOPWA Benejiciaries reported in Part 3A,Section 2,
Chart a.,Row 4.
*Reference(data requested consistent with Form HUD-27061 Race and Ethnic Data Reporting Form)
Section 3. Households
Household Area Median Income
Report the area median income(s)for all households served with HOPWA housing subsidy assistance.
Data Check: The total number of households served with HOPWA housing subsidy assistance should equal Part 3C,Row 7,
Column b and Part 7,4, Section 1, Chart a. (Total HOPWA Eligible Individuals Served with HOPWA Housing Subsidy
Assistance).
Note: Refer to htW:/fwww.huduser.oMIgortalldatasets/il/il2O101select_Geography infl.odn for information on area median
income in your community.
Percentage of Area Median Income Households Served with HOPWA Housing Subsidy
Assistance
1. 0-30%of area median income(extremely low)
2. 31-50%of area median income(very low)
3. 51-80%of area median income(low)
4. Total(Sum of Rows 1-3)
Previous editions are obsolete Page 23 form HUD-40110-D(Expiration Date:10/31/2017)
Part 7: Summary Overview of Grant Activities
B. Facility-Based Housing Assistance
Complete one Part 7B for each facility developed or supported through HOPWA funds.
Do not complete this Section for programs originally developed with HOPWA funds but no longer supported with
HOPWA funds. If a facility was developed with HOPWA funds(subject to ten years of operation for acquisition,new
construction and substantial rehabilitation costs of stewardship units,or three years for non-substantial rehabilitation costs),but
HOPWA funds are no longer used to support the facility,the project sponsor or subrecipient should complete Part 6: Annual
Certification of Continued Usage for HOPWA Facility-Based Stewardship Units(ONLY).
Complete Charts 2a.,Project Site Information,and 2b.,Type of HOPWA Capital Development Project Units,for all
Development Projects,including facilities that were past development projects,but continued to receive HOPWA operating
dollars this reporting year.
1.Project S onsor/Subreci ient Agency Name(Required)
2.Capital Development
2a.Project Site Information for HOPWA Capital Development of Projects(For Current or Past Capital
Development Projects that receive HOPWA Operating Costs this reporting year)
Note:If units are scattered-sites, report on them as a group and under type of Facility write "Scattered Sites."
HOPWA Name of Facility:
Type of Funds Non-HOPWA funds
Development Expended Expended
this operating this operating (f i applicable)
licable)
year year
(if applicable)
❑New construction $ $ Type of Facility [Check only one box.]
❑Rehabilitation $ $ El Permanent housing
❑ Short-term Shelter or Transitional housing
❑Acquisition $ $ ❑ Supportive services only facility
❑Operating 1 $ $
a. Purchase/lease of property: Date(mm/dd/yy):
b. Rehabilitation/Construction Dates: Date started: Date Completed:
C. Operation dates: Date residents began to occupy:
❑ Not yet occupied
d. Date supportive services began: Date started:
❑ Not yet providing services
e. Number of units in the facility: HOPWA-funded units= Total Units=
f. Is a waiting list maintained for the facility? El Yes El No
If yes,number of participants on the list at the end of operating year
g. What is the address of the facility(if different from business address)?
h. Is the address of the project site confidential? ❑ Yes,protect information;do not publish list
❑ No,can be made available to the public
Previous editions are obsolete Page 24 form HUD-40110-D(Expiration Date:10/31/2017)
2b. Number and Type of HOPWA Capital Development Project Units(For Current or Past Capital
Development Projects that receive HOPWA Operating Costs this Reporting Year)
For units entered above in 2a.please list the number of HOPWA units that fulfill the following criteria:
Number
Number Designated
Designated to Number Energy-
for the Chronically Assist the Star Compliant Number 504 Accessible
Homeless Homeless
Rental units constructed
(new)and/or acquired
with or without rehab
Rental units rehabbed
Homeownership units
constructed(if approved)
3.Units Assisted in Types of Housing Facility/Units Leased by Project Sponsor or Subrecipient
Charts 3a..3b.and 4 are required for each facility. In Charts 3a. and 3b.,indicate the type and number of housing units in the
facility,including master leased units,project-based or other scattered site units leased by the organization,categorized by the
number of bedrooms per unit.
Note: The number units may not equal the total number of households served.
Please complete separate charts for each housing facility assisted. Scattered site units may be grouped together.
3a. Check one only
❑ Permanent Supportive Housing Facility/Units
❑ Short-term Shelter or Transitional Supportive Housing Facility/Units
3b. Type of Facility
Complete the following Chart for all facilities leased,master leased,project-based,or operated with HOPWA funds during the
reporting year.
Name of Project Sponsor/Agency Operating the Facility/Leased Units:
Total Number of Units in use during the Operating Year
Type of housing facility operated by the Cate orized by the Number of Bedrooms per Units
project sponsor/subrecipient SRO/Studio/0 1 bdrm 2 bdrm 3 bdrm 4 bdrm 5+bdrm
bdrm
a. Single room occupancy dwelling
b. Community residence
C. Project-based rental assistance units or leased units
d Other housing facility
511ecify.
4.Households and Housing Expenditures
Enter the total number of households served and the amount of HOPWA funds expended by the project sponsor/subrecipient on
subsidies for housing involving the use of facilities,master leased units,project based or other scattered site units leased by the
or anization.
Housing Assistance Category: Facility Based Housing Output: Number of Output: Total HOPWA Funds Expended during
Households Operating Year by Project S onsor/subreci Tent
a Leasing Costs
b Operating Costs
C. Project-Based Rental Assistance(PBRA)or other leased units
d Other Activity(if approved in grant agreement)Specify:
e Adjustment to eliminate duplication(subtract)
TOTAL Facility-Based Housing Assistance
f• Sum Rows a.through d.minus Row e.
Previous editions are obsolete Page 25 form HUD-40110-D(Expiration Date:10/31/2017)
EXHIBIT "I"
MBE REPORTING FORM
HOPWA PSA CONTRACT 2019-2020--EXHIBIT"I"--MBE REPORTING FORM Page 1
AIDS Outreach Center,Inc.
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EXHIBIT "J"
DUTIES OF THE PARTIES
USE OF NEIGHBORHOOD SERVICES DEPARTMENT
COMMUNITY CENTERS
NOT APPLICABLE
PRESUMED BENEFIT PSA CONTRACT 2019-2020--EXHIBIT"J"—DUTIES OF THE PARTIES—
USE OF NEIGHBORHOOD SERVICES DEPARTMENT COMMUNITY CENTERS Page 1
AIDS Outreach Center
EXHIBIT "K"
NOTICE OF BENEFICIARY RIGHTS
HOPWA PSA CONTRACT 2019-2020--EXHIBIT"K"—NOTICE OF BENEFICIARY RIGHTS Page 1
AIDS Outreach Center,Inc.
Notice of Beneficiary Rights
Name of Agency: AIDS Outreach Center, Inc.
Name of Program: Supportive Services, and STRMU
Contact information for Program Staff(name,phone number, and e-mail address, if appropriate):
Because this program is supported in whole or in part by direct Federal financial assistance from
the Federal Government, we are required to let you know that:
• We may not discriminate against you on the basis of religion, religious belief, a refusal
to hold a religious belief, or a refusal to attend or participate in a religious practice;
• We may not require you to attend or participate in any explicitly religious activities that
are offered by us and any participation by you in these activities must be purely
voluntary;
• We must separate, in time or location, any privately funded explicitly religious activities
from activities supported by direct Federal financial assistance;
• If you object to the religious character of our organization, we must make reasonable
efforts to identify and refer you to an alternative provider to which you have no such
objection; and
• You may report an organization's violations of these protections, including any denial of
services or benefits, by contacting or filing a written complaint to HUD [or the
intermediary, if applicable].
We must give you this written notice before you enroll in our program or activity, as required by
24 CFR 5.109.
HOPWA PSA CONTRACT 2019-2020--EXHIBIT"K"—NOTICE OF BENEFICIARY RIGHTS Page 2
AIDS Outreach Center,Inc.
NOTICE OF OCCUPANCY RIGHTS UNDER U.S.Department of Housing and Urban Development
THE VIOLENCE AGAINST WOMEN ACT OMB Approval No.2577-0286
Expires 06/30/2017
EXHIBIT "L"—Notice of Occupancy Rights Under VAWA
[Insert Name of Housing Providers]
Notice of Occupancy Rights under the Violence Against Women A&
To all Tenants and Applicants
The Violence Against Women Act(VAWA)provides protections for victims of domestic
violence, dating violence, sexual assault, or stalking. VAWA protections are not only available
to women, but are available equally to all individuals regardless of sex, gender identity, or sexual
orientation.3 The U.S. Department of Housing and Urban Development(HUD) is the Federal
agency that oversees that [insert name of program or rental assistance] is in compliance with
VAWA. This notice explains your rights under VAWA. A HUD-approved certification form is
attached to this notice. You can fill out this form to show that you are or have been a victim of
domestic violence, dating violence, sexual assault, or stalking, and that you wish to use your
rights under VAWA."
Protections for Applicants
If you otherwise qualify for assistance under [insert name of program or rental assistance],
you cannot be denied admission or denied assistance because you are or have been a victim of
domestic violence, dating violence, sexual assault, or stalking.
Protections for Tenants
1 The notice uses HP for housing provider but the housing provider should insert its name where HP is used.
HUD's program-specific regulations identify the individual or entity responsible for providing the notice of
occupancy rights.
2 Despite the name of this law,VAWA protection is available regardless of sex,gender identity,or sexual
orientation.
3 Housing providers cannot discriminate on the basis of any protected characteristic,including race,color,national
origin,religion,sex,familial status,disability,or age. HUD-assisted and HUD-insured housing must be made
available to all otherwise eligible individuals regardless of actual or perceived sexual orientation,gender identity,or
marital status.
Form HUD-5380
(12/2016)
2
If you are receiving assistance under [insert name of program or rental assistance], you may
not be denied assistance, terminated from participation, or be evicted from your rental housing
because you are or have been a victim of domestic violence, dating violence, sexual assault, or
stalking.
Also, if you or an affiliated individual of yours is or has been the victim of domestic violence,
dating violence, sexual assault, or stalking by a member of your household or any guest, you
may not be denied rental assistance or occupancy rights under [insert name of program or
rental assistance] solely on the basis of criminal activity directly relating to that domestic
violence, dating violence, sexual assault, or stalking.
Affiliated individual means your spouse,parent, brother, sister, or child, or a person to whom
you stand in the place of a parent or guardian (for example, the affiliated individual is in your
care, custody, or control); or any individual, tenant, or lawful occupant living in your household.
Removing the Abuser or Perpetrator from the Household
HP may divide (bifurcate) your lease in order to evict the individual or terminate the assistance
of the individual who has engaged in criminal activity(the abuser or perpetrator) directly relating
to domestic violence, dating violence, sexual assault, or stalking.
If HP chooses to remove the abuser or perpetrator, HP may not take away the rights of eligible
tenants to the unit or otherwise punish the remaining tenants. If the evicted abuser or perpetrator
was the sole tenant to have established eligibility for assistance under the program, HP must
allow the tenant who is or has been a victim and other household members to remain in the unit
for a period of time, in order to establish eligibility under the program or under another HUD
housing program covered by VAWA, or, find alternative housing.
Form HUD-5380
(12/2016)
3
In removing the abuser or perpetrator from the household, HP must follow Federal, State, and
local eviction procedures. In order to divide a lease, HP may, but is not required to, ask you for
documentation or certification of the incidences of domestic violence, dating violence, sexual
assault, or stalking.
Moving to Another Unit
Upon your request, HP may permit you to move to another unit, subject to the availability of
other units, and still keep your assistance. In order to approve a request, HP may ask you to
provide documentation that you are requesting to move because of an incidence of domestic
violence, dating violence, sexual assault, or stalking. If the request is a request for emergency
transfer, the housing provider may ask you to submit a written request or fill out a form where
you certify that you meet the criteria for an emergency transfer under VAWA. The criteria are:
(1) You are a victim of domestic violence, dating violence, sexual assault, or
stalking. If your housing provider does not already have documentation that you
are a victim of domestic violence, dating violence, sexual assault, or stalking, your
housing provider may ask you for such documentation, as described in the
documentation section below.
(2) You expressly request the emergency transfer. Your housing provider may
choose to require that you submit a form, or may accept another written or oral
request.
(3) You reasonably believe you are threatened with imminent harm from
further violence if you remain in your current unit. This means you have a
reason to fear that if you do not receive a transfer you would suffer violence in the
very near future.
Form HUD-5380
(12/2016)
4
OR
You are a victim of sexual assault and the assault occurred on the premises
during the 90-calendar-day period before you request a transfer. If you are a
victim of sexual assault, then in addition to qualifying for an emergency transfer
because you reasonably believe you are threatened with imminent harm from
further violence if you remain in your unit, you may qualify for an emergency
transfer if the sexual assault occurred on the premises of the property from which
you are seeking your transfer,and that assault happened within the 90-calendar-day
period before you expressly request the transfer.
HP will keep confidential requests for emergency transfers by victims of domestic violence,
dating violence, sexual assault, or stalking, and the location of any move by such victims and
their families.
HP's emergency transfer plan provides further information on emergency transfers, and HP must
make a copy of its emergency transfer plan available to you if you ask to see it.
Documenting You Are or Have Been a Victim of Domestic Violence,Dating Violence,
Sexual Assault or Stalking
HP can, but is not required to, ask you to provide documentation to "certify" that you are or have
been a victim of domestic violence, dating violence, sexual assault, or stalking. Such request
from HP must be in writing, and HP must give you at least 14 business days (Saturdays,
Sundays, and Federal holidays do not count) from the day you receive the request to provide the
documentation. HP may,but does not have to, extend the deadline for the submission of
documentation upon your request.
Form HUD-5380
(12/2016)
5
You can provide one of the following to HP as documentation. It is your choice which of the
following to submit if HP asks you to provide documentation that you are or have been a victim
of domestic violence, dating violence, sexual assault, or stalking.
• A complete HUD-approved certification form given to you by HP with this notice, that
documents an incident of domestic violence, dating violence, sexual assault, or stalking.
The form will ask for your name, the date, time, and location of the incident of domestic
violence, dating violence, sexual assault, or stalking, and a description of the incident.
The certification form provides for including the name of the abuser or perpetrator if the
name of the abuser or perpetrator is known and is safe to provide.
• A record of a Federal, State, tribal, territorial, or local law enforcement agency, court, or
administrative agency that documents the incident of domestic violence, dating violence,
sexual assault, or stalking. Examples of such records include police reports, protective
orders, and restraining orders, among others.
• A statement, which you must sign, along with the signature of an employee, agent, or
volunteer of a victim service provider, an attorney, a medical professional or a mental
health professional (collectively, "professional") from whom you sought assistance in
addressing domestic violence, dating violence, sexual assault, or stalking, or the effects of
abuse, and with the professional selected by you attesting under penalty of perjury that he
or she believes that the incident or incidents of domestic violence, dating violence, sexual
assault, or stalking are grounds for protection.
• Any other statement or evidence that HP has agreed to accept.
If you fail or refuse to provide one of these documents within the 14 business days, HP does not
have to provide you with the protections contained in this notice.
Form HUD-5380
(12/2016)
6
If HP receives conflicting evidence that an incident of domestic violence, dating violence, sexual
assault, or stalking has been committed(such as certification forms from two or more members
of a household each claiming to be a victim and naming one or more of the other petitioning
household members as the abuser or perpetrator), HP has the right to request that you provide
third-party documentation within thirty 30 calendar days in order to resolve the conflict. If you
fail or refuse to provide third-party documentation where there is conflicting evidence, HP does
not have to provide you with the protections contained in this notice.
Confidentiality
HP must keep confidential any information you provide related to the exercise of your rights
under VAWA, including the fact that you are exercising your rights under VAWA.
HP must not allow any individual administering assistance or other services on behalf of HP (for
example, employees and contractors)to have access to confidential information unless for
reasons that specifically call for these individuals to have access to this information under
applicable Federal, State, or local law.
HP must not enter your information into any shared database or disclose your information to any
other entity or individual. HP, however, may disclose the information provided i£
• You give written permission to HP to release the information on a time limited basis.
• HP needs to use the information in an eviction or termination proceeding, such as to evict
your abuser or perpetrator or terminate your abuser or perpetrator from assistance under
this program.
• A law requires HP or your landlord to release the information.
Form HUD-5380
(12/2016)
VAWA does not limit HP's duty to honor court orders about access to or control of the property.
This includes orders issued to protect a victim and orders dividing property among household
members in cases where a family breaks up.
Reasons a Tenant Eligible for Occupancy Rights under VAWA May Be Evicted or
Assistance May Be Terminated
You can be evicted and your assistance can be terminated for serious or repeated lease violations
that are not related to domestic violence, dating violence, sexual assault, or stalking committed
against you. However, HP cannot hold tenants who have been victims of domestic violence,
dating violence, sexual assault, or stalking to a more demanding set of rules than it applies to
tenants who have not been victims of domestic violence, dating violence, sexual assault, or
stalking.
The protections described in this notice might not apply, and you could be evicted and your
assistance terminated, if HP can demonstrate that not evicting you or terminating your assistance
would present a real physical danger that:
1) Would occur within an immediate time frame, and
2) Could result in death or serious bodily harm to other tenants or those who work on the
property.
If HP can demonstrate the above, HP should only terminate your assistance or evict you if there
are no other actions that could be taken to reduce or eliminate the threat.
Other Laws
VAWA does not replace any Federal, State, or local law that provides greater protection for
victims of domestic violence, dating violence, sexual assault, or stalking. You may be entitled to
Form HUD-5380
(12/2016)
8
additional housing protections for victims of domestic violence, dating violence, sexual assault,
or stalking under other Federal laws, as well as under State and local laws.
Non-Compliance with The Requirements of This Notice
You may report a covered housing provider's violations of these rights and seek additional
assistance, if needed,by contacting or filing a complaint with [insert contact information for
any intermediary, if applicable] or [insert HUD field office].
For Additional Information
You may view a copy of HUD's final VAWA rule at [insert Federal Register link].
Additionally, HP must make a copy of HUD's VAWA regulations available to you if you ask to
see them.
For questions regarding VAWA,please contact [insert name of program or rental assistance
contact information able to answer questions on VAWA].
For help regarding an abusive relationship, you may call the National Domestic Violence Hotline
at 1-800-799-7233 or, for persons with hearing impairments, 1-800-787-3224 (TTY). You may
also contact [Insert contact information for relevant local organizations].
For tenants who are or have been victims of stalking seeking help may visit the National Center
for Victims of Crime's Stalking Resource Center at https://www.victimsoferime.org/our-
programs/stalking-resource-center.
For help regarding sexual assault, you may contact [Insert contact information for relevant
organizations]
Victims of stalking seeking help may contact [Insert contact information for relevant
organizations].
Attachment: Certification form HUD-5382 [form approved for this program to be included]
Form HUD-5380
(12/2016)
EXHIBIT "M" — Emergency Transfer Request Form
CERTIFICATION OF U.S.Department of Housing OMB Approval No.2577-0286
DOMESTIC VIOLENCE, and Urban Development Exp.06/30/2017
DATING VIOLENCE,
SEXUAL ASSAULT, OR STALKING,
AND ALTERNATE DOCUMENTATION
Purpose of Form: The Violence Against Women Act("VAWA")protects applicants,tenants,and
program participants in certain HUD programs from being evicted,denied housing assistance, or
terminated from housing assistance based on acts of domestic violence,dating violence,sexual assault,or
stalking against them. Despite the name of this law,VAWA protection is available to victims of domestic
violence, dating violence,sexual assault,and stalking,regardless of sex,gender identity, or sexual
orientation.
Use of This Optional Form: If you are seeking VAWA protections from your housing provider,your
housing provider may give you a written request that asks you to submit documentation about the incident
or incidents of domestic violence, dating violence, sexual assault,or stalking.
In response to this request,you or someone on your behalf may complete this optional form and submit it
to your housing provider,or you may submit one of the following types of third-party documentation:
(1)A document signed by you and an employee, agent, or volunteer of a victim service provider,an
attorney,or medical professional,or a mental health professional(collectively, "professional")from
whom you have sought assistance relating to domestic violence,dating violence, sexual assault, or
stalking, or the effects of abuse. The document must specify,under penalty of perjury,that the
professional believes the incident or incidents of domestic violence,dating violence, sexual assault, or
stalking occurred and meet the definition of"domestic violence,""dating violence,""sexual assault,"or
"stalking"in HUD's regulations at 24 CFR 5.2003.
(2)A record of a Federal, State,tribal,territorial or local law enforcement agency, court,or
administrative agency; or
(3)At the discretion of the housing provider,a statement or other evidence provided by the applicant or
tenant.
Submission of Documentation: The time period to submit documentation is 14 business days from the
date that you receive a written request from your housing provider asking that you provide documentation
of the occurrence of domestic violence,dating violence, sexual assault,or stalking. Your housing
provider may,but is not required to,extend the time period to submit the documentation,if you request an
extension of the time period. If the requested information is not received within 14 business days of when
you received the request for the documentation,or any extension of the date provided by your housing
provider,your housing provider does not need to grant you any of the VAWA protections. Distribution or
issuance of this form does not serve as a written request for certification.
Confidentiality: All information provided to your housing provider concerning the incident(s)of
domestic violence, dating violence, sexual assault,or stalking shall be kept confidential and such details
shall not be entered into any shared database. Employees of your housing provider are not to have access
to these details unless to grant or deny VAWA protections to you, and such employees may not disclose
this information to any other entity or individual, except to the extent that disclosure is: (i)consented to
Form HUD-5382
(06/2017)
2
by you in writing in a time-limited release; (ii)required for use in an eviction proceeding or hearing
regarding termination of assistance; or(iii)otherwise required by applicable law.
TO BE COMPLETED BY OR ON BEHALF OF THE VICTIM OF DOMESTIC VIOLENCE,
DATING VIOLENCE, SEXUAL ASSAULT,OR STALKING
1. Date the written request is received by victim:
2. Name of victim:
3. Your name(if different from victim's):
4. Name(s)of other family member(s)listed on the lease:
5. Residence of victim:
6. Name of the accused perpetrator(if known and can be safely disclosed):
7. Relationship of the accused perpetrator to the victim:
8. Date(s) and times(s)of incident(s)(if known):
10. Location of incident(s):
In your own words,briefly describe the incident(s):
This is to certify that the information provided on this form is true and correct to the best of my knowledge
and recollection,and that the individual named above in Item 2 is or has been a victim of domestic violence,
dating violence, sexual assault, or stalking. I acknowledge that submission of false information could
jeopardize program eligibility and could be the basis for denial of admission,termination of assistance, or
eviction.
Signature Signed on(Date)
Public Reporting Burden: The public reporting burden for this collection of information is estimated to
average 1 hour per response. This includes the time for collecting,reviewing,and reporting the data. The
information provided is to be used by the housing provider to request certification that the applicant or
tenant is a victim of domestic violence,dating violence, sexual assault, or stalking. The information is
subject to the confidentiality requirements of VAWA. This agency may not collect this information, and
you are not required to complete this form,unless it displays a currently valid Office of Management and
Budget control number.
Form HUD-5382
(06/2017)
City of Fort Worth, Texas
Mayor and Council Communication
DATE: 08/06/19 M&C FILE NUMBER: M&C 19-0016
LOG NAME: 19NS ACTION PLAN 2019-20
SUBJECT
Conduct Public Hearing and Approve the City's 2019-2020 Annual Action Plan for the Use of Federal Grant Funds in the Amount of
$12,280,561.00 to be Awarded by the U.S. 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 Programs;Authorize
Collection and Use of Program Income;Authorize Waiver of Application of Indirect Cost Rates;Approve Waiver of Certain Development Fees
Estimated at$200,000.00 for the Everly Plaza Apartments Located at 1801-1821 8th Avenue and 1808 Hurley Avenue;Authorize the Use of Fee
Waivers as HOME Match;Authorize Execution of Related Contracts;and Adopt Appropriation Ordinance(ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that City Council:
1. Conduct a public hearing to allow citizen input and consideration of the City's 2019-2020 Annual Action Plan for use of federal grant funds to
be awarded by the U.S. Department of Housing and Urban Development in the amount of$12,280,561.00 from the Community Development
Block Grant, HOME Investment Partnerships Program, Emergency Solutions Grant,and Housing Opportunities for Persons with AIDS
programs,and for the use of program income from activities using prior years'federal grant funds;
2. Approve the City's 2019-2020 Annual Action Plan for submission to the U.S.Department of Housing and Urban Development, 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$75,000.00 of program income which resulted from activities using prior years' HOME
Investment Partnerships Program funds for the City's Homebuyer Assistance Program;
5. Authorize a waiver of indirect cost rates as applicable for grant funds, in accordance with the City's administrative regulations;
6. Approve the waiver of certain development fees estimated at$200,000.00 for Every Plaza Apartments located at 1801-1821 8th Avenue
and 1808 Hurley Avenue,find that the waiver of such fees serves to carry out the public purpose of providing quality,accessible,affordable
housing for low-and moderate-income households,and that adequate controls are in place to carry out such public purpose;
7. Authorize the use of the fee waivers approved for the development of Everly Plaza Apartments as HOME match for the City's HOME
Investment Partnerships Program grant funds;
8. 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 2019-2020 for Community Development Block Grant, HOME Investment Partnerships Program, Emergency Solutions Grant,
and Housing Opportunities for Persons with AIDS grant funds,contingent upon receipt of funding and satisfactory completion of an
Environmental Review and all regulatory requirements;
9. Authorize the City Manager or his designee to extend 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 contracts if necessary to achieve program goals,provided any
amendment is within the scope of the program and complies with City policies and all applicable laws and regulations governing the use of
federal grant funds;and
10. Adopt the attached appropriation ordinance increasing the estimated receipts and appropriations to the grant fund in the total amount of
$12,280,561.00 consisting of$7,270,678.00 in Community Development Block Grant funds,$2,662,983.00 HOME Investment Partnerships
Program funds,$616,266.00 in Emergency Solutions Grant funds,and$1,505,634.00 in Housing Opportunities for Persons with AIDS funds,
plus any program income,all subject to receipt of such funds.
DISCUSSION:
The City's 2019-2020 Annual Action Plan summarizes the major housing and community development activities and proposed expenditures for
the program year beginning October 1,2019 and ending September 30,2020 for use of federal grant funds totaling$12,280,561.00 from the U.S.
Department of Housing and Urban Development(HUD)from the 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 persons in Fort Worth. 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 to the City from HUD based on a Request For Proposals and
continuation of existing housing and community development programs.A public hearing was held on May 15, 2019 to provide citizens the
opportunity to participate in the development of the Annual Action Plan. Recommendations for award amounts were considered and adopted by
the Community Development Council on May 15,2019.These funding recommendations were then presented to the Housing and Neighborhood
Services Committee on June 4,2019,and to the full City Council on June 11,2019.
A 30-day public comment period was held from July 1, 2019 to July 31, 2019. Notice of this public comment period was published in the Fort
Worth Star-Telegram, Wise County Messenger,and Hood County News on June 26, 2019; in La Vida News, Cleburne Times-Review, and
Weatherford Democrat on June 27,2019;in the Glen Rose Reporter on June 28,2019;and in La Estrella on June 29,2019.
Any comments received are maintained by the Neighborhood Services Department in accordance with federal regulations.The City holds two
public hearings as part of the HUD-required citizen participation process.The first public hearing was held by staff on July 10, 2019, and the
second public hearing is scheduled for the City Council meeting on August 6,2019.
A summary of final funding recommendations is provided below and in Tables 1, 2, and 3.A spreadsheet of funding recommendations is also
attached.The 2019-2020 Annual Action Plan must be submitted to HUD by August 15,2019.
A waiver of indirect costs is requested to maximize program benefits.The CDBG program provides for an estimated salary amount of$1.3 million.
The inclusion of indirect costs in the grant administration budgets would result in a reduction of staff and services. These indirect costs are
estimated to be$215,386.00.
COMMUNITY DEVELOPMENT BLOCK GRANT
For Program Year 2019-2020, it is recommended that the amount of$7,270,678.00 in CDBG funds and an estimated amount of$150,000.00 in
CDBG program income,for a total amount of$7,420,678.00, be allocated as follows:
• Public Services-$1,090,601.00: Includes social services for low-and moderate-income persons, persons with disabilities,and
disadvantaged persons
• Housing Programs-$2,862,785.00: Includes funding for the City's Priority Repair Program,Cowtown Brush-Up program, homebuyer and
housing services,accessibility modifications for seniors and persons with disabilities,and related project delivery costs for these programs
• Major Projects-$1,122,476.80: Includes funding for ADA-compliant accessibility improvements to bathrooms,entry ways,parking lots,and
other improvements that benefit City residents,particularly seniors and persons with disabilities,at the following facilities:Worth Heights
Community Center,3551 New York Avenue,76110;Southside Community Center,959 E. Rosedale Street,76104;and North Tri-Ethnic
Community Center,2950 Roosevelt Avenue,76106. Repairs at the Worth Heights Community Center will also include rehabilitation and
reconfiguration of an area previously used as a dental clinic into office space to be used by Community Action Partners staff.
• Economic Development-$740,680.20:City's annual payment of its Section 108 loan from HUD.The Section 108 is a HUD loan guarantee
program that enables CDBG grantees to borrow up to five times their annual entitlement grant.
• Administration-$1,454,135.00: Includes costs for administering the CDBG grant,including allocations for the City's Financial Management
Services and Planning and Development Departments
• Estimated Program Income-$150,000.00: Includes up to$150,000.00 in funding for the City's Priority Repair Program. CDBG program
income over the estimated amount which is not used for the Priority Repair Program will be allocated to priority activities in the City's
Consolidated Plan,subject to City Council approval.
HOME INVESTMENT PARTNERSHIPS PROGRAM
For Program Year 2019-2020,it is recommended that the amount of$2,662,983.00 in HOME funds and an estimated amount of$75,000.00
in HOME program income,for a total amount of$2,737,983.00 be allocated as follows:
• Homebuyer Assistance Program-$907,237.00: Includes funding for down payment and closing cost assistance for low-and moderate-
income homebuyers.
• Community Development Housing Organizations(CHDOs)-$399,448.00: HUD requires that a minimum of 15 percent of HOME funds be
allocated to CHDOs for affordable housing projects.These funds will be used by Development Corporation of Tarrant County for single family
infill development in the Ash Crescent neighborhood.
• Community Development Housing Organizations(CHDOs)Operating-$90,000.00:To support community-based affordable housing
development,the City is also authorized to fund CHDO administrative operating costs.One half of these funds will be awarded to Housing
Channel to support completion of the Riverside single family infill project,and one half of these funds will be awarded to Development
Corporation of Tarrant County to support completion of the Ash Crescent single family infill project.All housing supported with these funds will
be sold to homebuyers with incomes at or below 80 percent of area median income,as set annually by HUD
• New Construction of Rental Housing-$1,000,000.00: Represents gap financing for a portion of the costs associated with constructing Everly
Plaza,a new approximately 88-unit affordable senior multifamily rental housing complex to be located at 1801-1821 8th Avenue and 1808
Hurley Avenue.
The HOME program requires that 25%of HOME expenditures annually be matched by local in-kind or cash resources. The Everly Plaza project
will therefore incur a$250,000 match liability. Staff recommends the waiver of fees that are eligible for waiver under the Neighorhood
Empowerment Zone(NEZ)Basic Incentive Policy,estimated at$200,000.00. This will assist with closing the project's gap in financing and will
also assist the City's Match obligation under the HOME funds. Park fees are not waived and willl be fully payable.
The fees that would otherwise be charged by the City include:
• All building permit related fees,including plan review, inspection,and re-inspection fees;
• Plat and/or replat application fees;
• Board of Adjustment application fees;
• Demolition fees;
• Structure moving fees;
• Zoning application fees;
• Street,alley,and utility easement vacation application fees;
• Consent and/or encroachment agreement application fees;
• Urban forestry application fees;
• Sign permit fees;
• Community Facilities Agreement application fees;and
• Water and sewer impact fees.
• Administration-$266,298.00: Includes costs for administering the HOME grant.
• Estimated Program Income-$75,000.00: Includes funding for the Homebuyer Assistance Program and HOME grant administrative costs.
HUD allows the City 10 percent of any HOME program income to be used towards the cost of administering the HOME grant. HOME
program income over the estimated amount not used for the Homebuyer Assistance Program will be allocated to priority activities in the
City's Consolidated Plan,subject to City Council approval.
HOUSING OPPORTUNITIES FOR PERSONS WITH AIDS
For Program Year 2019-2020,it is recommended that the amount of$1,505,634.00 in HOPWA funds be allocated as follows:
• Public Service Agencies-$857,499.00
• Neighborhood Services Department Community Action Partners(Tenant Based Rental Assistance;Supportive Services)-$602,966
• Administration-$45;169.00
EMERGENCY SOLUTIONS GRANT
For Program Year 2019-2020, it is recommended that the amount of$616,266.00 in ESG funds be allocated as follows:
• Public Service Agencies-$570,047.00
• Administration-$46,219.00
PUBLIC SERVICE AGENCY CONTRACT RECOMMENDATIONS
The Community Development Council and staff recommend that contracts be executed with the listed agencies for the amounts shown in the
following tables.
TABLE 1: CDBG AGENCIES
AGENCY PROGRAM AMOUNT
AB Christian Learning After School Tutoring $85,000.00
Center
AB Christian Learning Summer Reading Program $45,000.00
Center
Girls Incorporated of Youth Education,Prevention and $70,000.00
Tarrant County Leadership Program
Camp Fire First Texas After-School Program $45,000.00
Stop Six Church of Fort Worth Reads&Rights $45,000.00
Christ
United Community Educational Enrichment $70,000.00
Centers,Inc.
Arles de la Rosa Arles Academy $45,000.00
Goodwill Industries of Employment/Job Training $90,000.00
Fort Worth
Guardianship Services, Education to Prevent Financial $70,000.00
Inc. Exploitation of Elderly
Housing Channel Homebuyer Education and Housing $125,000.00
Counseling Services
The Ladder Alliance Employment/Job Training $70,000.00
Meals on Wheels, Inc.of Home-Delivered Meals $70,000.00
Greater Tarrant County
The Presbyterian Night
Shelter of Tarrant Case Management for Homeless $145,601.00
County,Inc.
Sixty and Better, Inc. Transportation for Seniors $115,000.00
TOTAL CDBG
CONTRACTS $1,090,601.00
TABLE 2: HOPWA AGENCIES
AGENCY PROGRAM AMOUNT
Supportive Services, Facility-Based
Tarrant County Samaritan Housing Operations,Tenant-Based $671,499.00
Housing, Inc. Rental Assistance TBRA,
Administration
AIDS Outreach Center, Short Term Rent Mortgage and Utility
Inc. Assistance,Supportive Services, $186,000.00
Administration
TOTAL HOPWA
CONTRACTS $857,499.0
TABLE 3: ESG AGENCIES
AGENCY PROGRAM AMOUNT
The Presbyterian Night
Shelter of Tarrant County, Shelter Operations/Services $145,000.00
Inc.
Lighthouse for the Shelter Operations/Services $125,000.00
Homeless
The Salvation Army Homelessness Prevention $125,047.00
Center for Transforming Rapid Re-Housing $100,000.00
Lives
SafeHaven of Tarrant Shelter Operations/Services $75,000.00
County
TOTAL ESG
CONTRACTS $570,047.00
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. These are
reimbursement grants.The Neighborhood Services Department has the responsibility to validate the availability of funds prior to an expenditure
being made.
Submitted for City Manager's Office by. Fernando Costa 6122
Originating Business Unit Head: Sonia Singleton 5774
Additional Information Contact: Barbara Asbury 7331
Sharon Burkley 5785