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HomeMy WebLinkAboutContract 35468 CITY SECRETARY3� CONTRACT NO. Agreement between the North Central Texas Council of Governments and City of Fort Worth Community Action Partners for Administration of FY 2006 Social Services Block Grant for Emergency Disaster Relief Funds for Hurricane Katrina ARTICLE 1. INTRODUCTION. 2 ARTICLE 2. BACKGROUND, INDUCEMENTS AND OBJECTIVES. 2 ARTICLE 3. SCOPE OF WORK—SERVICES AND DELIVERABLES. 7 ARTICLE 4. TERMS AND CONDITIONS OF PAYMENT. 9 ARTICLE 5. PERFORMANCE&TAILORED REMEDIES. 10 ARTICLE 6. AMENDMENTS, MODIFICATIONS,AND CHANGE ORDERS. 11 ARTICLE 7. AUTHORITY TO EXECUTE 11 ATTACHMENTS Attachment A: Scope of Work (Ongoing Only) Attachment B: Program Report Attachment C: Program Budget EXHIBITS Exhibit A: Terms and Conditions Exhibit B: Social Services Block Grant Uniform Definition of Eligible Services Page 1 of 11 SSBG Agreement with North Central Texas Corti , o trnr , s and City of Fort Worth C nxntii)f� id"n51vks e Agreement between the North Central Texas Council of Governments and City of Fort Worth Community Action Partners for Administration of FY 2006 Social Services Block Grant for Emergency Disaster Relief Funds for Hurricane Katrina ARTICLE 1. INTRODUCTION. This Agreement is between the North Central Texas Council of Governments ("NCTCOG"), an administrative agency, having its principal office at 616 Six Flags Drive, Arlington, Texas, 76011, City of Fort Worth Community Action Partners ("CONTRACTOR" or "SUB-GRANTEE"), having a principal place of business at 4200 S. Freeway, Ste. 2200, Fort Worth, Texas 76115. NCTCOG and CONTRACTOR may be referred to in this Agreement individually as "Party" and collectively as the "Parties." The Parties agree that the following terms and conditions will apply to the services and deliverables to be provided by CONTRACTOR under this Agreement in consideration of certain payments to be made by NCTCOG. ARTICLE 2. BACKGROUND, INDUCEMENTS AND OBJECTIVES. Section 2.01 Background- Social Services Block Grant for Emergency Disaster Relief Funds for Hurricane Katrina. Public Law 109-148 (effective December 30, 2005), also known as the Department of Defense Appropriations Act, 2006, provided approximately $550 million in Social Services Block Grants (SSBG) to support hurricane recovery in affected states. Texas was allocated $87,951,690 of the $550 million SSBG funding. The purpose of the funding is to provide a wide array of human services, including the provision of health care and of rebuilding needs. These SSBG funds may be spent directly on repairs, renovation and construction. The costs of repairs, renovation and construction do not need to be capitalized and depreciated. SSBG funds may be used for the costs of care provided to individuals affected by Hurricanes Rita and Katrina by community health centers, rural hospitals and clinics, community mental health centers, and public hospitals. Congress also authorized that these SSBG funds could also be used for all current allowable services under the regular social services block grants. Exhibit C, entitled Social Services Block Grant Uniform Definition of Eligible Services, provides a listing of allowable services under the regular social service block grant program. Exhibit D, entitled Social Services Block Grant - Allocation of Hurricane Relief Funds Background Information, provides a listing of additional eligible services intended for use by the SSBG funding included in this Agreement. The COG's eligible expenses are limited to the eligible services included in Exhibit C and Exhibit D and the provisions found in federal regulations, OMB-87 and OMB-133, as applicable. NCTCOG, "the Grantee"will provide $325,000.00 to City of Fort Worth Community Action Partners for the provision of the allowable services specified in this Agreement for individuals affected by Hurricane Katrina. In accordance with Public Law 103-333, the "Department of Labor, Health, and Humans Services, and Education, and Related Agencies Appropriations Act of 1995, the following provisions are applicable to this grant funding: Section 507: "Purchase of American-Made Equipment and Products"- It is the sense of the Congress that, to the greatest extent practicable, all equipment and products purchased with funds made available in this act should be American-made. Page 2 of 11 SSBG Agreement with North Central Texas Council of Governments and City of Fort Worth Community Action Partners Section 508: "When issuing statements, press releases, requests for proposals, bid solicitations and other documents describing projects or programs funded in whole or in part with Federal money,. all grantees and sub- grantees receiving Federal funds, including but not limited to State and local governments and recipients of Federal research grants, shall clearly state (1) the percentage of the total costs of the program or project which will be financed with Federal money, (2) the dollar amount of Federal funds for the project or program, and (3) percentage and dollar amount of the total costs of the project or program that will be financed by nongovernmental sources. The SSBG funds provided in this Agreement may not be used for activities reimbursable by or for which funds have been made or will be made available by FEMA, the Army Corps of Engineers or any other Federal funding source unless valid claims for reimbursement were made by the COG to FEMA, the Army Corps of Engineers or any other valid Federal funding source and FEMA, the Army Corps of Engineers or any other valid Federal funding source did not reimburse the claim(s). Section 2.02 Summary of procurement activities. (a) Federal Disaster Relief Funding for Hurricanes Rita and Katrina Public Law 109-148 (effective December 30, 2005), also known as the Department of Defense Appropriations Act, 2006 appropriated $550 million in SSBG funding to support hurricane recovery in affected states. The State of Texas allocation of$87,951,690 in SSBG was released on February 8, 2006. (b)State of Texas Social Services Emergency Disaster Relief Allocation. After reviewing the needs of those affected by Hurricane Katrina, a decision was made to initially allocate funds to disaster area Regional Councils of Government (COGS) for distribution to local entities. Funds were targeted to those areas most severely impacted by the hurricane. (c) North Central Texas Council of Governments Application Process Request for Applications was released on October 6, 2006, and then again on October 29th through November 6, 2006. Cities, counties, health care providers, non-profit organizations, faith-based organizations, community-based organizations, educational organizations and any other social service providers located in the 16-county region were eligible to apply. The counties include: Collin, Dallas, Denton, Ellis, Erath, Hood, Hunt, Johnson, Kaufman, Navarro, Palo Pinto, Parker, Rockwall, Somervell, Tarrant, and Wise. Applications received were scored and ranked by the Social Service Block Grant Review Committee. Based on the recommendations of the Advisory Committee and the Review Committee, NCTCOG contracted with selected agencies upon the approval of the Executive Board. The performance period for the Social Service Block Grant is from August 29, 2005 to September 30, 2007. All funds must be encumbered by July 31, 2007. Section 2.03 CONTRACTOR's Experience and Qualifications. CONTRACTOR has the skills, qualifications, expertise, resources and experience necessary to provide the services and deliverables described in Article III of this Agreement(the "Services and Deliverables"). Page 3 of 11 SSBG Agreement with North Central Texas Council of Governments and City of Fort Worth Community Action Partners Section 2.04 Mission Objectives. (a)CONTRACTOR's Acknowledgement. CONTRACTOR acknowledges its understanding that NCTCOG's overall objective in engaging CONTRACTOR pursuant to this Agreement is to obtain efficiently delivered funding for local entities to provide for a wide array of human services, including the provision of health care, mental health care and to restore and resume operations of health care providers and centers through repairs or reconstruction, for local areas of Texas most severely impacted by Hurricane Katrina. The mission of NCTCOG's Emergency Preparedness Department is as follows: Enhancing lasting partnerships and proactive emergency preparedness initiatives through advocacy, communication, and collaboration. (b)CONTRACTOR's Understanding of NCTCOG's Mission Objectives. CONTRACTOR acknowledges its understanding of NCTCOG's desire to achieve the following primary Mission Objectives: (1) To develop one or more plan(s)to efficiently deliver funding to local entities by $325,000.00 to provide for a wide array of human services, including the provision of health care, mental health care and to restore and resume operations of health care providers and centers through repairs or reconstruction, for local areas of Texas most severely impacted by Hurricane Katrina. (2)To identify needs due to the Hurricane Katrina disaster and submit that information to NCTCOG; (4)To ensure completion of the scope of work and submission of deliverables; (5) To develop a flexible and responsive relationship with NCTCOG to achieve these Mission Objectives; and, (c)CONTRACTOR's Understanding of the Sub-Grantee Rules. 1. Sub-grantees with delinquent audits and other audit issues are ineligible to apply for SSBG funding under this contract(45 CFR 92.35). 2. Sub-grantees must be in compliance with Part C of Public Law 103-227, the "Pro-Children Act of 1994", "smoking may not be permitted in any portion of any indoor facility owned or regularly used for the provision of health, day care, education, or library services to children under the age of 18, if the services are funded by Federal programs directly or through state or local governments". All sub-grantees must certify in writing that they are in compliance with these provisions. (d) CONTRACTOR's Commitment and Understanding. In entering into this Agreement, CONTRACTOR has had the opportunity to review and understand NCTCOG's mission, objectives, and based on such review and understanding, CONTRACTOR represents and warrants that it has the capacity to perform in accordance with the terms and conditions of this Agreement. Section 2.05 CONTRACTOR's Inducements. (a) NCTCOG's Continuing Reliance on CONTRACTOR'S Assurances. NCTCOG is relying, and will continue to rely throughout the Term of this Agreement, upon the truthfulness, accuracy and completeness of such written assurances, as inducements made by the CONTRACTOR to NCTCOG to enter into this Agreement. Moreover, NCTCOG would not have entered into this Agreement with the CONTRACTOR but for such assurances. � HJ`'1 El �r ti �m,71?r Page 4 of 11 SSBG Agreement with North Central Texas Co incil of Governments and City of Fort Worth Comn unity Action Partners, CONTRACTOR acknowledges that NCTCOG is relying upon such assurances and acknowledges their materiality and significance. In light of the foregoing, the CONTRACTOR hereby unequivocally represents to NCTCOG that the CONTRACTOR has made a full commitment to the performance of the mission objectives as described in this Agreement, Scope of Work and the Workplan. Section 2.06 Term of the Agreement. The term of this Agreement will begin on the Effective Date, as defined by NCTCOG's Uniform Contract Terms and Conditions, and will expire on September 30, 2007. ('The "Expiration Date") unless terminated sooner or extended pursuant to the terms and conditions of this Agreement. Section 2.07 Contract Managers. The following Contract Managers will serve as the primary contacts for all administrative issues: LEONA JOHNSON ASSISTANT DIRECTOR 4200 S.FREEWAY,STE. 2200 FORT WORTH,TEXAS 76115 PHONE: (817)871-5770 FAX: (817) 871-5776 KATHRYN CANE SENIOR EMERGENCY PREPAREDNESS SPECIALIST NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS 616 SIX FLAGS DRIVE,SUITE 400 ARLINGTON,TEXAS 76011 PHONE: (817)695-9233 FAX: (817)608-2372 Page 5 of 11 SSBG Agreement with North Central Texas Council of Governments and City of Fort Worth Community Action Partners Section 2.08 Legal Notice Contacts. The following personnel will serve as the primary contacts for all legal issues: LEONAJOHNSON ASSISTANT DIRECTOR 4200 S. FREEWAY,STE. 2200 FORT WORTH,TEXAS 76115 PHONE: (817)871-5770 FAX: (817) 871-5776 MIKE EASTLAND EXECUTIVE DIRECTOR NORTH CENTRAL TEXAS COUNCIL OF GOVERNMENTS 616 SIX FLAGS DRIVE ARLINGTON,TEXAS 76011 FAX: (817)695-9100 Section 2.09 Notices. (a)Delivery. Any notice or other legal communication required or permitted to be made or given by either Party pursuant to this Agreement will be in writing and deemed to have been duly given: (1) Three (3) business days after the date of mailing if sent by registered or certified U.S. mail, postage prepaid, with return receipt requested; (2) When transmitted if sent by facsimile, provided a confirmation of transmission is produced by the sending machine; or (3)When delivered if delivered personally or sent by express courier service. (b)Sufficiency of Notice. Any notice under this Agreement will be sufficient if delivered to the following persons or their successors. (1) Communications that are routine and administrative in nature should be sent to the Contract Managers identified in Section 2.08. (2) Communications that are legal in nature should be sent to the Legal Notice Contacts identified in Section 2.09 (c)Change of Designee. Either Party may change the above-referenced designees or address with five (5) days written notice to the other Party. Page 6 of 11 SSBG Agreement with North Central Texas Council of Governments and City of Fort Worth Community Action Partners Section 2.10 Conflicts of Interest. (a)Representation. CONTRACTOR agrees to comply with applicable state and federal laws, rules, and regulations regarding conflicts of interest in the performance of its duties under this Agreement. CONTRACTOR warrants that it has no interest, and will not acquire any direct or indirect interest, that would conflict in any manner or degree with its performance under this Agreement. (b)General Duty Regarding Conflicts of Interest. CONTRACTOR will establish safeguards to prohibit employees from using their positions for a purpose that constitutes or presents the appearance of personal or organizational conflict of interest, or personal gain. CONTRACTOR will operate with complete independence and objectivity without actual, potential or apparent conflict of interest with respect to the activities conducted under this Agreement with the State of Texas. ARTICLE 3. SCOPE OF WORK—SERVICES AND DELIVERABLES. Section 3.01 Definitions. (a)Services. "Services" means the tasks, functions, and responsibilities to be performed by CONTRACTOR under this Agreement, including any incidental or ancillary tasks, functions, or responsibilities not expressly described in this Agreement but that are necessary and appropriate for the successful performance of the CONTRACTOR's obligations under this Agreement. (b)Deliverables. "Deliverables" means a written work product prepared, developed, or procured by CONTRACTOR as part of the Services under this Agreement for the use or benefit of NCTCOG or the HHSC. The Deliverables to be provided by Contractor are incorporated as part of this Agreement, which shall be deemed to include and incorporate any Deliverable upon which the Parties subsequently mutually agree or which by their nature are necessary or appropriate to the successful performance of Contractor's obligations under this Agreement. Section 3.02 Scope of the Services and Deliverables. CONTRACTOR will provide the Services and Deliverables in accordance with: (1)The Scope of Work (Attachment A) (2) Program Budget (Attachment B) (3)Agreement Allocations (Attachment C) (4) Final Reimbursement Request- Due July 31, 2007 (Deliverable 4) (5) Deliverables and supporting documentation must be submitted on NCTCOG's website at www.nctcog.org/ep/ssbg (6) Deliverables and supporting documentation will be submitted to NCTCOG by CONTRACTOR on a bi-monthly basis or when requested Inability to submit deliverables and supporting documentation will result in termination of agreement between the NCTCOG and the CONTRACTOR. Page 7 of 11 SSBG Agreement with North Central Texas Council of Governments and City of Fort Worth Community Action Partners Section 3.03 Financial Plan and Quarterly Progress Updates NCTCOG will reimburse CONTRACTOR based on submission of required deliverables with supporting documentation: DELIVERABLE 1 — CONTRACTOR'S Scope of Work for use of Grant Funds (Attachment A) Ongoing Only City of Fort Worth Community Action Partners must submit to NCTCOG the first report (will be posted on www.nctcog.org/ep): (a) Anticipated primary Goal/Objective of funding (ongoing); (b) Action Steps by Applicant (Detailed steps necessary to complete your organization's goals/objectives such as staffing, purchases, services, facility, etc.) (ongoing); (c) Form of Anticipated Deliverables (ongoing); (d) Completion Date (ongoing). DELIVERABLE 2 - CONTRACTOR'S Program Progress Reports for use of Grant Funds (Attachment B) Ongoing Only City of Fort Worth Community Action Partners must submit to NCTCOG the attached report form bi-monthly after the Effective Date of this Agreement. The form, required information and will be submitted online at www.nctcog.org/ei): (a)Primary Uses of Funding by Sub Grantee (b) Services Projected to be supported with SSBG Funding (c) Total Amount Requested (d) Number of Hurricane Katrina Evacuees Assisted Additional documentations/ invoices will be faxed to 817-608-2372 or mailed to PO Box 5888, Arlington, TX 76005-5888. DELIVERABLE 3 -CONTRACTOR'S Program Budget Report for use of Grant Funds (a) Cost Categories (b) SSBG Funds Allocated CONTRACTOR is authorized to spend only the amount approved on allowable expenses in this Agreement. Any changes by the CONTRACTOR to the Scope of Work, Program Budget, and other related documents must be submitted in a written request to NCTCOG before any changes can be made. Changes to these documents are not permitted unless approved by NCTCOG. DELIVERABLE 4-CONTRACTOR'S Final Reimbursement Request for Grant Funds (a) Final request for reimbursement of grant funds must be made on or before 5:00 pm on July 31, 2007. (b) Late requests will not be accepted. Page 8 of 11 SSBG Agreement with North Central Texas Council of Governments and City of Fort Worth Community Action Partners Section 3.04 Performance Measurement and Monitoring. NCTCOG will monitor CONTRACTOR's performance of the Services and production of the Deliverables to this Agreement, in accordance with, among other things, the required reports and deliverables to be submitted by CONTRACTOR. ARTICLE 4. TERMS AND CONDITIONS OF PAYMENT. Section 4.01 Total Cost. The total cost of the Services and Deliverables supplied by CONTRACTOR to NCTCOG during the Term of this Agreement will not to exceed a total amount of $325,000.00, for the combined Federal Fiscal Years 2006-2007. Federal Fiscal Year 2006 begins on October 1, 2005 and ends on September 30, 2006. Federal Fiscal Year 2007 begins on October 1, 2006 and ends on September 30, 2007. CONTRACTOR is authorized to spend only the amount approved in this Agreement. Section 4.02 General Payment Terms. Payment Methodology. NCTCOG shall pay to CONTRACTOR an amount not to exceed $325,000.00 for the Term of this Agreement. Payments will be made with the acceptance of deliverables and invoices for services rendered. (a)CONTRACTOR must utilize CONTRACTOR's Invoicing Form (Purchase Voucher) to submit an invoice for payment of expenditures reported to Contractor by the sub-grantees in the CONTRACTOR's service area and/or payment for administrative expenditures actually incurred by the CONTRACTOR. (b) CONTRACTOR must complete and attach a copy of CONTRACTOR's Financial Status Report Form to any invoice. (c) Contractor must only submit Purchase Vouchers for expenditures actually incurred by the CONTRACTOR for payment of CONTRACTOR's administrative expenditures and/or expenditures reported to Contractor by the sub- grantees in the CONTRACTOR's service area that have been incurred by the sub-grantees. (d) Contractor's final Purchase Voucher must be received by NCTCOG on or before July 31, 2007. (e) NCTCOG will not provide any advance funding for the CONTRACTOR or its sub-grantees. (f) By signing this Agreement, the CONTRACTOR acknowledges that they have read, understand, and agree to comply with the federal document Guidance to Faith-Based and Community Organizations on Partnering with the Federal Government. A copy of the guidance is at www.nctcog.org/ep/ssbg. Section 4.03 Failure, Termination Or Suspension of HHSC Funding. Except as otherwise provided in this Agreement, CONTRACTOR understands and expressly assumes all risks associated with the commitment of delivery of the contracted Services and Deliverables, including the failure, termination or suspension of funding to NCTCOG, delays or denials of required third party approvals, and cost overruns not reasonably attributable to NCTCOG but shall be relieved of the obligation to provide contracted services if there is a failure of NCTCOG to fund this Agreement. Section 4.04 Audit Requirements a. COGS and their sub-grantees are required to follow the standard single audit requirements found irv �� 45 CFR 92.26 as stated below: ��Cj '� i�iji1 �J7 Page 9 of 11 SSBG Agreement with North Central Texas Council of Governments and City of Fort Worth Community Action Partners. § 92.26 Non-Federal audit. (a) Basic rule. Grantees and sub-grantees are responsible for obtaining audits in accordance with the Single Audit Act Amendments of 1996 (31 U.S.C. 7501-7507) and revised OMB Circular A-133, "Audits of States, Local Governments, and Non-Profit Organizations." The audits shall be made by an independent auditor in accordance with Generally Accepted Government Auditing Standards covering financial audits. (b) Sub-grantees. State or local governments, as those terms are defined for purposes of the Single Audit Act Amendments of 1996, that provide Federal awards to a sub grantee, which expends $300,000 or more (or other amount as specified by OMB) in Federal awards in a fiscal year, shall: (1) Determine whether State or local sub-grantees have met the audit requirements of the Act and whether sub- grantees covered by OMB Circular A— 110, "Uniform Administrative Requirements for Grants and Agreements with Institutions of Higher Education, Hospitals, and Other Non-Profit Organizations," have met the audit requirements of the Act. Commercial contractors (private for-profit and private and governmental organizations) providing goods and services to State and local governments are not required to have a single audit performed. State and local governments should use their own procedures to ensure that the contractor has complied with laws and regulations affecting the expenditure of Federal funds; (2) Determine whether the sub-grantee spent Federal assistance funds provided in accordance with applicable laws and regulations. This may be accomplished by reviewing an audit of the sub-grantee made in accordance with the Act, Circular A-110, or through other means (e.g., program reviews) if the sub-grantee has not had such an audit; (3) Ensure that appropriate corrective action is taken within six months after receipt of the audit report in instance of noncompliance with Federal laws and regulations; (4) Consider whether sub-grantee audits necessitate adjustment of the grantee's own records; and (5) Require each sub-grantee to permit independent auditors to have access to the records and financial statements. (c)Auditor selection. In arranging for audit services, § 92.36 shall be followed. ARTICLE 5. PERFORMANCE & TAILORED REMEDIES. Section 5.01 Elements of Performance: Standards, Reviews, and Remedies. (a) CONTRACTOR is expected to meet or exceed the objectives and standards set forth in this Agreement. All areas of responsibility and all requirements listed in the Agreement will be subject to performance evaluation by NCTCOG. (b) Performance reviews may be conducted at NCTCOG's discretion at any time and may relate to any responsibility and/or requirement set forth in this Agreement. NCTCOG will use reasonable efforts to provide advance notice to schedule performance reviews and will seek to conduct such reviews during normal business hours. Page 10 of 11 SSBG Agreement with North Central Texas Council of Governments and City of Fort Worth Community Action Partners ARTICLE 6. AMENDMENTS, MODIFICATIONS, AND CHANGE ORDERS. Any changes by the CONTRACTOR to the Scope of Work, Program Budget, and other related documents must be submitted in writing to NCTCOG. Changes to these documents are not permitted unless approved by NCTCOG. ARTICLE 7. AUTHORITY TO EXECUTE. The Parties have executed this Agreement in their capacities as stated below with authority to bind their organizations on the dates set forth by their signatures. IN WITNESS HEREOF, NCTCOG and CONTRACTOR have each caused this Agreement to be signed and delivered by its duly authorized representative. NORTH CENTRAL TEXAS COUNCIL OF CITY OF FORT WORTH COMMUNITY ACTION GOVERNMENTS (COG) PARTNERS MiK9 EASTLAND LIBBY WATSCVN EXECUTIVE DIRECTOR ASSISTANT CITY MANAGER DATE: DATE: a. '�-�-_C-)t APPROVED AS TO FO AND LEGALITY: Y ASSISTANT CITY ATT RNEY Attested By Marty Hendrix City Secretary Contr-act Authorization Date Page 11 of 11 SSBG Agreement with North Central Texas Coun it of M��r �nents:;;� �1 and City of Fort Worth Community Acticl Pwrtners. nop9 North Central Texas Council of Governments Administration of Social Services Block Grant Emergency Disaster Relief Funds for Hurricane Katrina Attachment A (b) Action Steps by Applicant(Detailed steps (c) (d) Goal/Objective necessary to complete your organization's Form of Anticipated Deliverables Completion goals/objectives such as staffing, purchases, Date services,facility,etc. To provide employment related 1. Develop a Memorandum of 1. Signed MOUs and successful Project ends July on-demand, door to door Understanding with referring marketing campaign. 31, 2007 transportation services to agencies and market program. 2. Established office workplace. persons impacted by Hurricane 2. Setup an office. 3. Trained office staff assigned. Katrina residing in Tarrant 3. Assign staff to coordinate program 4. Secured cell phones. County and hire dispatchers. 5. Recruited and hired drivers. 4. Lease cell phones. 6. Secured vehicles. 5. Review and revise, as necessary, 7. Provided training for all staff. established transportation process. 8. Implement transportation process 6. Lease vehicles. effective 1/2/07. 7. Conduct training, including defensive 9. Anticipate transporting 875 driving, customer service, persons for work related activities. harassment in the workplace, safety, cell phone etiquette and usage. 8. Implement program. Attachment A SSBG Agreement with North Central Texas Council of Governments and City of Fort Worth Community Action Partners North Central Texas Council of Governments Administration of Social Services Block Grant Emergency Disaster Relief Funds for Hurricane Katrina Attachment B Organization Name: Contact Person: Title: Phone Number: E-Mail Address: Total SSBG Funding Proposed to be Allocated to Sub Grantee: Total Children Adults Adults Adults Age 69 Age 60 and and Primary Uses of Funding by Sub Grantee: Services Projected to be Supported with SSBG Funding: Younger Older 1 1 Adoption Services Items Purchased: Items Purchased: Items Purchased: 2 Items Purchased: 2 Case Management 3 Congregate Meals 4 Counseling Services 3 5 Day Care-Adults 6 Day Care-Children 7 Education and Training Services 8 Employment Services 4 9 Family Planning Services 10 Foster Care Services-Adults 11 Foster Care-Children 12 Health-Related Services 5 13 Home-Based Services 14 Home-Delivered Meals 15 Housing Services 16 Independent/Transitional Living Services 6 17 Information&Referral 18 Legal Services 19 Pregnancy&Parenting 20 Prevention&Intervention 7 21 Protective Services-Adults North Central Texas Council of Governments Administration of Social Services Block Grant Emergency Disaster Relief Funds for Hurricane Katrina Attachment B Continued 22 Protective Services-Children 23 Recreation Services 24 Residential Treatment 25 Special Services-Disabled 26 Special Services-Youth at Risk 27 Substance Abuse Services 28 Transportation 29 Other Services SUM OF RECIPIENT SERVICES 0 0 0 0 0 `To release funds for reimbursement to the sub grantee all related documents and invoices must be attached to the reimbursement request form. I acknowledge all Information In this monthly reimbursement request Is true and correct. This request has been duly authorized by the governing body of the applicant The applicant agrees to comply with the conditions of the signed contract with North Central Texas Council of Governments. Attachment B SSBG Agreement with North Central Texas Council of Governments and City of Fort Worth Community Action Partners North Central Texas Council of Governments Administration of Social Services Block Grant Emergency Disaster Relief Funds for Hurricane Katrina Attachment C Organization Name: City of Fort Worth Community Action Partners Total Amount Allocated: $325,000.00 '4' Cost Categories SSBG Funds Requested Transportation Services Salary&Fringe 209,816.00 Vehicle costs(gas, lease, insurance, etc) 65,740.00 Office expense(phones,supplies, computer lease) 9,201.00 Total Direct Costs 284,757.00 Indirect Costs 40,243.00 Total $325 000.00 Attachment C SSBG Agreement with North Central Texas Council of Governments and City of Fort Worth Community Action Partners North Central Texas Council of Governments Administration of Social Services Block Grant Emergency Disaster Relief Funds for Hurricane Katrina Exhibit A TERMS AND CONDITIONS FISCAL YEAR 2006 Section 7.01 October 1, 2005—September 30, 2007 By acceptance of this award, the State, Tribe or Territory agrees to comply with the terms and conditions detailed below. Failure to comply with these terms and conditions may result in the loss of Federal funds and may be considered grounds for the suspension or termination of this grant. This award is subject to the following terms, conditions and provisions: 1. Direct Federal grants, sub-awards, or contracts under this program shall not be used to support inherently religious activities such as religious instruction, worship, or ^ proselytization. Therefore, organizations must take steps to separate, in time or location, their inherently religious activities from the services funded under this program. Regulations pertaining to the prohibition of Federal funds for inherently religious activities can be found on the HHS website at: hftp://www.os.dhhs.gov/fbci/waisgate2l.pdf. 2. Federal grant funds provided under this award may not be used by the grantee or any sub- grantee to support lobbying activities to influence proposed or pending Federal or State legislation or appropriations. This prohibition is related to the use of Federal grant funds and is not intended to affect an individual's right or that of any organization, to petition Congress, or any other level of Government, through the use of other resources. (See 45 CFR Part 93.) 3. In accordance with Public Law 103-333, the "Departments of Labor, Health and Human Services, and Education, and Related Agencies Appropriations Act of 1995," the following provisions are applicable to this grant award: Section 507: "Purchase of American-Made Equipment and Products - It is the sense of the Congress that, to the greatest extent practicable, all equipment and products purchased with funds made available in this Act should be American-made." Section 508: "When issuing statements, press releases, requests for proposals, bid solicitations and other documents describing projects or programs funded in whole or in part with Federal money, all States receiving Federal funds, including but not limited to State and local governments and recipients of Federal research grants, shall clearly ^ state (1) the percentage of the total costs of the program or project which will be financed with Federal money, (2)the dollar amount of Federal funds for the project or Exhibit A SSBG Agreement with North Central Texas C Fq,06 6ji6 r'1�n�V; and City of Fort Worth Com t� ctiba a ne'r$ program, and (3) percentage and dollar amount of the total costs of the project or program that will be financed by nongovernmental sources." 4. In accordance with Part C of Public Law 103-227, the "Pro-Children Act of 1994," smoking may not be permitted in any portion of any indoor facility owned or regularly used for the provision of health, day care, education, or library services to children under the age of 18, if the services are funded by Federal programs wither directly or through State or local governments. Federal programs include grants, cooperative agreements, loans and loan guarantees, and contracts. The law does not apply to children's services provided in private residences, facilities funded solely by Medicare or Medicaid funds, and portions or facilities and used for inpatient drug and alcohol treatment. The above language must be included in any subawards that contain provisions for children's services and that all subgrantees shall certify compliance accordingly. Failure to comply with the provisions of this law may result in the imposition of a civil monetary penalty of up to$1,000 per day. 5. No organization may participate in this project in any capacity or be a recipient of Federal funds designated for this project if the organization has been debarred or suspended or otherwise found to be ineligible for participation in Federal assistance programs under Executive Order 12549, "Debarment and Suspension." (See 45 CFR 92.35.) States must include a similar term and/or condition for all sub-awards or contracts awarded under this program. Prior to issuing subawards or contracts under this grant, the state must consult the ineligible parties list to ensure that organizations under funding consideration are not ineligible. The list is available on the Web at http://www.epls.gov. NOTE: The U.S. Govemment Accountability Office (GAO) maintains FraudNET, a system for reporting allegations of fraud, waste and abuse under Federal grants and cooperative agreements. Reports are kept confidential; you need not provide your name. Information provided through the Internet web site is secure and all information is safeguarded against unauthorized disclosure. To report the possible misuse of federal funds, the E-mail address is fraudnetCa)_gao.gov; the fax number is 202-512-3086 and the mailing address is GAO FraudNET, 441 G Street N.W., Washington, D.C. 20548. When you submit allegations, please provide as much detailed information as possible. lowftk Exhibit A SSBG Agreement with North Central Texas Council of Governments and City of Fort Worth Community Action Partners North Central Texas Council of Governments Social Services Block Grant Emergency Disaster Relief Exhibit B Uniform Definition of Eligible Services Below is listed the current allowable services under the regular Social Services Block Grant: CONTRACTOR is authorized to spend only the allowable amounts approved in this Agreement. SEC. 2001. [42 U.S.C. 1397]For the purposes of consolidating Federal assistance to States for social services into a single grant, increasing State flexibility in using social service grants, and encouraging each State, as far as practicable under the conditions in that State, to furnish services directed at the goals of- (1) achieving or maintaining economic self-support to prevent, reduce, or eliminate dependency; (2) achieving or maintaining self-sufficiency, including reduction or prevention of dependency; (3) preventing or remedying neglect, abuse, or exploitation of children and adults unable to protect their own interests, or preserving, rehabilitating or reuniting families; (4) preventing or reducing inappropriate institutional care by providing for community-based care, home-based care, or other forms of less intensive care; and Aft. (5) securing referral or admission for institutional care when other forms of care are not appropriate, or providing services to individuals in institutions, SEC. 2002. [42 U.S.C. 1397a](a)(1) Each State shall be entitled to payment under this title for each fiscal year in an amount equal to its allotment for such fiscal year, to be used by such State for services directed at the goals set forth in section [42 U.S.C. 1397], subject to the requirements of this title. (2) For purposes of paragraph (1)- (A) services which are directed at the goals set forth in section[42 U.S.C. 1397]include, but are not limited to, child care services, protective services for children and adults, services for children and adults in foster care, services related to the management and maintenance of the home, day care services for adults, transportation services, family planning services, training and related services, employment services, information, referral, and counseling services, the preparation and delivery of meals, health support services and appropriate combinations of services designed to meet the special needs of children, the aged, the mentally retarded, the blind, the emotionally disturbed, the physically handicapped, and alcoholics and drug addicts; and (B) expenditures for such services may include expenditures for- (i) administration (including planning and evaluation); (ii) personnel training and retraining directly related to the provision of those services (including both short- and long-term training at educational institutions through grants to such institutions or by direct financial assistance to students enrolled in such institutions); and Exhibit B SSBG Agreement with North Central Texas Council of Governments and City of Fort Worth Community Action Partners (iii) conferences or workshops, and training or retraining through grants to nonprofit organizations within the meaning of section 501(c)(3) of the Internal Revenue Code of 19540 or to individuals with social services expertise, or through financial assistance to individuals participating in such conferences, workshops, and training or retraining (and this clause shall apply with respect to all persons involved in the delivery of such services). UNIFORM DEFINITION OF ELIGIBLE SERVICES: 1. Adoption Services Adoption services are those services or activities provided to assist in bringing about the adoption of a child. Component services and activities may include, but are not limited to, counseling the biological parent(s), recruitment of adoptive homes, and pre- and post- placement training and/or counseling 2. Case Management Services Case management services are services or activities for the arrangement, coordination, and monitoring of services to meet the needs of individuals and families. Component services and activities may include individual service plan development; counseling; monitoring, developing, securing, and coordinating services; monitoring and evaluating client progress; and assuring that clients' rights are protected. 3. Congregate Meals Congregate meals are those services or activities designed to prepare and serve one or more meals a day to individuals in central dining areas in order to prevent institutionalization, malnutrition, and feelings of isolation. Component services or activities may include the cost of r personnel, equipment, and food; assessment of nutritional and dietary needs; nutritional education and counseling; socialization; and other services such as transportation and information and referral. 4. Counseling Services Counseling services are those services or activities that apply therapeutic processes to personal, family, situational, or occupational problems in order to bring about a positive resolution of the problem or improved individual or family functioning or circumstances. Problem areas may include family and marital relationships, parent-child problems, or drug abuse. 5.Day Care Services—Adults Day care services for adults are those services or activities provided to adults who require care and supervision in a protective setting for a portion of a 24-hour day. Component services or activities may include opportunity for social interaction, companionship and self.- education; health support or assistance in obtaining health services; counseling; recreation and general leisure time activities; meals; personal care services; plan development; and transportation. 6. Day Care Services--Children Day care services for children (including infants, pre-schoolers, and school age children) are services or activities provided in a setting that meets applicable standards of state and local law, in a center or in a home, for a portion of a 24-hour day. Component services or activities may include a comprehensive and coordinated set of appropriate developmental activities for children, recreation, meals and snacks, transportation, health support services, social service counseling for parents, plan development, and licensing and monitoring of child care homes and facilities. Exhibit B SSBG Agreement with North Central Texas Council of Governments and City of Fort Worth Community Action Partners 7. Education and Training Services Education and training services are those services provided to improve knowledge or daily living skills and to enhance cultural opportunities. Services may include instruction or training in, but are not limited to, such issues as consumer education, health education, community protection and safety education, literacy education, English as a second language, and General Educational Development (G.E.D.). Component services or activities may include screening, assessment and testing; individual or group instruction; tutoring; provision of books, supplies and instructional material; counseling; transportation; and referral to community resources. 8. Employment Services Employment services are those services or activities provided to assist individuals in securing employment or acquiring or learning skills that promote opportunities for employment. Component services or activities may include employment screening, assessment, or testing; structured job skills and job seeking skills; specialized therapy (occupational, speech, physical); special training and tutoring, including literacy training and pre-vocational training; provision of books, supplies and instructional material; counseling, transportation; and referral to community resources. 9. Family Planning Services Family planning services are those educational, comprehensive medical or social services or activities which enable individuals, including minors, to determine freely the number and spacing of their children and to select the means by which this may be achieved. These services and activities include a broad range of acceptable and effective methods and services to limit or enhance fertility, including contraceptive methods (including natural family planning and abstinence), and the management of infertility (including referral to adoption). Specific component services and activities may include preconceptional counseling, education, and general reproductive health care, including diagnosis and treatment of infections which threaten reproductive capability. Family planning services do not include pregnancy care (including obstetric or prenatal care). 10. Foster Care Services for Adults Foster care services for adults are those services or activities that assess the need and arrange for the substitute care and alternate living situation of adults in a setting suitable to the individual's needs. Individuals may need such services because of social, physical or mental disabilities, or as a consequence of abuse or neglect. Care may be provided in a community- based setting, or such services may arrange for institutionalization when necessary. Component services or activities include assessment of the individual's needs; case planning and case management to assure that the individual receives proper care in the placement; counseling to help with personal problems and adjusting to new situations; assistance in obtaining other necessary supportive services; determining, through periodic reviews, the continued appropriateness of and need for placement; and recruitment and licensing of foster care homes and facilities. 11. Foster Care Services for Children Foster care services for children are those services or activities associated with the provision of an alternative family life experience for abused, neglected or dependent children, between birth and the age of majority, on the basis of a court commitment or a voluntary placement agreement signed by the parent or guardian. Services may be provided to children in foster family homes, foster homes of relatives, group homes, emergency shelters, residential facilities, child care institutions, pre-adoptive homes or supervised independent living situation. Component services or activities may include assessment of the child's needs; case planning Exhibit B SSBG Agreement with North Central Texas Council of Governments and City of Fort Worth Community Action Partners and case management to assure that the child receives proper care in the placement; medical care as an integral but subordinate part of the service; counseling of the child, the child's parents, and the foster parents; referral and assistance in obtaining other necessary supportive services; periodical reviews to determine the continued appropriateness and need for placement; and recruitment and licensing of foster homes and child care institutions. 12. Health Related and Home Health Services Health related and home health services are those in-home or out-of- home services or activities designed to assist individuals and families to attain and maintain a favorable condition of health. Component services and activities may include providing an analysis or assessment of an individual's health problems and the development of a treatment plan; assisting individuals to identify and understand their health needs; assisting individuals to locate, provide or secure, and utilize appropriate medical treatment, preventive medical care, and health maintenance services, including in-home health services and emergency medical services; and providing follow-up services as needed. 13. Home Based Services Home based services are those in-home services or activities provided to individuals or families to assist with household or personal care activities that improve or maintain adequate family well-being. These services may be provided for reasons of illness, incapacity, frailty, absence of a caretaker relative, or to prevent abuse and neglect of a child or adult. Major service components include homemaker services, chore services, home maintenance services, and household management services. Component services. or activities may include protective supervision of adults and/or children to help prevent abuse, temporary non-medical personal care, house-cleaning, essential shopping, simple household repairs, yard maintenance, '"` teaching of homemaking skills, training in self-help and self-care skills, assistance with meal planning and preparation, sanitation, budgeting, and general household management. 14. Home Delivered Meals Home-delivered meals are those services or activities designed to prepare and deliver one or more meals a day to an individual's residence in order to prevent institutionalization, malnutrition, and feelings of isolation. Component services or activities may include the cost of personnel, equipment, and food; assessment of nutritional and dietary needs; nutritional education and counseling; socialization services; and information and referral. 15. Housing Services Housing services are those services or activities designed to assist individuals or families in locating, obtaining, or retaining suitable housing. Component services or activities may include tenant counseling; helping individuals and families to identify and correct substandard housing conditions on behalf of individuals and families who are unable to protect their own interests; and assisting individuals and families to understand leases, secure utilities, make moving arrangements and minor renovations. 16. Independent and Transitional Living Services Independent and transitional living services are those services and activities designed to help older youth in foster care or homeless youth make the transition to independent living, or to help adults make the transition from an institution, or from homelessness, to independent living. Component services or activities may include educational and employment assistance, training in daily living skills, and housing assistance. Specific component services and activities may include supervised practice living and post-foster care services. Exhibit B SSBG Agreement with North Central Texas Council of Governments and City of Fort Worth Community Action Partners it 17. Information and Referral Information and referral services are those services or activities designed to provide information about services provided by public and private service providers and a brief assessment of client needs (but not diagnosis and evaluation) to facilitate appropriate referral to these community resources. 18 Legal Services Legal services are those services or activities provided by a lawyer or other person(s) under the supervision of a lawyer to assist individuals in seeking or obtaining legal help in civil matters such as housing, divorce, child support, guardianship, paternity, and legal separation. Component services or activities may include receiving and preparing cases for trial, provision of legal advice, representation at hearings, and counseling. 19. Pregnancy and Parenting Services for Young Parents Pregnancy and parenting services are those services or activities for married or unmarried adolescent parents and their families designed to assist young parents in coping with the social, emotional, and economic problems related to pregnancy and in planning for the future. 'Component services or activities may include securing necessary health care and living arrangements; obtaining legal services; and providing counseling, child care education, and training in and development of parenting skills. 20. Prevention and Intervention Services Prevention and intervention services are those services or activities designed to provide early identification and/or timely intervention to support families and prevent or ameliorate the consequences of, abuse, neglect, or family violence, or to assist in making arrangement for alternate placements or living arrangements where necessary. Such services may also be provided to prevent the removal of a child or adult from the home. Component services and activities may include investigation; assessment and/or evaluation of the extent of the problem; counseling, including mental health counseling or therapy as needed; developmental and parenting skills training; respite care; and other services including supervision, case management, and transportation. 21. Protective Services for Adults .Protective services for adults are those services or activities designed to prevent or remedy abuse, neglect or exploitation of adults who are unable to protect their own interests. Examples of situations that may require protective services are injury due to maltreatment or family violence; lack of adequate food, clothing or shelter; lack 'of essential medical treatment or rehabilitation services; and lack of necessary financial or other resources. Component services or activities may include investigation; immediate intervention; emergency medical services; emergency shelter; developing case plans; initiation of legal action (if needed); counseling for the individual and the family; assessment/evaluation of family circumstances; arranging alternative or improved living arrangements; preparing for foster placement, if needed; and case management and referral to service providers. 22. Protective Services for Children Protective services for children are those services or activities designed to prevent or remedy abuse, neglect, or exploitation of children who may be harmed through physical or mental injury, sexual abuse or exploitation, and negligent treatment or maltreatment, including failure to be provided with adequate food, clothing, shelter, or medical care. Component services or activities may include immediate investigation and intervention; emergency medical services; emergency shelter; developing case plans; initiation of legal action (if needed); counseling for the child and Exhibit B SSBG Agreement with North Central Texas Council of Governments and City of Fort Worth Community Action Partners r. the family; assessment/evaluation of family circumstances; arranging alternative living arrangement; preparing for foster placement, if needed; and case management and referral to service providers. 23. Recreational Services Recreational services are those services or activities designed to provide, or assist individuals to take advantage of, individual or group activities directed towards promoting physical, cultural, and/or social development. 24. Residential Treatment Services Residential treatment services provide short-term residential care and comprehensive treatment and services for children or adults whose problems are so severe or are such that they cannot be cared for at-home or in foster care and need the specialized services provided by specialized facilities. Component services and activities may include diagnosis and psychological evaluation; alcohol and drug detoxification services; individual, family, and group therapy and counseling; remedial education and GED preparation; vocational or pre-vocational training; training in activities of daily living; supervised recreational and social activities; case management; transportation; and referral to and utilization of other services. 25. Special Services for Persons With Developmental or Physical Disabilities, or Persons With Visual or Auditory Impairments Special services for persons with developmental or physical disabilities, or persons with visual or auditory impairments, are services or activities to maximize the potential of persons with disabilities, help alleviate the effects of physical, mental or emotional disabilities, and to enable these persons to live in the least restrictive environment possible. Component services or activities may include personal ^ and family counseling; respite care; family support; recreation; transportation; aid to assist with independent functioning in the community; and training in mobility, communication skills, the use of special aids and appliances, and self-sufficiency skills. Residential and medical services may be included only as an integral, but subordinate, part of the services. 26. Special Services for Youth Involved in or at Risk of Involvement With Criminal Activity Special services for youth involved in or at risk of involvement with criminal activity are those services or activities for youth who are, or who may become, involved with the juvenile justice system and their families. Components services or activities are designed to enhance family functioning and/or modify the youth's behavior with the goal of developing socially appropriate behavior and may include counseling, intervention therapy, and residential and medical services if included as an integral but subordinate part of the service. 27. Substance Abuse Services Substance abuse services are those services or activities that are primarily designed to deter, reduce, or eliminate substance abuse or chemical dependence. Except for initial detoxification services, medical and residential services may be included but only as an integral but subordinate part of the service. Component substance abuse services or activities may include a comprehensive range of personal and family counseling methods, methadone treatment for opiate abusers, or detoxification treatment for alcohol abusers. Services may be provided in alternative living arrangements such as institutional settings and community-based halfway houses. Exhibit B SSBG Agreement with North Central Texas Council of Governments and City of Fort Worth Community Action Partners 1 28. Transportation Services Transportation services are those services or activities that provide or arrange for the travel, including travel costs, of individuals in order to access services, or obtain medical care or employment. Component services or activities may include special travel arrangements such as special modes of transportation and personnel to accompany or assist individuals or families to utilize transportation. 29. Other Services Other Services are services that do not fall within the definitions of the preceding 28 services. The definition used by the State for each of these services should appear elsewhere in the annual report. Exhibit B SSBG Agreement with North Central Texas C un„nih QQt�r�renr ; and City of Fort Worth Com un At:ti 'PaftilePs Page 1 of 2 City of Fort Worth, Texas Mayor and Council Communication COUNCIL ACTION: Approved on 2/20/2007 - Ordinance No. 17410-02-2007 DATE: Tuesday, February 20, 2007 LOG NAME: 80SSBG07 REFERENCE NO.: **C-21979 SUBJECT: Authorize Execution of a Contract with the North Central Texas Council of Governments; Accept Funds from the Social Services Block Grant to Provide Employment Related Transportation Services for Persons Displaced by Hurricane Katrina; Authorize the Use of Existing Personnel, Equipment, Space and Services as In-Kind Match; Authorize a Non-Interest Bearing Interfund Loan and Adoption of Related Appropriation Ordinance RECOMMENDATION: It is recommended that the City Council: 1. Authorize the City Manager to execute a contract with North Central Texas Council of Governments (NCTCOG) for funds from the Social Services Block Grant in the amount of $325,000 to provide employment related transportation services to persons displaced by Hurricane Katrina; and 2. Authorize the use of existing personnel, office equipment, office space, and donated goods and services for the City's in-kind match with an anticipated value of$325,000; and 3. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Grants Fund to $650,000 upon receipt of funds; and 4. Authorize a non-interest bearing interfund loan from the General Fund in the amount of $125,000 to the Grants Fund to be repaid upon receipt of funds from NCTCOG. DISCUSSION: The Department of Defense Appropriations Act (Public Law 109-145, effective December 30, 2005) provided Social Services Block Grants (SSBG) to support hurricane recovery and provide a wide array of human services in affected states. The Tarrant County Long Term Recovery Group identified the provision of employment related transportation services as a priority for persons displaced by Hurricane Katrina. NCTCOG recently notified the City that Community Action Partners (CAP) has been awarded $325,000 to reinstate a van pool to provide employment related transportation to the target population. These funds will be used to rent vans and hire up to 12 drivers to provide door to door employment related activities to individuals and families displaced by the hurricane. All funds must be committed by July 31, 2007. The City's matching funds requirement will derive from the use of existing personnel, office space, equipment and furniture to administer the grant program. This program serves ALL COUNCIL DISTRICTS. http://www.cfwnet.org/council_packet/Reports/mc_print.asp 6/29/2007 Page 2 of 2 FISCAL INFORMATION/CERTIFICATION: The Finance Director certifies that upon approval and execution of all the above recommendations and adoption of the attached appropriation ordinance, funds will be available in the current operating budget, as appropriated, of the Grants Fund. TO Fund/Account/Centers FROM Fund/Account/Centers GR76 451409 080203171000 $325,000.00 GG01 136076 0000000 $125,000.00 GR76 5VARIOUS 080203171010 $325,000.00 GR76 488279 080203171000 $325,000.00 GR76 5VARIOUS 080203171020 $325,000.00 GR76 220001 000203171000 $125,000.00 Submitted for City Manager's Office by. Libby Watson (6183) Originating Department Head: Melody Mitchell (Acting) (5704) Additional Information Contact: Leona T. Johnson (5775) http://www.cfwnet.org/council_packet/Reports/mc_print.asp 6/29/2007