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HomeMy WebLinkAboutContract 39243-A1 (2)AMENDMENT TO CITY SECRETARY CONTRACT N0.39243 WHEREAS, on October 6, 2009, the City of Fort Worth ("City") and Catholic Charities Diocese of Fort Worth, Inc. ("Contractor") made and entered into City Secretary Contract No. 39243 (the "Contract"), WHEREAS, the Contract provided funding to Contractor pursuant to a grant received by City from the United States Department of Housing and Urban Development ("HUD") under Title XII of the American Recovery and Reinvestment Act of 2009, ("Recovery Act") for utilization in connection with its Homeless Prevention and Rapid Re -Housing Program WHEREAS, Contractor desires to reallocate HPRP funds by increasing the following eligible cost items: Administration: Salaries FICA Life Insurance Health Insurance Retirement Unemployment Workers Compensation Corporate Insurance Electric/Gas/Waste/Water/Wastewater (Occupancy) Telephone Custodial Services Stabilization Salaries FICA Electric/Gas/Waste/Water/Wastewater (Occupancy) Interpreters Telephone Liability Insurance Food Supplies Indirect Cost Rate Financial Assistance Utility Payments Salaries FICA Life/Disability Insurance Health Insurance Workers Compensation OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Unemployment Retirement Electric/Gas/Waste/Water/Wastewater (Occupancy) CONTRACT AMENDMENT CSC NO. 39243 Catholic Charities Prevention (HPRP) OAS-0 1-1 1 P02:28 I N Page 1 Custodial Services Repairs Telephone Corporate Insurance Indirect Cost Rate and WHEREAS Contractor desires to leave the total grant award at Seven Hundred Sixty Five Thousand Three Hundred Forty Five and 06/100 Dollars ($765,345.06) by reducing the following eligible cost items: Administration Indirect Cost Rate Stabilization Life/Disability Insurance Workers Compensation Unemployment Retirement Custodial Services Office Equipment Rental Printing Repairs Postage Private Auto Allowance (Mileage) Advertising Financial Assistance Rental Assistance Security Deposits and WHEREAS, it is the mutual desire of City and Contractor to amend the Contract to meet Contract objectives. NOW, THEREFORE, City, whose address is 1000 Throckmorton St., Fort Worth TX 76102, acting by and through Susan Alanis, its duly authorized Assistant City Manager, and Contractor, whose address is 249 W. Thornhill, Fort Worth, TX, acting by and through the Heather Reynolds, its duly authorized Chief Executive Officer and President, do hereby agree as follows: I. a. Exhibit D is deleted in its entirety and replaced with the attached Exhibit D —Revised. b. The effective date of this amendment is June 1, 2010. CONTRACT AMENDMENT CSC NO. 39243 Page 2 Catholic Charities Prevention (HPRP) II. All other terms and conditions of the Contract not amended herein remain unaffected and in full force and effect, are binding on the Parties and are hereby ratified by the Parties. [REMAINDER OF PAGE LEFT INTENTIONALLY BLANK) CONTRACT AMENDMENT CSC NO. 39243 Page 3 Catholic Charities Prevention (HPRP) IN WITNESS WHEREOF, the Parties hereto have executed three duplicate originals of this Contract Amendment in Fort Worth, Texas, this day of L,O t% , 2011. _..,vRn%N. ATTEST: City Secretary CS � , �' M&C: C-23715 Date. 8/ /E ® 0 0C k� ITY OF FORT WORTH 00 a Of a aA�14 -me, oSus Alanis, Assistant City Manager d CATfl FORT CHARITIES DIOCESE OF TH, u4C. STATE OF TEXAS § COUNTY OF TARRANT § . ^. This instrument was acknowledged before me on j Air , 2011 by Susan Alanis, the Assistant City Manager of the City of Fort Worth, on behalf of the City of Fort Worth. n 14 l.INDA �i. HIRRiINGCR MY COMMISSION EXPIRES Febwary2, 20% W STATE OF TEXAS § COUNTY OF TARRANT § This instrument was acknowledged before me on jit lg /J , 2011 by Heather Reynolds, CEO/President of Catholic Charities Did ese of Fort Worth, Inc., a Texas non-profit corporation, on behalf of said corporation. CONTRACT AMENDMENT CSC NO. 39243 Catholic Charities Prevention (HPRP) STATE OF TEXAS OFFICIAL. RECORD CITY SECRETARY FTo WORTH, TX Page 4 Contractor. Catholic Chanties Diocese of Fort Worth, Inc. Exhibit D - REVISED CITY OF FORT WORTH Homelessness Prevention and Rapid Re4lousina Program Contract Amount $ 664,680.07 CONTRACT PERIOD From: 9/1/2009 To: 8/31/2011 Name of Contractor. Catholic Charities Name of Pro ram: Prevention Cost Category Program HPRP Dudgat Funds [a] [b] [c] [d] Salaries $ 6450.00 S 6450.00 FICA $ 451.50 S 451.50 Life Insurance S 45.00 S 45.00 Health Insurance $ 500.00 S 500.00 Retirement $ 80.00 $ 80,00 Une to ent $ 15.00 S 15.00 Workers Co $ 50.00 S 50,00 Corporate Insurance $ 15,00 S 15.00 Electdc/Gas=ante/WaterMastewater Utilities (Occupancy) $ 60.00 $ 60.00 Telephone S 20.00 S 20.00 Cualodial S 20.00 S 20.OD In direct Cost Rate 5 3.579.56 S 3.579.56 TOTAL is 11286,06 1 S 11,286.D6 Financial Assistance Data PERSON EL SERVICES Stabilization FICA Salaries $ 126.648.35 $ 126648.35 FICA S 9477.06 5 9477.06 Life Insurance 5 70Z55 S 70Z55 Hearth Insurance $ 14 906.27 S 14 906.27 Em Io ment Tax - State $ 44.07 $ 44.07 Em to ment Tax - Federal $ Workefs Co $ 1 349.34 $ 1,349.34 Retirement S 750.20 S 750.20 SUPPLIES Stabilization Dollars Office Supplies S 1 125.00 $ 1 125.00 Posta e S 365.17 S 365.17 Teaching Aids 5 Food Supplies Is 10,88 $ 10,88 Cther Operating Expenses $ CONTRACTUAL SERVICES (Stabilization Dollars) lephone S 2431.99 $ 2431.99 ElectridGaslWasteMlaterN✓astewater Utilities Occu an S 2467.05 $ 2467.05 Rent Bun S Custodial Services $ 183061 S 1830.61 Office Equipment Rental S 690.01 S 690.01 Printin $ 42.83 S 42.83 Re airs S 42,83 S 42.83 Fidelity Bond $ Liability Insurance $ 471.19 $ 471.19 Legal & Accounting $ Private Auto Allowance - Local $ 826 05 S 826.05 Advertisin $ 6.51 S 6.51 Conference & Seminars $ $ Contractual Services - le al aid S Inter reters $ 7000,00 S 7000.00 In direct Cost Rate S 5000.08 S 5000.08 CAPITAL OUTLAY (Stabilization Dollars Office Furniture $ Co uterEquipment $ Other. Descri lion S Office Furniture S Computer Equipment $ Other. Described $ $ 176193.04 $ 176193.04 TOTALI $ 765255.06 $ 765,255.06 A1ATC ING FUND SOURCES a EFS b TXU c A en Fundraisi d Page 1 Contractor. Catholic Charities Diocese of Fort Worth, Inc. Exhibit D -REVISED BUDGET DETAIL All Details are estimates. The amount charged for individual cost items shall not exceed the amount shown on the Program Budget Summary for that item #of Annual Estimated Hourty Position/Title Years Hours %of Time Rate Amount AdminisVafive Director 2 2080.00 12.50% S 200 S 140.00 Program Manager 2 2 080.00 12.50% S 21,1.00 S 10 92920.00 Case Mana let 2 2080,00 5.00% S 18,00 $ 3744.00 Stabilization Financial Stability Manager 2 2080.00 5.00% $ 21.00 S 4368,00 Credit Counselor 2 208000 15.00% S 17.00 S 10,608.00 Case Manager 2 2080.00 100.00% S 18,00 $ 74.880,00 Case Manager 2 2080,00 100.00% $ 18.00 S 74880.00 Receptionist 2 2 080.00 5.00% S 15.00 S 3120.00 Receptionist 2 1 040.D0 5.00% S 15.00 $ 11560,00 Rece tionist 2 1 040.00 1 5.00% IS 15.00 1 S 1.560.00 Receptionist 2 1.040.D0 5.00'/o $ 15.00 S 156000 Receptionist 2 1,040.00 5.00% S 15.00 S 1560.00 Financial Assistance AccountingAssistant 2 2080.00 5.D % S 19.00 $ 3952-00 TOTAL STAFF SALARIES $ 207 272.00 FRINGE BENEFITS %of Payroll %Paid %Paid Amount by Aaencv by HPRP Amount FICA FICA Allocated in accordance vdth attached company policies and procedures Life Insurance Health Insurance Em to mend Tax Worker's Counter Retirement TOTAL FRINGE BENEFITS TOTAL PERSONNEL SERVICES Page Z Contractor: Catholic Charities Diocese of Fort Worth, Inc. Exhibit D - REVISED BUDGET DETAIL All Details are estimates. The amount charged for individual cost items shall not exceed the amount shorm on the Program Budget Summary for that item. UTILITIES AVERAGE COST PER MONTH NUMBER OF PAONTHS AMOUNT Tele hone Allocated in accordance vnth attached company policies and procedures ElectdtlGas WastelWaterMlaslevmter Utildies (Occupancy) Other custodial & repairs) Total Utilities S BUILDING LEASE BUILDING LOCATION COST PER SQUARE FOOT NO. SQUARE FOOT AMOUNT N/A Allocated m accordance with attached company policies and procedures 2 3 TOTAL BUILDING LEASE 0 OTHER EXPENSES CATEGORY TOTALCHARGE %CHARGED TO HPRP AMOUNT Fidel' Bond Allocated in accordance v.Ath attached company policies and procedures S Liability Insurance Le al&Accountin Office Supplies Posta a Primin h9ilea e Advertisin erafing Expenses TOTAL OTHER EXPENSES BUDGET DETAIL CONFERENCES AND SEMINARS EVENT TOTALCHARGE % CHARGED TO HPRP AMOUNT 1 po Allocated in accordance vrith attached companypolicies and procedures 5 2 S TOTAL CONFERENCES AND SEMINARS $ OFFICE EQUIPMENT RENTAL ITEM TOTALCHARGE %CHARGED TO HPRP AMOUNT t Co ier Rental Allocated in accordance vrith attached company policies and procedures 2 TOTAL OFFICE EQUIPMENT RENTAL S Page 3 Catholic Charities Diocese of Ft. Worth Subject. Cost Allocation Policy COA: FIN2.02, FIN 2.03, FIN 7.05, FIN 7.06, FIN 7.10, FIN 7.11 Applies to: All organization Cost Allocation Policy Attachment 11-7 Effective: June 27, 2007 Revised: October 13, 2008 Purpose2 The purpose of this policy is to provide guidance on the methods used by the agency for allocation of all costs incurred by the agency. Policy: Due to the contractual nature of most of our funding sources, the agency requires proper allocation of expenses incurred to appropriate programs, which serve as program codes on the general ledger. Each grant or contract has an assigned program code, which allows the system to capture direct expenses related to the provision of services under the grant or contract. The agency utilizes an accounting software program that facilitates accounting for governmental grants and contracts with varying fiscal years. Responsible program staff review and approve expenditures, which are then coded to the general ledger. The chart of accounts is designed to allow the capture of these direct cost elements in a manner that facilitates billing on a cost reimbursement basis. Unallowable costs are analyzed as billings are prepared and are then excluded from billings. Most costs are specifically identified to programs and can be easily charged from invoices or other source documentation. Expenses that are specifically identified to programs shall be charged to the related program. In some cases, expenses are shared between programs due to common facilities, staffing needs, common phone systems, common usage, or other similar circumstances. This results in a need to allocate certain expenses to multiple programs Allocations made must be documented and should be made on a basis that is reasonable for the type of expenditures rnade. The documentation shall include the actual allocations and the method by which the allocated amount was determined. Scope: The policy and corresponding procedures apply to the allocation of all cost of the agency. Definition: N/A Procedures: Direct and Shared Expenses: 1. For each program, expenses that have the potential to be allocated should be identified. Any specifically identified expenses should be directly charged. Remaining costs to be shared will then be isolated for analysis. 2. These identified expenses should be analyzed to determine which programs should bear them. 3. An allocation basis should be developed based upon a method that is reasonable in relation to the pe of expense. The following are shared items that will be allocated between programs: • Occupancy costs are allocated to the different programs based on the square footage of office space occupied by individual personal. The space is further allocated based on the payroll distributions created from the employees' timesheets. Occupancy cost include utilities, building repairs and maintenance, rent, care of building and grounds, security, extermination, and other costs associated with the building and grounds. • Telephone allocations, such as base fees for monthly charges and lease of telephone equipment will be based on the number of phones used individual personal. The phone count is further allocated based on the payroll distributions created from the employees' timesheets. Long distance charges will be specifically identified through the use of long distance phone logs and long distance access codes. • Copier lease and related expenses will be allocated by actual usage by individual programs. An access code is required for copying and the copier keeps track of the copy counts for each program. The distribution codes in our accounting software will be updated monthly based on the copy counts received during the month. The copy counts are reset at the beginning of each month for allocation purposes. • Salary and wage allocations will be based upon actual tune worked in a program. Employees allocated to different programs are allocated based on individual timesheets for each pay period. (See Accounting Policy on Allocation of Employee Salaries and Wages to Multiple Programs). Distribution codes will be updated each pay period based on actual timesheets. These distribution codes are used to allocate salaries and wages to those programs that the individual worked for the pay period. • Fringe benefits are to be allocated on the same basis as the salary and wage allocations which are based on actual time worked. The fringe benefits that are included in this allocation include health insurance, retirement, group life/group disability, employer share of social security/medicare taxes, and state unemployment tax. The payroll system automatically allocates the taxes based on the same distribution codes that allocate the salaries and wages. The health insurance premiums, retirement, and group life/group disability premiums are allocated through the use of a spreadsheet which specifically identifies the employee and the premiums allocated to each employee. These premiums are then allocated based on the same distribution codes used to allocate salaries and wages. • Supplies are ordered through the use of a purchase request form, submitted to the purchasing deparhnent. The form details the specific programs to be charged for the purchase. The programs are then charged for only those items that were purchased for that specific program. • Multi peril and Workers Compensation insurance premiums are billed once a year by Catholic Charities' insurance carrier. Catholic Charities pays these premiums on a monthly basis. The allocation to each of the programs is based on the following: The monthly multi -peril premium will be set up on a fixed payable and paid monthly based on an allocation of total program expense per month divided by total agency expense for the month. The monthly workers compensation premium will be set up on a fixed payable and paid each month based on an allocation of total program salaries divided by total agency salary expense for the month. Detailed documentation is kept to show the allocations to each program. • Auto Insurance premiums are allocated to the specc programs who are actually using the vehicles insured. Specific automobiles are used by specific programs. All automobile costs for that specific auto are charged to that specific program. We have very few programs that are actually charged for auto insurance. 4. The allocation dish•ibution codes will be documented and kept in a file by month. A printout of the distribution percentages will be maintained as documentation support for the allocation methods. 5. Allocated expenses will not be paid tmtil sufficient documentation exists. Indirect Cost Pools: 1. Catholic Charities charges administrative costs that benefit the entity as a whole into one program code referred to as Management and General. These costs include the costs associated with providing payroll, accounting, personnel, management, auditing, legal, and consulting services that benefit the agency as a whole. 2. The agency uses an administrative cost rate approach to properly allocate these types of expenses to contracts/grants and all other programs managed by Catholic Charities. Generally, on an annual basis, the agency submits an indirect cost rate proposal to the federal government. This proposal is reviewed and approved, and the agency utilizes the approved rate to allocate administrative costs to direct program services. This is a reasonable, systematic method that is cost effective and efficient. In developing this administrative cost rate, audited costs are analyzed, and unallowable costs are removed from the cost pool. The remaining indirect cost pool is compared to direct salaries and a rate is determined. The agency utilizes this rate, currently 12.5%, to allocate indirect costs to programs on a monthly basis. Fund raising and developing costs are tracked through another program code and are not allocated to programs as these are unallowable costs. 3. Each month a trial balance of salaries charged to the various programs for the month is run. A journal voucher is entered that charges each program/contract for indirect costs totaling 12.5% of the salaries charged to that individual program. The cost allocation plan will be reviewed at lease yearly and will be updated as needed with changes made to the plan. The following certification will be made at least yearly by the Vice President of Administration and the President/CEO. Certificate of Cost Allocation Plan, Central Service Plan, or Indirect Cost Plan This is to certify that I have reviewed the cost allocation plan submitted herewith and to the best of my knowledge and belief: a. All costs included in this proposal dated (Month/Day/Year) to establish cost allocations, billings, or final indirect cost rates for the calendar year (Enter Year) are allowable in accordance with the requirements of OMB circular A-21, A47, or A422, entitled "Cost Principles for...", the TWC Financial Manual for Grants and Contracts, Chapter 11, "Cost Allocation" and the Federal awards to which they apply. Unallowable costs have been adjusted for in allocating costs as indicated in the cost allocation plan, central service plan, or indirect cost plan. b. All costs included in this proposal are properly allocable to Federal awards on a beneficial or causal relationship between the expenses incurred and the awards to which they are allocated in accordance with applicable requirements. Further, the same costs that have been treated as indirect costs have not been claimed as direct costs. Similar types of costs have been accounted for consistently and the Federal and State governments will be notified of any accounting changes that would affect the predetermined rate. I declare that the foregoing is true and correct. Nonprofit organization: Signature: Name of Official: Title: Date of Execution: Signature: Name of Official: Title: Date of Execution: Catholic Charities, Diocese of Fort Worth, Inc. VP Administration President/CEO MAY, 8,2009 1:55PM PSC/DCA-CSFO 214 767 3264 NO,8376 Confidential PROGRAM SUPPORT CENTER FINANICAi_ MANAGEMENT SERVICE DIVISION OF COST ALLOCATION CENTRAL. STATES FIELD OFFICE Dallas, Texas United S' To: Ms. Monica QUIPOZ From: Katherine Tang 214-787-53�2 Number Of Pages: S ts•�^r� P, 1/5 We are faxing (instead oi' mailing) agreements to you. If you have any problems with the legibility of any part of the agreement, please contact Katherine Tang (214)767-536�. Please fax back only syned pa_ P nq_ f� the agreem ent to fax number 2144 767v32fi�. A fax cover sheet is not required. THANK YOU. Confidential M. 8,2009 1055PM PSC/DCA-CSFO 214 767 3264 N0, 8376 P, 2/5 llETARTMENT OF HEALTH Ar HUMAN Silt VICES Ms. Monica Quiroz Vice President of Administration. Catholic Charities 1701 Burchill Road N. ?t. Worth, TX 76105-3012 Dear Ms. Quiroz: Program support Center Ftusnciut Monogement Service Atvision of Cost Allocation Contral States Flaitl Office 1301 Young Slroot Room 132 ®atlas, Texas 75202 (2U)J67-3261 (214}m767-3264 FAX A copy of an indirect cast Rate Agreement is being faxed to you for signature. This Agreement reflects an understanding reached between your organization and a member of my staff concerning the rate(s) that may be used to support your claim for Xndirect costs on grants and contracts with the Federal Government. Please have the agreement of your organization and files, our fax number is distribute the Agreement of the Federal Government igned authorized ve sby an representati fax it to me, retaining a copy for your (214) 767.3264, we will reproduce and to the appropriate awarding organizations for their use, An indirect cost proposal, together with supporting informaCion, is required each year to substantiate claims made for indirect costs under grants and contracts awarded by the Federal. Government. Thus, your next proposal based on actual costs for the fiscal year ending December 31, 2008 is due in our office by June 30, 2009. Thank you for your cooperation. Sincerely, � l Hen y ill's s Dir ctor Div'sion o Cost Allocation Ce tral States Field Office Enclosures PLEASE SIGN AND RETURN THE ORIGINAL OF THE RATE AGREEMENT MAY, 8,2009 1:56PM PSC/DCA-CSFO 214 767 3264 NO,8376 P, 3/5 im 1 ORGANIZATION: Catholic Charities 2701 Burchill Road Na Ft, Worth TX 76105-301.2 DATE; May a, 2009 FLING REF,; The preceding Agreement was dated January 7, 2005 The rates approved in this agreement are for use on grants, contraoks and other agreements with the Federal Government, subject to the conditions in Section III. SECTION T: RATE TYPES T FIXED FIATA�, PRbV. (PE.OVISIbNAL} P12ED. {PREDETERMINED) EFFECTIVE PERIOD TYPE FROM TO RATE() LOCATTQNS APPLICABT.E TO FINAL 01/01/05 12/31/08 12.5 On Site All Programs PROV. 01/01/09 12/31/09 12.5 On Site All Programs PROV. 01/01/10 UNTIL AMENDED 15.0 Oil Site All Programs *BASE: Diret salaries and wages excluding all fringe benefits. (1) MAY, 8.2009 1156PM PSCACA-CSFO 214 767 3264 NO,8376 P, 4/5 ORGANIZATION: Catholic Charities AGREEMENT ]wATE: May $, 2009 SECTION II: SPECIAL, REMARKS TREATMENT PF FRINGE DENEFITS: Fringe benefits are specifically identified to each employee and are charged individually as direct costs. The directly claimed fringe benefits are listed below. 'rREfl.TMENT 0�' PAID ABSEI�TCES: Vacation, holiday, sick leave pay and other paid absences are included in salaries and wages and are claimed on grants, contracts and other agreements as part of the normal cost for salaries and wages. Separate claims for the coats of these paid absences are not made. Through fiscal year ended 12/31/04, equipment personal property having a useful life of more $5oo or more per unit. Effective 1/l/05, the above, is $1,000 or more per unit. FRINGE BENEFZ'1'S FICA Retirement Disability Insurance WQxkerls Compensation Life Insurance Unemployment Insurance Health Insurance Dental insurance means an article of non.expendable, tangible than one year and an acquisition coat of acquisition coat of equipment, as defined i2) MAY, 8. 2009 1; 56PM PSC/DCA-CSFO 214 767 3264 N0, 8376 P, 5/5 ORGANIZATION: Catholic Charities AGREEMENT 17ATE : May 8, 2009 p, x,i[AITATIONS; The rates in this Agrcemenc are subject to any statutory or administrative limitations and spply to a given grant, �entract or other agreement only to the extent chat funds are available. Acceptanoe of the zatos is eubjoct to the following conditions: (1) Only costa incurred by the organization were included in its indirect coat pool as finally accepted: such tours are legal obligations of the organization and are allowable under the governing coat princiblee; (2) The dame coats that have been treated ai indirect costa are not olaimed as direct ooecs; (3) Similar typee of costs have been acCerded consiotent accounting treatmant; and (4) The information provided by the organisation which was used to catablish the rates is not later found to be materially incomplete or inaccurata by the Federal Government, In such situations the rate(e) would be subject to renegotiation at the discretion of the Federal Government. H. bCCODNTING %HANC>ES: This Agreement is basefl on the acceuncing system purported by trio organisation to be in effect during the Agreement period• Change to the method of accounting for costa which affect the amount of reimbursement resulting from cho uoe of this Agreement regu7re Fjriive of the cognizant agency, Such changes include, but are not limited to, changes i or approval of the authorized represcncacn the charging of , particular type of cost [tom indirect to direct. Failure to obtain approval may result in cost dieallowancee. ku C• FIXED RATES: If a fixed rate iu in this Agreement. an ad uetmenrnwillebcimada to arirate sof aofuture year(e)otorcompeneatarfor thecdiffevcncea Coate for this period are determined, j between the costs used to establish the fixed rate and actual costs, D. V6E BY OTHER FEDERAL AGENCIES: The rates in this Agreement were approved in accorflance with the authority in office o! Menagsment and Budget Circular A-122 Circular, and should be applied to granter contracts and other agreements covered by this Circular, eubjoct to any limitations in above, Tha organization may pzovido copies of the Agreement to ocher Fcdcral Agencies to give them early notification of the Agreement, E. OTHER Tf any Federal contract, grant or ocher agreement ie reimbursing indirect coaro by a means other thenathroved rate(e)ttOscrien th e AgreamenC, the organization should (1) credit such costa to the affected programs, anfl (21 apDlY PP appropriate base to identify the proper amount of indirect coots allocable to these grograme, BY THE ORGANIEATION: Catholic ChaziticD (oRelsNlznTloN) I e If3NATURE► (NAME) (TIT)rE) (3) ON BEHALF OF THE FEDERAI+ GOVIIRN�7ENT� DIRECTOR DIVISION OF C46T ALLOCATION- (TITLL") CENTti7iT+ $TATES FIGILP OFFICE Mayes,®, 2409 _. (pA4E) 0575 HliS REPRE&ENTATIVEf Katherine Tan Telephone: (214) 767-5362 OFFICIAL RECORD CITY SECRETARY T. WORTH, TX M&C Review Page 1 of 2 COUNCIL ACTION: Approved on 8/18/2009 CONTINUED FROM A PREVIOUS WEEK Official site of the City of Fort worth, Texas DATE: 8/11/2009 REFERENCE C-23715 LOG NAME: 17HPRP_FUNDING 2009 NO.. CODE: C TYPE: NOW PUBLIC YES CONSENT HEARING. SUBJECT: Authorize Contracts for Homelessness Prevention and Housing Activities as Part of the Homelessness Prevention and Rapid Re -Housing Program RECOMMENDATION: It is recommended that the City Council: 1. Authorize the City Manager, or his designee, to execute contracts to administer programs for homelessness prevention and related housing activities as part of the Homelessness Prevention and Rapid Re -Housing Program for two year terms beginning September 1, 2009, and ending August 31, 2010, contingent upon receipt of adequate funding from the United States Department of Housing and Urban Development; 2. Authorize the City Manager, or his designee, to extend or renew the contracts for up to one year if an organization requests an extension and it is necessary for the completion of the program; and 3. Authorize the City Manager, or his designee, to amend the contracts, if necessary, to achieve program goals provided that the amendment is within the scope of the program and in compliance with applicable laws and regulations governing the use of federal grant funds. DISCUSSION: Under Title XII of the American Recovery and Re -Investment Act (ARRA), Congress designated $1.5 billion for communities to provide financial assistance and services to either prevent individuals and families from becoming homeless or help those who are experiencing homelessness to be quickly re- housed and stabilized. On March 19, 2009, the United States Department of Housing and Urban Development (HUD), the responsible federal agency for the Homelessness Prevention and Rapid Re - Housing Program (HPRP), allotted $2,746,929,00 to the City to carry out program activities. After public hearings on May 5, 2009, and May 12, 2009, the City Council approved a substantial amendment to the City's Consolidated Plan and 2008-2009 Action Plan (M&('. 17.'-16564), which described how the funds were proposed to be allocated and expended. HUD approved the substantial amendment on July 2, 2009, and executed a Grant Agreement on July 21, 2009, which awarded the City $2,746,929.00 in HPRP grant funds. On April 18, 2009, the City issued requests for proposals from local agencies to administer HPRP activities to benefit low income City residents. The deadline for submitting proposals was May 19, 2009. The City's Community Development Council (CDC) reviewed the proposals and heard presentations from the agencies. On August 5, 2009, the CDC finalized its recommendations for the funding for HPRP activities by the agencies listed below. HUD requires that the City expend all HPRP funds within three years of the date of execution of the Grant Agreement between the City and HUD. To comply with HUD requirements, the City will be executing contracts with the agencies for two year terms to ensure that HPRP funds are spent in a timely fashion. The City will be responsible for the administration of these programs as required by the ARRA. Quarterly reports on progress under HPRP must be posted on the ARRA website. The City will allocate $88,445.00 for City administrative expenses as allowed by HUD. http://apps.cfwnet.org/council�acket/mc review.asp?ID=12171&councildate=8/18/2009 8/2/2011 M&C Review Page 2 of 2 Agency Community Enrichment Center Catholic Charities Tarrant County Human Services Cornerstone Salvation Army Safe Haven Tarrant County Homeless Coalition (HMIS) City of Fort Worth (Admin) Total Prevention Activities $752,404.00 $274, 226.07 $187,050900 $176, 266.00 $0.00 $0.00 Rapid Re -Housing Activities $254,011.00 $6511497.61 Data Administration $0.00 $4,965.00 $0.00 Total $2541 011.00 $21,058.52 $1,429,925.13 $0.00 $1,655.00 $4,113.39 $0.00 $1,655.00 $2,805.75 $0.00 $1,655.00 $2,643099 $2311720900 $1,655.00 $18,280000 $0.00 $70,822.87 $0.00 $279, 994.46 $1911510475 $1801564099 $2511655.00 $70,822.87 $1,389,946.07 $1,137,228.61 $82,407.87 $137,346.44 $2,746,929.00 This program benefits ALL COUNCIL DISTRICTS. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that funds are available in the current operating budget, as appropriated of the Grants Fund, TO Fund/Account/Centers Submitted for City Manager's Office bv: Originating Department Head: Additional Information Contact: ATTACHMENTS FROM Fund/Account/Centers GR76 539120 017206359010 $2,746,929.00 Tom Higgins (6192) Jesus Chapa (5804) Kate Scott -Ward (7563) http://apps.cfwnet.org/council_packet/mc_review.asp?ID=12171 &councildate=8/18/2009 8/2/2011