HomeMy WebLinkAboutContract 43751-A2CITY SECRETARY
CONTRACT N
SECOND AMENDMENT TO CITY SECRETARY CONTRACT NO. 43751
WHEREAS the City of Fort Worth ("City") and AIDS Outreach Center, Inc.
("Agency") made and entered into City Secretary Contract No. 43751 (the "Contract");
WHEREAS, the Contract provided funding to Agency pursuant
to a grant received by City from the United States Department of Housing and
Urban Development ("HUD") through the Housing Opportunities for Persons with AIDS
("HOPWA"),Program ;
WHEREAS, the First Amendment to the Contract replaced the Insurance and
Bonding Contract requirements to be consistent with the City's risk management policies,
and replaced certain exhibits to comply with HUD's 2013 income limits and the new
HOPWA Annual Performance Report;
WHEREAS, Agency has requested to decrease certain line items fo r Tenant
Based Rental Assistance and Administrative and increase c e r t a i n line items fo r
Supportive Services and Short Term Rent, Mortgage, and Utility Assistance in the
Budget;
WHEREAS, Agency has requested additional time to submit a final
Reimbursement Request for HOPWA Funds; and,
WHEREAS, it is the mutual desire of City and Agency to amend the
Contract to complete the Program and meet Contract objectives.
NOW, THEREFORE, City and Agency hereby agree to amend the Contract
as follows:
I.
a. Exhibit "B"- Budget attached to the Contract is hereby deleted and
replaced with the attached Exhibit "B"- Budget Revised 09/2013.
b. Section 9.1 Deadline for Submittinu Reimbursement Requests is
hereby deleted and replaced with the following language:
9.1 Deadline for Submitting Reimbursement Requests.
Each Reimbursement Request shall be received by the City on or before the 15th
day of the month following the month expenses were paid. For example, Reimbursement
Requests 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 business day.
Failure to submit a Reimbursement Request in a timely fashion will result in City initiating
procedures as outlined in Section 10.1. NOTWITHSTANDING ANYTHING ABOVE,
ALL REIMBURSEMENT REQUESTS MUST BE RECEIVED BY OCTOBER 15,
Amendment No. 2 to CSC 43751
AIDS Outreach Center (HOPWA)
Page 1
RECEIVED OC.I 2 b 2013
`' U fflYUk ,fil-. ,
2013. FAILURE TO SUBMIT A COMPLETE REIMBURSEMENT REQUEST BY
OCTOBER 15, 2013 WILL RESULT IN AN AUTOMATIC FORFEITURE OF ANY
REMAINING HOPWA FUNDS.
c. This amendment is effective as of September 1, 2013.
II.
All terms and conditions of the Contract not amended herein remain unaffected
and in full force and effect, are binding on the Parties and are hereby ratified by the
Parties. Capitalized terms not defined herein shall have meanings assigned to them in the
Contract.
[SIGNATURES APPEAR ON THE FOLLOWING PAGE]
Amendment No 2 to CSC 43751 Page 2
AIDS Outreach Center (HOPWA)
ACCEPTED AND AGREED:
AIDS OUTREACH CENTER, INC.
By
Shannon Hilgari
Executive Director
(eity/Secretary
M&C: C-25767 Date: 8/7/
Amendment No. 2 to CSC 43751
AIDS Outreach Center (HOPWA)
CITY OF FORT WORTH
By:
Fernando C J%ta,
Assistant City Manager
APPROVED AS TO FO ' ► AND LEGALITY:
Assistant City Attorney
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Page 3
-a
Exhibit "B"- Budget Revised 09/2013
ADMINIS-TRATIVE
Salaries
FICA
Life Insurance
Health Insurance
Disability Insurance
Unemployment -State
Accounting
TOTAL ADMINISTRATIVE EXPENSES
% Administrative Cost
PROGRAM PERSONNEL
Salaries
FICA
Life Insurance
Health Insurance
Unemployment
Worker's Compensation
Retirement
SUPPLIES AND -SERVICES
Office Supplies
Office Equipment Rental
Postage
Printing
MISCELLANEOUS_
Construction/Building Materials (only REACH)
Contract Labor (City needs copy of contract before
expenses can be reimbursed)
Craft Supplies
Field Trip Admission Expenses
Other Field Trip Expenses (if preapproved by City)
Food Supplies
Teaching Aids
F ACILIT-Y AND _UTILITIES - - -
Telephone
Electric
Gas
Water and Wastewater
Solid Waste Disposal
Rent (City needs copy of lease before expenses can be
reimbursed)
Custodial Services
Repairs
Cleaning Supplies
LEGAL, -FINANCIAL, AND INSURANCE
Fidelity Bond or Equivalent
Directors and Officers
General Commercial Liability
Contract Accounting
DIRECT ASSISTANCE Childcare Scholarships
Short-term Rent Assistance
Short-term Mortgage Assistance
Short-term Utilities Assistance
Tenant Based Rental Assistance
TOTAL
FUNDING A. TARRANT COUNTY GRANTS
FUNDING B:
FUNDING C:
Amendment No 2 to CSC 43751
AIDS Outreach Center (HOPWA)
Account = - Grant Budget
1001
1002
1003
1004
1005
1006
1007
2001
2002
2003
2004
2005
2006
2007
3001
3002
3003
3004
4001
4002
4003
4004
4005
4006
4007
5001
5002
5003
5004
5005
5006
5007
5008
5009
6001
6002
6003
6005
7001
7002
7003
7004
7005
$25,329.00
$1,938.00
$3,160.00
$235.00
$6,090.00
$36,752.00
6.0%
$51,849.00
$3,966.00
$5,805.00
$598.00
$441.00
$954.00
$268.00
$37.00
$1,950.00
$516.00
$1,380.00
$6,240.00
$1,448.00
$403.00
$1,247.00
$83,611.90
$10,200.00
$36,093.00
$414,000.00
$612,758.90
Inerease
( $2,000.00
$45,000.00
$3,000.00
Decrease
Revised -
Grant Budget
($21,000.00) $4,329.00
$1,938.00
($29,000.00)
Page 4
$3,160.00
$235.00
$6,090.00
$15,752.00
2.6%
$53,849.00
$3,966
$5,805.00
$598.00
$441.00
$954.00
$268.00
$37.00
$1,950.00
$516.00
$1,380.00
$6,240.00
$1,448.00
$403.00
$1,247.00
$83,611.90
$13,200.00
$36,093.00
$385,000.00
$612,758.90
The following tables are purely informational and were created solely for purposes of preparing, negotiating, and
determining the reasonableness of the overall line item budget on the first page of this EXHIBIT B — BUDGET and are not
to be considered part of the terms and conditions of this Contract. Contractor may make changes to any column except the
Position" column in the "Salary Detail" table without the City's consent so long as the total amounts charged to the grant
do not exceed the line items on the first page of the EXHIBIT B — BUDGET." Changes to the column labeled "Position"
may only be made with the prior written consent of the City.
Position Name
ASSOCIATE EXEC DIR
EXECUTIVE DIRECTOR
STAFF ACCOUNTANT
DIR OF ADMIN SERVICES
CASE MANAGER
DIRECTOR CASE MGMT
RECEPTIONIST
CASE MANAGER
CASE MANAGER
CASE MANAGER
CASE MANAGER
MEDICAL NUTR THRPST
FICA
Life Insurance
Health Insurance
Unemployment
Workers Compensation
Retirement
Office Supplies
Office Equipment Rental
Postage
Printing
Contract Labor
Craft Supplies
Facility Fees
Field Trip Costs
Food Supplies
Teaching Aids
Rate
36.42
36.42
22.59
24.99
19.81
22.51
12.73
15.30
14.86
15.38
22.24
24.11
Percent of Payroll
7.65%
Amendment No 2 to CSC 43751
AIDS Outreach Center (HOPWA)
SALARY DETAIL
Annual Hours
2080
2080
2080
2080
2080
2080
2080
2080
2080
2080
2080
2080
FRINGE DETAIL
Amount
5,904
8,965
833
1
1
SUPPLIFS AND SERVICES
Total Budget
8,810
19,085
2,684
742
Percent to Grant
6.00%
6.00%
6.00%
6.00%
100.00%
13.25%
4 50%
4 785%
4.785%
4.785%
3.24%
.1499%
Percent to Grant
100%
100%
100%
Percent to Grant
5.00%
5.00%
10.00%
5.00%
MISCELLANEOUS
Total Budget
39 000
1
1
1
Percent to Grant
5.00%
Amount to Grant
250
250
2,319
1510
41,205
6,204
408
1,523
1,479
1,531
1,499
0
Amount to Grant
5,904
8,965
833
Amount to Grant
441
954
268
37
Amount to Grant
1,950
Page 5
Telephone
Electric
Gas
Water and Wastewater
Solid Waste Disposal
Rent
Custodial Services
Repairs
Cleaning Supplies
FACILITY AND UTILITIES
Total Budget Percent to Grant
13 615 3.79%
43 000 3.21%
172,000
23,625
8 060
3.628%
6.13%
5.00%
LEGAL, FINANCIAL AND INSURANCE
Total Budget Percent to Grant
Fidelity Bond (or Equivalent)
General Commercial Liability
Directors and Officers
Contract Accounting I
I
Childcare Scholarships
Short -Term Rent Assistance
Short Term Mortgage Assistance
Short Term Utilities Assistance
Tenant Based Rental Assistance
Amendment No 2 to CSC 43751
AIDS Outreach Center (HOPWA)
23,895
87,000
DIRECT ASSISTANCE
Total Budget
83,611.90
13,200.00
I 36,093.00
I 385,000.00
5.22%
7.00%
Amount to Grant
516
1,380
6,240
1 448
403
Amount to Grant
1,247
I 6,090
I
Percent to Grant
100%
100%
100%
100%
Amount to Grant
83,611.90
13,200.00
36,093.00
I 385,000.00
Page 6
10/11/13
M&C Review
Crrr COUNCIL AGENDA
O fficial site of the City of F ort Worth, Texas
FoRTWoRTII
COUNCIL ACTIIO o Approved As Amended on 9/7/2012 m Ordinance No. 20316-08-2012
DATE:
CODE:
SUBJ rcT o
7/24/2012 11
C TY
C th\3 -U II M
li=ERLNCL;
O
Y O
i= f `_ RA PRIH t U S krtt [' G
C-25767
NON -
CONSENT
LOG VA AM
MUG
HEARING
1 7FILMACTPLANPY12=
13
YES
Conduct a Public Hearing and Approve City's 2012-2013 Action Plan for the Use of
Federal Grant Funds from the United States Department of Housing and Urban
Development in the Amount of $9,278,851.00 for Program Year 2012-2013 from the
Community Development Block Grant, HOME Investment Partnerships Program,
Emergency Solutions Grant and Housing Opportunities for Persons with AIDS Grant
Programs, Authorize Collection and Use of Program Income, Authorize Application of
Indirect Cost Rates, Authorize execution of Related Contracts and Interdepartmental
Letters of Agreement and Adopt Appropriation Ordinance (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council:
1. Conduct a public hearing to allow citizen input and consideration of the City's 2012-2013 Action
Plan for use of federal grant funds from the United States Department of Housing and Urban
Development in the amount of $9,278,851.00 for Program Year 2012-2013 from the Community
Development Block Grant, HOME Investment Partnerships Program, Emergency Solutions Grant and
Housing Opportunities for Persons with AIDS grant programs and for the use of program income from
activities using prior years' federal grant funds;
2. Approve the City's 2012-2013 Action Plan for submission to the United States 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 $50,000.00 of program income resulting from
activities using prior years' Community Development Block Grant funds for the programs and
activities detailed below;
4. Authorize the collection and use of any program income resulting from activities using prior years'
HOME Investment Partnerships Program funds for the City's Homebuyer Assistance Program;
5. Authorize the City Manager, or his designee, to execute contracts and interdepartmental Letters of
Agreement for a one year term with the agencies listed below in Tables 1, 2, and 3 for Program Year
2012-2013 for Community Development Block Grant, Emergency Solutions Grant and Housing
Opportunities for Persons with AIDS grant funds, contingent upon receipt of funding;
6. Authorize the City Manager, or his designee, to extend the contracts and interdepartmental Letters
of Agreement for up to one year if an agency or department requests an extension and such extension
is necessary for completion of the program;
7 Ai ifhnri-no +ha risk/ 11Acnanor nr hie doeinnoo fn amond +ho rnntrarte and infordonarfmontal I offore
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of Agreement if necessary, to achieve program goals, provided any amendment is within the scope of
the program and in compliance with City policies and all applicable laws and regulations governing the
use of federal grant funds;
8. Apply indirect cost rates as applicable for the Grants Fund in accordance with the City's
Administrative Regulations; and
9 Adopt the attached appropriation ordinance increasing the estimated receipts and appropriations to
the Grants Fund in the total amount of $9,278,851.00 ($5,830,119.00 in Community Development
Block Grant funds $1,973,169.00 in HOME Investment Partnerships Program funds, $532,857.00 in
Emergency Solutions Grant funds and $942 706.00 in Housing Opportunities for Persons with AIDS
funds) plus any program income, all subject to receipt of such funds.
DISCUSSION:
The City's Action Plan is a comprehensive summary of the major housing and community
development activities programs and proposed expenditures for the use of federal grant funds in the
amount of $9,278,851.00 from the United States Department of Housing and Urban Development
(HUD) for the program year beginning October 1, 2012 and ending September 30, 2013 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. This year's Action Plan also summarizes the use of program income resulting from
activities using prior years' CDBG and HOME funds. The purpose of these grant funds is to primarily
benefit low and moderate income City residents, with ESG funds primarily benefiting homeless
persons and HOPWA funds primarily benefiting persons with HIV/AIDS.
A 30-day public comment period on the City's proposed Action Plan was held from June 25, 2012 to
July 25, 2012 Any comments will be maintained by the Housing and Economic Development
Department in accordance with federal regulations. This public hearing on the City's Action Plan will
be the first public hearing for the HUD -required citizen participation process A second public hearing
is proposed for August 7 2012 at which time the City Council is scheduled to approve the Action Plan
The City's Action Plan must be submitted to HUD by August 16, 2012.
In addition, two public hearings were held on July 16, 2012 at 9:30 a.m. and 6:00 p.m. for citizens to
provide comment on the proposed lists of neighborhood streets eligible for reconstruction using
CDBG funds The Transportation and Public Works Department prepared a list of priority streets in
CDBG-eligible areas. The streets selected for reconstruction were based on the comments provided
at the public hearings. A complete list of the streets is attached and will be included in the Action Plan.
The allocations in the draft Action Plan available during the public comment period were based on
funding estimates available at that time The amounts set out below reflect the allocations from HUD
at the time of this Mayor and Council Communication (M&C) The allocations are not yet final and if the
amounts increase, Staff will bring forward another M&C to commit the additional funds. Staff
developed recommendations for the allocation of the estimated funding from HUD and presented
them to the Community Development Council (CDC) on June 4 2012 A summary of the CDC's
funding recommendations is provided below in Tables 1 2, and 3 and a spreadsheet of all specific
funding recommendations is attached
For Program Year 2012-2013, the $5,830,119.00 in CDBG funds and $50,000.00 of CDBG program
income is recommended to be allocated as follows:
Housing Programs and Services - $2,124,038.00
This item includes funding for the City's Priority Repair Program, Cowtown Brush -Up, homebuyer and
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housing services, and accessibility modifications to the homes of senior and/or disabled individuals
and related project delivery costs for these programs.
Public Services - $874,517.85
This item includes social services for low to moderate income, disabled, and disadvantaged
populations.
Community Facilities and Infrastructure - $930,596.05
This item includes funding for neighborhood streets reconstruction and streetlight installation for the
Terrell Heights neighborhood.
CDBG Economic Development - $734,943.30
This item is this year's payment of the City's Section 108 loan from HUD.
CDBG General Administration - $1,166,023.80
This item includes costs for administering the CDBG grant including allocations for Financial
Management Services, Internal Audit, and Planning and Development.
CDBG Estimated Program Income - $50,000.00
Staff recommends allocating any CDBG program received to the following items.
CASA of Tarrant County, Inc.
Cultural Arts Center
Day Resource Center for the Homeless
YWCA Fort Worth & Tarrant County
Neighborhood Street
Reconstruction
CDBG General Administration (20 percent)
Total CDBG Program Income
$ 1,875.00
$ 1,875.00
$ 1,875.00
$ 1,875.00
$32,500.00
$10,000.00
$50,000.00
For Program Year 2012-2013, the $1,973,169.00 in HOME funds is recommended to be allocated as
follows:
HOME General Administration - $197,316.90
This item includes costs for administering the HOME grant.
Community Development Housing Organizations (CHDO) Set Aside - $0 00
This HUD -required minimum allocation has been met with previous years' awards to CHDOs for
nonprofit affordable housing projects and CHDO administrative operating costs.
Homebuyer Assistance Program - $1,775,85210
This item includes funding to provide down payment and/or closing cost assistance to low and
moderate income homebuyers.
Staff anticipates the receipt of program income in the 2012-2013 Program Year from activities using
HOME funds Any future program income will be used for the City s Homebuyer Assistance Program
(HAP) after the 10 percent allocation, excluding recapture, for HOME General Administration.
For Program Year 2012-2013, the $532,857.00 in ESG grant funds is recommended to be allocated
as follows:
Allocation to non-profit service providers - $492,892.72
Allocation to PSG nrearam administration - S39.964_2R
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•
For Program Year 2012-2013, the $942,706.00 in HOPWA grant funds is recommended to be
allocated as follows:
Allocation to non-profit service providers - $914,424 82
Allocation to HOPWA program administration - $28,281.18
The CDC and Staff recommend that contracts be executed with the agencies listed below in the
amounts shown in the following tables:
Community Develoament Block Grant:
Table 1 - CDBG Agencies
Organization Program
Diamond Hill and Northside
Camp Fire USA First Texas Council Station
CASA of Tarrant County, Inc.
Cenikor Foundation
Clayton Child Care. Inc. d/b/a Clayton
YES!
Cornerstone Assistance Network
Cultural Arts Center
Day Resource Center for the Homeless
The Ladder Alliance
Mental Health Association of Tarrant
County
Northside Inter -Church Agency, Inc.
Senior Citizen Services of Greater
Tarrant County
Tarrant Area Food Bank
YWCA Fort Worth & Tarrant County
YWCA Fort Worth & Tarrant County
CDBG Public Service Subtotal
REACH Resource Center on Independent
Living
TOTAL CDBG Contracts
Volunteer Advocate
Training
Substance Abuse
Treatment
School Age Child Care
New Life Center/Promise
House
GED in Spanish
Counseling Services and
Case Management
Employment Training
Long Term Care
Ombudsman
Good Works/Buenas
Obras
Transportation for
Seniors
Community Kitchen/Meals
Child Development
Program
Power of Self
Project Ramp
Amount
$ 75,900.00
$ 30, 000.00
$ 75,000.00
$ 75,000.00
$
$
75,000.00
30,000.00
$ 31, 808.50
$ 75,000.00
$ 75,000.85
75,000.00
75,000.00
75,000.00
$ 75, 000.00
$ 31.808.50
$ 874,517.85
$ 50.000.00
$ 924,517.85
Emeraencv Solutions Grant:
Table 2 - ESG Aaencies
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Organization Program
Catholic Charities of Fort Worth
CFW: Parks and Community Services
Presbyterian Night Shelter
SafeHaven of Tarrant County
Day Resource Center
TOTAL ESG Contracts
P revention and Rapid Re -
Housing
Community Action
P artners
The Emergency Shelter
P rogram
S helter Operations and
Rapid Re -Housing
Counseling Services and
Case Management
Amount
$ 38,178 52
$ 75,000.00
$ 167,892.72
$ 175,000.00
$ 36,821 48
492, 892.72
Housina Onaortunities For Persons With AIDS•
Table 3 - HOPWAAgencies
Organization Program Amount
AIDS Outreach Center, Inc. Administration (three percent), $ 612,758.90
S upportive Services, TBRA, and
STRMU
Tarrant County Samaritan Housing, Inc. Administration (three percent),
S upportive Services, and TBRA
TOTAL HOPWA Contracts
These programs are available in ALL COUNCIL DISTRICTS.
$ 301.665 92
$ 914,424.82
FISCAL INFORMATION/CERTIFICATION:
The Financial Management Services Director 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 Fund.
TO Fund/Account/Centers
GR76 451727 017206280XX(
GR76 5)0000( 017206280)00(
GR76 451727 017206281)00(
GR76 5)0XX( 017206281)00(
GR76 5)0000( 017206283)00(
GR76 451727 017206284)00(
GR76 5XXXXX 017206284X00(
GR76 451685 017206280XXX
GR76 5X0000X 017206280XXX
GR76 451727 017206283XXX
$5.830.119.00
$5.830.119.00
$1.973.169.00
$1.973.169.00
$532.857.00
$942.706.00
$942.706.00
$50.000.00
$50.000.00
$532.857.00
FROM Fund/Account/Centers
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&Maned II 11 CAW i Janacaer tMc by
riainatina Deloartinent Head:
ditional Informati n C ntact:
ATTACHMENTS
17HUDACTPLANPYI2-13 A012 VG(1).doc
2012-13ActionPlanFundinaRecommendations. adf
List of Selected Streets for 2012-2013.odf
Fernando Costa (6122)
Jay Chapa (5804)
Cynthia Garcia (8187)
Avis F. Chaisson (6342)
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