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Contract 47290 (2)
OTT / caw STATE OF TEXAS COUNTY OF TARRANT CT J g e • •••_...l.Y• rY• '10 .-.14106 ram. 1 This contract ("Contract") is made and entered into by and between the City of Fort Worth (hereafter "City") and Meals on Wheels, Inc. of Tarrant County (hereafter "Agency"), a Texas non-profit corporation. City and Agency may be referred to individually as a "Party" and jointly as "the Parties". The Parties state as follows: WHEREAS, City receives grant monies from the United States Department of Housing and Urban Development through the Community Development Block Grant ("CDBG") Program, Program No. B-15-MC-48-0010, Catalog of Federal Domestic Assistance No. 14.218; WHEREAS, a national objective of the CDBG program is to benefit benefit low and moderate income citizens in accordance with 24 CFR Part 570, as amended from time to time; WHEREAS, Agency submitted a proposal to use CDBG funds for a program to serve individuals and families, of whom 100% must meet the HUD definition of a presumed benefit population; WHEREAS, City citizens, the Community Development Council, and the City Council have determined that CDBG programs are needed by the City's citizens. NOW, THEREFORE, the Parties understand and agree as follows: 1. INCORPORATION OF RECITALS. City and Agency hereby agree that the recitals set forth above are true and correct and form the basis upon which the Parties have entered into this Contract. 2. DEFINITIONS. In addition to terms defined in the body of this Contract, the terms set forth below shall have the definitions ascribed to them as follows: Area Median Income or AMI means the median family income for the Fort Worth -Arlington metropolitan statistical area as established annually by HUD. The 2015 income limits are attached hereto as EXHIBIT "A-1" — 2015 HUD Income Limits. Business Diversity Enterprise Ordinance or BDE means the City's Business Diversity Ordinance, Ordinance No. 20020-12-2011.VI 1 CDBG means Community Development Block Grant. OFFICIAL RECORD � CITY SECRETARY CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 :T. WORTH, TX Meals on Wheels, Inc. of Tarrant County 40 rtECEIVE0 DEC al 2015 Page l 4-FoRT WORM Rev. 10.3 0.2015;EGRET y t.,„ et Ir% -0 Complete Documentation means the following documentation as applicable: • Attachments I, II, and III, with supporting documentation including: o Proof of expense: copies of timesheets, invoices, leases, service contracts or other documentation showing that payment is due by Agency. o Proof of payment: cancelled checks, bank statements, or wire transfers necessary to demonstrate that amounts due by Agency were actually paid by Agency. o Proof of client eligibility: Client eligibility for all clients as outlined in Section 6 • Complete Documentation shall meet the standards described in the attached EXHIBIT "F" - Standards for Complete Documentation • Any other document or record reasonably necessary to verify costs spent and client eligibility for the Program. CDBG Funds means the CDBG grant funds supplied by City to Agency under the terms of this Contract. CDBG Regulations means regulations found at 24 CFR Part 570 et seq. DBE means disadvantaged business enterprise in accordance with 49 CFR Part 26. Director means the Director of the Neighborhood Services Department. Effective Date means October 1, 2015. HUD means the United States Department of Housing and Urban Development IDIS means Integrated Disbursement Information System, HUD's project tracking system. Income Eligible Client means a client whose annual income adjusted for family size does not exceed 80% of AMI using the most current HUD Income Guidelines and Technical Guidance for Determining Income and Allowances. The definition of annual income to determine client income eligibility shall be the definition contained in 24 CFR Part 5.609, as amended from time to time. National Objective means an activity that benefits low and moderate income persons. For the purposes of this Contract, at least 100% of the clients served by the Program must be Income Eligible Clients Neighborhood Services Department means the City's Neighborhood Services Department. OMB means the Office of Management and Budget. CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc of Tarrant County Page 2 Rev. 10 30 2015 Program means the services described in EXHIBIT "A" — Program Summary. Reimbursement Request means all reports and other documentation described in Section 9 Source Documentation means documentation of full household income of any type described under the definition of annual income in 24 CFR Part 5.609, including but not limited to copies of paychecks, Social Security and disability verification letters, interest or rental income statements, retirement income statements, child support and alimony verification, unemployment benefit letters, and the like. Unduplicated Clients means a count of all clients served by the Program at least once in the Contract Teini. Clients served by the Program more than once in the Contract Term will only be counted the first time they are served when determining the total count of Unduplicated Clients 3. TERM. The teini of this Contract begins on the Effective Date and terminates on September 30, 2016 unless earlier teimuinated as provided in this Contract. 4. DUTIES AND RESPONSIBILITIES OF CITY. 4.1 Provide CDBG Funds City shall provide up to $75,000.00 of CDBG Funds under the terms and conditions of this Contract. 4.2 Monitor. City will monitor the activities and performance of Agency and any of its contractors, subcontractors or vendors as necessary, but no less than annually. Monitoring by City will include determining whether Agency is meeting the National Objective during the term of this Contract. 5. DUTIES AND RESPONSIBILITIES OF AGENCY. 5.1 Reauired Services. Agency shall perform the services described in EXHIBIT "A" — Program Summary in accordance with the terms and conditions of this Contract. 5.2 Use of CDBG Funds. 5.2.1. Compliance with CDBG Regulations and Contract. Agency shall be reimbursed for eligible Program costs with CDBG Funds only if City determines in its sole discretion that: 5.2.1.1 Costs are eligible expenditures in accordance with CDBG Regulations 5.2.1.2 Costs are in compliance with this Contract and are reasonable and consistent with industry norms. CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc. of Tarrant County Page 3 Rev. 10 30 2015 5.2.1.3 Complete Documentation, as applicable, is submitted to City by Agency. 5.2.2 Budget. 5.2.2.1 The CDBG Funds will be paid on a reimbursement basis in accordance with EXHIBIT "B" - Budget 5.2.2.2 During the team of this Contract, Agency may submit written requests to increase or decrease line -item amounts in the Budget, mcluding an explanation of why such increases or decreases are necessary. All requests shall be approved by Director in writing, with such approval being in the Director's sole discretion. If Director approves the Agency's proposed Budget amendment (as approved, the "Amended Budget"), then the Amended Budget will take effect on the first day of the month following the month in which it was approved by Director, unless otherwise specified in the amendment All requests for Budget amendments must be submitted by June 1, 2016. 5.2.3 Change in Program Budget. 5.2.3.1 Agency will notify City promptly of any additional funds it receives for operation of the Program, and City reserves the right to amend this Contract in such instances to ensure compliance with HUD regulations governing cost allocation. 5.2.3.2 Agency agrees to utilize the CDBG Funds to supplement rather than supplant funds otherwise available for the Program 5.2.4 Payment of CDBG Funds to Agency. CDBG Funds will be disbursed to Agency upon City's approval of Reimbursement Requests including submission of Complete Documentation to City in compliance with Section 9. If Agency expends all funds budgeted for the Program prior to September 30, 2016, City may hold back a small amount of the CDBG Funds until the end of the term. During this interim period, Agency must continue to submit Reimbursement Requests with an invoiced amount of $0. It is expressly agreed by the Parties that any CDBG Funds not spent or approved for reimbursement to Agency shall remain with City. 5.3 Program Performance Milestones. 5.3.1 Agency represents that the Program will achieve the following milestones in accordance with EXHIBIT "A" - Program Summary and the table below: CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc. of Tarrant County Page 4 Rev. 10.30.2015 Month Expenditures 3 6 9 12 25% 50% 75% 100% Unduplicated Clients as specified in EXHIBIT "A" —Program Summary 25% 50% 75% 100% 5.3.2 Failure of Agency to meet these milestones or a material deviation from them as outlined in this Section 5.3 is a breach of this Contract. For the purpose of this Section, "material deviation" shall mean more than 10% lower than the specified goal. In the event of such breach, City reserves the right in its sole option to (i) delay or withhold payment of Reimbursement Requests, (ii) lower Agency's allocation of CDBG Funds, or (iii) terminate this Contract. 5.3.3 Failure to meet at least 80% of its performance milestones or serve 326 Unduplicated Clients will automatically disqualify Agency for consideration under the City's Request for Proposals for the 2016-2017 Program Year for federal grant funds. 5.3.4 Amendments to performance milestones must be approved by the Director in writing, with such approval being in the Director s sole discretion. If Director approves the Agency's proposed amended performance milestones (as approved, the ` Amended Performance Milestones"), then the Amended Performance Milestones will take effect on the first day of the month following the month in which it was approved by Director unless otherwise specified in the amendment All requests for amendments to performance milestones must be submitted by June 1, 2016. Notwithstanding the above, any amendments to this Contract shall not reduce the number of Unduplicated Clients stated in Section 5.3.3 and in EXHIBIT "A" - Program Summary. 5.4 Identifv Program Expenses Paid with CDBG Funds Agency will keep accounts and records in such a manner that City may readily identify and account for Program expenses reimbursed with CDBG Funds. These records shall be made available to City for audit purposes and shall be retained as required hereunder. 5.5 Meet National Objective. Agency shall ensure that the activities carried out in the Program will meet the National Objective. 5.6 Program Subcontracts. Agency shall not enter into a subcontract with another agency, contractor, or vendor to provide a service to clients for any part of the Program that will be paid with CDBG Funds without City's written consent CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc. of Tarrant County Page 5 Rev. 10 30 2015 6. CLIENT ELIGIBILITY VERIFICATION. 6.1 Client Elwibility. Agency will document client eligibility as follows: 6.1.1 Arencv Clients. Agency must document that all clients served by the Program fall under a "presumed benefit" category as defined in 24 CFR Part 570. For purposes of this Contract, the categories of presumed benefit are: severely disabled adults, homeless persons, abused or neglected children and youth, or elderly persons. Eligible fauns of documentation for each category include: 6.1.1.1 Severely Disabled Adults. Written, signed and dated diagnosis from a licensed medical professional. As an acceptable alternative, Agency may use the forum attached hereto as Exhibit "H" - Severely Disabled Certification Form 6.1.1.2 Homeless Persons. Written, signed and dated certification from an outreach worker. 6.1.1.3 Abused or Neglected Children and Youth. Written, signed and dated certification from an outreach worker. 6.1.1.4 Elderly Persons. An elderly person is an individual at least 62 years of age. Copy of a birth certificate, driver's license passport, immigration card, military identification, or any other state local, national or international documentation, must be provided showing current infonnnation about the age or birth date of the client The form in Exhibit "E" - Form of Income Self Certification, or a similar document, will also be required in order to collect demographic data. 6.2 Submission of Complete Documentation. Agency must submit copies of documentation of client eligibility described in Section 6.1 with Attachment III with each month's Reimbursement Request for all Unduplicated Clients. 6.3 Maintain Documentation. Agency must maintain copies of all documentation required by this Section 6 for 5 years following the expiration of the Contract tern. This Section shall survive the earlier termination or expiration of this Contract. 7. ADDITIONAL CDBG REOUIREMENTS. Agency agrees to comply with all requirements of the CDBG Program as stated in the CDBG Regulations, including but not limited to the following: CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc. of Tarrant County Page 6 Rev. 10.30.2015 7.1 Environmental Review. CDBG Funds will not be paid, and costs cannot be incurred until City has conducted an environmental review and completed an Environmental Review Record as required by 24 CFR Part 58. The environmental review may result in a decision to proceed with, modify, or cancel the funding for the Program. Further, Agency will not undertake or commit any funds to physical or choice limiting actions as described in any applicable federal regulations. Any violation of this provision will (i) cause this Contract to terminate immediately, and (ii) require Agency to repay City the CDBG Funds it has already received and forfeit any future payments of CDBG Funds. 7.2 Contract Not Constituting Commitment of Funds. Notwithstanding any provision of this Contract, the Parties agree and acknowledge that this Contract does not constitute a commitment of funds, and that such commitment of funds or approval may occur only upon (i) satisfactory completion of environmental review and receipt by City of an authorization to use grant funds from HUD under 24 CFR Part 58, (ii) approval of City's 2015-2016 Action Plan, and (iii) receipt by City of a grant agreement from HUD. 7.3 Monitoring. 7.3.1 Agency understands and agrees that it will be subject to monitoring by City for compliance with teens and provisions of this Contract and the CDBG Regulations for the term of this Contract. Agency is subject to such monitoring during the term of this Contract and for 5 years after the Contract term ends. Agency will provide reports and access to Program files as requested by City during this 5 year period. For purposes of this Contract, this 5 year period for monitoring is deemed to begin on October 1, 2016 and end on September 30, 2021 regardless of whether or not this Contract is earlier terminated. 7.3.2 Representatives of City, HUD, HUD Office of Inspector General, and the United States Comptroller General shall have access during regular business hours upon 48 hours prior notice, to Agency's offices and records pertaining to the use of the CDBG Funds, and to Agency's officers, directors, agents, employees, contractors, subcontractors and vendors for the purpose of such monitoring. 7.3.3 In addition to other provisions of this Contract regarding frequency of monitoring, City reserves the right to perfoiin desk reviews or on -site monitoring of Agency's compliance with the terms and conditions of this Contract. City shall provide Agency with a written report of the monitor's findings after each monitoring visit. If the monitoring report notes deficiencies in Agency's performance the report shall include requirements for the timely correction of said deficiencies by Agency. Failure by Agency to take the action specified in the monitoring ieport may be cause for suspension or termination of this Contract as provided herein 7.3.4 Subsections 7.3.1 through 7.3.3 shall be applicable for the Contract term and for 5 years thereafter and shall survive the earlier termination or expiration of this Contract. CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc. of Tarrant County Page 7 Rev. 10 30 2015 7.3.5 Agency shall provide City annually the results of any state or federal monitoring. Such results shall be submitted within 60 days of receipt of such state or federal monitoring report, or with the January Reimbursement Request, whichever is earlier. 7.4 Aaencv Procurement Standards. Agency shall comply with all applicable federal, state and local laws, regulations, and ordinances for making procurements under this Contract. In adition to the conflict of interest provisions in Section 14.13.3, Agency shall establish written procurement procedures to ensure that materials and services are obtained in a cost effective manner and that provides for full and open competition. When procuring materials and services for this Contract, Agency shall comply at a minimum with the procurement standards in 2 CFR Part 200.317 through Part 200.326. 7.4.1 Contracts in excess of $10,000.00 made by Agency using CDBG Funds must address termination foi cause and convenience including the manner by which such termination shall be effected and the basis for settlement of the terminated contract, if any, as required by Appendix II (B), 2 CFR Part 200. 7.4.2 Agency shall not make any contract with parties listed on the governmentwide System for Award Management, www.sam.gov ("SAM"). Agency must confirm by search of SAM that all contractors paid with CDBG Funds are not listed by SAM as being debarred, both prior to hiring and prior to submitting a Reimbursement Request which includes invoices from any such contractor Failure to submit such proofs of search shall be an event of default. 7.5 Cost Princinles/Cost Reasonableness. Agency shall administer its use of CDBG Funds in compliance with 2 CFR Part 200 as applicable. The eligibility of costs incurred for performance rendered shall be detenined in accordance 2 CFR Part 200.400 through Part 200.475. 7.6 Financial Manatement Standards. Agency agrees to comply with 2 CFR Part 200 as applicable. Agency also agrees to adhere to the accounting principles and procedures required therein, utilize adequate internal controls, and maintain necessary supporting and back-up documentation for all costs incurred in accordance with 2 CFR Part 200.302 and Part 200.303. 7.7 Uniform Administrative Requirements. Agency will comply with the Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards in 2 CFR Part 200, as applicable, or any reasonably equivalent procedures and requirements that City may require. 7.8 . Terms Annlicable to Contractors, Subcontractors and Vendors. Agency understands and agrees that all terms of this Contract, whether regulatory or otherwise, shall apply to any and all contractors subcontractors and vendors of Agency which are in any way paid with CDBG Funds of who perform any work in connection with the Program. Agency shall cause all applicable provisions of this Contract to be included in and made a part of any contract or subcontract executed in the performance of its obligations CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc. of Tarrant County Page 8 Rev. 10 30 2015 hereunder including its obligations regarding the CDBG Regulations. Agency shall monitor the services and work performed by its contractors, subcontractors and vendors on a regular basis for compliance with the CDBG Regulations and Contract provisions. Agency must cure all violations of the CDBG Regulations committed by its contractors, subcontractors or vendors. City maintains the right to insist on Agency's full compliance with the terms of this Contract and the CDBG Regulations and Agency is responsible for such compliance regardless of whether actions taken to fulfill the requirements of this Contract are taken by Agency or by Agency's contractors, subcontractors or vendors. Agency acknowledges that the provisions of this Section shall survive the earlier termination or expiration of this Contract and shall be applicable for 5 years after the Contract teiln ends 7.9 Copvrieht and Patent Rights. No reports, maps, or other documents produced in whole or in part under this Contract shall be the subject of an application for copyright by or on behalf of Agency. HUD and City shall possess all rights to invention or discovery, as well as rights in data, which may arise as a result of Agency's performance under this Contract. 7.10 Conflict of Interest Disclosure. In accordance with the requirements of Section 14.13.2 1 and 14.13.4, Agency shall establish conflict of interest policies for federal awards. Agency shall disclose to City in writing any potential conflict of interest. 7.11 Compliance with FFATA and Whistleblower Protections. Agency shall comply with the requirements of 2 CFR 300(b), including provisions of the Federal Funding Accountability and Transparency Act (` FFATA ') governing requirements on executive compensation and provisions governing whistleblower protections contained in 10 U.S.C. 2409, 41 U.S.C. 4712, 10 U.S.C. 2324, 41 U.S.C. 4304 and 41 U.S.C. 4310. 7.11.1 Agency shall provide City with its DUNS number. 7.12 Internal Controls. In compliance with the requirements of 2 CFR Part 200.303, Agency shall: 7.12.1 hstablish and maintain effective internal control over the CDBG Funds that provides reasonable assurance that Agency is managing the CDBG Funds in compliance with federal statutes, regulations, and the teiuis and conditions of this Contract. These internal controls shall be in compliance with guidance in "Standards for Internal Control in the Federal Government' issued by the Comptroller General of the United States or the "Internal Control Integrated Framework" issued by the Committee of Sponsoring Organizations of the Treadway Commission ("COSO"); 7.12.2 Comply with federal statutes, regulations, and the telius and conditions of this Contract; 7.12.3 Evaluate and monitor Agency's compliance with statutes, regulations and the terms and conditions of this Contract; CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc of Tarrant County Page 9 Rev. 10.30.2015 7.12.4 Take prompt action when instances of noncompliance are identified including noncompliance identified in audit findings; and 7.12.5 Take reasonable measures to safeguard protected personally identifiable information and other information that HUD or City designates as sensitive or Agency considers sensitive consistent with applicable federal, state, local and tribal laws regarding privacy and obligations of confidentiality. 8. RECORD KEEPING; REPORTING AND DOCUMENTATION REOUIREMENTS; AUDIT. 8.1 Record Keeping. Agency shall maintain a record -keeping system as part of its performance of this Contract and shall promptly provide City with copies of any document City deems necessary for the effective fulfillment of City's monitoring and evaluation responsibilities. Specifically, Agency will keep or cause to be kept an accurate record of all actions taken and all funds spent, with supporting and back-up documentation Agency will maintain all records and documentation related to this Contract for 5 years after the Contract tend ends If any claim, litigation, or audit is initiated before the expiration of the 5 year period, the relevant records and documentation must be retained until all such claims, litigation or audits have been resolved. For purposes of this Contract, this 5 year period foi record retention is deemed to begin on October 1, 2016 and end on September 30, 2021 regardless of whether or not this Contract is earlier teiminated. 8.2 Access to Records. Representatives of City, HUD and any duly authorized officials of the federal government will have full access to, and the right to examine, audit, copy, excerpt and/or transcribe any of Agency's records pertaining to all matters covered by this Contract foi 5 years after the Contract term ends Such access shall be during regular business hours and upon at least 48 hours prior notice. For purposes of this Contract, this 5 year period for access to records is deemed to begin on October 1, 2016 and end on September 30, 2021 regardless of whether or not this Contract is earlier terminated. 8.3 Reports. Agency will submit to City all reports and documentation described in this Contract in such form as City may prescribe. Agency may also be required to submit a final performance and/or final financial report if required by City at the termination of this Contract in such form and within such times as City may prescribe. Failure to submit to City any report or documentation described in this Contract shall be an event of default of this Contract and City may exercise all of its remedies for default under this Contract. 8.3.1 Additional Information. Agency shall provide City with additional information as may be required by state or federal agencies to substantiate Program activities and/or expenditure eligibility. 8.4 Change in Reporting Requirements and Forms. City retains the right to change reporting requirements and forms at its discretion. City CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc. of Tarrant County Page 10 Rev. 10 30 2015 will notify Agency in writing at least 15 days prior to the effective date of such change, and the Parties shall execute an amendment to the Contract reflecting such change if necessary 8.5 Audit. 8.5.1 Entities that Expend $750,000 or more in Federal Funds Per Year. All non-federal entities that expend $750,000 or more in federal funds within 1 year, regardless of the source of the federal award, must submit to City an annual audit prepared in accordance with specific reference to 2 CFR Part 200.501 through Part 200.521. The audit shall cover the Agency's fiscal years during which this Contract is in force. The audit must be prepared by an independent certified public accountant be completed within 6 months following the end of the period being audited and be submitted to City within 30 days of its completion. Agency's audit certification is attached hereto as EXHIBIT "C" - ' Audit Certification Form" and "Audit Requirements". The Audit Certification Form must be submitted to City prior to or with the first Reimbursement Request. Entities that expend less than $750,000 a year in federal funds are exempt from federal audit requirements for that year, but records must be available for review or audit by appropriate officials of the federal agency, City, and General Accounting Office. 8.5.2 City Reserves the Right to Audit. City reserves the right to perform an audit of Agency's Program operations and finances at any time during the term of this Contract and for 5 years after the Contract teiin ends if City detennmes that such audit is necessary for City's compliance with the CDBG Regulations or other City policies. Agency agrees to allow access to all pertinent materials as described herein for such audit. For purposes of this Contract, this 5 year period for City audit is deemed to begin on October 1, 2016 and end on September 30, 2021 regardless of whether or not this Contract is earlier terminated. If such audit reveals a questioned practice or expenditure, such questions must be resolved within 15 business days after notice to Agency of such questioned practice or expenditure If questions are not resolved within this period, City reserves the right to withhold further funding under this Contract and/or any other contracts with Agency. IF AS A RESULT OF ANY AUDIT IT IS DETERMINED THAT AGENCY HAS FALSIFIED ANY DOCUMENTATION OR MISUSED, MISAPPLIED OR MISAPPROPRIATED CDBG FUNDS OR SPENT CDBG FUNDS ON ANY INELIGIBLE ACTIVITIES, AGENCY AGREES TO REIMBURSE CITY THE AMOUNT OF SUCH MONIES PLUS THE AMOUNT OF ANY SANCTIONS, PENALTY OR OTHER CHARGE LEVIED AGAINST CITY BY HUD BECAUSE OF SUCH ACTIONS. 9. REIMBURSEMENT REOUIREMENTS. 9.1 Deadline for Submitting Reimbursement Requests. 9.1.1 Reimbursement Requests shall be submitted monthly to the City and must be received by the City on or before the 15th day of the month following the month expenses were paid by Agency. For example, the Reimbursement Request for June expenses must be received by July 15. In the event the 15th falls on a weekend or City holiday, Reimbursement Requests shall be due the next day that the City is open for business. Failure to submit a Reimbursement Request in a timely fashion will result in City taking the actions outlined in Section 10.1. CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc of Tarrant County Page 11 Rev. 10.30.2015 NOTWITHSTANDING ANYTHING ABOVE, THE REIMBUSEMENT REQUEST FOR EXPENSES INCURRED FOR SEPTEMBER 2016 MUST BE RECEIVED BY OCTOBER 1, 2016 COMPLETE DOCUMENTATION FOR ALL SEPTEMBER 2016 EXPENSES MUST BE SUBMITTED BY OCTOBER 15, 2016. FAILURE TO SUBMIT A FINAL REIMBURSEMENT REQUEST WITH COMPLETE DOCUMENTATION BY OCTOBER 15, 2016 WILL RESULT IN FORFEITURE OF PAYMENT OF THE SEPTEMBER REIMBURSEMENT REQUEST. 9.1.2 City will notify Agency by e-mail within 20 calendar days if a Reimbursement Request is lacking Complete Documentation or corrections are needed. Agency will have 10 business days from the date of the e-mail notice to submit any requested information or missing documentation Agency will be penalized in the Request for Proposal for the 2016-2017 Program Year for any notifications received under this Section If Agency fails to submit all the required information or missing documentation within 30 calendar days from the first e-mail, Agency shall forfeit any payments otherwise due that month and failure to submit any requested information will be considered an event of default as outlined in Section 10.1.2. 9.2 Submission of Reimbursement Requests. Agency shall provide City with Complete Documentation and the following reports as shown in EXHIBIT ` D" -Reimbursement Forms with each Reimbursement Request: 9.2.1 Attachment I - Invoice. This report shall contain the amount requested for reimbursement each month, the cumulative reimbursement requested to date (inclusive of that month's request), and must be signed by an authorized signatory of Agency By signing Attachment I Agency is certifying that the costs are valid eligible, consistent with the terms and conditions of this Contract, and the data contained in the report is true and correct. This report must be submitted even if Agency is requesting $0 for a particular month. 9.2.2 Attachment II - Expenditure Worksheet. This report shall itemize each expense requested for reimbursement by Agency and shall include the Account corresponding the expense to a Budget line item. In order for this report to be complete the following must be submitted: 9.2.2.1 For payroll expenses, timesheets signed by employees and approved by supervisor for all payroll expenses listed. Timesheets must distinguish between CDBG-funded time and non-CDBG funded time and reflect actual time spent on CDBG-funded activities. Agency may not submit payroll expenses dated 60 calendar days prior to the date of the Reimbursement Request. 9.2.2.2 For non -payroll expenses, invoices for each expense listed with an explanation as to how the invoiced expense pertains to the Program. Agency may not submit invoices dated 60 calendar days prior to the date of the Reimbursement Request. CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc. of Tarrant County Page 12 Rev. 10 30 2015 9.2.2.3 Proof that each expense was paid by Agency, which proof can be satisfied by cancelled checks, wire transfer documentation, paid receipts or other appropriate banking documentation. 9.2.3 Attachment III - Client Data Renort. This report shall list each Unduplicated Client served during the month along with his or her demographic information The Client Data Report must maintain a list of all clients served during the Contract term. In order for this report to be complete, the following must be submitted: 9.2.3.1 Documentation of "presumed benefit" eligibility for each Unduplicated Client the first time the client is served by the Program, as defined in Section 6. 9.2.4 Delivery of Reimbursement Request. Reimbursement Requests can be mailed or delivered in person to Neighborhood Services Department, 908 Monroe Street, Fort Worth, Texas 76102. In addition, Agency can submit Reimbursement Requests via email to nsa(a,fortworthtexas aov, but Agency must submit a signed original of Attachment I by the deadline in Section 9 1 1 9.3 WithholdinE Payment. CITY SHALL HAVE NO OBLIGATION TO PAY ANY REIMBURSEMENT REQUEST THAT IS NOT RECEIVED BY THE DUE DATE. Failure to timely submit Reimbursement Requests and Complete Documentation along with any required reports shall be an event of default. 10. DEFAULT AND TERMINATION. 10.1 Failure to Submit Reimbursement Request or Required Documentation. 10.1.1 If Agency fails to submit a Reimbursement Request in accordance with Section 9, Agency shall be in default of this Contract. City will notify Agency in writing of such default and the Agency will have 10 business days from the date of the written notice to submit such Reimbursement Request to cure the default If Agency fails to cure the default within such time, Agency shall forfeit any payments otherwise due that month 10.1.2 If Agency fails to submit requested information or missing documentation as set forth in Section 9.1.2, then Agency shall forfeit payment due that month and the failure to submit shall be considered an event of default that shall not be cured. 10.1.3 NOTWITHSTANDING THE PROVISIONS OF SECTION 10.1.1 OR 10.1.2, IF AGENCY FAILS TO SUBMIT THE REIMBURSEMENT REQUEST DUE OCTOBER 15, 2016, OR IF THE SUBMITTED REIMBURSEMENT REQUEST FOR OCTOBER 15, 2016 IS LATE, INCOMPLETE OR OTHERWISE NOT IN COMPLIANCE WITH THIS CONTRACT OR THE CDBG REGULATIONS AS CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc. of Tarrant County Page 13 Rev. 10 30 2015 DETERMINED BY CITY IN ITS SOLE DISCRETION, THERE WILL BE NO CURE PERIOD AND ANY REIMBURSEMENT WILL BE FORFEITED. 10.1.4 In the event of (i) an uncured default under Section 10.1.1 or an event of default under 10.1.2 or (ii) more than 2 instances of default, cured or uncured, under these Sections, City reserves the right at its sole option to terminate this Contract effective immediately upon written notice of such intent with no penalty or liability to City. 10.1.5 Notwithstanding anything to the contrary herein, City will not be required to pay any CDBG Funds to Agency during the period that any Reimbursement Request, ieport or documentation is past due or is not in compliance with this Contract or the CDBG Regulations, or during any period during which Agency is in default of this Contract. 10.1.6 In the event of termination under this Section 10.1, all CDBG Funds awarded but unpaid to Agency pursuant to this Contract shall be immediately forfeited and Agency shall have no further right to such funds. 10.2 Failure to Maintain Records or Submit Renorts and Documentation. If Agency fails to maintain all records and documentation as required in Section 8, or if the maintained or submitted report or documentation is not in compliance with this Contract or the CDBG Regulations as determined by City in its sole discretion, City will notify Agency in writing and Agency will have 30 calendar days from the date of the written request to obtain or recreate the missing records and documentation or submit or resubmit any such report or documentation to City If Agency fails to maintain the required reports or documentation, or fails to submit or resubmit any such report or documentation within such time, City shall have the right to terminate this Contract effective immediately upon written notice of such intent with no penalty or liability to City. 10.2.1 In the event of termination under this Section 10.2, all CDBG Funds awarded but unpaid to Agency pursuant to this Contract shall be immediately forfeited and Agency shall have no further right to such funds, and any CDBG Funds paid to Agency must be repaid to City within 30 days of termination. If such CDBG Funds are not repaid to City within the 30 day period, City shall exercise all legal remedies available under this Contract. 10.3 In General. 10.3.1 Subject to Section 10.2, and unless specifically provided otherwise in this Contract, Agency shall be in default under this Contract if Agency breaches any terra or condition of this Contract. In the event that such a breach remains uncured after 30 calendar days following written notice by City (or such other notice period as may be specified herein) or, if Agency has diligently and continuously attempted to cure following receipt of such written notice but reasonably requires more than 30 calendar days to cure, as determined by both Parties mutually and in good faith, City shall have the right to elect in City s sole discretion to (i) extend Agency s time to cure, (ii) terminate this Contract effective immediately upon written notice of such intent to Agency, or (iii) pursue any other legal remedies available to City under this Contract. CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc. of Tarrant County Page 14 Rev. 10 30 2015 10.3.2 City's remedies may include: 10.3.2.1 Direct Agency to prepare and follow a schedule of actions for calTying out the affected activities, consisting of schedules, timetables and milestones necessary to implement the affected activities. 10.3.2.2 Direct Agency to establish and follow a management plan that assigns responsibilities for carrying out the remedial activities. 10.3.2.3 Reprogram CDBG Funds that have not yet been expended from affected activities to other ehgible activities or withhold CDBG Funds. 10.3.2.4 Any other appropriate action including but not limited to any remedial action legally available such as declaratory judgment, specific performance, damages, temporary or permanent injunctions, termination of this Contract or any other contracts with Agency, and any other available remedies. 10.3.3 In the event of termination under this Section 10.3, all CDBG Funds awarded but unpaid to Agency pursuant to this Contract shall be immediately forfeited and Agency shall have no further right to such funds, and any CDBG Funds already paid to Agency must be repaid to City within 30 days of the termination Failure to repay such CDBG Funds within the 30 day period will result in City exercising all legal remedies available under this Contract. 10.4 No Funds Disbursed while in Breach. Agency understands and agrees that no CDBG Funds will be paid to Agency until all defaults are cured to City's satisfaction. 10.5 No Compensation After Date of Termination. Agency shall not receive any compensation for work undertaken after the date of the termination. 10.6 Ritihts of City Not Affected. Termination shall not affect or terminate any of the existing rights of City against Agency, or which may thereafter accrue because of Agency's default and this provision shall be in addition to any and all other rights and remedies available to City under the law. Such termination does not terminate any provisions of this Contract that have been expressly noted as surviving the term or termination of the Contract. No delay or omission by City in exercising any right or remedy available to it under this Contract shall impair any such right or remedy or constitute a waiver or acquiescence in any Agency default. 10.7 Waiver of Breach Not Waiver of Subsequent Breach. The waiver of a default or breach of any term, covenant, or condition of this Contract shall not operate as a waiver of any subsequent default or breach of the same or any other term, covenant or condition hereof. CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc of Tarrant County Page 15 Rev. 10 30 2015 10.8 Civil, Criminal and Administrative Penalties. Failure to perform all the Contract terms may result in civil, criminal or administrative penalties, including, but not limited to those set out in this Contract. 10.9 Termination for Cause. 10.9.1 City may terminate this Contract in the event of Agency's default, inability, or failure to perform subject to notice grace and cure periods. In the event City terminates this Contract for cause, all CDBG Funds awarded but unpaid to Agency pursuant to this Contract shall be immediately rescinded and Agency shall have no further right to such funds and any CDBG Funds already paid to Agency must be repaid to City within 30 days of termination. Failure to repay such CDBG Funds within 30 days will result in City exercising all legal remedies available to City under this Contract. AGENCY ACKNOWLEDGES AND AGREES THAT IF CITY TERMINATES THIS CONTRACT FOR CAUSE, AGENCY OR ANY AFFILIATES OF AGENCY SHALL NOT BE CONSIDERED FOR ANY OTHER CITY CONTRACT FOR CDBG FUNDS FOR A MINIMUM OF 5 YEARS FROM THE DATE OF TERMINATION. 10.9.2 Agency may terminate this Contract if City does not provide the CDBG Funds substantially in accordance with this Contract. 10.10 Termination for Convenience. In terminating in accordance with 2 CFR Part 200, Appendix II, this Contract may be terminated in whole or in part only as follows: 10.10.1 By City with the consent of Agency in which case the Parties shall agree upon the termination conditions, including the effective date and in the case of partial termination, the portion to be terminated; or 10.10.2 By Agency upon at least 30 days written notification to City, setting forth the reasons for such termination, the effective date, and in the case of partial termination, the portion to be terminated. In the case of a partial termination, City may terminate the Contract in its entirety if City determines in its sole discretion that the remaining portion of the Contract to be performed or CDBG Funds to be spent will not accomplish the purposes for which the Contract was made. 10.11 Dissolution of Aflencv Terminates Contract. This Contract shall terminate in the event Agency is dissolved or ceases to exist In the event of termination under this Section, all CDBG Funds are subject to repayment and/or City may exercise all of its remedies under this Contract. 10.12 Reversion of Assets. In the event this Contract is terminated with or without cause, all assets acquired by Agency with the CDBG Funds including cash, interest payments from loans or otherwise, all outstanding notes, mortgages or other security instruments any accounts receivable attributable to the use of the CDBG Funds, and any real or personal property owned by Agency that was CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc. of Tarrant County Page 16 Rev. 10.30.2015 improved with the CDBG Funds shall automatically transfer to City or to such assignee as City may designate. 11. REPAYMENT OF CDBG FUNDS. All CDBG Funds are subject to repayment in the event the Program does not meet the requirements of this Contract of in the CDBG Regulations. If Agency takes any action that results in the City being required to repay all or any portion of the CDBG Funds to HUD, Agency agrees it will reimburse City for such repayment. If Agency takes any action that results in City receiving a finding from HUD about the Program, whether or not repayment of all or any portion of the CDBG Funds is required of City, Agency agrees it will pay City 10% of the CDBG Funds as liquidated damages. The Parties agree that City's damages in the event of either repayment to HUD being required or receiving a finding from HUD are uncertain and would be difficult to ascertain and may include an impact on City's CDBG grant or other federal grant funds, in addition to the finding by HUD or a required repayment of funds to HUD by City. Therefore, the Parties agree that payment under this Section of 10% of the CDBG Funds by Agency to City is liquidated damages and not a penalty. 12. CHANGE IN NON-PROFIT STATUS. Agency must provide City with written notification of any changes to its non-profit status within 15 calendar days of being notified of the change If the non-profit status of Agency changes after the date of this Contract, City may but is not obligated to, terminate this Contract. City has 30 calendai days to make such determination after receipt of written notice from Agency and failure to make such determination will constitute a waiver. In the event of termination under this Section 12, all CDBG Funds awarded but not yet paid to Agency pursuant to this Contract shall be immediately rescinded and Agency shall have no further right to such funds. Any CDBG Funds already paid to Agency must be repaid to City within 30 calendar days of termination under this Section. 13. SURVIVAL. Any provision of this Contract that pertains to auditing, monitoring, client income eligibility, record keeping and reports, City ordinances, or applicable CDBG requirements, and any default and enforcement provisions necessary to enforce such provisions, shall survive the termination of this Contract for 5 years after the Contract tem' ends and shall be enforceable by City against Agency. For purposes of this Contract, this 5 year period for survival of certain Contract provisions is deemed to begin on October 1 2016 and end on September 30, 2021 regardless of whether or not this Contract is earlier terminated. 14. GENERAL PROVISIONS. 14.1 Agency an Independent Contractor. Agency shall operate hereunder as an independent contractor and not as an officer, agent, servant or employee of City. Agency shall have exclusive control of', and the exclusive right to control, the details of the work and services performed hereunder, and all persons performing CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc of Tarrant County Page 17 Rev. 10 30 2015 same, and shall be solely responsible for the acts and omissions of its officers, members, agents, servants, employees, contractors, subcontractors, vendors, clients, licensees or invitees. 14.2 Doctrine of Resnondeat Superior. The doctrine of respondeat superior shall not apply as between City and Agency, or its officers, members, agents, servants, employees, contractors, subcontractors, vendors, clients, licensees or invitees, and nothing herein shall be construed as creating a partnership or joint enterprise between City and Agency. City does not have the legal right to control the details of the tasks performed hereunder by Agency, its officers, members, agents, employees, contactors, subcontractors, vendors, clients, licensees or invitees. 14.3 Agency Property. City shall under no circumstances be responsible for any property belonging to Agency, or its officers, members, agents, employees, contractors, subcontractors, vendors, clients, licensees or invitees that may be lost, stolen or destroyed or in any way damaged and AGENCY HEREBY INDEMNIFIES AND HOLDS HARMLESS CITY AND ITS OFFICERS, AGENTS, AND EMPLOYEES FROM ANY AND ALL CLAIMS OR SUITS PERTAINING TO OR CONNECTED WITH SUCH PROPERTY. 14.5 Religious Organization. No portion of the CDBG Funds shall be used in support of any sectarian or religious activity. In addition, there must be no religious or membership criteria for clients of a CDBG- funded service. 14.6 Venue. Venue shall lie in Tarrant County, Texas for any action, whether real or asserted, at law or in equity, arising out of the execution, performance, attempted perfottnance or non-perfotinance of this Contract. 14.7 Governing Law. This Contract shall be governed by and construed in accordance with the laws of the State of Texas If any action, whether real or asserted, at law or in equity, arises out of the execution, perfounance or non-performance of this Contract or on the basis of any provision herein, for any issue not governed by federal law, the choice of law shall be the laws of the State of Texas 14.8 Severability. The provisions of this Contract are severable, and if for any reason a clause, sentence, paragraph o1 other part of this Contract shall be determined to be invalid by a court or federal or state agency, board or commission having jurisdiction over the subject matter thereof, such invalidity shall not affect other provisions which can be given effect without the invalid provision 14.9 Written Agreement Entire Contract. This written instrument and the hxhibits, Attachments, and Addendums attached hereto, which are incorporated by reference and made a part of this Contract for all purposes constitute CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc. of Tarrant County Page 18 Rev. 10 30 2015 the entire agreement by the Parties concerning the work and services to be performed under this Contract. Any prior or contemporaneous oral or written agreement which purports to vary the terms of this Contract shall be void. Any amendments to the terms of this Contract must be in writing and executed by the Parties. 14.10 Paragraph Headings for Reference Only. No Legal Significance: Number and Gender. The paragraph headings contained herein are for convenience in reference to this Contract and are not intended to define or to limit the scope of any provision of this Contract. When context requires, singular nouns and pronouns include the plural and the masculine gender shall be deemed to include the feminine or neuter and the neuter gender to include the masculine and feminine. The words "include" and "including" whenever used herein shall be deemed to be followed by the words "without limitation" 14.11 Compliance With All Applicable Laws and Regulations. Agency agrees to comply fully with all applicable laws and regulations that are currently in effect or that are hereafter amended during the performance of this Contract. Those laws include, but are not limited to: ➢ CDBG Regulations found in 24 CFR Part 570 ➢ Title I of the Housing and Community Development Act of 1974, as amended, (42 USC 5301 ➢ Title VI of the Civil Rights Act of 1964 (42 U.S.C. Sections 2000d et seq.) including provisions requiring recipients of federal assistance to ensure meaningful access by person of limited English proficiency ➢ The Fair Housing Act, Title VIII of the Civil Rights Act of 1968 (42 U.S.C. Sections 3601 et seq.) ➢ Executive Orders 11063, 11246 as amended by 11375 and 12086 and as supplemented by Department of Labor regulations 41 CFR Part 60 ➢ The Age Discrimination in Employment Act of 1967 ➢ The Age Discrimination Act of 1975 (42 U.S.C. Sections 6101 et seq.) ➢ The Uniform Relocation Assistance and Real Property Acquisition Policies Act of 1970 (42 U.S.C. Sections 4601 et seq. and 49 CFR Part 24) (` URA") ➢ Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. Sections 794 et seq.) and 24 CFR Part 8 where applicable ➢ National Environmental Policy Act of 1969, as amended, 42 U.S.C. Sections 4321 et seq. ("NEPA") and the related authorities listed in 24 CFR Part 58. ➢ The Clean Air Act, as amended, (42 U.S.C. Sections 1251 et seq) and the Clean Water Act of 1977, as amended (33 U.S.C. Sections 1251 et seq.) and the related Executive Order 11738. In no event shall any amount of the assistance provided under this . Contract be utilized with respect to a facility that has given rise to a conviction under the Clean Air Act or the Clean Water Act. ➢ Immigration Reforiu and Control Act of 1986 (8 U.S.C. Sections 1101 et seq.) specifically including the provisions requiring employer verifications of legal status of its employees ➢ The Americans with Disabilities Act of 1990 (42 U.S.C. Sections 12101 et seq.), the CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc. of Tan ant County Page 19 Rev. 10 30 2015 Architectural Barriers Act of 1968 as amended (42 U.S.C. Sections 4151 et seq.) and the Uniform Federal Accessibility Standards, 24 CFR Part 40, Appendix A ➢ Regulations at 24 CFR Part 87 related to lobbying, including the requirement that certifications and disclosures be obtained from all covered persons ➢ Drug Free Workplace Act of 1988 (41 U.S.C. Sections 701 et seq.) and 24 CFR Part 23, Subpart F ➢ Executive Order 12549 and 24 CFR Part 5.105(c) pertaining to restrictions on participation by ineligible, debarred or suspended persons or entities ➢ Section 6002 of the Solid Waste Disposal Act, as amended by the Resource Conservation and Recovery Act ➢ Guidelines of the Environmental Protection Agency at 40 CFR Part 247 ➢ For contracts and subgrants for construction or repair, Copeland "Anti -Kickback" act (18 U.S.C. 874) as supplemented in 29 CFR Part 5 ➢ For construction contracts awarded by Agency in excess of $2,000, and in excess of $2,500 for other contracts which involve the employment of mechanics or laborers, Sections 103 and 107 of the Contract Work Hours and Safety Standards Act (40 U.S.C. 327A 300) as supplemented by 29 CFR Part 5 ➢ Lead -Based Paint Poisoning Prevention Act (42 U.S.C. 4801 et seq.), as amended by the Residential Lead -Based Paint Hazard Reduction Act of 1992 (42 U.S.C. 4851 et seq.) and implementing regulations at 24 CFR Part 35, subparts A, B, M, and R ➢ Uniform Administrative Requirements, Cost Principles, and Audit Requirements for Federal Awards, 2 CFR Part 200 et seq. ➢ Federal Funding Accountability and Transparency Act of 2006 ("FFATA") (Pub L 109-282, as amended by Section 6205(a) of Pub L 110-252 and Section 3 of Pub L 113-101) ➢ Federal Whistleblower Regulations, as contained in 10 U.S.C. 2409, 41 U.S.C. 4712, 10 U.S.C. 2324, 41 U.S.C. 4304 and 41 U.S.C. 4310. 14.11 HUD -Assisted Projects and Employment and other Economic Opportunities: Section 3 Requirements. 14.11.1 Reauirement that Law Be Ouoted in Covered Contracts. — Certain Requirements Pertaining to Section 3 of the Housing and Urban Development Act of 1968 as Amended (12 U.S.C. Sections 1701 et seal and its Related Regulations at 24 CFR Part 135. If the Program results in the creation of nevi employment, training, or contracting opportunities on a contractor or subcontractor level resulting from the expenditure of the CDBG Funds, Agency shall comply with the following and will ensure that its contractors also comply. If the work performed under this Contract is on a project assisted under a program providing direct federal financial assistance from HUD, Section 3 of 24 CFR Part 135.38 ("Section 3") requires that the following clause, shown in italics, be inserted in all covered contracts ("Section 3 Clause"): Section to be quoted in covered contracts begins: "A. The work to be performed under this contract is subject to the CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels Inc of Tarrant County Page 20 Rev. 10.30.2015 requirements of Section 3 of Housing and Urban Development Act of 1968, as amended, 12 U.S. C. section 1701 u (Section 3). The purpose of Section 3 is to ensure that employment and other economic opportunities generated by HUD assisted or HUD -assisted programs covered by Section 3, shall to the greatest extent feasible, be directed to low- and very -low income persons, particularly persons who are recipients of HUD assistance for housing. B. The parties to this contract agree to comply with HUD's regulations in 24 CFR Part 135, which implement Section 3. As evidenced by their execution of this contract, the parties to this contract certf that they are under no contractual or other impediment that would prevent them from complying with the Part 135 regulations. C. The contractor agrees to send to each labor organization or representative of workers with which it has a collective bargaining agreement or other understanding, if any, a notice advising the labor organization or workers' representatives of the contractor's commitments under this Section 3 clause and will post copies of the notice in conspicuous places at the work site where both employees and applicants for training and employment positions can see the notice. The notice shall describe the Section 3 preference, shall set forth minimum number and job titles subject to hire, availability of apprentice and training positions, the qualifications for each; and the name and location of the person(s) taking applications for each of the positions; and the anticipated date the work shall begin. D. The contractor agrees that it will include this Section 3 clause in every subcontract to comply with regulation in 24 CFR Part 135, and agrees to take appropriate action, as provided in an applicable provision of the subcontract or in this Section 3 clause, upon finding that the subcontractor is in violation of the regulations in 24 CFR Part 135. The contractor will not subcontract with any subcontractor where it has notice or knowledge that the subcontractor has been found in violation of regulations in 24 CFR Part 135. E. The contractor will certify that any vacant employment positions, including training positions that are filed: (1) after the contractor is selected but before the contract is executed, and (2) with persons other than those to whom the regulations of 24 CFR Part 135. The contractor will not subcontract with any subcontractor where it has notice or knowledge that the subcontractor has been found in violation of regulations in 24 CFR Part 135. F. Noncompliance with HUD's regulation in 24 CFR Part 135 may result in sanctions, termination of this contract for default, and debarment or suspension from future HUD assisted contracts. G. With respect to work performed in connection with Section 3 covered Indian housing assistance, section 7(b) of the Indian Self -Determination and Education Assistance Act (25 U.S.C. Section 450(e) also applies to the work to be performed under this Contract. Section 7(b) requires that to the greatest extent feasible (i) preference and opportunities for training and employment shall be given to Indians, and (ii) preference in the award of contracts and subcontracts shall be given to Indian organizations and Indian -owned Economic Enterprises. Parties to this contract that are subject to the provisions of Section 3 and Section CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc. of Tarrant County Page 21 Rev. 10 30 2015 7(b) agree to comply with Section 3 to the maximum extent feasible, but not in derogation of compliance with Section 7(b)." Section to be quoted in covered contracts ends. 14.11.2 Agency Responsibilities for Section 3 Requirements. City and Agency understand and agree that compliance with the provisions of Section 3, the regulations set forth in 24 CFR Part 135, and all applicable rules and orders of HUD shall be a condition of the federal financial assistance provided to the Program binding upon City and Agency and their respective successors, assigns contractors and subcontractors. Failure to fulfill these requirements shall subject Agency and its contractors and subcontractors and their respective successors and assigns to those sanctions specified by the grant agreement through which federal assistance is provided and to such sanctions as are specified by 24 CFR Part 135. Agency's responsibilities include: 14.11.2.1 Implementing procedures to notify Section 3 residents and business concerns about training, employment, and contracting opportunities generated by Section 3 covered assistance; 14.11.2.2 Notifying potential contractors working on Section 3 covered projects of their responsibilities; 14.11.2.3 Facilitating the training and employment of Section 3 residents and the award of contracts to Section 3 business concerns; 14.11.2.4 Assisting and actively cooperating with the HED Department in making contractors and subcontractors comply; 14.11.2.5 Refraining from entering into contracts with contractors that are in violation of Section 3 regulations; 14.11.2.6 Documenting actions taken to comply with Section 3; and 14.11.2.7 Submitting Section 3 Annual Summary Reports (Form HUD- 60002) in accordance with 24 CFR Part 135.90. 14.11.3 Section 3 Reporting Requirements. In older to comply with the Section 3 requirements, Agency must submit the forms attached hereto as EXHIBIT "G" - Section 3 Reporting Forms. 14.11.3.1 Report to the City on a quarterly basis all applicants for employment, and all applicants for employment by contractor and subcontractor. This shall include name, address, zip code, date of application, and status (hired/not hired) as of the date of the report. 14.11.3.2 Advertise available positions to the public for open competition, and provide documentation to City with the quarterly report that CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc of Tarrant County Page 22 Rev. 10.30.2015 demonstrates such open advertisement in the form of printout of Texas Workforce Commission posting, copy of newspaper advertisement, copy of flyers and listing of locations where flyers were distributed, and the like. 14.11.3.3 Report to the City on a quarterly basis all contracts awarded by contractor and subcontractor. This shall include name of contractor and/or subcontractor, address, zip code, and amount of award as of the date of the report. 14.12 Prohibition Against Discrimination. 14.12.1 General Statement. Agency shall comply in the execution, performance or attempted performance of this Contract, with all non-discrimination requirements of 24 CFR Part 570.607 and Chapter 17, Article III, Division 4 — Fair Housing of the City Code. Agency may not discriminate against any person because of race, color, sex, gender, religion, national origin, familial status, disability or perceived disability, sexual orientation, gender identity, gender expression, or transgendei, nor will Agency petruit its officers, members, agents, employees, or clients to engage in such discrimination. This Contract is made and entered into with reference specifically to Chapter 17, Article III, Division 3 - Employment Pi actices of the City Code, and Agency hereby covenants and agrees that Agency, its officers, members, agents, employees and contractors, have fully complied with all provisions of same and that no employee, or applicant for employment has been discriminated against under the teinis of such ordinances by either or its officers, members, agents, employees or contractors. 14.12.2 No Discrimination in Emplovment during the Performance of This Contract. During the performance of this Contract Agency agrees to the following provision, and will require that its contractors and subcontractors also comply with such provision by including it in all contracts with its contractors: [Contractor's, Subcontractor's of Vendor's name] will not unlawfully discriminate against any employee or applicants for employment because of race, color, sex, gender, religion, national origin, familial status, disability or perceived disability, sexual orientation, gender identity, gender expression or transgender. [Contractor's. Subcontractor's or Vendor's name] will take affirmative action to ensure that applicants are hired without regard to race, color, sex, gender religion national origin, familial status, disability or perceived disability, sexual orientation, gender identity, gender expression or transgender and that employees are treated fairly during employment without regard to their race, color, sex, gender religion, national origin, familial status, disability or perceived disability sexual orientation, gender identity, gender expression or transgender. Such action shall include, but not be limited to, the following: employment, upgrading, demotion or transfer, recruitment or recruitment advertising, layoff or teuuination, rates of pay or other fool's of compensation, and selection for training, including CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc of Tarrant County Page 23 Rev. 10.30.2015 apprenticeship. [Contractor's, Subcontractor's or Vendor's name] agrees to post in conspicuous places, available to employees and applicants for employment, notices setting forth the provisions of this nondiscrimination clause. [Contractor's, Subcontractor's or Vendor's name] will, in all solicitations or advertisements for employees placed by or on behalf of [Contractor's, Subcontractor's or Vendor's name], state that all qualified applicants will receive consideration for employment without regard to race, color, sex, gender, religion national origin, familial status, disability or perceived disability, sexual orientation, gender identity, gender expression or transgender. [Contractor's, Subcontractor's or Vendor's name] covenants that neither it nor any of its officers members, agents, employees, or contractors, while engaged in performing this Contract, shall, in connection with the employment, advancement or discharge of employees or in connection with the terms, conditions or privileges of their employment, discriminate against persons because of their age or because of any disability or perceived disability, except on the basis of a bona fide occupational qualification, retirement plan or statutory requirement [Contractor's, Subcontractor's or Vendor's name] further covenants that neither it nor its officers members, agents, employees, contractors, or persons acting on their behalf, shall specify, in solicitations or advertisements for employees to work on this Contract, a maximum age limit for such employment unless the specified maximum age limit is based upon a bona fide occupational qualification, retirement plan or statutory requirement. 14.12.3 Agency's Contractors and the ADA. In accordance with the provisions of the Americans With Disabilities Act of 1990 ("ADA"), Agency warrants that it and any of its contractors will not unlawfully discriminate on the basis of disability in the provision of services to the general public, nor in the availability, teims and/or conditions of employment for applicants for employment with, or employees of, Agency or any of its contractors. AGENCY WARRANTS IT WILL FULLY COMPLY WITH THE ADA'S PROVISIONS AND ANY OTHER APPLICABLE FEDERAL, STATE AND LOCAL LAWS CONCERNING DISABILITY AND WILL DEFEND, INDEMNIFY AND HOLD CITY HARMLESS AGAINST ANY CLAIMS OR ALLEGATIONS ASSERTED BY THIRD PARTIES, CONTRACTORS SUBCONTRACTORS, VENDORS OR AGENTS AGAINST CITY ARISING OUT OF AGENCY'S AND/OR ITS CONTRACTORS', SUBCONTRACTORS', VENDORS' OR AGENTS' OR THEIR RESPECTIVE EMPLOYEES' ALLEGED FAILURE TO COMPLY WITH THE ABOVE -REFERENCED LAWS CONCERNING DISABILITY DISCRIMINATION IN THE PERFORMANCE OF THIS CONTRACT. 14.13. Conflicts of Interest and Violations of Criminal Law. 14.13.1 Agency Safeguards. Agency shall establish safeguards to prohibit its employees, board members, advisorsand agents from using positions for a purpose that is or gives the appearance of being motivated by a desire for private gain for themselves or others, particularly those with whom they have family, CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc. of Tanant County Page 24 Rev. 10.30.2015 business or other ties. Agency shall disclose to City any such conflict of interest or potential conflict of interest, immediately upon discovery of such 14.13.2 General Prohibitions Against Conflicts of Interest. No employees, agents, consultants, officers or elected officials or appointed officials of City or of Agency who exercise or have exercised any functions or responsibilities with respect to activities assisted with CDBG funds or who are in a position to participate in a decision - making process or gain inside information with regard to these activities may utilize CDBG services, may obtain a financial interest or benefit fiom a CDBG-assisted activity, or have an interest in any contract, subcontract or agreement with respect thereto, or the proceeds thereunder, either for themselves or those with whom they have family or business ties, during their tenure or for 1 year thereafter, unless they are accepted in accordance with the procedures set forth at 24 CFR Part 570.611. 14.13.2.1 Agency shall establish conflict of interest policies for federal awards including the CDBG Funds and shall disclose in writing potential conflicts of interest to City as authorized by 2 CFR Part 200.112. 14.13. 3 Conflicts of Interest Involving Procurement The conflict of interest provisions of 2 CFR Part 200.31 shall apply in the procurement of property and services by Agency In all cases not governed by this Section, the provisions of 24 CFR Part 570.611 of the CDBG Regulations shall apply. 14.13.3.1 As more particularly described in 2 CFR Part 200.318, Agency shall maintain and submit to City written standards of conduct covering conflicts of interest and governing the performance of its employees engaged in the selection, award, and administration of contracts. No employee, officer, or agent may participate in the selection, award, or administration of a contract supported by a federal award if he or she has a real or apparent conflict of interest. The standards of conduct must provide for disciplinary actions to be applied for violations of such standards by officers, employees, or agents of Agency. 14.13.3.2 The officers, employees, and agents of Agency shall neither solicit nor accept gratuities, favors, or anything of monetary value from contractors or parties to subcontracts. 14.13.3.3 Notwithstanding the prohibition contained in Section 14.13.3.2, Agency may set standards of conduct for situations in which the financial interest is not substantial or the gift is an unsolicited item of nominal value. Such standards of conduct must provide for disciplinary actions to be applied for violations of such standards by Agency's officers, employees or agents 14.13.3.4 Agency shall maintain written standards of conduct covering organizational conflicts of interest. Organizational conflicts of CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc of Tarrant County Page 25 Rev. 10 30 2015 interest means that because of relationships with a parent company, affiliate, or subsidiary organization, Agency is unable or appears to be unable to be impartial in conducting a procurement action involving a related organization 14.13.3.5 Agency must maintain records sufficient to detail the history of procurement. These records will include, but are not necessarily limited to the following• rationale for the method of procurement, selection of contract type, contractor selection or rejection, and the basis for the contract price. 14.13.4 Disclosure of Conflicts of Interest. In compliance with 2 CFR Part 200.112, Agency is required to timely disclose to City in writing any potential conflict of interest. 14.13.5 Disclosure of Texas Penal Code Violations. Agency affirms that it will adhere to the provisions of the Texas Penal Code which prohibit bribery and gifts to public servants. 14.13.6 Disclosure of Federal Criminal Law Violations. In compliance with 2 CFR Part 200.113 Agency is required to timely disclose to City all violations of federal criminal law involving fraud, bribery or gratuity violations potentially affecting the Agency. 14.14 Subcontracting with Small and Minority Firms. Women's Business Enterprises and Labor Surplus Areas. 14.14.1 For procurement contracts $50,000.00 or larger that are paid for, in part or in full, with the CDBG Funds, Agency agrees to abide by City's policy to involve Minority Business Enterprises and Small Business Enterprises and to provide them equal opportunity to compete for contracts for construction, provision of professional services, purchase of equipment and supplies and provision of other services required by City. Agency agrees to incorporate the City's BD I-4, Ordinance, and all amendments or successor policies or ordinances thereto, into all contracts and subcontracts for procurement larger than $50,000.00 or larger that are paid for in part or in full, with the CDBG Funds and will further require all persons or entities with which it so contracts to comply with said ordinance 14.14.2 It is national policy to award a fair share of contracts to disadvantaged business enterprises ("DBEs"), small business enterprises ("SBEs"), minority business enterprises ("MBEs"), and women's business enterprises ("WBEs"). Accordingly, affirmative steps must be taken to assure that DBEs, SBFs, MBEs, and WBEs are utilized when possible as sources of supplies, equipment, construction and services. 14.14.2.1 In order to comply with federal reporting requirements as described in 24 CFR Part 570.506 (g)(6) Agency must submit the form attached hereto as EXHIBIT "I" — MBE Reporting Form CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc of Tarrant County Page 26 Rev. 10 30 2015 for each contract or subcontract with a value of $10,000.00 or more paid or to be paid with the CDBG Funds Agency shall submit this form by the date specified in EXHIBIT "I" - MBE Reporting Form 14.15 Other Laws. The failure to list any federal, state or City ordinance, law or regulation that is applicable to Agency does not excuse or relieve Agency from the requirements or responsibilities in regard to following the law, nor from the consequences or penalties for Agency's failure to follow the law, if applicable. 14.16 Assignment. Agency shall not assign all or any part of its rights, privileges, or duties under this Contract without the prior written approval of City. Any attempted assignment of same without approval shall be void, and shall constitute a breach of this Contract. 14.17. Right to Inspect Aaencv Contracts. It is agreed that City has the right to inspect and approve in writing any proposed contracts between Agency and any contractor or vendor engaged in any activity in conjunction with this CDBG-funded Program prior to any charges being incurred. 14.18 Force Majeure If Agency becomes unable, either in whole or part, to fulfill its obligations under this Contract due to acts of God, strikes, lockouts, or other industrial disturbances, acts of public enemies, wars, blockades, insurrections riots, epidemics, earthquakes, fires, floods restraints or prohibitions by any court, board, department, commission of agency of the United States or of any States civil disturbances, or explosions, or some other reason beyond Agency's control (collectively, "Force Majeure Event '), the obligations so affected by such Force Majeure Fvent will be suspended only during the continuance of such event. Agency will give City written notice of the existence, extent and nature of the Force Majeure Event as soon as reasonably possible after the occurrence of the event. Failure to give notice will result in the continuance of Agency's obligation regardless of the extent of any existing Force Majeure Event Agency will use commercially reasonable efforts to remedy its inability to perform as soon as possible. 15. INDEMNIFICATION AND RELEASE. AGENCY COVENANTS AND AGREES TO INDEMNIFY, HOLD HARMLESS AND DEFEND, AT ITS OWN EXPENSE, CITY AND ITS OFFICERS, AGENTS, SERVANTS AND EMPLOYEES FROM AND AGAINST ANY AND ALL CLAIMS OR SUITS FOR PROPERTY LOSS OR DAMAGE AND/OR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, OF WHATSOEVER KIND OR CHARACTER, WHETHER REAL OR ASSERTED, ARISING OUT OF OR IN CONNECTION WITH THE EXECUTION, PERFORMANCE, ATTEMPTED PERFORMANCE OR NONPERFORMANCE OF THIS CONTRACT AND/OR THE OPERATIONS, ACTIVITIES AND SERVICES OF THE PROGRAM DESCRIBED HEREIN, WHETHER OR NOT CAUSED IN WHOLE OR IN PART BY ALLEGED CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc of Tarrant County Page 27 Rev. 10 30 2015 NEGLIGENCE OF OFFICERS, AGENTS, SERVANTS, EMPLOYEES, CONTRACTORS OR SUBCONTRACTORS OF CITY; AND AGENCY HEREBY ASSUMES ALL LIABILITY AND RESPONSIBILITY OF CITY AND ITS OFFICERS, AGENTS, SERVANTS, AND EMPLOYEES FOR ANY AND ALL CLAIMS OR SUITS FOR PROPERTY LOSS OR DAMAGE AND/OR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, OF WHATSOEVER KINDS OR CHARACTER, WHETHER REAL OR ASSERTED, ARISING OUT OF OR IN CONNECTION WITH THE EXECUTION, PERFORMANCE, ATTEMPTED PERFORMANCE OR NONPERFORMANCE OF THIS CONTRACT AND/OR THE OPERATIONS, ACTIVITIES AND SERVICES OF THE PROGRAM DESCRIBED HEREIN, WHETHER OR NOT CAUSED IN WHOLE OR IN PART BY ALLEGED NEGLIGENCE OF OFFICERS, AGENTS, SERVANTS, EMPLOYEES, CONTRACTORS OR SUBCONTRACTORS OF CITY. AGENCY LIKEWISE COVENANTS AND AGREES TO AND DOES HEREBY INDEMNIFY AND HOLD HARMLESS CITY FROM AND AGAINST ANY AND ALL INJURY, DAMAGE OR DESTRUCTION OF PROPERTY OF CITY, ARISING OUT OF OR IN CONNECTION WITH ALL ACTS OR OMISSIONS OF AGENCY, ITS OFFICERS, MEMBERS, AGENTS, EMPLOYEES, CONTRACTORS, SUBCONTRACTORS, INVITEES, LICENSEES, OR CLIENTS, OR CAUSED, IN WHOLE OR IN PART, BY ALLEGED NEGLIGENCE OF OFFICERS, AGENTS, SERVANTS, EMPLOYEES, CONTRACTORS OR SUBCONTRACTORS OF CITY. IT IS THE EXPRESS INTENTION OF THE PARTIES, BOTH AGENCY AND CITY, THAT THE INDEMNITY PROVIDED FOR THIS SECTION INCLUDES INDEMNITY BY AGENCY TO INDEMNIFY AND PROTECT CITY FROM THE CONSEQUENCES OF CITY'S OWN NEGLIGENCE, WHETHER THAT NEGLIGENCE IS ALLEGED TO BE THE SOLE OR CONCURRING CAUSE OF THE INJURY, DAMAGE OR DEATH. AGENCY AGREES TO AND SHALL RELEASE CITY, ITS AGENTS, EMPLOYEES, OFFICERS AND LEGAL REPRESENTATIVES FROM ALL LIABILITY FOR INJURY, DEATH, DAMAGE OR LOSS TO PERSONS OR PROPERTY SUSTAINED IN CONNECTION WITH OR INCIDENTAL TO PERFORMANCE UNDER THIS CONTRACT, EVEN IF THE INJURY, DEATH, DAMAGE OR LOSS IS CAUSED BY CITY'S SOLE OR CONCURRENT NEGLIGENCE. AGENCY SHALL REQUIRE ALL OF ITS CONTRACTORS AND SUBCONTRACTORS TO INCLUDE IN THEIR CONTRACTS AND SUBCONTRACTS A RELEASE AND INDEMNITY IN FAVOR OF CITY IN SUBSTANTIALLY THE SAME FORM AS ABOVE. 16. WAIVER OF IMMUNITY BY AGENCY. If Agency, as a charitable or nonprofit organization, has or claims an immunity or exemption (statutory or otherwise) from and against liability for damages or injury including death to persons or property, Agency hereby expressly waives its rights to plead defensively CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc. of Tarrant County Page 28 Rev. 10.30.2015 such immunity or exemption as against City. This Section shall not be construed to affect a governmental entity's immunities under constitutional, statutory or common law. 17. INSURANCE AND BONDING. Agency will maintain coverage in the form of insurance or bond in the amount of $75,000.00 to insure against loss from the fraud, theft or dishonesty of any of Agency's officers, agents, trustees, directors or employees. The proceeds of such insurance or bond shall be used to reimburse City for any and all loss of CDBG Funds occasioned by such misconduct. To effectuate such reimbursement, such fidelity coverage shall include a rider stating that reimbursement for any loss or losses shall name the City as a Loss Payee. Agency shall furnish to City in a timely manner, but not later than the Effective Date, certificates of insurance as proof that it has secured and paid for policies of commercial insurance as specified herein If City has not received such certificates by the Effective Date, Agency shall be in default of the Contract and City may, at its option, tennninate the Contract. Such insurance shall cover all insurable risks incident to or in connection with the execution, performance, attempted performance or nonperfoilnance of this Contract. Agency shall maintain the following insurance coverage and limits: Commercial General Liability (CGLI Insurance $ 500,000 each occurrence $1,000,000 aggregate limit Non -Profit Organization Liability or Directors & Officers Liability $1,000,000 Each Occurrence $1,000,000 Annual Aggregate Limit Business Automobile Liability Insurance $1,000,000 each accident on a combined single -limit basis, or $ 250,000 Property Damage $ 500,000 Bodily Injury per person per occurrence $2,000,000 Aggregate Insurance policy shall be endorsed to cover "Any Auto", defined as autos owned, hired, and non -owned. Pending availability of the above coverage and at the discretion of City, the policy shall be the primary responding insurance policy versus a personal auto insurance policy if or when in the course of Agency's business as contracted herein. Workers' Compensation Insurance Part A: Statutory Limits Part B: kmployer's Liability CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc of Tarrant County Page 29 Rev. 10 30 2015 $100,000 each accident $100,000 disease -each employee $500,000 disease -policy limit Note: Such insurance shall cover employees perfoiruing work on any and all projects including but not limited to construction, demolition, and rehabilitation. Agency or its contractors shall maintain coverages, if applicable. In the event the respective contractors do not maintain coverage, Agency shall maintain the coverage on such contractor, if applicable, for each applicable contract. Additional Requirements Such insurance amounts shall be revised upward at City's reasonable option and no more frequently than once every 12 months, and Agency shall revise such amounts within 30 days following notice to Contractor of such requirements Agency will submit to City documentation that it has obtained insurance coverage and has executed bonds as required in this Contract prior to payment of any monies provided hereunder. Where applicable, insurance policies required herein shall be endorsed to include City as an additional insured as its interest may appear. Additional insured parties shall include employees, officers, agents, and volunteers of City. Any failure on part of City to request certificate(s) of insurance shall not be construed as a waiver of such requirement or as a waiver of the insuiance requirements themselves. Insurers of Agency's insurance policies shall be licensed to do business in the state of Texas by the Department of Insurance or be otherwise eligible and authorized to do business in the state of Texas Insurers shall be acceptable to City insofar as their financial strength and solvency and each such company shall have a current minimum A.M. Best Key Rating Guide rating of A-: VII or other equivalent insurance industry standard rating otherwise approved by City. Deductible limits on insurance policies shall not exceed $5,000 per occurrence unless otherwise approved by City. In the event there are any local, federal or other regulatory insurance or bonding requirements for the Program, and such requirements exceed those specified herein, the former shall prevail. Agency shall require its contractors to maintain applicable insurance coverages, limits and other requirements as those specified herein, and Agency shall require its contractors to provide Agency with certificate(s) of insuiance documenting such coverage. Also, Agency shall require its contractors to have City and Agency endorsed as additional insureds (as their interest may appear) on their respective insurance policies. Directors and Officers Liability coverage shall be in force and may be provided on a claims - made basis. This coverage may also be referred to as Management Liability, and shall protect the insured against claims arising out of alleged errors in judgment, breaches of duty and CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc of Tarrant County Page 30 Rev. 10 30 2015 wrongful acts arising out of their organizational duties. Coverage shall protect not only the entity, but all past, present and future directors, officers, trustees, employees, volunteers and committee members. Notwithstanding any provision in this Contract to the contrary, when applicable, Agency shall comply with the requirements of 2 CFR 200.310 and shall, at a minimum, provide the equivalent insurance coverage for real property and equipment acquired or improved with CDBG Funds as provided to property owned by Agency. 18. CERTIFICATION REGARDING LOBBYING. The undersigned representative of Agency hereby certifies, to the best of his or her knowledge and belief, that: No federal appropriated funds have been paid or will be paid, by or on behalf of Agency, to any person for influencing or attempting to influence an officer or employee of any agency, a member of Congress, an officer or employee of Congress in connection with the awarding of any federal contract, the making of any federal grant, the making of any federal loan, the entering into of any cooperative agreement and the extension, continuation, renewal, amendment, or modification of any federal contract, grant, loan or cooperative agreement If any funds other than federally appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any agency, member of Congress in connection with this federal contract, grant, loan or cooperative agreement, Agency shall complete and submit Standard Fouuni-LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions This certification is a material representation of fact upon which reliance was placed when this Contract was made or entered into Submission of this certificate is a prerequisite for making or entering into this Contract imposed by 31 U.S.C. Section 1352. Any person who fails to file the required certification shall be subject to a civil penalty of not less than $10,000.00 and not more than $100,000.00 for each such failure. Agency shall require that the language of this certification be included in all subcontracts or agreements involving the expenditure of federal funds 19. LITIGATION AND CLAIMS. Agency shall give City immediate notice in writing of any action, including any proceeding before an administrative agency, filed against Agency in conjunction with this Contract or the Program. Agency shall furnish immediately to City copies of all pertinent papers received by Agency with respect to such action or claim. Agency shall provide a notice to City within 10 days upon filing under any bankruptcy or financial insolvency provision of law. CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc. of Tarrant County Page 30-1 Rev. 10 30 2015 20. NOTICE. All notices required or permitted by this Contract must be in writing and are deemed delivered on the earlier date of the date actually received or the third day following deposit in a United States Postal Service post office or receptacle; with proper postage, certified mail return receipt requested; and addressed to the other Party at the address set out below or at such other address as the receiving Party designates by proper notice to the sending Party City: City Attorney's Office 1000 Throckmorton Street Fort Worth, TX 76102 Telephone: 817-392-7600 Copy to: Neighborhood Services Department 1000 Throckmorton Street Fort Worth, TX 76102 Attention: Assistant Director Telephone* 817-392-7540 Copy to: Neighborhood Services Department 1000 Throckmorton Street Fort Worth, TX 76102 Attention: Program Coordinator Telephone• 817-392-6342 Aaencv: Meals on Wheels, Inc. of Tarrant County Darla Akin 320 S. Freeway Fort Worth, TX 76104 Telephone* 817-258-6404 21. AGENCY HAS LEGAL AUTHORITY TO ENTER INTO CONTRACT. Agency represents that it possesses the legal authority, pursuant to any proper, appropriate and official motion, resolution or action passed or taken, to enter into this Contract and to perform the responsibilities herein required. 22. COUNTERPARTS. This Contract may be executed in multiple counterparts, each of which shall be considered an original, but all of which shall constitute one instrument which may be sufficiently evidenced by one counterpart [SIGNATURES APPEAR ON NEXT PAGE] CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc or Tarrant County Page 30-2 Rev. 10.30.2015 IN WITNESS WHEREOF, the Parties hereto have executed 4 duplicate originals of this Contract in Fort Worth, Tarrant County, Texas. ATTEST: CITY OF FORT WORTH City Secretary M&C: G-18521 Date: August 4, 2015 By: APPROVED AS TO FORM AND LEGALITY: Assistant City Attorney Fernando Costa, Assistant City Manager MEALS ON WHEELS, INC. OF TARRANT COUNTY By: Name: Title: • 111,64, elMw ,T U TSd i(/ OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals onWheels, Inc. of Tarrant County Page 31 Rev. 09.01.2015 IN WITNESS WHERE ;. ' arties hereto have executed 4 duplicate originals of this Contract in Fort Worth, Tan��'��� ATTEST: City Seer M&C:b 18 1 Date: August 4, 2015 TY OF FORT WORTH APPROVED AS TO FORM AND LEGALITY: Assistant City Attorney Fernando Costa, Assistant City Manager MEALS ON WHEELS, INC. OF TARRANT COUNTY By: Name: Carla Juston Title: President & CEO OFFICIAL RECORD CITY SECRETARY FT. WORri.i, TX CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc. of Tarrant County Page 31 Rev. 10.30.2015 EXHIBITS: EXHIBIT EXHIBIT EXHIBIT EXHIBIT EXHIBIT EXHIBIT EXHIBIT EXHIBIT EXHIBIT EXHIBIT EXHIBIT "A" —Program Summary "A-1" — 2015 HUD Income Limits "A-2" — Reporting Requirements for Countywide Agencies "B" — Budget "C" — Audit Certification Form "D" — Reimbursement Forms "E" — Form of Income Self -Certification "F" — Standards for Complete Documentation "G" — Section 3 Reporting Forms "H" — Severely Disabled Certification Form "I" — MBE Reporting Form CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Meals on Wheels, Inc. of Tarrant County Page 32 Rev. 10.30.2015 MEALS ON WHEELS, INC. OF TARRANT COUNTY EXHIBIT "A" Home Delivered Meals PROGRAM SUMMARY PROGRAM SUMMARY (CDBG) October 1, 2015 to September 30, 2016 PERIOD $75,000.00 AMOUNT Capitalized terms not defined herein shall have meanings assigned them in the Contract. PROGRAM: The Program will provide meal delivery and case management services, including needs assessments, to Fort Worth residents who are severely disabled as defined by the Census Bureau. Agency may use the Area Agency on Aging ("AAA') Consumer Needs Evaluation Form for documenting and determining eligibility as a severely disabled person. When using the AAA form, the client must have a score of '2' or higher on any single Activity of Daily Living, Independent Activity of Daily Living, or Mental Health Screening/Cognition. Agency may also use Exhibit "H" - Severely Disabled Certification Form CDBG Funds will be used to pay for the cost of meals provided to severely disabled Fort Worth residents. Cost for meals shall be the same as the rate charged Agency by the vendor or subcontractor preparing the meals. Agency's office is located at 320 South Freeway, Fort Worth, TX 76104. Office hours are Monday through Thursday 8.00 a m. to 4:30 p.m. and Friday, 8:00 a.m. to 3:30 p.m Agency's office is scheduled to move to 5740 Airpoit Fieeway, Fort Worth, TX 76111 during the Contract term. Services, including meal delivery and case management, will be provided citywide at eligible clients' homes. REGULATORY CLASSIFICATION: 1DIS Matrix Code(s) and Service Category: 05B Handicapped Services National Objective Citation: LMC Low/Mod Limited Clientele 24 CFR 570.208(a)(2) Regulatory Citation(s): 24 CFR 570.201(e) Agency will maintain documentation which verifies that 100% of clients served by the Program are Disabled Persons in accordance with the CDBG Presumed Benefit clientele definition. CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 — EXHIBIT "A" — PROGRAM SUMMARY Page 1 Meals on Wheels Inc. of Tarr ant County PROGRAM GOALS: Minimum Number of Fort Worth Clients to be Served: The Program must serve a minimum of 407 Unduplicated Clients from Fort Worth as shown by the monthly reports on Attachment III CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 — EXHIBIT "A" — PROGRAM SUMMARY Page 2 Meals on Wheels, Inc. of Tarr ant County 30%AMI 50% AMI 80% AMI 1 Person $14,650 $24,400 $39,050 EXHIBIT "A-1" 2015 HUD INCOME LIMITS 2015 Median Family Income - Fort Worth/Arlington, TX* 2 Persons 3 Persons 4 Pei sons $16,750 $20,090 $24,250 $27,900 $31,400 $34,850 $44,600 $50,200 $55,750 5 Persons $28,410 $37,650 $60,250 6 Persons $32,570 $40,450 $64,700 *Income limits are published at least annually by HUD. 7 Persons $36,730 $43,250 $69,150 8 Persons $40,890 $46,050 $73,600 CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 -- EXHIBIT "A-1" — 2015 HUD INCOME LIMITSPage 1 Meals on Wheels, Inc. of Tarrant County EXHIBIT "A-2" REPORTING REQUIREMENTS FOR COUNTYWIDE AGENCIES CDBG PRESUMED BENEFIT CONTRACT 2015-2016 -- EXHIBIT "A-2" REPORTING REQUIREMENTS FOR COUNTYWIDE AGENCIES Meals on Wheels, Inc. of Tarrant County Page 1 Meals on Wheels, Inc. of Tarrant County REPORTING REQUIREMENTS FOR COUNTYW1 I )E AGENCIES Quarterly Report The purpose of the Quartetly Report is for the Countywide Agencies to report the number of non -Fort Worth clients who participate in the Program. The Quarterly Report must be submitted with the January, April, July and October Reimbursement Requests. A paper copy must be submitted with the Reimbursement Request, and an electronic copy must also be emailed to psa a,fortworthtexas.gov. The information provided in the Quarterly Report will be reviewed and monitored by the Neighborhood Services Department Compliance Division. A January 15, 2016 April 15, 2016 July 15, 2016 September 20, 2016 TOTAL # OF % OF , # OF FORT CLIENTS FORT WORTH REPORTING RANGE WORTH # OF NON -FORT SERVED BY THE CLIENTS WORTH CLIENTS CLIENTS PROGRAM (C+D) (C=E) B EXAMPLE: October 1, 2015 December 31, 2015 January 1, 2016 March 30, 2016 April 1, 2016 June 30, 2016 July 1, 2016 September 20, 2016 TOTAL C D E 250 200 450 F 250+450=55% I, Agency representative, certify that I verified the information I reported this quarter and it is correct to the best of my knowledge. Certified by: Signature/Title: CDBG PRESUMED BENEFIT CONTRACT 2015-2016 -- EXHIBIT "A-2" REPORTING REQUIREMENTS FOR COUNTYWIDE AGENCIES Meals on Wheels, Inc. of Tarrant County Date: Page 2 ADMINISIRATIVE (HOPWA ONLY) 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) Contractor for Food Supplies /Meals (City needs copy of contract before expenses can be reimbursed) Teaching Aids Mileage FACILITY 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 Account 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 EXHIBIT "B" - BUDGET Grant A B Budget 75,000 17200 20798 1289 1066 2051 49 117 1277 346 27711 655 985 2780 59 142 1545 419 C 346983 21508 41376 987 2368 25772 6985 33508 55903 792 13220 1192 19879 D 22088 76971 5460 I 4771 10504 250 601 6543 1773 141920 3356 5047 9178 219 525 5717 1549 142009 F G 27616 951184 17115 I 58960 32924 785 1884 20507 5558 444840 113424 2704 6491 70648 19147 1573288 TOTAL 1811338 112278 215994 5150 12360 134534 36462 2918278 2933 10519 36239 69010 4410 15818 54494 103773 520 629 10497 2665 2329 8353 28775 54796 235 284 4735 1202 1050 3768 CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 — EXHIBIT `B" — BUDGET Meals on Wheels, Inc of Tan ant County 12981 24720 Page 1 DIRECT ASSISTANCE Childcare Scholarships 7001 Short-term Rent Assistance 7002 Short-term Mortgage Assistance 7003 Short-term Utilities Assistance 7004 OTHER EXPENSES TOTAL FUNDING A: TARRANT COUNTY FUNDING B: AAA TITLE III-B FUNDING C: AAA TITLE III-C FUNDING D: DADS CCAD FUNDING FUNDING E: DADS MANAGED CARE FUNDING F: TX DEPT OF AGRICULTURE FUNDING G: COMMUNITY I I I I 6364 I 7784 128380 I 32592 I 28479 102156 351926 670173 75,000 I I I I CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 — EXHIBIT `B" — BUDGET Page 2 Meals on Wheels, Inc. of Tart ant County The following tables were created for the purpose of preparing, negotiating, and determining the cost reasonableness and cost allocation method used by the Agency for the line item budget represented on the first page of this EXHIBIT `B" — Budget The information reflected in the tables is to be considered part of the terms and conditions of the Contract. Agency must have prior written approval by the City to make changes to any line item in the Budget as outlined in Section 5 2 2 in the Contract. The deadline to make changes to EXHIBIT "B' — Budget is June 1, 2016. Position Name TOTAL FICA Life Insurance Health Insurance Unemployment Workers Compensation Retie ement TOTAL Office Supplies Office Equipment Rental Postage Printing TOTAL Contract Labor Craft Supplies Facility Fees Field Trip Costs Food Supplies Teaching Aids TOTAL Rate SALARY DETAIL Annual Hours 1 Percent to Grant FRINGE DETAIL Percent of Payroll Amount Percent to Grant SUPPLIh,S AND SERVICES Total Budget Percent to Grant MISCELLANEOUS Total Budget 2,918,278 Percent to Grant 3% CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 — EXHIBIT "B" — BUDGET Meals on Wheels Inc. of Tarrant County Amount to Grant 0 Amount to Grant 0 Amount to Grant 0 Amount to Grant 75,000 75,000 Page 3 FACILITY AND UTILITIhS Total Budget Percent to Grant Amount to Grant Telephone Electric Gas Water and Wastewater Solid Waste Disposal Rent Custodial Services Repairs Cleaning Supplies TOTAL 0 FINANCIAL AND INSURANCE Total Budget Percent to Grant Amount to Grant Fidelity Bond (or Equivalent) General Commercial Liability Directors and Officers Contract Accounting TOTAL DIRECT ASSISTANCE Childcare Scholarships Short -Term Rent Assistance Short Term Mortgage Assistance Short Term Utilities Assistance Tenant Based Rental Assistance TOTAL Total Budget 0 Percent to Grant Amount to Grant 0 CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 — EXHIBIT "B" — BUDGET Page 4 Meals on Wheels, Inc. of Tarrant County EXHIBIT "C" AUDIT CERTIFICATION FORM CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 — EXHIBIT "C" — AUDIT CERTIFICATION FORM Page 1 Meals on Wheels, Inc. of Tarrant County AUDIT CERTIFICATION FORM AND AUDIT REQUIREMENTS Agency: Meals on Wheels, Inc. of Tarrant County Fiscal Year Ending: September 30, 2016 197 During the fiscal year in which funds will be received, we will exceed the federal expenditure threshold of $750,000. We will have our Single Audit or Program Specific Audit completed and will submit the audit report described in 2 CFR Part 200 within 7 months after the end of the audited fiscal year or 30 days within its completion, whichever is the earlier date. During the fiscal year in which funds will be received, we will not exceed the $750,000 federal expenditure threshold required for a Single Audit or a Program Specific Audit to be performed this fiscal year. (Fill out schedule below) Federal Expenditure Disclosure MUST be filled out if Single Audit or Program Audit is NOT required. Federal Grantor Pass Through Grantor Program Name & CFDA Number Contract Number Expenditures Total Federal Expenditures for this Fiscal Year: e&o 94 5/0/Ar Signat ry and Title Date Failure to submit this or a similar statement or failure to submit a completed single audit package as described in the federally required audit requirements described in 2 CFR Part 200, as applicable, by the required due date may result in suspension of funding and may affect eligibility for future funding. Notwithstanding the above, this certification acknowledges the agency's commitment to meet all other financial reporting, financial statements, and other audit requirements as may be set forth in the Contract. CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 — EXHIBIT "C" AUDIT CERTIFICATION FORM Page 2 Meals on Wheels, Inc. of Tarrant County EXHIBIT "D" REPORTING FORMS CDBG 100% PSA CONTRACT 2015-2016 — EXHIBIT "D" — REPORTING FORMS Page 1 Meals onWheels, Inc. of Tarrant County Agency: Address: City, State, Zip Program: Period of Service: Tax ID No. Program A 1"1 ACHMENT I Invoice Amount This Invoice Cumulative to Date By signing this report, I certify to the best of my knowledge and belief that the report is true, complete, and accurate and the expenditures, disbursements and cash receipts are for the purposes and objectives set forth in the terms and conditions of the Federal award. I am aware that any false, fictitious or fraudulent information, or the omission of any material fact, may subject me to criminal, civil, or administrative penalties for fraud, false statements, false claims, or otherwise. U.S. Code Title 18, Sec. 1001 and Title 31, Sec. 3729- 3730 and 3801-3812. Signature and Date: Name. Title: CDBG 100% PSA CONTRACT 2015-2016 — EXHIBIT "D" — REPORTING FORMS Page 2 Meals onWheels, Inc. of Tarrant County Agency: Program: Line No. I Check No. 1 3 4 5 6 7 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 26 27 28 29 30 31 32 33 34 35 36 37 38 39 40 41 42 43 44 45 46 47 48 49 50 51 52 53 54 55 56 57 58 59 60 Total ATTACHMENT II Expenditure Worksheet City of Fort Worth Neighborhood Services Department Expenditure Worksheet Meals onWheels, Inc. of Tarrant County Payee Please group like account codes. Account Code (See Key to Right) Amount Descriptions 'Payroll narst identifj• employee. Rent nnrst identify tenant. Otherpaynnnts should identify individuals, ifapplicable. Flighlighted are the only relevant codes for this Program. Expense line Item Account I ADMITRATIVE (HOPWA Only) Salaries 1001 FICA 1002 Life Insurance 1003 Health Insurance 1004 Disability Insurance 1005 Une loyment-State 1006 Legal&. Accounting 1007 PRO GRAMPERS W Salaries 2001 FICA 2002 Life Insurance 2003 Health Insurance 200-1 Une lovnnnt 2005 Workers Conmenbation 2006 Retirement 2007 SUPPLIES AND SERVICES Once Supplies 3001 Office Eauiprrent Rental 3002 Postage 3003 Printing 3004 MISCELLANEOUS Conference & Seminars 4001 Construe tionBuildina Materials 4002 Contract Labor 4003 Craft Supplies 4004 Credit Reports 4005 Facility Fees 4006 Field Trip Costs 4007 Food Supplies I 4008 Mileage I 4009 Teaching Aids I 4010 FACILI YAND UTILTI ES Telex one 5001 Electric 5002 Gas 5003 Water and Wastewater 5004 Solid Waste Disposal 5005 Rent 5006 Custodial Services 5007 Repairs 5008 Cleaning Supplies 5009 LEGAL EI�Ni ANCIAL AND INSURANCE Fidelity Bond or juivalent 6001 Directors and Officers 6002 General Comm ial Liability 6003 Legal Fees 6004 Contract Accounting 6005 DII;FT ASSS TANCT. ildcare Schobrshp is 7001 Counseling -Individual Sessions 7002 Counseling - Group Sessions 7003 Short-termRent Assistance 7004 Short-temtMortgage Assistance 7005 Short-term Utilities Assistance 7006 Tenant Based Rental Assistance 7007 CAPITAL OUTLAY Furniture. Futures 8001 Co11 puters 8002 Office Euuipm:nt 8003 Sport and Recreation Eouinnxnt 1 8004 CDBG 100% PSA CONTRACT 2015-2016 — EXHIBIT "D" — REPORTING FORMS Page 3 Meals onWheels, Inc. of Tarrant County 14 I 15 16 I 17 1s 1 Is I 20 21 1 x1 I 22 I 23 I it I ss1 27 1 3e 1 29 30 I 31 I 33 1 34 35 I le I 37 1 33 1 3, 1 40 42 11 44 45 46 Jg 50 Instrnctuns: I 2 1 2.A FOPS Inalm TESMNO 0 4^rTICV 'fl ATTACHMENT III Client Data Report Agency. Program: Month: Illittporthannt llaal aaaileaaaMeat terra arty to Martl temttlttnkr a. 3a1aWbeprenter 30.2010- E th .a,leaserefrttlelwrvtl.v.fell.m rot petl.aaisrrnratL Vsvverµelreatew6eeaipMtpnrianri.vLe®eewlvebr rxnv.rliem_ Nermmmpllene/alert thavelilt vpptaatvaynp.fM*ass sethlttv.d.etwiliata.ran.3 Wily. Y4rm.,uatellwt.n.terMaptarta araasttayrminw nnttt. CtItOaf tooth= •• near uNn Program l,a&lldti a n&pn h..r maths toedm. PweX^Ixa,rirte Wr regarding =leas .ctnatl Tame,.. Pum= athat relnba.a m.ter W.ata 111re apeq urnlent aryal tbralltinstlat wmrmap tat purl:Wrrni[perw.lstatpnptra a6rtMaahr=6MeafWeaW.wsicataw dot & rprapUclaomuleenentalaal®®t NAME ndvuCY farCORREhTIIONTh I• !glut pjrullttra dhoti tar to acs r 'ClaILIATIVELWayitested Cleat,' t� I R.nq..ea®emtesaPer e..anl rO I •a a.trt..,e tee datat tmi zeds. Meaaa.tnratsdei.a.aah. 4 6 ESC itrlc-cat MDT FEMALE 7 ibirpmaxl DMLAN Nal- ?la elm MaNNIC Haar NATIVE EILACC tea 9 10 II trams HBNl ME fr^+Erx�..l arms can marks AWN Mara Al art SMITE sump ants atca]cxv ttnas. YESI NO SME CDBG 100% PSA CONTRACT 2015-2016 — EXHIBIT "D" — REPORTING FORMS Meals onWheels, Inc. of Tarrant County 1 I` 4553 Itc a it s ��,a 1 Ieatc[s Luis= tswm NOLOB .614153 becrana Y353ta 4651754 4411011 ,r®sa IiIII.v-IeeAPs ur& m tort- t3tl3tla 7:4F1111 am haae I m Isamu Page 4 Waal rad Cala +3tp EXHIBIT "F" STANDARDS OF DOCUMENTATION CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 -- EXHIBIT "F" DOCUMENTATION Meals on Wheels Inc. of Tarrant County STANDARDS OF Page 1 Budget Line Items v L c5 cn 0 a y Q 0 co J O o 'a o C L o .0 eaN E cu . Iwaa 20152-2016 Documentation Standards for CDBG Public Service Contract Expenses WIMPS --ww111.111 T Notes/Other t Employee Salaries and Benefits - City will only reimburse a percentage of any employee's salary and benefits who work directly with the CDBG-funded Program. Percentages will be cost allocated and determined prior to the execution of the CDBG Contract. Agencies requesting the reimbursement of 100% of any Agency employee will require prior City approval. Agencies must show calculation on how the CDBG portion of employee salaries and benefits were calculated consistently with the CDBG Contract. Salaries X x' FICNMedicare X X I Life Insurance X X I Health Insurance Disability Insurance Unemployment Insurance X X X x X x If an employee works on both a CDBG eligible and non-CDBG eligible program(s), the City will only reimburse for a reasonable portion of the employee's salary. Prior to the execution of the CDBG Contract, the Agency will priovide the City with a written statement on how each employee's time will be allocated. If an employee works 100% of their time directly with the CDBG-funded Program, then 100% of the employee's salary may be eligible for reimbursement. Agency must submit a written statement that 100% of the employee's time is spent working directly with the CDBG-funded Program. Statements must be signed by a person authorized to sign on behalf of the Agency and will be submitted with the October invoice. Reimbursement requests must include a timesheet and work log that reflects the hours worked by the employee(s) working directly on the CDBG-funded Program. For employees who are paid with multiple funding sources, timesheets must reflect all funding sources. If separate timesheets are kept for each funding source, all such timesheets must be submitted to City. Timesheets must be signed by employee and supervisor. Agency must show a calculation and documentation of how the employee's salary was calculated and invoiced to City. *If employees are paid by direct deposit rather than check, then the agency must submit both the direct deposit payment company's report (such as an ADT report) and a bank statement or check showing payment to the direct deposit company. If the City pays gross salary, this is already included. If the City pays the employer portion, the Agency must provide proof that the employee is enrolled in the benefit plan, must show a calculation and documentation of how the Invoiced amount was calculated, and must provide documentation showing payment. If the City pays gross salary, this is already included. If the City pays the employer portion, the Agency must provide proof that the Retirement X x employee is enrolled in the benefit plan, must show a calculation and documentation of how the invoiced amount was calculated, and must provide documentation showing payment. Materials, Equipment, Goods and Supplies - City will only reimburse for the cost allocated percent or amount spent in support of the CDBG-funded Program. Agencies requesting reimbursement for these items will require prior City approval. Agencies must show calculation on how the CDBG portion of these expenses were calculated consistently with the CDBG Contract. Office Supplies Office Equipment Rental Postage Printing Construction & Building Materials Sport and Recreation Equipment Cleaning Supplies Teaching Aids 1 X! X Craft Supplies IXIX Food Supplies X X X X X X X xx X X X X X X X X X X This category is only available for the REACH Program. This category is only available to the Program provided by Meals on Wheels. Rent, Utilities and Maintenance - City will only pay for a portion of these expenses. The portion of these expenses will be determined by the square footage attributable to the CDBG-funded Program and shall be cost -allocated in accordance with the amount of space used for the CDBG-funded Program. These expenses may only be in support of the CDBG-funded Program. The items listed below require prior City approval and the Agency is required to identify any funding source that pays for the portion of the expenses that is not paid with CDBG funds. Agencies must show calculation on how the CDBG portion of these expenses were calculated consistently with the CDBG Contract. Telephone X X Gas X X Water/Wastew X X ater Electric X X. Solid Waste X X Facility Maintenance X X X and Repairs Rent X X X X This item requires approval by the City prior to the execution of the CDBG Contract. Repairs may be categorized as major/minor rehabilitation projects and must be approved through the full HUD Environmetal Review City will pay for a portion of the rent for the Program facility so long as its in proportion to the square footage attributable to the CDBG- funded program. 1 CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Exhibit "F" — STANDARDS FOR COMPLETE DOCUMENTATION 1 Miscellaneous Contract Labor X X X X City -required Insurance X Childcare X X Scholarships "$0" Income Certifications Audit Services X X X This item requires prior approval by the City. Prior to the execution of the CDBG Contract, the Agency must submit a written statement that lists the contract labor services to be used during the Contract term. Agency will submit a memo related to the procurement of such X services and will forward any information pertaining to the procurement process to City. This requirement applies to, but is not limited to, services retained for security services, legal, accounting, transportation providers, educational facilitators, custodial services, etc. Agencies may not use the contract services of any City of Fort Worth Department. City will only pay for a percentage of the City -required insurance so long as it's in proportion to the square footage attributable to the CDBG-funded program. X City requires that the agency submit its fee schedule or formula on how the Agency calculates the childcare scholarship amount. The fee schedule/formula should demonstrate a breakout of income levels, and for each income level the schedule should demonstrate which portion of the expense is to be paid by the family and which portion of the expense is to be reimbursed by the City. A fee schedule/formula must be submitted to the City prior to the first payment. Agency must submit documentation supporting that the client is income eligible and that the household is being charged in conformance with the fee schedule. If the fee schedule/formula changes at any time during the contract term, the Agency must immediately notify City on the date the new fee schedule/formula takes into effect. Agecies that are required to verify and provide proof of household income to determine eligibility, must require that anyone who is over the age of 18, living in the housohold, submit a $0 Income Certification. If an audit is required because federal funds exceed $750,000, then the cost should be split evenly by all grant funding sources. Agency must show calculation on how the CDBG portion of the accounting services were calculated. For example, if the CDBG grant is 10% of your Agency's budget, then invoice shall not exceed 10% of the overall cost. Agency must show a calculation and documentation of how the invoiced amount was calculated, and must provide documentation showing payment. *Proof of payment effective October 1, 2013: Payments or Expenses must be documented in the following manner: A) Image of the check AND bank statement showing the check cleared the bank; OR, B) Image of the cancelled check (ex. At end of bank statement); OR, C) Payroll Check Stub, "Advice", or Statement AND Bank Statement indicating payroll; OR, D) For wire or e-transfers: Reciept or statement from payee/vendor OR bank statement. Final as of 08 28 20151hr CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 Exhibit "F" — STANDARDS FOR COMPLETE DOCUMENTATION 1 EXHIBIT "G" SECTION 3 REPORTING FORMS CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 -- EXHIBIT "G" -- SECTION 3 REPORTING FORMS Page 1 Meals on Wheels, Inc. of Tarrant County 1{;HIBIT ►►G►► ecfl©u Ranriiarria2Fy Gcc-vc)rr Economic Opportunities for Low — and Very Low -Income Persons Section back of page for Public Reporting Burden statement U.S. Department of Housing and Urban Development Office of Fair Housing And Equal Opportunity 1. Recipient Name & Address: (street, city, state, zip) 2. Federal Identification: (grant no.) 4. Contact Person 6. Length of Grant: 8. Date Report Submitted: 9. Program Code: (Use separate sheet for each program code) Part l: Employment and Training (** Columns B, C and F are mandatory fields. Include New Hires in E &F) OMB Approval No: 2529-0043 (exp. 11 /30/2010) HUD Field Office: A Job Category Professionals Technicians Office/Clerical Construction by Trade (List) Trade Trade Trade Trade Trade Other (List) Total * Program Codes 1 = Flexible Subsidy 2 = Section 202/811 B C Number of Number of New New Hires Hires that are Sec. 3 Residents 3 = Public/Indian Housing A = Development, B = Operation C = Modernization Page 1 of 2 D of Aggregate Number of Staff Hours of New Hires that are Sec. 3 Residents 3. Total Amount of Award: 5. Phone: (Include area code) 7. Reporting Period: 10. Program Name: E % of Total Staff Hours for Section 3 Employees and Trainees 4 = Homeless Assistance 5 = HOME 6 = HOME State Administered 7 = CDBG Entitlement F Number of Section 3 Trainees 8 = CDBG State Administered 9 = Other CD Programs 10 = Other Housing Programs form HUD 60002 (6/2001) Ref 24 CFR 135 Part II: Contracts Awarded 1. Construction Contracts: A. Total dollar amount of all contracts awarded on the project $ B. Total dollar amount of contracts awarded to Section 3 businesses $ C. Percentage of the total dollar amount that was awarded to Section 3 businesses D. Total number of Section 3 businesses receiving contracts 2. Non -Construction Contracts: A. Total dollar amount all non -construction contracts awarded on the project/activity $ B. Total dollar amount of non -construction contracts awarded to Section 3 businesses $ C. Percentage of the total dollar amount that was awarded to Section 3 businesses D. Total number of Section 3 businesses receiving non -construction contracts Part III: Summary Indicate the efforts made to direct the employment and other economic opportunities generated by HUD financial assistance for housing and community development programs, to the greatest extent feasible, toward low -and very low-income persons, particularly those who are recipients of government assistance for housing. (Check all that apply.) Attempted to recruit low-income residents through: local advertising media, signs prominently displayed at the project site, contracts with the community organizations and public or private agencies operating within the metropolitan area (or nonmetropolitan county) in which the Section 3 covered program or project is located, or similar methods. Participated in a HUD program or other program which promotes the training or employment of Section 3 residents. Participated in a HUD program or other program which promotes the award of contracts to business concerns which meet the definition of Section 3 business concerns. Coordinated with Youthbuild Programs administered in the metropolitan area in which the Section 3 covered project is located. Other; describe below. Public reporting for this collection of information is estimated to average 2 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. This agency may not collect this information, and you are not required to complete this form, unless it displays a currently valid OMB number. Section 3 of the Housing and Urban Development Act of 1968, as amended, 12 U.S.C. 1701u, mandates that the Department ensures that employment and other economic opportunities generated by its housing and community development assistance programs are directed toward low- and very -low income persons, particularly those who are recipients of government assistance housing. The regulations are found at 24 CFR Part 135. The information will be used by the Department to monitor program recipients' compliance with Section 3, to assess the results of the Department's efforts to meet the statutory objectives of Section 3, to prepare reports to Congress, and by recipients as self -monitoring tool. The data is entered into a database and will be analyzed and distributed. The collection of information involves recipients receiving Federal financial assistance for housing and community development programs covered by Section 3. The information will be collected annually to assist HUD in meeting its reporting requirements under Section 808(e)(6) of the Fair Housing Act and Section 916 of the HCDA of 1992. An assurance of confidentiality is not applicable to this form. The Privacy Act of 1974 and OMB Circular A-108 are not applicable. The reporting requirements do not contain sensitive questions. Data is cumulative; personal identifying information is not included. Page 2 of 2 form HUD 60002 (11/2010) Ref 24 CFR 135 Form HUD-60002, Section 3 Summary Report, Economic Opportunities for Low- and Very Low -Income Persons. Instructions: This form is to be used to report annual accomplishments regarding employment and other economic opportunities provided to low- and very low-income persons under Section 3 of the Housing and Urban Development Act of 1968. The Section 3 regulations apply to any public and Indian housing programs that receive: (1) development assistance pursuant to Section 5 of the U.S. Housing Act of 1937; (2) operating assistance pursuant to Section 9 of the U.S. Housing Act of 1937; or (3) modernization grants pursuant to Section 14 of the U.S. Housing Act of 1937 and to recipients of housing and community development assistance in excess of $200,000 expended for: (1) housing rehabilitation (including reduction and abatement of lead -based paint hazards); (2) housing construction; or (3) other public construction projects; and to contracts and subcontracts in excess of $100,000 awarded in connection with the Section-3-covered activity. Form HUD-60002 has three parts, which are to be completed for all programs covered by Section 3. Part I relates to employment and training. The recipient has the option to determine numerical employment/training goals either on the basis of the number of hours worked by new hires (columns B, D, E and F). Part II of the form relates to contracting, and Part III summarizes recipients' efforts to comply with Section 3. Recipients or contractors subject to Section 3 requirements must maintain appropriate documentation to establish that HUD financial assistance for housing and community development programs were directed toward low- and very low-income persons.* A recipient of Section 3 covered assistance shall submit one copy of this report to HUD Headquarters, Office of Fair Housing and Equal Opportunity. Where the program providing assistance requires an annual performance report, this Section 3 report is to be submitted at the same time the program performance report is submitted. Where an annual performance report is not required, this Section 3 report is to be submitted by January 10 and, if the project ends before December 31, within 10 days of project completion. Only Prime Recipients are required to report to HUD. The report must include accomplishments of all recipients and their Section 3 covered contractors and subcontractors. HUD Field Office: Enter the Field Office name . 1. Recipient: Enter the name and address of the recipient submitting this report. 2. Federal Identification: Enter the number that appears on the award form (with dashes). The award may be a grant, cooperative agreement or contract. 3. Dollar Amount of Award: Enter the dollar amount, rounded to the nearest dollar, received by the recipient. 4 & 5. Contact Person/Phone: Enter the name and telephone number of the person with knowledge of the award and the recipient's implementation of Section 3. 6. Reporting Period: Indicate the time period (months and year) this report covers. 7. Date Report Submitted: Enter the appropriate date. Submit one (1) copy of this report to the HUD Headquarters Office of Fair Housing and Equal Opportunity, at the same time the performance report is submitted to the program office. The Section 3 report is submitted by January 10. Include only contracts executed during the period specified in item 8. PHAs/IHAs are to report all contracts/subcontracts. * The terms "low-income persons" and very low-income persons" have the same meanings given the terms in section 3 (b) (2) of the United States Housing Act of 1937. Low-income persons mean families (including single persons) whose incomes do not exceed 80 percent of the median income for the area, as determined by the Secretary, with adjustments for smaller and larger families, except that Page i 8. Program Code: Enter the appropriate program code as listed at the bottom of the page. 9. Program Name: Enter the name of HUD Program corresponding with the "Program Code" in number 8. Part I: Employment and Training Opportunities Column A: Contains various job categories. Professionals are defined as people who have special knowledge of an occupation (i.e. supervisors, architects, surveyors, planners, and computer programmers). For construction positions, list each trade and provide data in columns B through F for each trade where persons were employed. The category of "Other" includes occupations such as service workers. Column B: (Mandatory Field) Enter the number of new hires for each category of workers identified in Column A in connection with this award. New hire refers to a person who is not on the contractor's or recipient's payroll for employment at the time of selection for the Section 3 covered award or at the time of receipt of Section 3 covered assistance. Column C. (Mandatory Field) Enter the number of Section 3 new hires for each category of workers identified in Column A in connection with this award. Section 3 new hire refers to a Section 3 resident who is not on the contractor's or recipient's payroll for employment at the time of selection for the Section 3 covered award or at the time of receipt of Section 3 covered assistance. Column D: Enter the percentage of all the staff hours of new hires (Section 3 residents) in connection with this award. Column E. Enter the percentage of the total staff hours worked for Section 3 employees and trainees (including new hires) connected with this award. Include staff hours for part-time and full-time positions. Column F. (Mandatory Field) Enter the number of Section 3 residents that were trained in connection with this award. Part II: Contract Opportunities Block 1: Construction Contracts Item A: Enter the total dollar amount of all contracts awarded on the project/program. Item B: Enter the total dollar amount of contracts connected with this project/program that were awarded to Section 3 businesses. Item C: Enter the percentage of the total dollar amount of contracts connected with this project/program awarded to Section 3 businesses. Item D: Enter the number of Section 3 businesses receiving awards. Block 2: Non -Construction Contracts Item A: Enter the total dollar amount of all contracts awarded on the project/program. Item B: Enter the total dollar amount of contracts connected with this project awarded to Section 3 businesses. Item C: Enter the percentage of the total dollar amount of contracts connected with this project/program awarded to Section 3 businesses. Item D: Enter the number of Section 3 businesses receiving awards. Part III: Summary of Efforts — Self -explanatory The Secretary may establish income ceilings higher or lower than 80 percent of the median for the area on the basis of the Secretary's findings such that variations are necessary because of prevailing levels of construction costs or unusually high- or low-income families. Very low-income persons mean low-income families (including single persons) whose incomes do not exceed 50 percent of the median family income area, as determined by the Secretary with adjustments or smaller and larger families, except that the Secretary may establish income ceilings higher or lower than 50 percent of the median for the area on the basis of the Secretary's findings that such variations are necessary because of unusually high or low family incomes. form HUD 60002 (11/2010) Ref 24 CFR 135 EXHIBIT "II" SEVERELY DISABLED CERTIFICATION FORM CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 — EXHIBIT "H" — SEVERELY DISABLED CERTIFICATION FORM Page 1 Meals on Wheels, Inc. of Tarrant County Meals on Wheels, Inc. of Tarrant County CERTIFICATION FORM DOCUMENTING CLIENT STATUS AS "SEVERELY DISABLED ADULT" Client Name: Address: City, State, Zip Client Identification No. n n CHECK ALL THAT APPLY Has used a wheelchair, a walker, cane , crutches or other special aid for six months or longer Has been diagnosed with one of the following conditions: Alzheimer's disease, mental retardation or other developmental disability, senility or dementia, cerebral palsy, or autism; or has another mental or emotional condition that seriously interferes with everyday tasks. Is unable to perform one or more of the following "Functional Activities": seeing hearing, speaking and having one's speech understood, lifting or carrying using stairs, grasping small objects, or walking. Is unable to perform or needs assistance to perform one or more of the following Activities of Daily Living (ADL): getting around inside the home, getting in or out of bed or a chair, bathing, dressing, eating, and toileting. Is unable to perform or needs assistance to perform one or more of the following Instrumental Activities of Daily Living (IADL): going outside the home, keeping track of money and bills, preparing meals, doing light housework, taking prescription medications in the right amount and at the right time, and using the telephone. Has a condition that prevents them from working at a job or doing housework. The undersigned Agency representative conducted a visual assessment of the client identified on this form and certifies that the client meets at least one of the conditions indicated above, which determines that he/ she meets the definition of "severely disabled' according to the U.S. Census Bureau. Certified by: Date: Signature/Title: CFW Neighborhood Services Dept.: Revised 08.30.2013 CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016—EXHIBIT "H"—SEVERELY DISABLED CERTIFICATION FORM Page 2 Meals on Wheels, Inc. of Tarrant County EXHIBIT "I" MBE REPORTING FORM CDBG PRESUMED BENEFIT PSA CONTRACT 2015-2016 -- EXHIBIT "I" -- MBE REPORTING FORM Page 1 Meals on Wheels, Inc. of Tarrant County Contract and Subcontract Activity DS Deportmentof Heubg and Urban Development OMB Asyrm al No 377OOSS OMBApprovalNN 250:-0355 Public reporting bwdm for this mIle1.cn of infation is intimated to aienge.5 hears pxrn ease, indadnsg the time for mi-xgig instnctioms, sunning casting data sour, gathamg and maintaining the data nmla{ and mmpld'gag and re) Awing Oe con -anion ofWemunors The Infomution is vrohnWy HUD may not galled this information and Sou are not impaired to aaplee this f wiles it displays a arrm0y valid OMB Control Nwnba Ew:wive Onkrs Sstaf July lJ, 1953, dsada the if Vinosity Business Daelepmmt Ping shall he dme:pal by cadsFoJaal An and the these annual plans gull atabliahminont) buiness devebpmmt objeino. The information is used by to monitor and evaluate MBE adivitin against the total prupam activity and the animated mimaty business enterprise (MBE) gash The Department requires theinformationU prabidc guidanx and oven ightpreaanu for urn ticvcnpmen of minority business mlaprisc ava:aning Minority Busanas DacepmvaM1 Ifthe mfemutien is not oalhi HUD xould not be able to establish mmrungfd MBE goats nor evahnte .WE pal amens against thane gals. Privacy Ad Notice= The lrni i Stem Departmag of Housing and 'Urban Dm:dogmat Federal Housing Administration, u au0oriudw soling the hJrmutionlwuttd in this form byvvrve of Title 12, United States Code, Sash 1101 a sry. and regulation. It ill nt be disclosed or Nand onside thet-nitoJ States Depaunan of Housing and l4bm Development without your mmdn crept as required orpamittd by Lax. 1 Orange ?inject Oaw Denero rSpuuvs➢wlda/Agmy CitvofFat Worth 34 ?la= erects/ Pawn Sarah Burkett suut R.ptNash' a HAD ra Contraner or Sigtonaractsr Buten tl 74. 817-392-753S at. Nol 76 7r: Type of Trade Codes: liathntleaLk itcciv ErChtlitnT rarp t. rgnApp.,d lf J. Reporting Paid n Oe_ i-Smi 30(Armal -Fr) Sou 3 T¢ Th Sean 3 Ti. Check if. PH HJ CPD tawina 6.6666ct ere ps -- %• Cantratof,Subsmrraeter Name and Addnas IL Location (CA)', State/hp Code) 11000 ThmcivaoMn Fort Fiona. T\ 76102 f 16 DetSmnSefa..1o6E- String City 73 R.daVEthdc Coder 5: Program Cdei (Cos pine for Ifinnirtg and Public and Indian Homing programs only): I AIMA h .tt a.=try B ae_.ana.fIfDJ form HUD-251618.981 State Zm :DIVA! #D!V 0! PDIVe0! DI O! %DIV 0! :DIVA/ SDIV/0! aDIV.0! ADM A! :.DIVA! nDI A! annsu! =DIVA! aDIVe0! 5DIVA! DIVA! .DIV•0! SDI) ADIVO! `-DIV/0! This report is to be completed by grantees. developers. sponsors- builders, agencies, and'or project owners for reporting contract and subcontract activities ofS10.000 or more under the following pmgrmns Community Development Block Grants (entitlement and smell cities), Urban Development Action Grants; Housing Des elopment Grant; Multifamily Insured and Noninsured; Public and Indian }lousing Authorities, and contracts entered into by recipients of CDBG rehabilitation assistance. Contrnetisubcontracts of less than 510.000 need be reported only if such contracts represent a enificant portion of your total contracting activity. Include only contracts executed during this reporting period. This form has been modified to capture Section 3 contract data in columns 7g and 7i Section 3 requires that the employment and other economic opportunities generated by HUD financial assistance for housing and community development programs shall, to the greatest extent feasible, be directed toward low- and very low-income person; particulady those who are recipients ofgot emment assistance for housing Recipients using this form to report Section 3 contract data must also use Part I of font HUD-60002 to report employment and tminine opportunities data Form HUD-2516 is to be Community Development Programs 1. Grantee: Enter the name of the unit of got emment submitting this report. completed for public and Indian housing and most community development pm -gams Form HUD- 60002 is to be completed by all other }RID programs including State administered community development programs covered under Sectian3. A Section 3 Contractor/subcontractor is business concern that prat ides economic opNrtunities to law and very Low-income residents of the metropolitan area (or nonmetropolitan county). including a business concern that is 51 person or more owned by low-income residents, or provides subcontracting or business development opportunities to businesses owned by low or low-income residents. Low and v ern low-income residents, include participants in Youthbuiid programs established under Subtitle D of Title IV of the Cranston -Gonzalez National Affordable Housing Act. The terms "low-income persons" and 'very low-income persons" have the same meanings given the terms in section3(b)(2) of the United States Housing Act of 1937. Low-income persons mean families (including single persons) whose incomes do not exceed 80 per centum of the median income for the area, as determined by the Secretary-, with adjustments for smaller an larger families. except that the Secretary may establish income ceilings higher or /otter than 80 per centum of the median for the area on the basis of the Secretary's findings that such variations are necessary because of prevailing levels ofconstmction Multifamily Housing Programs 1. Grantee/Project Owner: Enter the name of the unit ofgot emment. agency or mortgagor entity submitting this report 3. Contact Person: Enter name and phone of person responsible for maintaining and submitting 3. Contact Person: Same as item 3 under CPD Progrvms contract/subcontract data 7a. Grant Number: Enter the HUD Community Development Block Grant Identification Number (with dashes). For example: B-32-MC-25-0034. For Entitlement Programs and Small City multiyear comprchensive program; enter the latest approved grant number. 76. Amount of Contract/Subcontract: Enter the dollar amount rounded to the nearest dollar. If subcontractor ID number is provided in 7[ the dollar figure would bc for the subcontract only 5. Program Code: Enter the appmpriate pmgmm code. and not for the prime contract. 7c. Type of Trade: Enter the numeric codes which best indicates the contmetor's/subcantmetofs senice. Ifsubcontractor ID number is provided in 7f, the type of trade code would be for the subcontractor only and not for the prime contactor. The 'other* category includes supply, pmfcssfonal services and all other activities except construction and education/training activities. 7d. Business Racial/Ethnic/Gender Code: Enter the numeric code which indicates the racial/ethnic/gender character of the owner(s) and controller(s) of51% of the business. When 51°° or mom is not owned and controlled by any single racial/ethnic/gender category, enter the code which seems most appropriate. If the subcontractor ID number is provided, the code would apply to the subcontmetor and not to the prime contractor. 7e. Woman Owned Business: Enter Yes or No 7f. Contractor Identification (ID) Number: Enter the Employer (IRS)Number of the Prime Contractor as the unique identifier for prime recipient of HUD funds. Note that the Employer (IRS) Number must be pmvided for each contract/subcontract awarded. 7g. Section 3 Contractor: Enter Yes or No. 7h. Subcontractor Identification (ID) Number: Enterthe Employer (IRS)Number of the subcontractor as the unique identifier for each subcontract awarded fmm HUD funds. When the subcontractor ID Number is pmvided, the respective Prime Contractor ID Number musta1obe pmtided. 7L Section 3 Contractor: Enter Yes or No. 7j. Contractor/Subcontractor Name and Address: Enter this information for each firm teething contract/subcontract activity only one time on each report for each firm. 4. Reporting Period: Check only one period. 7a. Grant/Project Number. Enter the HUD Project Number or Housing Development Grant or number assigned 76. Amount of Contract/Subcontract: Same as item 7b. under CPD Programs. 7e Type of Trade: Same as item 7c under CPD Programs. 7d. Business Racial/Ethnic/Gender Code: Same as item 7d under CPD Programs 7e. Woman Owned Business: Enter Yes or No. 7f. Contractor Identification (ID) Number: Same as item 7f. under CPD Programs. 7g, Section 3 Contractor. Enter Yes or No 71t Subcontractor Identification (ID) Number: Same as Item 7h under CPD Programs 71 Section 3 Contractor: Enter Yes or No. 7j.Contractor/Subcontractor Name and Address: Same as item 7j under CPD Programs costs usually high or low-income families Very low-income families (including single persons) whose incomes do not exceed 50 per centum of the median family income for the area, ss determined by the Secretory with adjustments for smaller and larger families, except that the secretary may establish income ceilings higher or loser than 50 per centum of the median for the area on the basis of the Secretary's findings that such variations me necevtiry because of unusually high or low family incomes Submit two (2) copies of this report to your local HUD Office within ten (10) days after the end of the reporting period you checked in item 4 on the front. Complete item 7h. Only once for each contractor/subcontractor on each semi-annual report Enter the prime contractor's ID in item 7f torah contracts and subcontracts Include only contracts expected during this reporting period. PHAs'I}IAs are to report all contmcts'subcantracts. Public limning and IndianHousing Programs PHAs 1HAs are to report all contracts/subcontracts Include only contracts executed during this reporting period. 1. Project Owner: Enter the name of the unit ofgovemment, agency or mortgagor entity submitting this report Check box as appropriate. 3. Contact Person: Same as item 3 under CPD Programs. 4. Reporting Period: Check only one period 5. Program Code: Enter the appmpriate program code. 7a. Grant/Project Number: Enter the HUD Project Number or Housing Development Grant or number assigned. 7b. Amount of Contract/Subcontract: Same as item 7b. under CPI) Pogroms. 7c. Type of Trade: Same as item 7c. under CPD Pmgmms 7d. Business Racial/Ethnic/Gentler Code: Same as item 7d under CPD Programs. le. Woman Owned Business: Enter Yes or No. 7f. Contractor Identification (ID) Number: Same as item 7t: under CPD Programs 7g. Section 3 Contractor: Enter Yes or No 7h. Subcontractor Identification (ID) Number: Same as item 7h under CPD Programs. 71. Section 3 Contractor: Enter Yes or No 7j.Contractor/Subcontractor Nome and Address: Same as item 7j. under CPD Programs M&C Review O icia :site "t a ty o ort ort exas CITY COUNCIL GENDA FORT WORTH DATE 7/28/2015 NO.: CODE CONTINUED FROM A PREVIOUS WEEK REFERENCE 17NS G-18521 G TYPE: NON - CONSENT LOG NAME HUDACTIONPLANPY2015- 2016 PUBLIC HEARING YES SUBJECT: Conduct Two Public Hearings and Approve the City's 2015-2016 Action Plan for the Use of Federal Grant Funds in the Amount of $9,820,979.00 from the United States Department of Housing and Urban Development from the Community Development Block Grant, HOME Investment Partnerships Program Emergency Solutions Grant and Housing Opportunities for Persons with AIDS Grant Programs, Authorize Collection and Use of Program Income, Authorize Waiver of Application of Indirect Cost Rates Authorize Execution of Related Contracts and Adopt Appropriation Ordinance (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council: 1. Conduct two public hearings to allow citizen input and consideration of the City's 2015-2016 Action Plan for use of federal grant funds from the United States Department of Housing and Urban Development in the amount of $9,820,979.00 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 2015-2016 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, which resulted from activities using prior years' Community Development Block Grant fund, for the reconstruction of City streets; 4. Authorize the collection and use of an estimated $200,000.00 of program income, which resulted from activities using prior years' HOME Investment Partnerships Program funds, for the City's Homebuyer Assistance Program; 5. Authorize the City Manager or his designee to execute contracts for a one-year term with the agencies listed in Tables 1, 2 and 3 below for Program Year 2015-2016 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 for up to one year if an agency or department requests an extension and such extension is necessary for completion of the program or to amend the contracts if necessary to achieve program goals provided any amendment is within the scope of the program and in compliance with City policies and all applicable laws and regulations governing the use of federal grant funds; http://apps.cfwnet.org/council_packet/mc review.asp9ID=21233&councildate=8/4/2015[8/5/2015 8:44:59 AM] M&C Review 7. Authorize a waiver of indirect cost rates as applicable for the Grants Fund in accordance with the City's Administrative Regulations; and 8 Adopt the attached appropriation ordinance increasing the estimated receipts and appropriations to the Grants Fund in the total amount of $9,820 979 00 consisting of $6 332,270.00 in Community Development Block Grant funds, $1,934,447.00 in HOME Investment Partnerships Program funds, $552,108.00 in Emergency Solutions Grant funds and $1,002,154.00 in Housing Opportunities for Persons with AIDS grant funds, plus any program income, all subject to receipt of such funds. DISCUSSION: The City's 2015-2016 Action Plan summarizes the major housing and community development activities and proposed expenditures for the program year beginning October 1, 2015 and ending September 30, 2016 for use of federal grant funds totaling $9,820,979.00 from the United States Department of Housing and Urban Development (HUD) for Community Development Block Grant (CDBG), HOME Investment Partnerships Program (HOME), Emergency Solutions Grant (ESG) and Housing Opportunities for People with AIDS (HOPWA) grant programs. It 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. Staff developed recommendations for the allocation of the estimated funding from HUD and presented them to the Community Development Council (CDC) on May 20, 2015 and to the City Council at its Pre -Council meeting on June 16, 2015. Notice of a 30-day public comment period from July 1 2015 to July 31, 2015 was published in the Fort Worth Star -Telegram on June 28 2015. Any comments received will be maintained by the Neighborhood Services Department in accordance with federal regulations. The City will hold two public hearings as part of the HUD - required citizen participation process, the first on July 28, 2015 and the second on August 4, 2015 at which time the City Council is scheduled to approve the Action Plan. In addition public hearings were held on June 18 2015 at 11:30 a m. and 6:00 p.m. for citizens to provide comment on the proposed list of neighborhood streets eligible for reconstruction using CDBG funds. 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 The 2015-2016 Action Plan must be submitted to HUD by August 14, 2015. CDBG For Program Year 2015-2016, it is recommended that the amount of $6,332,270.00 in CDBG funds and the estimated amount of $50,000.00 of CDBG program income be allocated as follows: Public Services - $949,840.00 This item includes social services for low to moderate income, disabled and disadvantaged populations. Housing Programs and Services - $2,175 600.00 This item includes funding for the City's Priority Repair Program, Cowtown Brush -Up, homebuyer and housing services accessibility modifications to the homes of senior and/or disabled individuals and related project delivery costs for these programs. Infrastructure Services - $1,201,521.53 This item includes funding for the reconstruction of neighborhood streets. http://apps.cfwnet.org/council_packet/mc review.asp9ID=21233&councildate-8/4/2015[8/5/2015 8:44:59 AM] M&C Review CDBG Economic Development - $738,854.47 This item is the City's annual payment on its Section 108 loan from HUD. CDBG Estimated Program Income - $50,000.00 This item includes funding for the reconstruction of City streets in addition to the funds listed above under Infrastructure Services. CDBG program income that is received which is over the estimated amount but not used for reconstruction of City streets will be allocated to priority activities in the City's Consolidated Plan subject to Council approval. CDBG General Administration - $1,266,454.00 This item includes costs for administering the CDBG grant including allocations for Financial Management Services, Internal Audit and Transportation and Public Works Departments. HOME For Program Year 2015-2016, it is recommended that the amount of $1,934,447.00 in HOME funds and the estimated amount of $200,000.00 of HOME program income be allocated as follows: Homebuyer Assistance Program (HAP) - $1,097,400.00 This item includes funding for down payment and/or closing cost assistance to low and moderate income homebuyers. Community Development Housing Organizations (CHDO) Set Aside - $290,168.00 HUD requires that a minimum of 15 percent of HOME funds be allocated to CHDOs for affordable housing projects and CHDO administrative operating costs. These funds will be used by Tarrant County Housing Partnership, Inc. (TCHP), a CHDO, to construct additional single family houses for the 21 lot Hardy Street Single Family Infill Development in the Diamond Hill -Jarvis neighborhood (Council District 2). The houses will be sold to homebuyers making at or below 80 percent of area median income set by HUD. Single -Family Development - $353,435 00 This item includes funding for construction by TCHP of additional single family houses for the Hardy Street Single Family Infill Development HOME General Administration - $193,444.00 This item includes costs for administering the HOME grant. HOME Estimated Program Income - $200,000.00 This item includes funding for the City's HAP for closing cost and/or down payment assistance in addition to the funds listed above. HOME program income that is received which is over the estimated amount but not used for HAP will be allocated to priority activities in the City's Consolidated Plan subject to Council approval. HUD allows the City to take 10 percent of any HOME program income to be used for the costs for administering the HOME grant. HOPWA For Program Year 2015-2016, it is recommended that the amount of $1,002,154.00 in HOPWA funds be allocated as follows: Non -Profit Service Providers - $972,090.00 HOPWA Program Administration - $30,064.00 ESG http://apps.cfwnet.org/council packet/mc review.asp?ID=21233&councildate=8/4/2015[8/5/2015 8:44:59 AM] M&C Review For Program Year 2015-2016, it is recommended that the amount of $552,108.00 in ESG funds be allocated as follows: Non -Profit Service Providers - $510,700.00 ESG Program Administration - $41,408.00 CONTRACT RECOMMENDATIONS The CDC and Staff recommend that contracts be executed with the listed agencies for the amounts shown in the following tables: Community Development Block Grant Contracts.: Table 1 - CDBG Agencies Organization Cenikor Foundation Senior Citizen Services of Greater Tarrant County Inc. YMCA of Metropolitan Fort Worth YWCA of Fort Worth and Tarrant County Clayton Child Care Inc. d/b/a Clayton YES' Girls Inc. of Tarrant County Camp Fire First Texas Lena Pope Home, Inc. The Ladder Alliance Tarrant County Housing Partnership, Inc. Presbyterian Night Shelter The Salvation Army, a Georgia Corporation Meals on Wheels, Inc. of Tarrant County CDBG Public Service Subtotal Rehabilitation Education and Advocacy for Persons with Handicaps, dba REACH, Inc.** Total CDBG Contracts Program Substance Abuse Senior Services Child Care Services Child Care Services Child Care Services Youth Services Youth Services Youth Services Employment/Job Training Housing Counseling and Education Case Management/Main Shelter Homeless Services Home -delivered Meals Program Project Ramp Amount $ 75,000.00 $ 75,000.00 $ 75,000.00 $ 49,840.00 $ 75,000.00 $ 75,000.00 $ 75,000.00 $ 75,000.00 $ 75,000.00 $ 75,000.00 $ 75,000.00 $ 75,000.00 $ 75,000.00 $ 949,840.00 $ 100,000.00 $1,049,840.00 **REACH will be funded from the CDBG Housing Programs and Services budget. http://apps.cfivnet.org/councilpacket/mc review.asp?ID=21233&councildate=8/4/2015[8/5/2015 8:44:59 AM] M&C Review Housing Onoortunities For Persons With AIDS Contracts: Organization Tarrant County Samaritan Housing, Inc. AIDS Outreach Center, Inc. TOTAL HOPWA Contracts Table 2 - HOPWA Agencies Program Amount Administration (seven percent) Supportive Services, $420,063.00 and Facility Based Housing Subsidy Assistance Administration (seven percent), Supportive Services, Tenant Based Rental Assistance (TBRA), and Short Term Rent Mortgage and Utility Assistance (STRMU) Emergency Table 3 - Organization S afeHaven of Tarrant County P resbyterian Night Shelter Day Resource Center for the Homeless The Salvation Army, a Georgia Corporation YWCA Fort Worth and Tarrant County TOTAL ESG Contracts Solutions Grant Contracts: ESG Agencies Proarani S helter Services S helter Services S helter Services Homelessness P revention Rapid Re -Housing These programs are available in ALL COUNCIL DISTRICTS. $552,027.00 $972,090.00 Amount $104,265.00 $ 85, 908.00 $141,092.00 $100,000.00 $ 79,435.00 $510,700.00 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 FROM Fund/Account/Centers 21001 4310013 019CDBG $6.332.270.00 http://apps.cfwnet.org/council_packet/mc review.asp?ID=21233&councildate=8/4/2015[8/5/2015 8:44:59 AM] M&C Review 21001 21001 21001 21001 21001 21001 5XXXXXX 019CDBG 4310013 019HOME 5XXXXXX 019HOME 4310013 019ESG 5XXXXXX 019ESG. 4921001 019CDBG 21001 5XXXXXX 019CDBG. 21001 4310013 019HOPW& 21001 5XXXXXX 019HOPWA 21001 4921001 019HOME 21001 5XXXXXX 019HOME $6 332.270.00 $1.934.447.00 $1.934.447.00 $552.108.00 $552.108.00 $50.000.00. $50.000.00. $1.002.154.00 $1.002.154.00 $200.000.00 $200.000.00 Submitted for City Manaaer's Office by: Originatina Department Head: Additional Information Contact: Fernando Costa (6122) Allison Gray (8030) Avis Chaisson (6342) Leticia Rodriguez (7319) ATTACHMENTS 17NS HUDACTIONPLANPY2015-2016 GR76 AO FY2015.docx. Action Plan 15 16 FINAL MandC Slides LHR.odf Proposed 2015 CDBG Infrastructure Project MandC.odf http://apps.cfwnet.org/council_packet/mc review.asp?ID=21233&councildate=8/4/2015[8/5/2015 8:44:59 AM]