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HomeMy WebLinkAboutContract 46169-A1 (2)IMMO �o�ar tc��a, 4Lv!!o9 -fE1 FIRST AMENDMENT TO CITY SECRETARY CONTRACT NO. 46169 9 WHEREAS the City of Fort Worth ("City") and Senior Citizen Services of Greater Tarrant County, Inc., ("Agency") made and entered into City Secretary Contract No. 46169 ("Contract"); WHEREAS, the Contract provides funding to Agency pursuant to a grant received by City from the United States Department of Housing and Urban Development ("HUD") through the Community Development Block Grant Program ("CDBG"); WHEREAS, the Agency provides services to a presumed benefit population of which 100% must be low and moderate income as defined in 24 CFR Part 570; WHEREAS, it is necessary to clarify Agency's reporting requirements regarding the clients it serves in the Program for which City is furnishing CDBG Funds in accordance with the Contract; and WHEREAS, Section 5.2.2 of the Contract permits Agency to increase or decrease line item amounts in the Budget, subject to written approval by the Director of the City's Housing and Economic Development Department, so long as the total Contract Budget does not change; WHEREAS, the Agency has requested a revision to certain line items for salary in the Budget to remove the receptionist position and add the Center Operations Manager position who oversees the transportation of the client; and WHEREAS, it is the mutual desire of City and Agency to amend the Contract to complete the Program and meet Contract objectives. NOW, THEREFORE, City and Agency hereby agree to amend the Contract as follows: I. Section 2. DEFINITIONS is amended by substituting the following for the current definitions in the Contract: "Director means the Director of the Neighborhood Services Department." "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, 100% of the clients served by the Program must be Income Eligible Clients." Amendment No. 1 to CSC No. 46169 Senior Citizen Services of Tarrant County, Inc. (CDBG) OFFICIAL RE(GCAD CITY SECRETARY FT. WORTH, TX Page 1 Rev. 07/2015 "Neighborhood Services Department means the City's Neighborhood Services Department." "Source Documentation means documentation as described in Section 6." "Unduplicated Clients means a count of all clients served by the Program at least once in the Contract term. 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. ' Section 2. DEFINITIONS is amended by deleting the following definitions in the Contract: "CDBG Eligible Client means a client whose annual income adjusted for family size does not exceed 80% of AMI using the most current HUD Income Guidelines and Technical Guidance for Determining Income and Allowances verified by either Source Documentation or the form in Exhibit "E" — Form of Income Self -Certification. Agencies serving 100% Clientele must follow the requirements set forth in Section 6.1.3." "HED Department means the City's Housing and Economic Development Depai tment." II Section 6. CLIENT ELIGIBILITY VERIFICATION is deleted in its entirety and replaced by the following: "6.1 Client Ehaibility. Agency will document client eligibility as follows: 6.1.1. Agencies Service a Presumed Benefit Clientele. Agency must document that all clients served fall under a "presumed benefit" category as defined in 24 CFR Part 570. Relevant categories of presumed benefit are: severely disabled adults, homeless persons abused or neglected children and youth or elderly persons Fligible forms of documentation 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 form attached hereto as Exhibit "H" — Severely Disabled Certification Form. 6.1.1.2 Homeless Persons. Written, signed and dated certification from an outreach worker. Amendment No. 1 to CSC No. 46169 Senior Citizen Services of Tarrant County, Inc. (CDBG) Page 2 Rev. 07/2015 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 defined as being at least 62 years of age. A birth certificate, driver's license, passport immigration card, military identification, or any other state local, national or international documentation, provided it contains current information about the age or birth of the possessor. The form in Exhibit "E" - Form of Income Self Certification also requires that potential clients list their age and certify the validity of the information provided. This may be sufficient but should only be used as a last resort with an explanation in the file case notes indicating why the formal foims of verification were not available. 6.2 Submission of Complete Documentation. Agency must submit copies of all eligibility verification documentation described in Section 6 1 with Attachment III in each month's Reimbursement Request for all Unduplicated Clients sei ved for the first time, and must maintain copies of such documentation as required under this Contract. 6.3 This Section 6 shall be applicable for the Contract term and for 5 years thereafter and shall survive the earlier termination or expiration of this Contract." III Section 9.2.2.1 and Section 9.2.2.2 are deleted and replaced by the following: "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 more than 120 days before 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 more than 120 days before the date of the Reimbursement Request." Amendment No. 1 to CSC No. 46169 Senior Citizen Services of Tarrant County, Inc. (CDBG) Page 3 Rev. 07/2015 IV. Section 9.2.3 Attachment III — Client Data Report is deleted and replaced by the following: ` 9.2.3 Attachment III — Client Data Report This report shall list each Unduplicated Client served during the month along with his or her demographic information. The Client Data Report must maintain a list of all clients served during the Contract term, including non -Fort Worth clients In order for this report to be complete, the following must be submitted: 9.2.3.1 Documentation of income verification for each Unduplicated Client including non -Fort Worth clients, the first time he or she is served by the Program, which will either be Source Documentation or the completed form of Exhibit "E" - Form of Income Self Certification." V. Exhibit "A" — Program Summary, Exhibit "B" — Budget, and Attachment III attached to the Contract are hereby replaced with the attached Exhibit "A' — Program Summary Revised 05/2015, Exhibit "B" — Budget Revised 05/2015, and the attached Attachment III Revised 05/2015. VI. This amendment is effective as of the Effective Date of the Contract except for the amendments to Section 9.2.3, Exhibit "A" — Program Summary Revised 05/2015, Exhibit "B" — Budget Revised 05/2015, and Attachment III Revised 05/2015 which shall be effective May 1, 2015. VII All terms and conditions of the Contract not amended herein remain unaffected and in full force and effect, are binding on the Parties and are hereby ratified by the Parties Capitalized teims not defined herein shall have the meanings assigned to them in the Contract. [SIGNATURES APPEAR ON FOLLOWING PAGE] Amendment No. 1 to CSC No. 46169 Senior Citizen Services of Tarrant County, Inc. (CDBG) Page 4 Rev. 07/2015 ACCEPTED AND AGREED: SENIOR CITIZEN SERVICES OF TARRANT COUNTY, INC. CITY OF FORT WORTH By: v v ( By: Jerome H Mosman, Executi e iirector ATTEST: /City Se M&C: C-26893 Fernando Costa, Assistant City Manager APPROVED AS TO FORM AND LEGALITY: Assistant City Attorney OFFICIAL RECORD CITY SECRETARY Ft WORTK TX Amendment No. 1 to CSC No. 46169 Senior Citizen Services of Tarrant County, Inc. (CDBG) Page 5 Rev. 07/2015 SENIOR CITIZEN SERVICES OF TARRANT COUNTY, INC. Connecting Seniors to Community PROGRAM SUMMARY (CDBG) October 1, 2014 to September 30, 2015 PERIOD EXHIBIT "A" PROGRAM SUMMARY Revised 05/2015 $93 092.00 AMOUNT Capitalized terms not defined herein shall have meanings assigned them in the Contract. PROGRAM: The Program will provide transportation services to Fort Worth seniors age 62 and over to and from home their homes to senior centers and for bi-monthly shopping or field trips. CDBG funds will be used to pay a percentage of salaries and fringe benefits for Program employees supervising the Program and the administration of transportation contracts. CDBG funds will also be used for rides for clients based on a per unit basis. Agency's office is located at 1400 Circle Dr. #300, Fort Worth, TX 76119, with operating hours of 8:00 a.m. to 5:00 p.m. Monday through Friday. Program services will be available to and from client homes to the following locations: Como Community Center - 4900 Horne Street, Fort Worth, TX 76107 Diamond Hill Community Center - 1701 Nh 36th , Fort Worth, TX 76106 Eugene McCray Community Center - 4932 Wilbarger, Fort Worth, TX 76119 Fellowship Corner - 1601 New York, Fort Worth, TX 76104 Handley-Meadowbrook Community Center - 6201 Beaty Fort Worth, TX 76112 Northside Community Center - 1100 NW 18th , Fort Worth, TX 76164 North Tri-Ethnic Community Center - 2950 Roosevelt, Fort Worth, TX 76106 Stop Six - 4910 Dunbar, Fort Worth, TX 76105 Worth Heights Community Center - 3551 New York, Fort Worth, TX 76110 Barnabas House, Christ Lutheran - 4409 Sycamore School Road, Fort Worth, TX 76133 CASA - 3201 Sandra, Fort Worth, TX 76107 Fair Oaks - 4401 Quail Trail, Fort Worth, TX 76114 Goodrich Center for the Deaf - 2500 Lipscomb Fort Worth, TX 76110 Jewish Family Services - 4900 Briarhaven, Fort Worth, TX 76109 HomeTowne at Matador Ranch — 8500 Crowley Road, Fort Worth, TX 76134 Amendment No. 1 to CSC No. 46169 Senior Citizen Services of Tarrant County, Inc (CDBG) Page 6 Rev. 07/2015 REGULATORY CLASSIFICATION: IDIS Matrix Code(s) and Service Category: 05A Senior 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 Elderly Persons in accordance with the CDBG Presumed Benefit clientele category definition. PROGRAM GOALS: Minimum Number of Fort Worth Clients to be Served: The Program must serve a minimum of 300 Unduplicated Clients from Fort Worth as shown by the monthly reports on Attachment III Amendment No. 1 to CSC No. 46169 Senior Citizen Services of Tarrant County, Inc. (CDBG) Page 7 Rev. 07/2015 EXHIBIT "B" — BUDGET Revised 05/2015 ADMINISTRATIVE (IIOPWA 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) Food Supplies (City needs copy of contract before expenses can be reimbursed) Teaching Aids 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 DIRECT ASSISTANCE Childcare Scholarships Short-term Rent Assistance Short-term Mortgage Assistance Short-term Utilities Assistance Tenant Based Rental Assistance Transportation Needs (MITS/Handi-Tran Passes) TOTAL Amendment No. 1 to CSC No. 46169 Senior Citizen Services of Tarrant County, Inc. (CDBG) 1 Account I Grant Budget Increase 1001 1002 1003 1004 1005 1006 1007 2001 13,963.00 2002 2003 2004 2005 2006 2007 3001 3002 3003 3004 4001 4002 79,129.00 4003 4004 4005 4006 4007 5001 5002 5003 5004 5005 5006 5007 5008 5009 6001 6002 6003 6005 7001 7002 7003 7004 7005 7006 93,092.00 Decrease TOTAL 13,963.00 79,129.00 93,092.00 Page 8 Rev. 07/2015 The following tables are purely informational and were created solely for purposes of preparing, negotiating, and determining the reasonableness of the overall line item budget on the first page of this EXHIBIT "B" — BUDGET and ale not to be considered part of the terms and conditions of this Contract. Contractoi may make changes to any column except the "Position" column in the "Salary Detail" table without the City s consent so long as the total amounts charged to the grant do not exceed the line items on the first page of the EXHIBIT `B" — BUDGET. Changes to the column labeled "Position" may only be made with the prior written consent of the City. Position Name Center Operations Manager TOTAL FICA Life Insurance Health Insurance Unemployment Workeis Compensation Retir ement TOTAL SALARY DETAIL Hourly Rate Annual Hours $23.669 2,080 Percent to Grant 28% FRINGE DETAIL Percent of Amount Percent to Payroll Grant SUPPLIII S AND SERVICES Office Supplies Office Equipment Rental Postage Printing 1 TOTAL Contract Labor Craft Supplies Facility Fees Field Trip Costs Food Supplies Teaching Aids TOTAL Total Budget MISCELLANEOUS Total Budget $209,425 Amendment No. 1 to CSC No. 46169 Senior Citizen Services of Tarrant County, Inc. (CDBG) Percent to Grant Percent to Grant 38% Amount to Grant $13,963.00 1 1 1 $13,963.00 Amount to Grant 0 Amount to Grant 0 Amount to Grant $79,129.00 $79,129.00 Page 9 Rev. 07/2015 Telephone Electric Gas Water and Wastewater Solid Waste Disposal Rent Custodial Services Repairs Cleaning Supplies TOTAL Fidelity Bond (or Equivalent) General Commercial Liability Directors and Officers Contract Accounting TOTAL Childcare Scholarships Short -Term Rent Assistance Short Term Mortgage Assistance Short Term Utilities Assistance Tenant Based Rental Assistance TOTAL FACILITY AND UTILITIES Total Budget Percent to Grant Amount to Grant 0 FINANCIAL AND INSURANCE Total Budget Percent to Grant Amount to Grant 0 DIRECT ASSISTANCE Total Budget Percent to Grant Amount to Grant Amendment No. 1 to CSC No. 46169 Senior Citizen Services of Tarrant County, Inc. (CDBG) 0 Page 10 Rev. 07/2015 ATTACHMENT IH CLIENT DATA REPORT Revised 05/2015 2! Amendment No. 1 to CSC No. 46169 Senior Citizen Services of Tarrant County, Inc. (CDBG) tl•"•�",d, n.-, tin A 11 Ali nP �VP x� Ae Page 11 Rev. 07/2015