Loading...
HomeMy WebLinkAboutContract 46160-A1 (2)Amendment No. 1 to CSC No. 46160 The Women's Center of Tarrant County, Inc. (CDBG) f a4 t % y rarer t :,tmc I >TY it3EcRETAity kdiAaNTRACT NO, 14-IP _ ter- _ e7 (11 FIRST AMENDMENT TO CITY SECRETARY CONTRACT NO. 46160 WHEREAS the City of Fort Worth ("City") and The Women's Center of Tarrant County, Inc. ("Agency") made and entered into City Secretary Contract No. 46160 ("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 CDBG regulations require that documentation must be submitted to City which verifies that 51 % of the clients served by the Agency's Program are income eligible with current household incomes at or below 80% of AMI; 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; WHEREAS, at the City's request, Agency will use the CDBG Funds to pay for a percentage of three additional employees to make sure that cost allocation principles are consistent with the percentage of Fort Worth Clients participating in the Program; 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: "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: Source Documentation for all clients participating in the Program, including non -Fort Worth clients." "Director means the Director of t,�e Nei hborhood Se `ices Department." OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Page 1 Rev. 07/2015 "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 51% of the clients served by the Program must be Income Eligible Clients." "Neighborhood Services Department means the City's Neighborhood Services Department." `Source Documentation means either (i) a verifiable certification of full household income such as the City's Certification Income Statement attached as Exhibit "E" - Form of Income Self -Certification; or (ii) 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 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 foot' 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 Department." II Section 6. CLIENT ELIGIBILITY VERIFICATION is deleted in its entirety and replaced by the following' Amendment No. 1 to CSC No. 46160 The Women's Center of Tarrant County, Inc. (CDBG) Page 2 Rev. 07/2015 "6.1 Client Eligibility. Agency will document client eligibility as follows: 6.1.1. Agency Clients Served by the Program. Agency must verify all clients' incomes with Source Documentation. Agency must use the annual income definition in 24 CFR Part 5.609 to establish client income and must use the most current HUD Income Guidelines. The income of all clients served by the Program must be documented, but at least 51 % of them must be Income Eligible Clients. 6.1.1.1. If Agency serves both Fort Worth and non -Fort Worth clients, the proportion of Program costs allocated to the CDBG-funded portion of the Program Budget must be consistent with the proportion of Fort Worth to non -Fort Worth clients. 6.1.1.2. All clients, whether Fort Worth clients or not, must be reported on Exhibit "D" - Reimbursement Forms, Attachment III All Program clients for which Source Documentation is not obtained will be deemed to be not Income Eligible Clients and shall not be included in the 51 %. 6.1.1.3. At least 51 % of Fort Worth clients must be Income Eligible Clients 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 served 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." Section 9.2.2.1 and Section 9.2.2.2 are deleted and replaced by the followings "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 150 days before the date of the Reimbursement Request. Amendment No. 1 to CSC No. 46160 The Women's Center of Tarrant County, Inc. (CDBG) Page 3 Rev. 07/2015 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 150 days before the date of the Reimbursement Request." 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 foini 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 04/2015 Exhibit ` B" — Budget Revised 04/2015, 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 Exhibit "A' — Program Summary Revised 04/2015 and Exhibit "B" — Budget Revised 04/2015 which shall be effective April 1, 2015, and Section 9.2.3, 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 terms not defined herein shall have the meanings assigned to them in the Contract. [SIGNATURES APPEAR ON FOLLOWING PAGE] Amendment No. 1 to CSC No. 46160 The Women's Center of Tarrant County, Inc. (CDBG) Page 4 Rev. 07/2015 ACCEPTED AND AGREED: THE WOMEN'S CENTER OF TARRANT CITY OF FORT WORTH COUNTY By: La ATTEST: pity Secret M&C: C-26 resident/CEO ent/CEO Amendment No. 1 to CSC No. 46160 The Women's Center of Tarrant County (CDBG) BY��/✓✓ 1.60� Fernando Costa, Assistant City Manager APPROVED AS TO FORM AND LEGALITY: Assistant City Attorney OFFICIAL RECORD CITY SIEi;kETARY FT. WORTH, TX Page 5 Rev. 07/2015 THE WOMEN'S CENTER OF TARRANT COUNTY, INC. Counseling Services for Senior Citizens PROGRAM SUMMARY (CDBG) October 1, 2014 to September 30, 2015 PERIOD EXHIBIT "A" PROGRAM SUMMARY Revised 04/2015 $75 000.00 AMOUNT Capitalized terms not defined herein shall have meanings assigned them in the Contract. PROGRAM: The Program will provide clinical counseling, case management, information and referrals, education, and support groups to income eligible clients. The Program may provide services to Fort Worth and non -Fort Worth clients. Agency will submit documentation which verifies that 51% of all clients served by the Program are Income Eligible Clients with current household incomes at or below 80% of AMI In addition, Agency will provide documentation that verifies that 51% of Fort Worth clients are Income Ehgible Clients with current household incomes at or below 80% of AMI. CDBG Funds will be used to pay a percentage of salaries and fringe benefits for Program employees. The percentage of any Program employee's salary and fringe benefits will not exceed the percentage of Fort Worth Clients participating in the Program. Agency's office is located at 1723 Hemphill Street, Fort Worth, TX 76110. Program services are available Monday through Friday, 6:30 a.m. to 8:00 p.m. 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) PROGRAM GOALS: Minimum Fort Worth Performance Outcome. At least 51% of Fort Worth clients served by the Program must be Income Eligible Clients Foi example, if 800 clients out of 1,000 clients served by the Progiam are from Fort Worth, 408 of those Fort Worth clients must also be Income Amendment No. 1 to CSC No. 46160 The Women's Center of Tarrant County, Inc. (CDBG) Page 6 Rev. 07/2015 Eligible Clients In this example, Agency would be required to furnish City 1,000 Certification of Income Statements that prove at least 408 of the Fort Worth clients served by the Program are Income Ehgible Clients. Minimum Number of Fort Worth Clients to be Served: The Program must serve a minimum of 180 Unduplicated Clients from Fort Worth as shown by the monthly reports on Attachment III. When deteiuuining the number of clients which constitutes 51 %, HUD regulations require that partial numbers must be rounded up. Amendment No. 1 to CSC No. 46160 The Women's Center of Tarrant County, Inc. (CDBG) Page 7 Rev. 07/2015 EXHIBIT "B" — BUDGET Revised 04/2015 ADIIIINIS 17RATIVE (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) Food Supplies(City needs copy of contract before expenses can be reimbursed) Teaching Aids FACILITY AND UTILllTES 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 -terns Rent Assistance Short-term Mortgage Assistance Short -terns Utilities Assistance OTHER EXPENSES TOTAL 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 7001 7002 7003 7004 Grant Budget 63,462 4,855 320 5,659 189 125 390 75,000 Increase 2,891 22 257 3,170 Decrease 778 164 2,185 43 3,170 Revised Program Budget 66,353 4,077 156 3,474 146 147 647 75,000 Amendment No. 1 to CSC No. 46160 The Women's Center of Tarrant County, Inc (CDBG) 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" — BUDGh,T and are not to be considered part of the terms and conditions of this Contract. Contractor may make changes to any column except the ` Position" column in the "Salary Detail" table without the City's consent so long as the total amounts charged to the grant do not exceed the line items on the first page of the EXHIBIT "B' — BUDGET " Changes to the column labeled "Position" may only be made with the prior written consent of the City. Position Name Clinical Therapist Case Manager Director of General Counseling President & CEO Vice President & CFO Grant Coordinator TOTAL FICA Life Insurance Health Insurance Unemployment Workers Compensation Retirement TOTAL Office Supplies Office Equipment Rental Postage Printing TOTAL Contract Labor Craft Supplies Facility Fees Field Trip Costs Food Supplies Teaching Aids TOTAL SALARY D h TAIL Annual Rate 40,000 37,000 63,000 113,000 80,000 53,000 Annual Hours 2,080 2,080 2,080 2,080 2,080 2,080 FRINGE DETAIL** Percent of Payroll 6.14% 0 24% 5.24% 0.22% 0.22% 0.98% Amount 4,077 156 3,474 146 147 647 Percent to Grant 92.5% 46.6% 9.8% 2% 2% 3% Percent to Grant 100% 100% 100% 100% 100% 100% SUPPLIhS AND SERVIC1 S Total Budget ( Percent to Grant MISCELLANEOUS Total Budget Percent to Grant Amount to Grant 37,031 17,250 6,146 2,479 1,668 1,779 66,353 Amount to Grant 4,077 156 3474 146 147 647 8,647 Amount to Grant Amount to Grant Amendment No. 1 to CSC No. 46160 The Women's Center of Tarrant County, Inc. (CDBG) Page 9 Rev. 07/2015 FACILITY AND UTILITIES Total Budget Percent to Grant Telephone Electric Gas Water and Wastewater Solid Waste Disposal Rent Custodial Services Repairs Cleaning Supplies TOTAL FINANCIAL AND INSURANCE Total Budget Percent to Grant Fidelity Bond (or Equivalent) General Commercial Liability Directois and Officers Contract Accounting TOTAL DIRECT ASSISTANC[4 Total Budget Childcare Scholarships Short -Term Rent Assistance Short Term Mortgage Assistance Short Term Utilities Assistance Tenant Based Rental Assistance TOTAL ** Please note that "Fringe Details" calculations include rounding errors. Percent to Grant Amount to Grant Amount to Grant Amount to Grant Amendment No. 1 to CSC No. 46160 The Women's Center of Tarrant County, Inc. (CDBG) Page 10 Rev. 07/2015 ATTACHMENT III CLIENT DATA REPORT Revised 05/2015 Amendment No. 1 to CSC No. 46160 The Women's Center of Tarrant County, Inc. (CDBG) Page 11 Rev. 07/2015