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HomeMy WebLinkAboutContract 54406-A3 CSC No.54406-A3 AMENDMENT 3 TO CITY OF FORT WORTH CONTRACT 54406 SUBGRANT AGREEMENT BETWEEN THE CITY OF FORT WORTH AND HOUSING AUTHORITY OF THE CITY OF FORT WORTH DBA FORT WORTH HOUSING SOLUTIONS FOR RENTAL ASSISTANCE AND ADMINISTRATION This Amendment is made and entered into by and between the City of Fort Worth, a home-rule municipality of the State of Texas ("City"), acting by and through Fernando Costa, its duly authorized Assistant City Manager, and HOUSING AUTHORITY OF THE CITY OF FORT WORTH DBA FORT WORTH HOUSING SOLUTIONS, a Texas housing authority ("Agency"). City and Agency are referred to individually as a"Party"and sometimes collectively referred to as the "Parties." RECITALS WHEREAS, the City entered into an Agreement with Agency to provide services more specifically described in the agreement, City Contract No. 54406, (the "Agreement"); WHEREAS,on January 11,2021,the Parties agreed to amend the Agreement and Exhibit "A" to change the scope of services to clarify responsibilities of subgrantee and add Exhibit"G" Policies and Procedures to the Agreement; and WHEREAS, on May 25, 2021, the Parties agreed to amend the Agreement to change budget allocations to better reflect the needs of the program; WHEREAS, on August 16, 2021, the City executed a contract amendment with Texas Department of Housing and Community Affairs (TDHCA) to extend the Homeless Housing and Services Program contract until February 28, 2022; WHEREAS, the Parties recognize the need to increase the temporary services and inspection fee line items on the budget so there are adequate funds until February 28,2022; WHEREAS, the Parties agree to modify the terms of the agreement to match the contract extension from TDHCA and to amend Exhibit "B" to change budget allocations to adjust to the new contract term. NOW THEREFORE City and Agency do hereby agree to the following: I. AMENDMENT TO AGREEMENT A. Section 2 Term is hereby amended and replaced in its entirety with the following: 2. TERM. OFFICIAL RECORD CITY SECRETARY Amendment 3 to CSC 54406 FT. WORTH, TX CoFW and HOUSING AUTHORITY OF THE CITY OF FORT WORTH DBA FORT WORTH HOUSING SOLUTIONS This Agreement shall begin on September 1, 2020 ("Effective Date") and shall expire on February 28, 2022 ("Expiration Date"), unless terminated earlier in accordance with this Agreement. B. Exhibit "B" is hereby amended and replaced in its entirety with new Exhibit "B" attached. II. This amendment is effective as of the date as of August 30, 2021. III. All terms and conditions of the Agreement not amended herein remain unaffected and in full force and effect, are binding on the Parties. Capitalized terms not defined herein shall have the meanings assigned to them in the Agreement. [THE REMAINDER OF THIS PAGE IS INTENTIONALLY LEFT BLANK] [SIGNATURE PAGE FOLLOWS] Amendment 3 to CSC 54406 Page 2 of 6 COFW and HOUSING AUTHORITY OF THE CITY OF FORT WORTH DBA FORT WORTH HOUSING SOLUTIONS IN WITNESS WHEREOF, the parties hereto have executed this agreement, to be effective this day of , 20_ FOR CITY OF FORT WORTH: FOR AGENCY: Housing Authority of the City of Fort Worth,Te as 1� Fernando Costa(Aug 26,202116:33 CDT) J+ Fernando Costa Tary argq t Lem Assistant City Manager Presl ent Aug 26,2021 Date: Date: August 25, 2021 APPROVAL RECOMMENDED Jo✓ta ! 116:03 CDT) Tara Perez, Manager, Directions Home Date: Aug 26,2021 a�F°FOR T�12 APPROVED AS TO FORM AND ATTEST: 'V a° °°�'p�d LEGALITY l�o 0�•I Jo Pate(Au 2 02116:16 CDT) V �l°o p T ° 419 ° o �/ Jo Ann Pate Ronald Gonzales ° °°°°°°° a Assistant City Attorney Acting City Secretary ���EXASoaQ Date: Aug 26,2021 Date: Aug 27,2021 20-0382 M&C No. Contract Compliance Manager: By signing I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements. TVA& OFFICIAL RECORD Tara Perez(Aug 26,202116:03 CDT) CITY SECRETARY Tara Perez Manager, Directions Home FT. WORTH, TX Amendment 3 to CSC 54406 Page 3 of 6 CoFW and HOUSING AUTHORITY OF THE CITY OF FORT WORTH DBA FORT WORTH HOUSING SOLUTIONS EXHIBIT "B" BUDGET Altency will submit invoices for reimbursement by the 15" of the month following the month services were provided. This report shall itemize each monthly expense requested for reimbursement by the Agency and shall be included in Budget submitted. In order for this report to be complete the following must be submitted: For payroll expenses, timesheets signed and dated by employees and approved by supervisor for all payroll expenses listed with the code of time being billed to City/Directions Home. Electronic time sheets are acceptable but must show timestamp of employee submission and supervisor approval. Paystub must include pay period, date paid, amount and expenses (salary, FICA, benefits etc). If pay stubs are unavailable, payroll registries with applicable expenses highlighted and labeled will suffice. Agency may not submit payroll expenses dated 60 calendar days prior to the date of the Reimbursement Request with the exception of the first Reimbursement Request which may include items from the Effective Date of the Agreement to the end of the reporting month or with written permission from Directions Home staff so long as such changes are otherwise in accordance with the Agreement. For non-payroll expenses, invoices for each expense listed. Agency may not submit invoices dated 60 calendar days prior to the date of the Reimbursement Request with the exception of the first Reimbursement Request which may include items from the Effective Date of the Agreement to the end of the reporting month or with written permission from Directions Home staff so Iong as such changes are otherwise in accordance with the Agreement. Proof that each expense was paid by the Agency, which proof can be satisfied by cancelled checks. If a cancelled check is not possible, a bank statement with the expense highlighted and labeled will suffice. If allocations percentages are used, all documentation must be submitted with the first month's invoice and if changes are made, new allocation documentation submitted with invoice. For the audit,bank statements showing payments,Form 941 s and allocation documentation will be reviewed. Amendment 3 to CSC 54406 Page 4 of 6 COFW and HOUSING AUTHORITY OF THE CITY OF FORT WORTH DBA FORT WORTH HOUSING SOLUTIONS Reimbursement Requests shall be submitted to: City Manager's Office Directions Home Attention Tara Perez 200 Texas Street Fort Worth TX 76102 Amendment 3 to CSC 54406 Page 5 of 6 CoFW and HOUSING AUTHORITY OF THE CITY OF FORT WORTH DBA FORT WORTH HOUSING SOLUTIONS PROGRAM COSTS Total $430,631.00 ADMINISTRATIVE COSTS A. PERSONNEL (By title) Directions Home Coordinator Special Programs Director Inspector Housing clerk (1/2021-3/2021) PERSONNEL TOTAL: $16,369.00 B. FRINGE BENEFITS Health coverage/Retirement Directions Home Coordinator Special Program Director Inspector Housing clerk(1/2021-3/2021) FRINGE BENEFITS TOTAL: $4,193.00 C. MILEAGE MILEAGE TOTAL: D. CELL PHONES/EQUIPMENT E.OTHER APPROVED Office Supplies HMIS fee Temporary services $800.00 Inspection fee $l 70.00 OTHER APPROVED TOTAL: $970.00 DIRECT CLIENT EXPENSES CLIENT EXPENSES Client Expenses/Rental Assistance $409,099.00 CLIENT EXPENSES TOTAL: $409,099.00 TOTAL PROGRAM COST: $430,631.00 Amendment 3 to CSC 54406 Page 6 of CoFW and HOUSING AUTHORITY OF THE CITY OF FORT WORTH DBA FORT WORTH HOUSING SOLUTIONS City of Fort Worth, Texas Mayor and Council Communication DATE: 06/16/20 M&C FILE NUMBER: M&C 20-0382 LOG NAME: 02HOMELESS HOUSING AND SERVICES PROGRAM-GENERAL AND YOUTH SUBJECT Authorize Acceptance of Grants from the Texas Department of Housing and Community Affairs for Homeless Housing and Services Program Funds for$486,499.00 and HHSP-Youth Set Aside for$136,139.00,Authorize Execution of Related Agreements,Authorize Execution of SubGrant Agreements with Housing Authority of the City of Fort Worth DBA Fort Worth Housing Solutions to Provide Rental Assistance and with Tarrant County Homeless Coalition to Provide Youth Rental Assistance and Case Management and Adopt Attached Appropriation Ordinances(ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council: 1.Authorize acceptance of grants and execution of contracts with the Texas Department of Housing and Community Affairs(TDHCA)for the Homeless Housing and Services funds for$486,499.00(HHSP-General)and$136,139.00(HHSP-Youth); 2.Authorize the execution of subgrant agreement with Fort Worth Housing Solutions in the amount of$486,499.00 to provide rental assistance to at least 60 permanent supportive housing clients(HHSP-General); 3.Authorize the execution of subgrant agreement with Tarrant County Homeless Coalition in the amount of$136,139.00 to provide rental assistance and case management to at least 15 youth(HHSP-Youth); and 4.Adopt the attached appropriation ordinances increasing estimated receipts and appropriations in the Grants Operating State Fund in the amounts of$486,499.00 and$136,139.00 upon notification of award and receipt of funds. DISCUSSION: The State of Texas provides grant funding for the Homeless Housing and Services Program(HHSP)administered by the Texas Department of Housing and Community Affairs(TDHCA)to nine municipalities with a population of 285,500 or greater, including the City of Fort Worth. The HHSP funds may be used to provide rental assistance, case management and other services or housing options to reduce homelessness. The HHSP grant funds are currently used by Fort Worth Housing Solutions to provide rental assistance to 60 persons for permanent supportive housing annually. The Texas Legislature passed an increase in funding for HHSP over the 2020-2021 biennium with additional funds to address homelessness among young adults 18 to 24 years of age. The HHSP-Youth amount allocated to the City of Fort Worth is$136,139.00. Eligible services include case management,emergency shelter, street outreach and transitional living.The HHSP-Youth grant funds are currenly used by Tarrant County Homeless Coalition to provide rental assistance and case management for 15 youth annually. TCHC will provide rental assistance and will partner with a supportive services provider to provide case management for youth in the program. Upon acceptance,the grant will begin on September 1, 2020.The City's Directions Home unit will administer the HHSP and HHSP-Youth funds and monitor the sub-recipients, Fort Worth Housing Solutions and Tarrant County Homeless Coalition.The subgrant agreements will be from September 1,2020 to August 31, 2021. An assistant city manager is authorized to execute the contracts. A Form 1295 is not required for these contracts because: These contracts will be with a governmental entity,state agency or public institution of higher education:TDHCA and Fort Worth Housing Solutions. A Form 1295 is required for Tarrant County Homeless Coalition. FISCAL INFORMATION /CERTIFICATION: The Director of Finance certifies that, upon acceptance of the above recommendations, receipt of the grant funding and adoption of the attached appropriation ordinance,funds will be available in the Grant Operating State Fund, as appropriated. This is a reimbursement grant.The Directions Home unit will be responsible for the verification and submission of documents for these funds. Prior to expenditure being made,the Directions Home unit has the responsibility to validate the availability of funds. Submitted for City Manager's Office by: Fernando Costa 6122 Originating Business Unit Head: Tara Perez 2235 Additional Information Contact: Tara Perez 2235