The URL can be used to link to this page

Home My WebLink AboutContract 54963-A1 CSC No.54963-A1 FIRST AMENDMENT TO CITY SECRETARY CONTRACT NO. 54963 WHEREAS the City of Fort Worth ("City") and Presbyterian Night Shelter of Tarrant County ("Agency")made and entered into City Secretary Contract No. 54963 ("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 Emergency Solutions Grant Program ("ESG"); Program No. S-20-MC-48-0006, Catalog of Federal Domestic Assistance No. 14.231, and the special allocations of funds received for this program known as ESG-CV and ESG-CV2,through the Coronavirus Aid,Relief, and Economic Security(CARES)Act of 2020; WHEREAS, it is the mutual desire of the City and Agency to amend the Contract to increase the budget by$18,140.00; WHEREAS,these funds became available to Agency for ESG-eligible program expenses as a result of reclassification of certain cost items within the original program budget which must be more appropriately charged to the City's ESG Administration budget for ESG-CV2 in order to comply with HUD regulations; WHEREAS, this reclassification results in an increase in the overall Contract budget to a total amount of$278,140.00,of which$260,000.00 is for program expenses to serve eligible client populations and $18,140.00 is for administrative expenses to support the delivery of such services; and WHEREAS, it is the mutual desire of City and Agency to amend the Contract to extend the term and revise certain reimbursement provisions and performance objectives in order to complete the Program and meet Contract objectives. NOW,THEREFORE,City and Agency hereby agree to amend the Contract as follows: I. Section 4.1 Provide ESG-CV2 Funds is deleted in its entirety and replaced by the following: "4.1 Provide ESG-ESG-CV2 Funds. City shall provide up to $278,140.00 of ESG-CV2 Funds under the terms and conditions of this Contract." II. The first sentence in Section 3 TERM is deleted and replaced by the following: "The term of this Contract(Contract Term)begins on the Effective Date and terminates On September 2, 2022 unless earlier terminated as provided in this Contract." III. Section 5.3.1 PROGRAM PERFORMANCE MILESTONES is revised as follows: the table of milestones is deleted and replaced with the below table which specifies the dates of program performance milestones and expenditure deadlines for the extended term of the Contract: OFFICIAL RECORD Amendment No.1 to CSC No.54963 CITY SECRETARY Presbyterian Night Shelter of Tarrant County(ESG-CV2) FT. WORTH, TX Month Relative to Date Expenditures Unduplicated Clients as Beginning of Specified in EXHIBIT"A": Contract Term Program Summary Month 3 December 31,2020 15% 15% Month 6 March 31,2021 30% 30% Month 9 June 30,2021 50% 50% Month 12 September 30,2021 65% 65% Month 15 December 30,2021 75% 75% Month 18 March 31,2022 80% 80% Month 21 June 30,2022 90% 90% Month 23 1 September 2,2022 1 100% 100% NOTE: If the Contract was executed prior to October 1,2020 and/or if the Effective Date of the Contract is March 13,2020,all months prior to December 31,2020 are included in the Month 3 period. Section 9 REIMBURSEMENT REQUIREMENTS is revised as follows: Section 9.2.1 Attachment I—Invoice is deleted in its entirety and replaced by the following: "9.2.1 Attachment I—Invoice. This report shall contain the amount requested for reimbursement each month or partial month,the cumulative reimbursement requested to date (inclusive of that month's or partial month's request). Section 9.2.1.1 is hereby amended to read as follows: 9.2.1.1 Agency must submit a separate invoice for each ESG-CV2-eligible activity type funded through this Contract, i.e. Shelter Operations, Homeless Prevention, Rapid Rehousing, Unsheltered Outreach, Administration, and HMIS. Entries on Attachment II Expenditure Summary must list and designate Administration line items separately from Program costs, with the word `Administration' included in the cost item title." Section 9.4 Final Reimbursement Request is added as follows: "9.4 Final Reimbursement Request 9.4.1 Agency's Final Reimbursement Request must be submitted no later than September 9, 2022. The Final Reimbursement Request must include all program-eligible expenses incurred during August 2022. Agency's Final Reimbursement Request may also include a request for advancement of funds for September program expenses for up to 90%of the monthly average of Agency's standard Program operations expenses (staff salaries, benefits, and related program operational expenses). The monthly average of Agency Program Operations expenses will be based on the Program's prior six months' of such expenses charged to the Contract(February thru July 2022). Agency's Final Reimbursement Request may be submitted with partial Complete Documentation for August or September 2022 expenses if such documentation is not available at the time of submittal, provided that such Complete Documentation will be submitted no later than October 15, 2022. Failure to submit Complete Documentation for August or September 2022 expenses by October 16, 2022 may, in City's sole discretion, be cause for delay or withholding of payment of ESG funds awarded through other City Contracts,or may disqualify Agency for consideration under the future City Requests for Proposals for federal grant funds. Amendment No.1 to CSC No.54963 Page 2 Presbyterian Night Shelter of Tarrant County(ESG-CV2) 9.4.2 All Contract funds not requested by Agency as of September 10, 2022 will be subject to immediate recapture by City. IV. The first sentence in Section 17 INSURANCE AND BONDING is deleted and replaced by the following: "Agency will maintain coverage in the form of insurance or bond in the amount of $278,140.00 to insure against loss from the fraud,theft or dishonesty of any Agency's officers,agents,trustees, directors,representatives,or employees." V. Exhibit"A"—Program Summary and Exhibit`B"—Budget attached to the Contract are hereby replaced with the attached Exhibit"A"-Program Summary Revised 8/2021 and Exhibit`B"—Budget revised 8/2021. VI. Unless otherwise specified,this amendment is effective as of the Effective Date of the Contract. 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.54963 Page 3 Presbyterian Night Shelter of Tarrant County(ESG-CV2) AGREED AND ACCEPTED: Presbyterian Night Shelter of Tarrant County CITY OF FORT WORTH not O"K, 1 C.L- By: Toby dwen(Oct 6,202111:17 CDT) By: Fernando Costa(Oct 8,202117:42 CDT) Toby Owen,Chief Executive Officer Fernando Costa,Assistant City Manager gdpn4Un�� A 7 000FORto o o '�9 d ATTEST: pvo oxo APPROVE AS TO FORM AND o 0.o *�d LEGALITY: daa�nEX 45gga By: By: Acting City Secretary Taylor Paris,Assistant City Attorney M&C: 20-0657 1295 Certification No.2020-661613 Date: September 15,2020 RECON V ENDED BY: By: Victor Turner,Director—Neighborhood Services Department 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 Farbara A 2LUt;y Barbara Asbury(Oct 7,202122:52 CDT) Barbara Asbury Compliance and Planning Manager OFFICIAL RECORD CITY SECRETARY Amendment No.I to CSC No.54963 FT. WORTH, TX Presbyterian Night Shelter of Tarrant County(ESG-CV2) PRESBYTERIAN NIGHT SHELTER OF TARRANT COUNTY EXHIBIT "A" Emergency Shelter and Case Management PROGRAM SUMMARY PROGRAM SUMMARY (ESG-CV2) October 1, 2020 to September 2, 2022 $278,140.00 PERIOD AMOUNT Capitalized terms not defined herein shall have meanings assigned them in the Contract. PROGRAM: The Program provides emergency shelter to unaccompanied men in the Karl Travis Men's Center, unaccompanied women in the Lowden-Schutts Women's Center, and families in the Morris Foundation Family Center. In addition to shelter,meals,and hygiene items,we also provide access to case management services to help individuals rapidly exit homelessness. Case Management is also available on-site. ESG Funds will be used to pay for a percentage of salaries and fringe benefits for Program employees involved in the daily operations of the shelter. ESG Funds will also pay for a portion of other miscellaneous services,including mileage,cell phone and other administrative expenses to cover increased cost due to the COVID pandemic. Program services will be available 24 hours a day, 7 days a week,at the following locations: Men's Shelter 2400 Cypress St,Fort Worth,TX 76102 Women's Shelter 2401 Cypress St,Fort Worth,TX 76102 The Morns Foundation for Women&Children 2320 Poplar St,Fort Worth,TX 76102 REGULATORY CLASSIFICATION: Service Category (if more than one category, specify amount for each): ESG Emergency Shelter Component Regulatory Citation(s): 24 CFR 576.102 Coronavirus Aid,Relief,and Economic Security Act of 2020 Agency will maintain documentation which verifies that 100%of the clients served are homeless based on the current HUD definitions. PROGRAM GOALS: ESG ES CV2 2020-2022—EXHIBIT"A'—PROGRAM SUMMARY Page 1 Presbyterian Night Shelter of Tarrant County—Amendment I Minimum Number of Clients to be Served: The Program must serve a minimum of 2000 Unduplicated Clients as shown by the monthly CAPER reports. A. Those who exited to permanent housing at exit: —90 ; 3 % B. Those who have non-cash benefits at exit: 150 5 % C. Those who have cash income at exit: 150 5 % D. Number of persons served less than 60 days between project entry and move- in: 30 ; 1 % E. Number of persons served that spent greater than 60+days between project entry and move- in: 60 2 % ESG ES CV2 2020-2022—EXHIBIT"A'—PROGRAM SUMMARY Page 2 Presbyterian Night Shelter of Tarrant County—Amendment 1 EXHIBIT"B"-BUDGET Account Grant Budget Increase Decre EMERGENCY SHELTER ESSENTIAL SERVICES Salaries 1001 $ 189,000.00 $ 14,260.00 $ 203,260.00 FICA 1002 $ 11,718.00 $ 884.00 $ 12,602.00 Life/Disability Insurance 1003 $ - Health/Dental Insurance 1004 $ 39,702.00 $ 2,996.00 $ 42,698.00 Unemployment-State 1005 $ - Worker's Compensation 1006 $ - Office Supplies 1007 $ - Food Supplies 1008 $ - Insurance 1009 $ - Accounting 1010 $ - Contract Labor Security(City needs copy of contract before expenses can be reimbursed) 1011 $ - Other(cell,mileage,supplies,admin) 1012 $ 19,580.00 $ 19,580.00 SHELTER OPERATIONS Maintenance 2001 $ - Security 2002 $ - Insurance 2003 $ - Utilities 2004 $ - Supplies 2005 $ - Repairs(Kitchen Renovation) 2006 $ - Other(meals) 2007 $ - SUBTOTAL EMERGENCY SHELTER $ 260,000.00 $ 18,140.00 $ - $ 278,140.00 HOUSING RELOCATION AND STABILIZATION PREVENTION Salaries 3001 FICA 3002 Life/Disability Insurance 3003 Health/Dental Insurance 3004 Unemployment-State 3005 Worker's Compensation 3006 Othero 3007 REHOUSING Salaries 4001 FICA 4002 Life/Disability Insurance 4003 Health/Dental Insurance 4004 Unemployment-State 4005 Worker's Compensation 4006 BRA 4007 Retirement 4008 Parking 4009 Mileage 4010 Rental Asiitance/Security Deposits Utility Deposits/Payments Other:(Program supplies and admire): Other(Fringe Benefits):Parking,employee prescreening,BRA,worker's compensation 4011 SUBTOTAL HR&S $ - $ - S - S - FINANCIAL ASSISTANCE PREVENTION Rental Assistance 5001 Utility Payments 5002 REHOUSING Rental Assistance 6001 $ - Security Deposits 6002 Utility Deposits 6003 Utility Payments 6004 Moving Costs 6005 Motel/Hotel Vouchers 6006 SUBTOTAL FINANCIAL ASSISTANCE $ - $ - S - HOMELESS MANAGEMENT INFORMATION SYSTEM(IIMIS) HMIS Software Costs 7001 SUBTOTAL HMIS BUDGET TOTAL $ 260,000.00 $ 18,140.00 $ - S 278,140.00 FUNDING A: FUNDING B: FUNDING C: ESG CV2 PSA CONTRACT 2020-2021-EXHIBIT"B"-Amendment 1 Presbyterian Night Shelter of Tarrant County Page 1 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" -NA SALARY DETAIL Est. Percent to Amount to Position Title Annual Salary Grant Grant Journey Home Guide $ 38,000.00 161.3% $ 61,300.00 Journey Home Advocate $ 25,000.00 161.3% $ 40,329.00 Journey Home Advocate $ 21,000.00 161.3% $ 33,877.00 Journey Home Advocate $ 21,000.00 161.3% $ 33,877.00 Facility Care Taker $ 21,000.00 161.3% $ 33,877.00 TOTAL $ 126,000.00 161.3% $ 203,260.00 FRINGE DETAIL Percent of Est. Percent to Amount to Payroll Amount Grant Grant FICA 6.20% $ 12,602.00 100.0% $ 12,602.00 Life/Disability Insurance $ - Health/Dental Insurance $ 42,698.00 100.0% $ 42,698.00 Unemployment-State $ - Worker's Compensation $ - HRA $ - Retirement $ - Parking $ - Mileage $ 600.00 150.0% $ 900.00 Other Cell Reimbursement $ 360.00 150.0% $ 540.00 TOTAL $ 56,260.00 100.9% $ 56,740.00 SUPPLIES AND SERVICES Est. Percent to Amount to Total Budget Grant Grant Office Supplies 100% Food Supplies TOTAL MISCELLANEOUS ESG CV2 CONTRACT 2020-2021 -EXHIBIT "B" -BUDGET Presbyterian Night Shelter of Tarrant County Page 2 Est. Percent to Amount to Total Budget Grant Grant Insurance Accounting Contract Labor(Security) Other(Admin-VP of Operations-salary) $ 120,933.00 16% $ 19,580.00 TOTAL $ 19,580.00 SHELTER OPERATIONS Est. Percent to Amount to Total Budget Grant Grant Maintenance Security Insurance Utilities Supplies Repairs - Kitchen Renovation 1000 Other(Meals) TOTAL $ - FINANCIAL ASSISTANCE Est. Percent to Amount to Total Budget Grant Grant Rental Assistance $ - Security Deposits Utility Payments Utility Deposits Moving Costs Motel/Hotel Vouchers TOTAL $ - HMIS Est. Percent to Amount to Total Budget Grant Grant HMIS Software Costs TOTAL ESG CV2 CONTRACT 2020-2021 -EXHIBIT "B" -BUDGET Presbyterian Night Shelter of Tarrant County Page 3