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Home My WebLink AboutContract 54965-A1 CSC No.54965-A1 FIRSTAMENDMENT TO CITY SECRETARY CONTRACT NO. 54965 WHEREAS the City of Fort Worth ("City") and Presbyterian Night Shelter of Tarrant County ("Agency")made and entered into City Secretary Contract No. 54965 ("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$67,000.00; 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$767,000.00,of which$700,000.00 is for program expenses to serve eligible client populations and $67,000.00 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-CV2 Funds. City shall provide up to $767,000.00 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.l to CSC No.54965 CITY SECRETARY Presyberian 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 September 2,2022 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.54965 Page 2 Presyberian 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 $767,000.00 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.54965 Page 3 Presyberian Night Shelter of Tarrant County(ESG-CV2) AGREED AND ACCEPTED: Presbyterian Night Shelter of Tarrant County CITY OF FORT WORTH Tb Omee 1 By: TO�en(Oct 6,202111:03 CDT) By: Fernando Costa(Oct 8,202117:41 CDT) Toby Owen,Chief Executive Officer Fernando Costa,Assistant City Manager oa FO o as � �0000000°o��d 0 0 lft ATTEST: v0 o=� APPROVE AS TO FORM AND o ° �a°°° °o*� LEGALITY: °O000000° .a By. By: \� Acting City Secretary Taylor Paris,Assistant City Attorney M&C: 20-0657 1295 Certification No. 2020-661595 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 &Srbnr"L Barbara Asbury(Oct 7,2021 2:54 CDT) Barbara Asbury Compliance and Planning Manager OFFICIAL RECORD CITY SECRETARY Amendment No.I to CSC No.54965 FT. WORTH, TX Presyberian Night Shelter of Tarrant County(ESG-CV2) PRESBYTERIAN NIGHT SHELTER EXHIBIT "A" Rapid Re-Housing-CV2 PROGRAM SUMMARY PROGRAM SUMMARY (ESG-CV2) October 1,2020- September 2,2022 $767,000.00 PERIOD AMOUNT Capitalized terms not defined herein shall have meanings assigned them in the Contract. PROGRAM: The Program provides housing stability case management and financial assistance to exit individuals from a congregant shelter or encampment area to housing in an effort to reduce the spread of COVIDI9. Client assistance will include rent and other allowable costs associated with obtaining and maintaining stable housing. ESG Funds will pay for two full-time case managers, 90% for a Program Manager and 15% of the Director of Housing Services. Client assistance will include rent, deposits and utility payments Program services will be available Monday — Friday from 8:00 a.m.-5:00 p.m., at the following locations: Men's Shelter 2400 Cypress 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 that 100% of clients served meet the criteria under paragraph (1)of the homeless definition in 24 CFR 576.2 or meet the criteria in paragraph(4)of the homeless definition and live in an emergency shelter or other place described in paragraph (1) of the homeless definition. Agency will also maintain documentation on eligibility for the housing unit for which financial assistance is provided, including rental amounts and compliance with ESG Minimum Habitability Standards. ESG RRH CV2—EXHIBIT"A"—PROGRAM SUMMARY Page 1 Presbyterian Night Shelter of Tarrant County—Amendment 1 PROGRAM GOALS: Minimum Number of Clients to be Served: The Program must serve a minimum of 50 Unduplicated Clients as shown by the monthly Attachment III and yearly SAGE(I MIS reporting). Timely,accurate, and complete information should always be reported,but not be limited,to the following number and percentage goals of those clients served: A. Those who exited to permanent housing at exit: 35 ;70% B. Those who have non-cash benefits at exit: 35 ; 70% C. Those who have cash income at exit: 25 ; 50% D. Number of persons served less than 60 days between project entry and move-in: _40; 80% E. Number of persons served that spent greater than 60+days between project entry and move- in: 10; 20% ESG RRH CV2—EXHIBIT"A"—PROGRAM SUMMARY Page 2 Presbyterian Night Shelter of Tarrant County—Amendment 1 EXHIBIT"B"-BUDGET Account I 47rant Budget I Increase Decrease Total EMERGENCY SHELTER ESSENTIAL SERVICES Salaries 1001 FICA 1002 Life/Disability Insurance 1003 Health/Dental Insurance 1004 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(ADMIN) 1012 SHELTER OPERATIONS Maintenance 2001 Security 2002 Insurance 2003 Utilities 2004 Supplies 2005 Repairs 2006 Othero 2007 SUBTOTAL EMERGENCY SHELTER 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 $ 186,975.00 $ 18,060.00 $ 205,035.00 FICA 4002 $ 11,592.45 $ 2,392.00 $ 13,984.45 Life/Disability Insurance 4003 $ - Health/DentalInsurance 4004 $ 28,000.00 $ 28,000.00 Unemployment-State 4005 $ - Worker's Compensation 4006 $ - BRA 4007 $ Retirement 4008 $ - Parking 4009 $ Mileage 4010 S - Rental Asistance/Security Deposits $ - Utility Deposits/Payments $ - Other:Admin Salary-see DETAIL $ 67,000.00 $ 67,000.00 Other(Fringe Benefits):Parking,employee prescreening BRA,worker's compensation 4011 $ - SUBTOTAL HR&S $ 293,567.45 $ 20,452.00 $ $ 314,019.45 FINANCIAL ASSISTANCE PREVENTION Rental Assistance 5001 Utility Payments 5002 REHOUSING Rental Assistance 6001 $338,432.55 $ 46,548.00 $ 384,980.55 Security Deposits 6002 $ 47,000.00 $ 47,000.00 Utility Deposits 6003 $ 21,000.00 $ 21,000.00 Utility Payments 6004 $ Moving Costs 6005 $ - Motel/Hotel Vouchers 6006 $ - #OSSMoftware TOTAL FINANCIAL ASSISTANCE $ 406,432.55 $ 46,548.00 $ $ 452,980.55 HOMELESS MANAGEMENT INFORMATION SYSTEM(MUS) Costs 7001 SUBTOTAL HMIS BUDGET TOTAL I $ 700,000.00 1$ 67,000.00 $ IS 767,000.00 ESG CV2 RRH CONTRACT 2020-EXHIBIT"B"-Amendment 1 Paue 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(Case Mgr)(18 mos) $ 36,000.00 175.1% $ 63,030.00 Journey Home Guide(Case Mgr)(18 mos) $ 36,000.00 175.1% $ 63,030.00 Program Manager(18 mos)(90%x 18mos) $ 46,000.00 135.0% $ 62,100.00 Director of Housing Services(15%x 18 mos) $ 75,000.00 22.5% $ 16,875.00 TOTAL $ 1939000.00 $ 2059035.00 FRINGE DETAIL Percent of Est.Percent to Amount to Payroll Amount Grant Grant FICA 6.20% $ 13,984.45 100.0% $ 13,984.45 Life/Disability Insurance Health/DentalInsurance $ 28,000.00 100.0% $ 28,000.00 Unemployment-State Worker's Compensation HRA Retirement Parking Mileage Other-cell/mileage $ 3,500.00 TOTAL $ 459484.45 92.3% $ 41,984.4.5 SUPPLIES AND SERVICES Est.Percent to Amount to Total Budget Grant Grant Office Supplies $ 2,500.00 $ - Food Supplies TOTAL $ - MISCELLANEOUS-Other Admin Est.Percent to Amount to Total Budget Grant Grant VP Programs $ 126,033.00 30% $ 37,810.00 Accounting staff $ 362,100.00 6% $ 18,105.00 Human Resource $ 201,545.45 6% $ 11,085.00 Other(Admm) $ - TOTAL $ 679000.00 SHELTER OPERATIONS Est.Percent to Amount to Total Budget Grant Grant Maintenance Security Insurance Utilities Supplies Repairs ESG CV2 RRH-EXHIBIT"B"-BUDGET Presbyterian Night Shelter of Tarrant County-Amendment 1 Page 2 Other() TOTAL FINANCIAL ASSISTANCE Est.Percent to Amount to Total Budget Grant Grant Rental Assistance $ 384,980.55 100% $ 384,980.55 Security Deposits $ 47,000.00 100% $ 47,000.00 Utility Payments $ 21,000.00 100% $ 21,000.00 Utility Deposits Moving Costs Motel/Hotel Vouchers TOTAL $ 4.52,980.55 $ 452,980.55 HMIS Est.Percent to Amount to Total Budget Grant Grant HMIS Software Costs $ 1,000.00 TOTAL ESG CV2 RRH-EXHIBTT'B"-BUDGET Presbyterian Night Shelter of Tarrant County-Amendment I Page 3