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Home My WebLink AboutContract 55043-A1 CSC No.55043-A1 FIRST AMENDMENT TO CITY SECRETARY CONTRACT NO. 55043 WHEREAS the City of Fort Worth ("City") and The Salvation Army, A Georgia NonProfit Corporation("Agency")made and entered into City Secretary Contract No. 55043 ("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, the agency requested a revision to the contract to broaden the scope of the program to include shelter operations,together with a revised budget that allows for related costs including costs for operations supplies,food supplies,maintenance, security,contract staff,and HMIS software; WHEREAS,it is the mutual desire of the City and Agency to amend the Contract budget by revising the line items for security deposits and rental assistance and by adding the line items referenced above; 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. 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." II. 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: 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% OFFICIAL RECORD Amendment No.I to CSC No.55043 CITY SECRETARY The Salvation Army,A Georgia Nonprofit Corporation(ESG-CV2) FT.WORTH, TX 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. III. 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. 9.4.2 All Contract funds not requested by Agency as of September 10, 2022 will be subject to immediate recapture by City." IV. Exhibit"A"—Program Summary and Exhibit`B"—Budget attached to the Contract are hereby replaced with the attached Exhibit"A"-Program Summary Revised 9/2021 and Exhibit`B"—Budget revised 9/2021. Amendment No.1 to CSC No.55043 Page 2 The Salvation Army,A Georgia Nonprofit Corporation(ESG-CV2) V. Unless otherwise specified,this amendment is effective as of the Effective Date of the Contract. VI. 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.55043 Page 3 The Salvation Army,A Georgia Nonprofit Corporation(ESG-CV2) AGREED AND ACCEPTED: THE SALVATION ARMY,A GEORGIA NONPROFIT CORPORATION CITY OF FORT WORTH aeelr La�WgL �. By: Ronnie Raymer(Nov 18,2021� By: Fernando Costa(Nov 19,202108:50 CST) Ronnie Raymer,Texas Divisional Commander Fernando Costa,Assistant City Manager ATTEST: APPROVE AS TO FORM AND LEGALITY: By: By: Acting City Secretary Taylor Paris,Assistant City Attorney M&C: 20-0657 ��ddn�nn� 1295 Certification No.2020-662020 '4F°FORr as Date: September 15,2020 Ay o° °°J Ok o E.o °0�0 0 RECON V ENDED BY: ��D °�` , °000000000° ,a �FXpSoAb 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 &Srtlnra' AE, Mg-y Barbara Asbury(Nov 18,202 11:37 CST) Barbara Asbury Compliance and Planning Manager OFFICIAL RECORD Amendment No.I to CSC No.55043 CITY SECRETARY The Salvation Army,A Georgia Nonprofit Corporation(ESG-CV2) FT. WORTH, TX THE SALVATION ARMY,A GEORGIA EXHIBIT "A" NONPROFIT CORPORATION Fort Worth Mabee Center—Rapid Re- PROGRAM SUMMARY -REVISED Housing and Shelter Operations PROGRAM SUMMARY (ESG-CV2) October 1, 2020 to September 2, 2022 (Extension & $700,000.00 Change of Scope) PERIOD AMOUNT Capitalized terms not defined herein shall have meanings assigned them in the Contract. PROGRAM: The Program provides Rapid Re-Housing Services (,RR).for individuals and families who are homeless as defined by HUD, including short-term financial assistance for rent and security deposits to help mitigate the impact of the COVID 19. Any financial assistance will not exceed 12 months, or the time period authorized by HUD guidance and Agency policy for use of ESG- CV2 funds. Rental assistance for clients who are rapidly rehoused: 1-3 months- TSA pays 100%of monthly rent; 4-6 months-TSA pays 75% of monthly rent and 6-12 months-TSA pays 50% of monthly rent. Clients needing financial assistance beyond what is listed above will be evaluated on a case-by-case basis and must be approved by the Program Manager. RR program offers security deposits, rent assistance on a declining subsidy model, and case management using ESG-CV2 funds. ESG-CV2 Funds will be used to pay for financial assistance in the form of rent payments and security deposits payments, including arrears if necessary for Prevention. ESG-CV2 funds will also be used to pay for salaries and fringe benefits for a full-time Case Manager. ADDED SCOPE AS OF (effective date for use of Operations funds is 10/l/2021): Program will include support for Shelter Operations to include coverage of the following costs related to providing emergency shelter to homeless families: supplies, food supplies, maintenance, security, contract labor/staff, and HMIS software. Agency's office is located at 1855 E. Lancaster, Fort Worth, TX 76103. Case Management services will be provided Monday through Friday, 9:00 a.m. to 5:00 p.m., with evening or weekend appointments scheduled as needed to accommodate client's schedule. Life skills and financial education classes times vary and are held Monday through Friday. Emergency Shelter is located at 1855 East Lancaster, Fort Worth, TX 76103. The Emergency Shelter program provides services to single women and all family compositions, including single fathers, intact families, single mothers, families with teenage sons, and same sex households. The Emergency ESG-CV2 The Salvation Army 2020-2022—EXHIBIT"A"—PROGRAM Page I SUMMARY—Amendment I Shelter aims to be a conduit, providing access to stable housing and supportive services to help eliminate homelessness while maintaining clients' health and preventing further spread of COVID. The program does not require the families to split up but serve them as a unit together. The intent is to promote personal empowerment to assist in restoring dignity and self-sufficiency. While enrolled in the programs, clients receive lodging, hot meals, shower facilities, hygiene products, referral, and case management REGULATORY CLASSIFICATION: Regulatory Citations: Rapid Re-Housing: 24 CFR 576.104d Emergency Shelter Operations: 24 CFR Component Requirements: 24 CFR 576.102 Ranid Re-Housing Assistance Documentation 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 each Rapid Rehousing housing unit for which financial assistance is provided, including rental amounts and compliance with ESG Minimum Habitability Standards. Emergency Shelter Operations Documentation (Added Scope) Agency will maintain and follow written intake procedures to verify status of homeless clients receiving emergency shelter, including use of Homeless Management Information System to document intake worker observations or other information regarding how the client meets the HUD definition of homeless at the time of entry in the shelter. PROGRAM GOALS: Rapid Re-Housing Assistance Minimum Number of Fort Worth Clients to be Served:During the CARES grant period, the RRH program anticipates serving a minimum of 28 Unduplicated Clients from Fort Worth as shown by the monthly reports on Attachment III. Shelter Operations (Added Scope): Minimum Number of Clients to Be Served: During the term of the contract, the Mabee Center Emergency Shelter will serve a minimum of 100 households and 250 unduplicated persons. ESG-CV2 The Salvation Army 2020-2022—EXHIBIT"A"—PROGRAM Page 2 SUMMARY—Amendment 1 EXHIBIT"B"-BUDGET Account I Grant Budgei Increase Decrease Total EMERGENCY SHELTER ESSENTIAL SERVICES Salaries 1001 $ - FICA 1002 $Life/Disability Insurance 1003 $Health/DentalInsurance 1004 $ - Unemployment-State 1005 $ - Worker's Compensation 1006 $ - Office Supplies 1007 $ - Food Supplies 1008 $ 23.063.00 $ 23,063.00 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 $ 35,000.00 $ 35,000.00 Security 2002 $ 35,000.00 $ 35,000.00 Insurance 2003 $ - Utilities 2004 $ - Supplies 2005 $ 55,437.00 $ 55,437.00 Repairs 2006 $ - Other(kitchen staff/operation-contract labor) 2007 $ 46250.00 $ 46250.00 SUBTOTAL EMERGENCY SHELTER $ - $ 194,750.00 $ 194,750.00 HOUSING RELOCATION AND STABILIZATION PREVENTION Salaries 3001 FICA 3002 Life/Disability Insurance 3003 Health/Dental Insurance 3004 Unemployment-State 3005 Worker's Compensation 3006 Other() 3007 REHOUSING Salaries 4001 $ 120,120.00 $ 120,120.00 FICA 4002 $ 9,190.00 $ 9,190.00 Life/Disability Insurance 4003 $ - $ - Health/DentalInsurance 4004 $ 28,890.00 $ 28,890.00 Unemployment-State 4005 $ - Worker's Compensation 4006 $ - BRA 4007 $ Retirement 4008 $ - Parking 4009 $ - Mileage 4010 $ - Rental Assstance/Security Deposits $ - Utility Deposits/Payments Other:(Program supplies and admin):Food; postage;telephone/network/intemet;occupancy; mileage;training and professional development; EMS/professional/contract fees;other direct client and supportive services;equipment rental/non-cap;indirect Other(Fringe Benefits):Parking,employee prescreening,BRA,worker's compensation 4011 Admin SUBTOTAL HR&S $ 158,200.00 $ - $ - S 158,200.00 FINANCIAL ASSISTANCE PREVENTION Rental Assistance 5001 Utility Payments 5002 REHOUSING Rental Assistance 6001 $ 525,000.00 $209,200.00 $ 315,800.00 Security Deposits 6002 $ 16,800.00 $13,200.00 $ 30,000.00 Utility Deposits 6003 Utility Payments 6004 Moving Costs 6005 Motel/Hotel Vouchers 6006 SUBTOTAL FINANCIAL ASSISTANCE $ 541,800.00 $ 13,200.00 $ 209,200.00 $ 345,800.00 HOMELESS MANAGEMENT INFORMATION SYSTEM(MUS) EMS Software Costs 7001 $ 1,250.00 $ 1250.00 SUBTOTAL MHS 1$ 1,250.00 $ 1,250.00 BUDGET TOTAL S 700,000.00 1 S 209,200.00 S 209,200.00 $ 700,000.00 FUNDING A: FUNDING B: FUNDING C: ESG CV2 PSA CONTRACT 2020-EXHIBIT"B"-AMENDMENT 1 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"—Budget is December 31, 2021. SALARY DETAIL Est. Percent to Amount to Position Title Annual Salary Grant Grant RR Case Management Specialist $60,060.00 100.0% $60,060.00 RR Case Management Specialist $60,060.00 100.0% $60,060.00 TOTAL $ 120,120.00 100.0%1 $ 120,120.00 FRINGE DETAIL Percent of Est. Percent to Amount to Payroll Amount Grant Grant FICA $ 9,190.00 100.0% $ 9,190.00 Life/Disability Insurance Health/Dental Insurance % $ 28,890.00 100.0% $ 28,890.00 Unemployment-State Worker's Compensation HRA Retirement Parking Mileage Other TOTAL $ 38,080.00 100.0% $ 38,080.00 SUPPLIES AND SERVICES Est. Percent to Amount to Total Budget Grant Grant Office Supplies Food Supplies $ 23,063.00 100.0% $ 23,063.00 TOTAL I $ 23,063.00 MISCELLANEOUS Est. Percent to Amount to Total Budget Grant Grant Insurance Accounting Contract Labor(Security) Other() ESG CV 2 CONTRACT 2020-EXHIBIT "B" -BUDGET THE SALVATION ARMY-AMENDMENT 1 Page 1 TOTAL SHELTER OPERATIONS Est. Percent to Amount to Total Budget Grant Grant Maintenance $ 35,000.00 100.0% $ 35,000.00 Security $ 35,000.00 100.0% $ 35,000.00 Insurance Utilities Supplies $ 55,437.00 100.0% $ 55,437.00 Repairs Other(kitchen staff/operation-contract labor) $ 46,250.00 100.0% $ 46,250.00 TOTAL $ 171,687.00 FINANCIAL ASSISTANCE Est. Percent to Amount to Total Budget Grant Grant Rental Assistance $ 315,800.00 100.0% $ 315,800.00 Security Deposits $ 30,000.00 100.0% $ 30,000.00 Utility Payments Utility Deposits Moving Costs Motel/Hotel Vouchers TOTAL $ 345,800.00 $ 345,800.00 HMIS Est. Percent to Amount to Total Budget Grant Grant HMIS Software Costs $ 1,250.00 100.0% $ 1,250.00 TOTAL $ 1,250.00 ESG CV 2 CONTRACT 2020-EXHIBIT "B" -BUDGET THE SALVATION ARMY-AMENDMENT I Page 2