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Home My WebLink AboutContract 54269-A3CSC No. 54269-A3 THIRD AMENDMENT TO CITY SECRETARY CONTRACT NO. 54269 This amendment ("Contract") is made and entered into by and between the City of Fort Worth (hereafter "City") and Tarrant County Samaritan House, Inc. (hereafter "Agency"), a Texas non-profit corporation. City and Agency may be referred to individually as a "Party" and jointly as "the Parties". WHEREAS, the City and Agency made and entered into City Secretary Contract No. 54269 ("Contract") on May 19, 2020; WHEREAS, City receives grant monies from the United States Department of Housing and Urban Development (HUD) through the Housing Opportunities for Persons with AIDS Program ("HOPWA-CV") Program, Program No. TX-H2O-FHW002, Catalog of Federal Domestic Assistance No. 14.241; WHEREAS, City has received an additional allocation of HOPWA grant monies under the Coronavirus Aid, Relief, and Economic Security Act ("CARES" Act), referenced by HUD as "HOPWA-CV"; WHEREAS, the HOPWA regulations and related HUD guidance publications establish all requirements for the HOPWA-CV funds except for those specifically described in this Contract as deriving from the CARES Act; WHEREAS, it is the mutual desire of the City and Agency to amend the Contract to decrease the budget by $7,447.00, and adjust budget line items within Exhibit B of the Agreement to reflect this change; WHEREAS, the Agency requested an amendment to extend the term of the agreement through July 1, 2023; and WHEREAS, the Parties mutually agree to incorporate certain reimbursement provisions into Section 9 of the Agreement so that Agency can successfully complete the Program and meet Contract objectives. NOW, THEREFORE, City and Agency hereby agree to amend the Contract as follows: I. Pursuant to Section 3, entitled "Term", of the Contract, the Contract may be extended if such extension is necessary for completion of the program and is authorized by the HOPWA Regulations and the City's grant agreement with HUD. The parties, by entering into this Amendment, agree to extend the Contract to July 1, 2023. II. Section 9 REIMBURSEMENT REQUIREMENTS is revised as follows: Amendment No.3 to CSC No. 54269 Tarrant County Samaritan House, Inc. (HOPWA-CV) OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Section 9.4 Final Reimbursement Request is added and incorporated into the Agreement and will read as follows: "9.4 Final Reimbursement Request 9.4.1 Agency's Final Reimbursement Request must be submitted no later than June 15, 2023. The Final Reimbursement Request must include all program -eligible expenses incurred during June 2023. Agency's Final Reimbursement Request may also include a request for advancement of funds for July 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 (January thru June 2023). Agency's Final Reimbursement Request may be submitted with partial Complete Documentation for June or July 2023 expenses if such documentation is not available at the time of submittal, provided that such Complete Documentation will be submitted no later than Jun 15, 2023. Failure to submit Complete Documentation for June or July 2023 expenses by July 15, 2023 may, in City's sole discretion, be cause for delay or withholding of payment of HOPWA funds awarded through other City's 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 June 15, 2023 will be subject to immediate recapture by City." EXHIBIT "A"- Program Summary to the Contract is hereby replaced in its entirety with the revised EXHIBIT "A"- Program Summary attached. EXHIBIT "B"-Budget to the Contract is hereby replaced in its entirety with the revised EXHIBIT "B"-Budget, attached. IV. This Amendment is effective as of December 31, 2022 and Agency may request reimbursement for allowable costs directly related to implementation of the Housing Opportunities for Persons with AIDS Program ("HOPWA-CV") Program. V. 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.3 to CSC No. 54269 Tarrant County Samaritan House, Inc. (HOPWA-CV) ACCEPTED AND AGREED: TARRANT COUNTY SAMARITAN HOUSE, INC. Kimberly Robinson, Executive Director ATTEST: B 4g44Uaq� o duo o�=a P�*o odd oa000000000 a a� nEXA?o�a Jannette Goodall, City Secretary M&C: G-20-0471 1295 Certification No. 2020-622836 Date: May 19, 2020 RECOMMENDED: By: Uu� CITY OF FORT WORTH Fernando Costa, Assistant City Manager Victor Turner, Neighborhood Services Director APPROVE AS TO FORM AND LEGALITY: uJ� By: Jessika Williams Assistant City Attorney 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 Charletta Moaning, Sr. Contract Compliance Specialist Amendment No.3 to CSC No. 54269 Tarrant County Samaritan House, Inc. (HOPWA-CV) OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX TARRANT COUNTY SAMARITAN HOUSING, INC. EXHIBIT "A" Tenant -Based Rental Assistance PROGRAM SUMMARY PROGRAM SUMMARY (HOPWA-CV) March 13,2020- July 1, 2023 $69,886.00 PERIOD AMOUNT Capitalized terms not defined herein shall have meanings assigned them in the Contract. PROGRAM: The Program provides supportive services and Tenant Based Rental Assistance (TBRA) to HOPWA-Eligible Clients living in the Samaritan Villages Apartments, the Samaritan House Single Room Occupancy ("SRO") Facility, and in scattered -site rental -voucher supported housing. The supportive services include case management and housing counseling. Program servicesmay also include congregate meals; substance abuse counseling; medical transportation; recreational and social programs; educational programs; and life and job skills programs. TBRA includes long-term monthly rental assistance. Clients must be Income Eligible according to HUD guidelines, live in a rental unit that passes habitability inspections, and have an identified housing need related to COVID-19 as determined by the client's case manager. HOPWA Funds will pay for direct rent assistance for TBRA clients. HOPWA Funds will be used to pay for a percentage of administrative service salaries and fringe benefits, associated with the Program. HOPWA Funds will also be used to pay for increased operational expenses due to COVID-19 for medical/offce supplies. No more than 7% of the HOPWA Funds will be used to pay for administrative costs, including salaries and fringe benefits and City -required insurance associated with the Program. Agency's office and Program services will be available at 929 Hemphill Street, Fort Worth, Texas 76104, Monday through Friday, 9:00 a.m. to 5:00 p.m. Program services may also be provided at clients' homes. The SRO is staffed 24 hours a day, 7 days a week. The Program will provide services to HOPWA-Eligible clients residing in Tarrant, Johnson, Parker, Wise, Hood and Somervell counties. REGULATORY CLASSIFICATION: IDIS matrix Code(s) and Service Category: 31D HOPWA Project Sponsor Administration 3 1 C HOPWA Project Sponsor Activity Regulatory Citation(s): 24 CFR 574.300(b)(10) — Administrative Expenses HOPWA-CV CONTRACT — EXHIBIT "A" — PROGRAM SUMMARY Tarrant County Samaritan Housing, Inc. 24 CFR 574.300(b)(7) — Supportive Services 24 CFR 574.300(b)(8) Facility Based Operations 24 CFR 574.300(b)(6) — TBRA Agency will maintain documentation which verifies that 100% of clients served by the Program are eligible under HOPWA Regulations. PROGRAM GOALS: Minimum Number of Clients to be Served: The Program will provide TBRA services to a minimum of 5 households. Unduplicated Clients must be residents of Tarrant, Johnson, Parker, Wise, Hood and Somervell counties as shown by the HOPWA-CV CONTRACT — EXHIBIT "A" — PROGRAM SUMMARY 1 Tarrant County Samaritan Housing, Inc. EXHIBIT "B" - BUDGET Account Grant Budget I Increase Decrease Total ADMINISTRATIVE Salaries 1001 $ 3,720.00 $ 3,720.00 FICA 1002 $ 283.93 $ 283.93 Life/Disability Insurance 1003 $ 3.76 $ 3.76I Health/Dental Insurance 1004 $ 496.50 $ 496.50 Unemployment -State 1005 $ - Worker's Compensation 1006 $ - Contract Labor (Accounting) 1007 $ - Audit Fees 1008 $ - Insurance -Commercial Umbrella Liability 1009 $ - Other-Admin. 1010 $ - Insurance -Fidelity Bond or Equivalent 1011 $ - TOTAL ADMINISTRATIVE EXPENSES $ 4,504.19 1 S 840.98 $ - $ 5,345.17 Administrative Cost 6 % 1 SUPPORTIVE SERVICES PROGRAM PERSONNEL Salaries 2001 $ 4,787.49 S 4,787.49 FICA 2002 $ 353.96 $ 353.96 Life/Disability Insurance 2003 $ 6.36 $ 6.36 Health/Dental Insurance 2004 $ 507.81 $ 507.81 lUnemployment-State 2005 $ - Worker's Compensation 2006 $ SUPPLIES AND SERVICES OfficefMedical Supplies 3001 S 1,023.13 $ 189.38 $ 833.75 Office Equipment Rental 3002 $ - Postage 3003 $ - Printing 3004 $ MISCELLANEOUS Contract Labor -Nutritionist 4001 $ - IOther-Program 4002 $ - Client Teansportation 4003 $ FACILITY AND UTILITIES Telephone 5001 (Electric 5002 1 IGas 5003 I Water and Wastewater 5004 Solid Waste Disposal 5005 Rent (City needs copy of lease before expenses can be reimbursed) 5006 Custodial Services 5007 S - IMaintenance/Repairs 5008 Building Security 5009 LEGAL, FINANCIAL AND INSURANCE Commercial Liability TOTAL SUPPORTIVE SERVICE EXPENSES 6001 $ 6,678.74 $ S - $ 189.38 $ 6,489.36 DIRECT ASSISTANCE-STRMU Short-term Rent Assistance 7001 Short-term Mortgage Assistance 7002 Short-term Utilities Assistance 7003 Total Direct Assistance-STRMU TENANT BASED RENTAL ASSISTANCE - TBRA Tenant Based Rental Assistance (TBRA)* Total Direct Assistance-TBRA 9001 S 66,150.07 $ 66,150.07 $ S 8,098.60 $ 58,051.47 $ 8,098.60 $ 58,051.47 FACILITY BASED OPERATIONS PERSONNEL Salaries 9001 $ - (FICA 9002 $ Life/Disability Insurance 9003 $ Health/Dental Insurance 9004 $ - Unemployment -State 9005 $ - Worker's Compensation 9006 $ Other: Operations 9007 $ - Telephone 9008 1 I Electric 9009 1 IMaintenance/Repairs 9010 1 Cleaning Supplies 9011 TOTAL FACILITY BASED OPERATION EXPENSES $ - $ - $ - $ - IBUDGETTOTAL $ 840.98 $ 8,287.98 $ 69,886.00 FUNDING A: FUNDING B: FUNDING C: FUNDING D: HOPWA CV CONTRACT 2020 - EXHIBIT "B" - BUDGET Tarrant County Samaritan Housing, Inc. Page I CITY COUNCIL AGENDA DATE: 6/23/2020 REFERENCE **M&C 20- LOG NAME: NO.: 0471 CODE: C TYPE: CONSENT PUBLIC HEARING: Official site of the City of Fort Worth, Texas FORTWORTII "41~. 19NS CARES ACT HUDFUNDS TIER2 AWARDS NO SUBJECT: Authorize the Acceptance of Award of Federal Grant Funds in the Amount of $2,924,143.00 from the U.S. Department of Housing and Urban Development Coronavirus Aid, Relief, and Economic Security (CARES) Act Community Development Block Grant and Emergency Solutions Grant Funds, and Authorize Execution of Related Contracts (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that City Council: 1. Authorize the acceptance award of federal grant funds in the amount of $2,924,143.00 from the U.S. Department of Housing and Urban Development Coronavirus Aid, Relief, and Economic Security (CARES) Act for programs detailed below; 2. Authorize the City Manager or his designee to execute contracts with the agencies listed in Tables i and 2 below for up to eighteen -month terms for Coronavirus Aid, Relief, and Economic Security (CARES) Act Community Development Block Grant (CDBG-CV) and Emergency Solutions Grant (ESG-CV) funds, contingent upon receipt of funding and satisfactory completion of all regulatory requirements; and 3. Authorize the City Manager or his designee to extend contracts for up to one year if an agency requests an extension and such extension is necessary for completion of the program, or to amend contracts if necessary to achieve program goals, provided any amendment is within the scope of the program and complies with City policies and all applicable laws and regulations governing the use of federal grant funds. DISCUSSION: The Coronavirus Aid, Relief, and Economic Security (CARES) Act was signed into law on March 27, 2020 to respond to the many impacts of the COVID-19 public health emergency. The CARES Act includes provisions to help local governments prevent, prepare for and respond to the Coronavirus, including providing for additional allocations of formula grant funds under the Community Development Block Grant and Emergency Solutions Grant programs. The City was notified on April 9, 2020 of the award, consisting of $4,360,290.00 in CDBG-CV funds and $2,202,929.00 in ESG-CV funds.. All funds must be used to prevent, prepare for, and respond to the coronavirus. On May 19,2020, City Council approved a Substantial Amendment to the City's 2019-20 Action Plan for U.S. Department of Housing and Urban Development (HUD) grant funds stating how these CARES Act grant funds were to be used, and amended the City's Citizen Participation Plan to reduce public comment periods for CARES Act funds from 30 days to five days as authorized by the CARES Act (M&C 20-0330). This 5-day public comment period was held from May 3, 2020 to May 9, 2020. Notice of this public comment period was published in the Fort Worth Star -Telegram, posted on the City's website, and distributed through the City Community Engagement Office. Any comments received are maintained by the Neighborhood Services Department in accordance with federal regulations. The Substantial Amendment to the Action Plan for CARES Act funds was based on the following guiding principles as approved on April 29, 2020 by the Community Development Council (CDC): Addressing needs which HUD grant funds are uniquely qualified to serve and that other funding sources cannot serve (housing). Addressing the most urgent needs (food, shelter) and the needs of populations most sensitive to the Coronavirus (elderly). Reliance on existing allocation processes and existing nonprofit partners to increase the speed and simplicity of service delivery and to reduce administrative challenges and compliance concerns. Consistency with local priority needs and goals previously established in the City's 2018-2020 Consolidated Plan. Using these principles, three key activities were approved by the CDC for the use of CARES Act funds: emergency rental assistance, services for the elderly, and employment related services. Emergency rental assistance activities address both the affordable housing and homeless services Consolidated Plan goals and may include homelessness prevention and rapid rehousing for persons already homeless. All emergency rental assistance programs funded with CARES Act funds will provide up to three months rental payments for income eligible applicants, and will require tenants pay no more than 30 percent of their income towards their rent. Services for the elderly address the Aging in Place Consolidated Plan goal. Employment -related services address the Poverty Reduction Consolidated Plan goal. The CDC also approved a two-tier process for allocation of these HUD CARES Act funds. Tier One funds totaling $2,546,754.00 were awarded to activities and agencies through M&C 20-0330 (which also appropriated the entire award of $6,810,056.00). Tier Two funds totaling $2,924,143.00 ($457,664.00 in ESG-CV and $2,466,479.00 in CDBG-CV) were to be allocated through a competitive Request for Proposal (RFP) with the goal of identifying additional service delivery partners by the end of May. The responses to the Tier Two RFP were received on May 25, 2020. The CDC reviewed the proposals and approved recommendations for additional CARES Act funding awards on June 3, 2020. As authorized by the CARES Act, for all CDBG-CV, ESG-CV, and HOPWA-CV contracts, the Effective Date for reimbursement of eligible costs will be March 13, 2020, the date of the declaration of national emergency due to COVID-19, provided such costs have been documented to have been incurred to prevent, prepare for, or respond to the Coronavirus Pandemic. A summary of these Tier Two funding recommendations approved by the CDC is provided below. A spreadsheet of funding recommendations is also attached. CARES ACT COMMUNITY DEVELOPMENT BLOCK GRANT., Tier 11 (CDBG-CV) It is recommended that the $2,466,479.00 of CDBG-CV funds be awarded for public service agency contracts as follows: TABLE 1: CDBG-CV AGENCIES AGENCY PROGRAM AMOUNT Housing Channel Emergency Rental Assistance $350,000.00 Center for Transforming Emergency Rental Assistance $656,358.00 Lives Meals on Wheels, Inc. of Tarrant Home Delivery of Meals/Food $100,000.00 County Family Pathfinders, of Tarrant Emergency Rental Assistance $375,000.00 County The Presbyterian Night Shelter Clean Slate Employment Services $160,000.00 of Tarrant County, Inc. Recovery Resource Employment Services for Veterans $54,900.00 Council Sixty and Meal Delivery Program $200,000.00 Better, Inc. Tarrant County Emergency Rental Assistance $200,000.00 Samaritan Housing, Inc The Salvation Emergency Rental Assistance $250,000.00 Army The Women's Center of Tarrant Employment Services $120,221.00 County, Inc. TOTAL CDBG-CV $2,466,479.00 CONTRACTS CARES ACT EMERGENCY SOLUTIONS GRANT (ESG-CV) It is recommended that the $457,664.00 ESG-CV funds be awarded for public service agency contracts as follows: TABLE 2: ESG-CV AGENCIES AGENCY The Presbyterian Night Shelter of Tarrant County, Inc. Center for Transforming Lives TOTAL ESG —CV CONTRACTS PROGRAM AMOUNT Rapid Re -Housing $200,000.00 Rapid Re -Housing $257,664.00 $457,664.00 All figures have been rounded to the nearest dollar for presentation purposes. These programs are available in ALL COUNCIL DISTRICTS. FISCAL INFORMATION/CERTIFICATION: The Director of Finance certifies that upon approval of the above recommendations, adoption of the attached appropriation ordinance and receipt of grant funds, funds will be available in the current operating budget, as appropriated, of the Grants Operating Federal Fund. These are reimbursement grants. The Neighborhood Services Department has the responsibility to validate the availability of funds prior to an expenditures being made. TO 4 Fund I Department Account Pr' jject ID FROM fFund Department Account Project f ID ID Submitted for City Manager's Office bv_ Program Activity Budget i Reference # Year (Chartfield 2) Program I j Activity Budget Reference # Year I (Chartfield 2) Fernando Costa (6122) Amount Amount Originating Department Head: Victor Turner (8187) Additional Information Contact: Barbara Asbury (7331) ATTACHMENTS