HomeMy WebLinkAboutContract 60259STATE OF TEXAS §
COUNTY OF TARRANT §
This contract (
Worth (hereafter "Cit
`Agency"), a Texas
ndividually as a "Part
WHEREAS,
ng and Urban Develop
m, Program No. B-22
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Council have determi
CSC No. 60259
"Contract") is made and entered into by and between the City of Fort
y") and Boys and Girls Clubs of Greater Tarrant County (hereafter
` non-profit corporation. City and Agency may be referred to
i y" and jointly as "the Parties".
The Parties state as follows:
Ci
ty receives grant monies from the United States Department of
Housi ment through the Community Development Block Grant ("CDBG")
Progra-MC-48-0010, Catalog of Federal Domestic Assistance No. 14.218;
national objective of the CDBG program is to benefit low and
ens in accordance with 24 CFR Part 570, as amended from time to
t
Ag
ency submitted a proposal to use CDBG funds for a program to
families, 51% of whom must be low and moderate income;
Ci
ty citizens, the Community Development Council, and the City
ed that CDBG programs are needed by the City's citizens.
NOW, THER
TION OF RECITALS.
cy hereby agree that the recitals set forth above are true and correct
n which the Parties have entered into this Contract.
S.
te
rms defined in the body of this Contract, the terms set forth below
ns ascribed to them as follows:
or AMI means the median family income for the Fort Worth -
an statistical area as established annually by HUD. The 2023 income
eto as EXHIBIT "A-1" — 2023 HUD Income Limits.
nterprise Ordinance or BDE means the City's Business Diversity
No. 24534-11-2020, as may be amended from time to time.
nity Development Block Grant.
ation means the following documentation as applicable:
ments I, II, and III, with supporting documentation including:
OFFICIAL RECORD
CT 2023-24 CITY SECRETARY Page 1
reater Tarrant County FT. WORTH, TX
o Proof of expense: copies of timesheets, invoices, leases, service
contracts or other documentation showing that payment is due by
Agency.
o Proof of payment: cancelled checks, bank statements, or wire
transfers necessary to demonstrate that amounts due by Agency were
actually paid by Agency.
o Proof of client eligibility: either (i) verifiable self -certification of
income such as the City's Certification Income Statement attached as
EXHIBIT "E" — Form of Income Self -Certification or a similar
form approved by City, or (ii) Source Documentation.
• Complete Documentation shall meet the standards described in the
attached EXHIBIT "F" - Standards for Complete Documentation.
• Any other document or record reasonably necessary to verify costs spent
and client eligibility for the Program.
CDBG Funds means the CDBG grant funds supplied by City to Agency under the terms
of this Contract.
CDBG Regulations means regulations found at 24 CFR Part 570 et seq.
Countywide Agencies means agencies with 10% or more of clients that reside outside of
the boundaries of the City. All other agencies are considered Fort Worth agencies.
DBE means disadvantaged business enterprise in accordance with 49 CFR Part 26.
Director means the Director of the Neighborhood Services Department.
Effective Date means October 1, 2023.
HUD means the United States Department of Housing and Urban Development.
IDIS means Integrated Disbursement Information System, HUD's project tracking system.
Income Eligible Client means a client whose annual income adjusted for family size does
not exceed 80% of AMI using the most current HUD Income Guidelines and Technical
Guidance for Determining Income and Allowances. The definition of annual income to
determine client income eligibility shall be the definition contained in 24 CFR Part 5.609,
as amended from time to time.
National Objective means an activity that benefits low and moderate income persons. For
the purposes of this Contract, at least 51% of the clients served by the Program must be
Income Eligible Clients.
Neighborhood Services Department means the City's Neighborhood Services
Department.
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Neighborly Software — Online database for Agency to submit monthly reimbursement
requests.
OMB means the Office of Management and Budget.
Program means the services described in EXHIBIT "A" — Program Summary.
Reimbursement Request means all reports and other documentation described in Section
9.
Source Documentation means documentation of full household income of any type
described under the definition of annual income in 24 CFR Part 5.609, including but not
limited to copies of paychecks, Social Security and disability verification letters, interest
or rental income statements, retirement income statements, child support and alimony
verification, unemployment benefit letters, and the like.
Unduplicated Clients means a count of all clients served by the Program at least once in
the Contract Term. Clients served by the Program more than once in the Contract Term
will only be counted the first time they are served when determining the total count of
Unduplicated Clients.
3. TERM.
The term of this Contract begins on the Effective Date and terminates on September
30, 2024 unless earlier terminated as provided in this Contract. This Contract may be
extended by mutual agreement of the Parties in writing if such extension is necessary for
completion of the program, or to amend the contracts if necessary to achieve program goals
provided any amendment is within the scope of the program and in compliance with City
policies and all applicable laws and regulations governing the use of federal grant funds.
The Contract term shall include any extension, if exercised, as provided herein.
4. DUTIES AND RESPONSIBILITIES OF CITY.
4.1 Provide CDBG Funds.
City shall provide up to $70,000.00 of CDBG Funds under the terms and
conditions of this Contract.
4.2 Monitor.
City will monitor the activities and performance of Agency and any of its
contractors, subcontractors or vendors as necessary, but no less than annually. Monitoring
by City will include determining whether Agency is meeting the National Objective during
the term of this Contract.
5. DUTIES AND RESPONSIBILITIES OF AGENCY.
5.1 Required Services.
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Agency shall perform the services described in EXHIBIT "A" — Program
Summary in accordance with the terms and conditions of this Contract.
5.2 Use of CDBG Funds.
5.2.1. Compliance with CDBG Regulations and Contract.
Agency shall be reimbursed for eligible Program costs with CDBG Funds only if
City determines in its sole discretion that:
5.2.1.1 Costs are eligible expenditures in accordance with CDBG
Regulations.
5.2.1.2 Costs are in compliance with this Contract and are reasonable
and consistent with industry norms.
5.2.1.3 Complete Documentation, as applicable, is submitted to City by
Agency.
5.2.2. Budget.
5.2.2.1 The CDBG Funds will be paid on a reimbursement basis in
accordance with EXHIBIT `B" - Budget.
5.2.2.2 During the term of this Contract, Agency may submit written
requests to increase or decrease line -item amounts in the
Budget, including an explanation of why such increases or
decreases are necessary. All requests shall be approved by
Director or Director's designee in writing, with such approval
being in the City's sole discretion. If the Agency's proposed
Budget amendment is approved (as approved, the "Amended
Budget"), then the Amended Budget shall be memorialized in
a written amendment to this Contract. The Amended Budget will
take effect on the first day of the month following the month in
which the Contract amendment is executed, unless otherwise
specified in the amendment. All requests for Budget
amendments must be submitted by April 3, 2024.
5.2.3. Change in Program Budget.
5.2.3.1 Agency will notify City promptly of any additional funds it
receives for operation of the Program, and City reserves the right
to amend this Contract in such instances to ensure compliance
with HUD regulations governing cost allocation.
5.2.3.2 Agency agrees to utilize the CDBG Funds to supplement rather
than supplant funds otherwise available for the Program.
5.2.4. Pavment of CDBG Funds to Agency.
CDBG Funds will be disbursed to Agency upon City's approval of Reimbursement
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Requests including submission of Complete Documentation to City in compliance with
Section 9. If Agency expends all funds budgeted for the Program prior to September 30,
2024, City may hold back a small amount of the CDBG Funds until the end of the term.
During this interim period, Agency must continue to submit Attachment III — Client Data
Report in EXHIBIT "D" — Reimbursement Forms monthly. It is expressly agreed by the
Parties that any CDBG Funds not spent or approved for reimbursement to Agency shall
remain with City.
5.3 Program Performance Milestones, Review and Corrective
Action Plans
5.3.1. Agency represents that the Program will achieve the following
milestones
in accordance with EXHIBIT "A" — Program Summary and the table below:
Unduplicated Clients as
specified in EXHIBIT
"A" —Program
Month
Expenditures
Summary
3
25%
25%
6
50%
50%
9
75%
75%
12
100%
100%
5.3.2. Failure of Agency to meet these milestones or a material
deviation from them as outlined in this Section 5.3 is a breach of this Contract.
For the purpose of this Section, "material deviation" shall mean more than 10%
lower than the specified goal. In the event of such breach, City reserves the right
in its sole option to (i) delay or withhold payment of Reimbursement Requests, (ii)
institute a Corrective Action Plan ("CAP") as described below, (iii) lower
Agency's allocation of or deobligate all CDBG Funds, (iv) terminate this
Contract, or any combination of the above options.
5.3.2.1 Policy.
To ensure the Program meets the client goals provided by Agency and included
herein, City will periodically review Program performance to ensure the expenditure of the
funds is roughly proportional to the number of eligible, unduplicated clients being served,
as described above in 5.3.1. City expects that most programs will expend funds in a
proportional amount to clients served, but City reserves the ability to take into account
unique program characteristics that may impact the ratio between expenditures and clients
served.
5.3.2.2 Review.
At the end of each quarter, City will review the information in the required reports
provided to City by Agency. City will review the amount of funds expended compared to
the percentage of eligible, unduplicated clients served. If City believes in its sole discretion
that Agency is (i) in danger of not spending the full amount of the funds allocated, (ii) in
danger of expending all funds prior to serving 100% of the unduplicated client goal
(meaning the percentage of funds expended relative to the overall funding allocated is not
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within 10% of the percentage of eligible, unduplicated clients served relative to the overall
client goal), or is (iii) in danger of not otherwise meeting the performance goals within this
Contract, City will notify Agency and set up a Program Review Meeting ("Review
Meeting"). Failure by Agency to attend the Review Meeting is considered a breach of this
contract and City may invoke any and all remedies included herein. During the Review
Meeting, City and Agency will review the information provided, the Program, and discuss
any concerns. If the City believes that no additional action is needed to ensure Agency's
performance, no additional requirements will be put in place; however, if the City, in its
sole discretion, believes that additional requirements are needed to ensure Agency's
performance, City may require the Agency to enter into a Corrective Action Plan ("CAP")
or may move forward with deobligating funds from the Contract.
5.3.2.3 Corrective Action Plans.
A CAP will be unique to the Agency and the Program and will be designed to
ensure that the Agency (i) expends the funds allocated to it by the City, and (ii) serves the
required number of unduplicated clients through the Program. A CAP may require
additional outreach or marketing, additional reporting, additional monitoring, or any other
mechanism that will reasonably ensure the Program goals are met and that expenditures are
roughly proportional to the number of eligible, unduplicated clients served.
5.3.2.4 Deobligation of Funds
If after any quarterly review the City determines that a CAP will not be sufficient
to ensure that the Agency (i) expends the funds allocated to it by the City, and (ii) serves
the required number of unduplicated clients through the Program, City shall be able to
deobligate a portion of the funds provided to Agency that is at -risk of not being expended
or that is the proportional amount of funds compared to the number of eligible, unduplicated
clients that are anticipated to not be served. Any deobligation shall be in the form of a
contract amendment. By way of example, if an agency was allocated $100,000 and was
required to serve 100 unduplicated clients, if that agency was expected to only be able to
serve 75% of its client goal, then City would allow agency to keep 75% of the allocated
funding and deobligate 25% of the funds to correspond with the 25% of clients that are
anticipated to not be served.
5.3.3. Failure to comply with the Corrective Action Plan (CAP), meet
the Program Goals, or otherwise comply with serving 345 unduplicated clients
may, in City's sole discretion, disqualify Agency for consideration under the
City's Request for Proposals for the 2024-2025 Program Year for federal grant
funds.
5.3.4. Amendments to performance milestones regarding CDBG Funds
must be approved by the Director in writing, with such approval being in the
Director's sole discretion. If Director approves the Agency's proposed amended
performance milestones (as approved, the "Amended Performance
Milestones"), then the Amended Performance Milestones shall be memorialized
in a written amendment to this Contract. The Amended Performance Milestones
will take effect on the first day of the month following the month in which the
Contract Amendment is executed unless otherwise specified in the amendment.
Notwithstanding the above, any amendments to this Contract shall not reduce the
number of Unduplicated Clients stated in Section 5.3.3 and in EXHIBIT "A" -
Program Summary.
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5.4 Identifv Program Expenses Paid with CDBG Funds.
Agency will keep accounts and records in such a manner that City may readily
identify and account for Program expenses reimbursed with CDBG Funds. These records
shall be made available to City for audit purposes and shall be retained as required
hereunder.
5.5 Meet National Obiective.
Agency shall ensure that the activities carried out in the Program will meet the
National Objective.
5.6 Program Subcontracts.
Agency shall not enter into a subcontract with another agency, contractor, or vendor
to provide a service to clients for any part of the Program that will be paid with CDBG
Funds without City's written consent.
CLIENT ELIGIBILITY VERIFICATION.
6.1 Client Eligibility.
Agency will document client eligibility as follows:
6.1.1 Agencv Clients.
Agency must verify all new clients' income with either a verifiable self -certification
of income such as the City's Certification of Income Statement attached as EXHIBIT "E"
— Form of Income Self -Certification or a similar form approved by City, or Source
Documentation. Agency must use the annual income definition in 24 CFR Part 5.609 to
establish client income and must use the most current HUD Income Guidelines. The income
of all Program clients must be documented and at least 51 % of them must be Income
Eligible Clients.
6.1.1.1 If Agency serves both Fort Worth and non -Fort Worth clients,
the proportion of Program costs allocated to the CDBG-funded
portion of the Program Budget must be consistent with the
proportion of Fort Worth clients to all clients.
6.1.1.2 All Program clients must be reported on EXHIBIT "D" —
Reimbursement Forms, Attachment III. All Program clients
whose income has not been verified will be deemed to not be
Income Eligible Clients and shall not be included in the 51 %.
6.1.2 Verification of Program Eligibility.
6.1.2.1 At the end of each quarter during the Contract term, Agency
shall verify CDBG Program Eligibility by confirming that at
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least 51 % of clients served by the Program to date are Income
Eligible Clients as reported on Attachment III.
6.1.2.2 If Agency fails to verify Program eligibility on a quarterly basis
in compliance with this Section, Agency will have 30 calendar
days or until the next monthly invoice to cure.
6.1.2.3 City will notify Agency by e-mail within 14 calendar days if the
Program performance milestones were not met within the
requirements outlined in this Section 6.1.2.2. Agency will have
an additional 7 calendar days from the date of the e-mail notice
to meet these requirements.
6.1.2.4 In the event the Agency fails to meet the Program performance
milestones, City reserves the right in its sole option to delay or
withhold payment of Reimbursement Requests, to lower
Agency's allocation of CDBG Funds, or to terminate this
Contract.
6.2 Submission of Complete Documentation.
Agency must submit copies of documentation of client eligibility described in
Section 6.1 with Attachment III with each month's Reimbursement Request for all
Unduplicated Clients.
6.3 Maintain Documentation.
Agency must maintain copies of all documentation required by this Section 6 for 5
years following the expiration of the Contract term. This Section shall survive the earlier
termination or expiration of this Contract.
7. ADDITIONAL CDBG REQUIREMENTS.
Agency agrees to comply with all requirements of the CDBG Program as stated in
the CDBG Regulations, including but not limited to the following:
7.1 Environmental Review.
CDBG Funds will not be paid, and costs cannot be incurred until City has conducted
an environmental review and completed an Environmental Review Record as required by
24 CFR Part 58. The environmental review may result in a decision to proceed with,
modify, or cancel the funding for the Program. Further, Agency will not undertake or
commit any funds to physical or choice limiting actions as described in any applicable
federal regulations. Any violation of this provision will (i) cause this Contract to terminate
immediately, and (ii) require Agency to repay City the CDBG Funds it has already received
and forfeit any future payments of CDBG Funds.
7.2 Contract Not Constituting Commitment of Funds.
Notwithstanding any provision of this Contract, the Parties agree and acknowledge
that this Contract does not constitute a commitment of funds, and that such commitment of
funds or approval may occur only upon (i) satisfactory completion of an environmental
review and receipt by City of an authorization to use grant funds from HUD under 24 CFR
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Part 58, (ii) approval of City's 2022-2023 Action Plan, and (iii) receipt by City of a grant
agreement from HUD.
7.3 Monitoring.
7.3.1 Agency understands and agrees that it will be subject to
monitoring by City for compliance with terms and provisions of this
Contract and the CDBG Regulations for the term of this Contract. Agency
is subject to such monitoring during the term of this Contract and for 5 years
after the Contract term ends. Agency will provide reports and access to
Program files as requested by City during this 5 year period. For purposes
of this Contract, unless this contract is earlier terminated, this 5 year period
for monitoring is deemed to begin on October 1, 2024, or October 1, 2029
if the Contract is extended, and shall end no later than September 30, 2030.
7.3.2 Representatives of City, HUD, HUD Office of Inspector
General, and the United States Comptroller General shall have access during
regular business hours, upon 48 hours prior notice, to Agency's offices and
records pertaining to the use of the CDBG Funds, and to Agency's officers,
directors, agents, employees, contractors, subcontractors and vendors for
the purpose of such monitoring.
7.3.3 In addition to other provisions of this Contract regarding
frequency of monitoring, City reserves the right to perform desk reviews or
on -site monitoring of Agency's compliance with the terms and conditions
of this Contract. City shall provide Agency with a written report of the
monitor's findings after each monitoring visit. If the monitoring report notes
deficiencies in Agency's performance, the report shall include requirements
for the timely correction of said deficiencies by Agency. Failure by Agency
to take the action specified in the monitoring report may be cause for
suspension or termination of this Contract as provided herein.
7.3.4 Subsections 7.3.1 through 7.3.3 shall be applicable for the
Contract Term and for 5 years thereafter and shall survive the earlier
termination or expiration of this Contract.
7.3.5 Agency shall provide City annually the results of any state
or federal monitoring. Such results shall be submitted within 60 days of
receipt of such state or federal monitoring report, or with the January
Reimbursement Request, whichever is earlier.
7.4 Mencv Procurement Standards.
Agency shall comply with all applicable federal, state and local laws, regulations,
and ordinances for making procurements under this Contract. In addition to the conflict of
interest provisions in Section 14.13.3, Agency shall establish written procurement
procedures to ensure that materials and services are obtained in a cost effective manner and
that provides for full and open competition. When procuring materials and services for this
Contract, Agency shall comply at a minimum with the procurement standards in 2 CFR
Part 200.317 through Part 200.326.
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7.4.1 Contracts in excess of $10,000.00 made by Agency using
CDBG Funds must address termination for cause and convenience including
the manner by which such termination shall be effected and the basis for
settlement of the terminated contract, if any, as required by Appendix Il (B),
2 CFR Part 200.
7.4.2 Agency shall not make any contract with parties listed on
the government wide System for Award Management, www.sam.gov
("SAM"). Agency must confirm by search of SAM that all contractors paid
with CDBG Funds are not listed by SAM as being debarred, both prior to
hiring and prior to submitting a Reimbursement Request which includes
invoices from any such contractor. Failure to submit such proofs of search
shall be an event of default.
7.5 Cost Principles/Cost Reasonableness.
Agency shall administer its use of CDBG Funds in compliance with 2 CFR Part
200, as applicable. The eligibility of costs incurred for performance rendered shall be
determined in accordance with 2 CFR Part 200.400 through 2 CFR Part 200.475.
7.6 Financial Management Standards.
Agency agrees to comply with 2 CFR Part 200, as applicable. Agency also
agrees to adhere to the accounting principles and procedures required therein, utilize
adequate internal controls, and maintain necessary supporting and back-up documentation
for all costs incurred in accordance with 2 CFR Part 200.302 and Part 200.303.
7.7 Uniform Administrative Requirements, Cost Principles, and Audit
Requirements.
Agency will comply with the Uniform Administrative Requirements, Cost
Principles, and Audit Requirements for Federal Awards in 2 CFR Part 200, as applicable,
or any reasonably equivalent procedures and requirements that City may require.
7.8 Terms Applicable to Contractors, Subcontractors and Vendors.
Agency understands and agrees that all terms of this Contract, whether regulatory
or otherwise, shall apply to any and all contractors, subcontractors and vendors of Agency
which are in any way paid with CDBG Funds or who perform any work in connection with
the Program. Agency shall cause all applicable provisions of this Contract to be included
in and made a part of any contract or subcontract executed in the performance of its
obligations hereunder including its obligations regarding the CDBG Regulations. Agency
shall monitor the services and work performed by its contractors, subcontractors and
vendors on a regular basis for compliance with the CDBG Regulations and Contract
provisions. Agency must cure all violations of the CDBG Regulations committed by its
contractors, subcontractors or vendors. City maintains the right to insist on Agency's full
compliance with the terms of this Contract and the CDBG Regulations and Agency is
responsible for such compliance regardless of whether actions taken to fulfill the
requirements of this Contract are taken by Agency or by Agency's contractors,
subcontractors or vendors. Agency acknowledges that the provisions of this Section shall
survive the earlier termination or expiration of this Contract and shall be applicable for 5
years after the Contract term ends.
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7.9 Couvright and Patent Rights.
No reports, maps, or other documents produced in whole or in part under this
Contract shall be the subject of an application for copyright by or on behalf of Agency.
HUD and City shall possess all rights to invention or discovery, as well as rights in data,
which may arise as a result of Agency's performance under this Contract.
7.10 Conflict of Interest Disclosure.
In accordance with the requirements of Section 14.14.2.1 and 14.14.4, Agency shall
establish conflict of interest policies for federal awards. Agency shall disclose to City in
writing any potential conflict of interest.
7.11 Compliance with FFATA and Whistleblower Protections.
Agency shall comply with the requirements of 2 CFR 300(b), including provisions
of the Federal Funding Accountability and Transparency Act ("FFATA") governing
requirements on executive compensation and provisions governing whistleblower
protections contained in 10 U.S.C. 2409, 41 U.S.C. 4712, 10 U.S.C. 2324,41 U.S.C. 4304
and 41 U.S.C. 4310.
7.11.1 Agency shall provide City with its DUNS number.
7.12 Internal Controls.
In compliance with the requirements of 2 CFR Part 200.303, Agency shall:
7.12.1 Establish and maintain effective internal control over the
CDBG Funds that provides reasonable assurance that Agency is managing
the CDBG Funds in compliance with federal statutes, regulations, and the
terms and conditions of this Contract. These internal controls shall be in
compliance with guidance in "Standards for Internal Control in the Federal
Government" issued by the Comptroller General of the United States or the
"Internal Control Integrated Framework" issued by the Committee of
Sponsoring
Organizations of the Treadway Commission ("COSO");
7.12.2 Comply with federal statutes, regulations, and the terms
and conditions of this Contract;
7.12.3 Evaluate and monitor Agency's compliance with statutes,
regulations and the terms and conditions of this Contract;
7.12.4 Take prompt action when instances of noncompliance are
identified including noncompliance identified in audit findings; and
7.12.5 Take reasonable measures to safeguard protected
personally identifiable information and other information that HUD or City
designates as sensitive or Agency considers sensitive consistent with
applicable federal, state, local and tribal laws regarding privacy and
obligations of confidentiality.
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8. RECORD KEEPING. REPORTING AND
DOCUMENTATION
REOUIREMENTS. AUDIT.
8.1 Record Keening.
Agency shall maintain a record -keeping system as part of its performance of this
Contract and shall promptly provide City with copies of any document City deems
necessary for the effective fulfillment of City's monitoring and evaluation responsibilities.
Specifically, Agency will keep or cause to be kept an accurate record of all actions taken
and all funds spent, with supporting and back-up documentation. Agency will maintain all
records and documentation related to this Contract for 5 years after the Contract term ends.
If any claim, litigation, or audit is initiated before the expiration of the 5 year period, the
relevant records and documentation must be retained until all such claims, litigation or
audits have been resolved. For purposes of this Contract, unless this contract is earlier
terminated, this 5 year period for record retention is deemed to begin on October 1, 2024,
or October 1, 2025 if the Contract is extended, and shall end no later than September 30,
2030.
8.2 Access to Records.
Representatives of City, HUD and any duly authorized officials of the federal
government will have full access to, and the right to examine, audit, copy, excerpt and/or
transcribe any of Agency's records pertaining to all matters covered by this Contract for 5
years after the Contract term ends. Such access shall be during regular business hours and
upon at least 48 hours prior notice. For purposes of this Contract, unless this contract is
earlier terminated this 5 year period for access to records is deemed to begin on October
1, 2024, or October 1, 2025 if the Contract is extended, and shall end no later than
September 30, 2030.
8.3 Reports.
Agency will submit to City all reports and documentation described in this Contract
in such form as City may prescribe. Agency may also be required to submit a final
performance and/or final financial report if required by City at the termination of this
Contract in such form and within such times as City may prescribe. Failure to submit to
City any report or documentation described in this Contract shall be an event of default of
this Contract and City may exercise all of its remedies for default under this Contract.
8.3.1 Additional Information.
Agency shall provide City with additional information as may be required by state
or federal agencies to substantiate Program activities and/or expenditure eligibility.
8.4 Change in Reporting Requirements and Forms.
City retains the right to change reporting requirements and forms at its discretion.
City will notify Agency in writing at least 15 days prior to the effective date of such change,
and the Parties shall execute an amendment to the Contract reflecting such change if
necessary.
8.5 Audit.
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8.5.1 Entities that Exuend $750.000 or more in Federal
Funds Per Year.
All non-federal entities that expend $750,000 or more in federal funds within 1 year,
regardless of the source of the federal award, must submit to City an annual audit prepared
in accordance with specific reference to 2 CFR Part 200.501 through Part 200.521. The
audit shall cover the Agency's fiscal years during which this Contract is in force. The audit
must be prepared by an independent certified public accountant, be completed within 6
months following the end of the period being audited and be submitted to City within 30
days of its completion. Agency's audit certification is attached hereto as EXHIBIT "C" —
"Audit Certification Form" and "Audit Requirements". The Audit Certification Form
must be submitted to City prior to or with the first Reimbursement Request. Entities that
expend less than $750,000 a year in federal funds are exempt from federal audit
requirements for that year, but records must be available for review or audit by appropriate
officials of the federal agency, City, and General Accounting Office.
8.5.2 Citv Reserves the Right to Audit.
City reserves the right to perform an audit of Agency's Program operations and
finances at any time during the term of this Contract and for 5 years after the Contract term
ends if City determines that such audit is necessary for City's compliance with the CDBG
Regulations or other City policies. Agency agrees to allow access to all pertinent materials
as described herein for such audit. For purposes of this Contract, unless this contract is
earlier terminated, this 5 year period for City audit is deemed to begin on October 1, 2024,
or October 1, 2025 if the Contract is extended, and shall end no later than September 30,
2030. If such audit reveals a questioned practice or expenditure, such questions must be
resolved within 15 business days after notice to Agency of such questioned practice or
expenditure. If questions are not resolved within this period, City reserves the right to
withhold further funding under this Contract and/or any other contracts with Agency. IF
AS A RESULT OF ANY AUDIT IT IS DETERMINED THAT AGENCY HAS
FALSIFIED ANY DOCUMENTATION OR MISUSED, MISAPPLIED OR
MISAPPROPRIATED CDBG FUNDS OR SPENT CDBG FUNDS ON ANY
INELIGIBLE ACTIVITIES, AGENCY AGREES TO REIMBURSE CITY THE
AMOUNT OF SUCH MONIES PLUS THE AMOUNT OF ANY SANCTIONS,
PENALTY OR OTHER CHARGE LEVIED AGAINST CITY BY HUD BECAUSE
OF SUCH ACTIONS.
9. REIMBURSEMENT REQUIREMENTS.
9.1 Deadline for Submitting Reimbursement Requests.
9.1.1 Reimbursement Requests shall be submitted monthly to the
City and must be received by the City on or before the 15" day of the month
following the month expenses were paid by Agency. For example, the
Reimbursement Request for June expenses must be received by July 15. In
the event the 15" falls on a weekend or City holiday, Reimbursement
Requests shall be due the next day that the City is open for business. Failure
to submit a Reimbursement Request in a timely fashion will result in City
taking the actions outlined in Section 10.1. NOTWITHSTANDING
ANYTHING ABOVE, THE REIMBURSEMENT REQUEST FOR
EXPENSES INCURRED FOR SEPTEMBER MUST BE RECEIVED
BY OCTOBER 1 OF THAT SAME YEAR.
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COMPLETE DOCUMENTATION FOR ALL SEPTEMBER EXPENSES MUST
BE SUBMITTED BY OCTOBER 15TH OF THAT SAME YEAR. FAILURE TO
SUBMIT A FINAL REIMBURSEMENT REQUEST WITH COMPLETE
DOCUMENTATION BY OCTOBER 15TH OF THAT SAME YEAR WILL
RESULT IN FORFEITURE OF PAYMENT OF THE SEPTEMBER
REIMBURSEMENT REQUEST.
9.1.2 City will notify Agency by e-mail within 14 calendar days
if a Reimbursement Request is lacking Complete Documentation or
corrections are needed. Agency will have 7 calendar days from the date of
the e-mail notice to submit any requested information or missing
documentation. Agency may be penalized, at City's sole discretion, in the
Request for Proposal for the 2024-2025 Program Year for any notifications
received under this Section. If Agency fails to submit all the required
information or missing documentation within 7 calendar days from the first
e-mail, Agency shall forfeit any payments otherwise due that month and
failure to submit any requested information will be considered an event of
default as outlined in Section 10.1.2.
9.2 Submission of Reimbursement Requests.
Agency shall provide City with Complete Documentation and the following
reports as shown in EXHIBIT "D" —Reimbursement Forms with each Reimbursement
Request:
9.2.1 Attachment I — Request Summarv.
This report shall contain the amount requested for reimbursement each month, the
cumulative reimbursement requested to date (inclusive of that month's request).
9.2.2 Attachment II — Expenditure Worksheet.
This report shall itemize each expense requested for reimbursement by Agency and
shall include the Account corresponding the expense to a Budget line item. In order for
this report to be complete the following must be submitted:
9.2.2.1 For payroll expenses, timesheets signed by employees and
approved by supervisor for all payroll expenses listed.
Timesheets must distinguish between CDBG-funded time and
non-CDBG funded time and reflect actual time spent on CDBG-
funded activities. Agency may not submit payroll expenses
dated 60 calendar days prior to the date of the Reimbursement
Request.
9.2.2.2 For non -payroll expenses, invoices for each expense listed with
an explanation as to how the invoiced expense pertains to the
Program. Agency may not submit invoices dated 60 calendar
days prior to the date of the Reimbursement Request.
9.2.2.3 Proof that each expense was paid by Agency, which proof can
be satisfied by cancelled checks, wire transfer documentation,
paid receipts or other appropriate banking documentation.
9.2.3 Attachment III — Client Data Report.
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This report shall list each Unduplicated Client served during the month along with
his or her demographic information. The Client Data Report must maintain a list of all
clients served during the Contract term. In order for this report to be complete, the following
must be submitted:
9.2.3.1 Documentation of income verification for each Unduplicated
Client the first time the client is served by the Program, which
will either be the completed form of EXHIBIT "E" - Form of
Income Self Certification or similar form approved by City, or
Source Documentation.
9.2.4 Delivery of Reimbursement Reauest.
Reimbursement Requests must be submitted through Neighborly Software or
other reporting software as approved by the City by the deadline in Section 9.1.1.
9.2.5 Countywide Agencies.
Countywide Agencies shall submit EXHIBIT "A-2" — Reporting Requirements
for Countywide Agencies quarterly with the December, March, June and September
Reimbursement Requests. Reports due under this section have the same due date as the
Reimbursement Request. .
9.3 Withholding Pavment.
CITY SHALL HAVE NO OBLIGATION TO PAY ANY
REIMBURSEMENT REQUEST THAT IS NOT RECEIVED BY THE DUE DATE.
Failure to timely submit accurate and complete Reimbursement Requests and
Complete Documentation along with any required reports shall be an event of default.
10. DEFAULT AND TERMINATION.
10.1 Failure to Submit Reimbursement Request
or Required
Documentation.
10.1.1 If Agency fails to submit a Reimbursement Request in
accordance with Section 9, Agency shall be in default of this Contract. City
will notify Agency in writing of such default and the Agency will have 5
calendar days from the date of the written notice to submit such
Reimbursement Request to cure the default. If Agency fails to cure the
default within such time, Agency shall forfeit any payments otherwise due
that month.
10.1.2 If Agency fails to submit requested information or missing
documentation as set forth in Section 9.1.2, then Agency shall forfeit
payment due that month and the failure to submit shall be considered an
event of default that shall not be cured.
10.1.3 NOTWITHSTANDING THE PROVISIONS OF
SECTION 10.1.1 OR 10.1.2, IF AGENCY FAILS TO SUBMIT THE
REIMBURSEMENT REQUEST
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DUE OCTOBER 1, 2023 OR IF THE SUBMITTED REIMBURSEMENT REQUEST
DUE OCTOBER 1, 2023 IS LATE, INCOMPLETE OR OTHERWISE NOT IN
COMPLIANCE WITH THIS CONTRACT OR THE CDBG REGULATIONS AS
DETERMINED BY CITY IN ITS SOLE DISCRETION, THERE WILL BE NO
CURE PERIOD AND ANY REIMBURSEMENT WILL BE FORFEITED.
10.1.4 In the event of (i) an uncured default under Section 10.1.1
or an event of default under 10.1.2 or (ii) more than 2 instances of default,
cured or uncured, under these Sections, City reserves the right at its sole
option to terminate this Contract effective immediately upon written notice
of such intent with no penalty or liability to City.
10.1.5 Notwithstanding anything to the contrary herein, City will
not be required to pay any CDBG Funds to Agency during the period that
any Reimbursement Request, report or documentation is past due or is not
in compliance with this Contract or the CDBG Regulations, or during any
period during which Agency is in default of this Contract.
10.1.6 In the event of termination under this Section 10.1, all
CDBG Funds awarded but unpaid to Agency pursuant to this Contract shall
be immediately forfeited and Agency shall have no further right to such
funds.
10.2 Failure to Maintain Records or Submit
Reports and
Documentation.
If Agency fails to maintain all records and documentation as required in Section 8,
or if the maintained or submitted report or documentation is not in compliance with this
Contract or the CDBG Regulations as determined by City in its sole discretion, City will
notify Agency in writing and Agency will have 30 calendar days from the date of the
written request to obtain or recreate the missing records and documentation or submit or
resubmit any such report or documentation to City. If Agency fails to maintain the required
reports or documentation, or fails to submit or resubmit any such report or documentation
within such time, City shall have the right to terminate this Contract effective immediately
upon written notice of such intent with no penalty or liability to City.
10.2.1 In the event of termination under this Section 10.2, all
CDBG Funds awarded but unpaid to Agency pursuant to this Contract shall
be immediately forfeited and Agency shall have no further right to such
funds, and any CDBG Funds paid to Agency must be repaid to City within
30 days of termination. If such CDBG Funds are not repaid to City within
the 30 day period, City shall exercise all legal remedies available under this
Contract.
10.3 In General.
10.3.1 Subject to Section 10.2, and unless specifically provided
otherwise in this Contract, Agency shall be in default under this Contract if
Agency breaches any term or condition of this Contract. In the event that
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such a breach remains uncured after 30 calendar days following written
notice by City (or such other notice period as may be specified herein) or, if
Agency has diligently and continuously attempted to cure following receipt
of such written notice but reasonably requires more than 30 calendar days
to cure, as determined by both Parties mutually and in good faith, City shall
have the right to elect in City's sole discretion to (i) extend Agency's time
to cure, (ii) terminate this Contract effective immediately upon written
notice of such intent to Agency, or (iii) pursue any other legal remedies
available to City under this Contract.
10.3.2 City's remedies may include:
10.3.2.1 Direct Agency to prepare and follow a schedule of actions for
carrying out the affected activities, consisting of schedules,
timetables and milestones necessary to
implement the affected activities.
10.3.2.2 Direct Agency to establish and follow a management plan that
assigns responsibilities for carrying out the remedial activities.
10.3.2.3 Reprogram CDBG Funds that have not yet been expended
from affected activities to other eligible activities or
withhold CDBG Funds.
10.3.2.4 Any other appropriate action including but not limited to any
remedial action legally available such as declaratory judgment,
specific performance, damages, temporary or permanent
injunctions, termination of this Contract or any other contracts
with Agency, and any other available remedies.
10.3.3 In the event of termination under this Section 10.3, all
CDBG Funds awarded but unpaid to Agency pursuant to this Contract shall
be immediately forfeited and Agency shall have no further right to such
funds, and any CDBG Funds already paid to Agency must be repaid to City
within 30 days of the termination. Failure to repay such CDBG Funds within
the 30 day period will result in City exercising all legal remedies available
under this Contract.
10.4 No Funds Disbursed while in Breach.
Agency understands and agrees that no CDBG Funds will be paid to Agency until
all defaults are cured to City's satisfaction.
10.5 No Compensation After Date of Termination.
Agency shall not receive any compensation for work undertaken after the date of
the termination.
10.6 Rights of Citv Not Affected.
Termination shall not affect or terminate any of the existing rights of City against
Agency, or which may thereafter accrue because of Agency's default and this provision
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shall be in addition to any and all other rights and remedies available to City under the law.
Such termination does not terminate any provisions of this Contract that have been
expressly noted as surviving the term or termination of the Contract. No delay or omission
by City in exercising any right or remedy available to it under this Contract shall impair
any such right or remedy or constitute a waiver or acquiescence in any Agency default.
10.7 Waiver of Breach Not Waiver of Subsequent Breach.
The waiver of a default or breach of any term, covenant, or condition of this
Contract shall not operate as a waiver of any subsequent default or breach of the same or
any other term, covenant or condition hereof.
10.8 Civil, Criminal and Administrative Penalties.
Failure to perform all the Contract terms may result in civil, criminal or
administrative penalties, including, but not limited to those set out in this Contract.
10.9 Termination for Cause.
10.9.1 City may terminate this Contract in the event of Agency's
default, inability, or failure to perform subject to notice, grace and cure
periods. In the event City terminates this Contract for cause, all CDBG
Funds awarded but unpaid to Agency pursuant to this Contract shall be
immediately rescinded and Agency shall have no further right to such funds
and any CDBG Funds already paid to Agency must be repaid to City within
30 days of termination. Failure to repay such CDBG Funds within 30 days
will result in City exercising all legal remedies available to City under this
Contract. AGENCY ACKNOWLEDGES AND AGREES THAT IF
CITY TERMINATES THIS CONTRACT FOR CAUSE, AGENCY
OR ANY AFFILIATES OF AGENCY
SHALL NOT BE CONSIDERED FOR ANY OTHER CITY CONTRACT FOR
CDBG FUNDS FOR A MINIMUM OF 5 YEARS FROM THE DATE OF
TERMINATION.
10.9.2 Agency may terminate this Contract if City does not
provide the CDBG Funds substantially in accordance with this Contract.
10.10 Termination for Convenience.
In terminating in accordance with 2 CFR Part 200, Appendix II, this Contract may
be terminated in whole or in part only as follows:
10.10.1 By City with the consent of Agency in which case the
Parties shall agree upon the termination conditions, including the effective
date and in the case of partial termination, the portion to be terminated; or
10.10.2 By Agency upon at least 30 days written notification to
City, setting forth the reasons for such termination, the effective date, and
in the case of partial termination, the portion to be terminated. In the case of
a partial termination, City may terminate the Contract in its entirety if City
determines in its sole discretion that the remaining portion of the Contract
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to be performed or CDBG Funds to be spent will not accomplish the
purposes for which the Contract was made.
10.11 Dissolution of A2encv Terminates Contract.
This Contract shall terminate in the event Agency is dissolved or ceases to exist. In
the event of termination under this Section, all CDBG Funds are subject to repayment
and/or City may exercise all of its remedies under this Contract.
10.12 Non -appropriation of Funds.
In the event no funds or insufficient funds are appropriated by City in any fiscal
period for any payments due hereunder, City will notify Agency of such occurrence and
this Agreement shall terminate on the last day of the fiscal period for which appropriations
were received without penalty or expense to City of any kind whatsoever, except as to the
portions of the payments herein agreed upon for which funds have been appropriated.
10.13 Reversion of Assets.
In the event this Contract is terminated with or without cause, all assets acquired by
Agency with the CDBG Funds including cash, interest payments from loans or otherwise,
all outstanding notes, mortgages or other security instruments, any accounts receivable
attributable to the use of the CDBG Funds, and any real or personal property owned by
Agency that was improved with the CDBG Funds shall automatically transfer to City or to
such assignee as City may designate.
11. REPAYMENT OF CDBG FUNDS.
All CDBG Funds are subject to repayment in the event the Program does not meet
the requirements of this Contract or in the CDBG Regulations. If Agency takes any action
that results in the City being required to repay all or any portion of the CDBG Funds
to HUD, Agency agrees it will reimburse City within thirty days of notice from the
City for such repayment. Additionally, if Agency takes any action that results in City
receiving a finding from HUD about the Program, whether or not repayment of all or
any portion of the CDBG Funds is required of City, Agency agrees City may require
that 10% of the CDBG Funds be repaid to City as liquidated damages. The Parties
agree that City's damages in the event of either repayment to HUD being required or
receiving a finding from HUD are uncertain and would be difficult to ascertain and may
include an impact on City's CDBG grant or other federal grant funds, in addition to the
finding by HUD or a required repayment of funds to HUD by City. Therefore, the Parties
agree that payment under this Section of 10% of the CDBG Funds by Agency to City is
liquidated damages and not a penalty.
12. CHANGE IN NON-PROFIT STATUS.
Agency must provide City with written notification of any changes to its non-profit
status within 15 calendar days of being notified of the change. Regardless of notice by
Agency, if the non-profit status of Agency changes after the date of this Contract, City may
but is not obligated to, terminate this Contract. In the event of termination under this Section
12, all CDBG Funds awarded but not yet paid to Agency pursuant to this Contract shall be
immediately rescinded and Agency shall have no further right to such funds. City, in its
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sole discretion, may require that any CDBG Funds already paid to Agency must be repaid
to City within 30 calendar days of termination under this Section.
13. SURVIVAL.
Any provision of this Contract that pertains to auditing, monitoring, indemnity
obligations, client income eligibility, record keeping and reports, City ordinances, or
applicable CDBG requirements, and any default and enforcement provisions necessary to
enforce such provisions, shall survive the termination of this Contract for 5 years after the
Contract term ends and shall be enforceable by City against Agency. For purposes of this
Contract, unless this contract is earlier terminated, this 5 year period for survival of certain
Contract provisions is deemed to begin on October 1, 2023, or October 1, 2024, if this
Contract is extended and end no later than September 30, 2029.
14. GENERAL PROVISIONS
14.1 Agency an Independent Contractor.
Agency shall operate hereunder as an independent contractor and not as an officer,
agent, servant or employee of City. Agency shall have exclusive control of, and the
exclusive right to control, the details of the work and services performed hereunder, and all
persons performing same, and shall be solely responsible for the acts and omissions of its
officers, members, agents, servants, employees, contractors, subcontractors, vendors,
clients, licensees or invitees.
14.2 Doctrine of Resvondeat Superior.
The doctrine of respondeat superior shall not apply as between City and Agency, or
its officers, members, agents, servants, employees, contractors, subcontractors, vendors,
clients, licensees or invitees, and nothing herein shall be construed as creating a partnership
or joint enterprise between City and Agency. City does not have the legal right to control
the details of the tasks performed hereunder by Agency, its officers, members, agents,
employees, contractors, subcontractors, vendors, clients, licensees or invitees.
14.3 Agency Property.
City shall under no circumstances be responsible for any property belonging to
Agency, or its officers, members, agents, employees, contractors, subcontractors, vendors,
clients, licensees or invitees that may be lost, stolen or destroyed or in any way damaged
and AGENCY HEREBY INDEMNIFIES AND HOLDS HARMLESS CITY AND
ITS OFFICERS, AGENTS, AND EMPLOYEES FROM ANY AND ALL CLAIMS
OR SUITS PERTAINING TO OR CONNECTED WITH SUCH PROPERTY.
14.5 Religious Organization.
Agency shall comply with all applicable requirements as more particularly
described in 24 CFR Part 5.109. No portion of the CDBG Funds shall be used in support
of any sectarian or religious activity. In addition, there must be no religious or membership
criteria for clients of a CDBG-funded service.
14.3.1 Separation of Explicitly Religious Activities.
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Agency retains its independence and may continue to carry out its mission,
including the definition, development practice, and expression of its religious beliefs,
provided that it does not use CDBG Funds to support or engage in any explicitly religious
activities (including activities that involve overt religious content such as worship, religious
instruction, or proselytization), or in any other manner prohibited by law.
14.3.2 Exulicitly Religious Activities.
If Agency engages in explicitly religious activities (including activities that involve
overt religious content such as worship, religious instruction, or proselytization), the
explicitly religious activities must be offered separately, in time or location, from the
programs or activities supported by CDBG Funds and participation must be voluntary for
clients of a CDBG-funded service.
14.3.3 Reauired Notices.
If Agency constitutes a Faith -based organization under 24 CFR Part 5.109, Agency
must provide all clients of a CDBG-funded service with the notice attached as EXHIBIT
"K"—Notice of Beneficiary Rights. Such notice shall be provided to the client prior to
enrollment in any CDBG-funded program or activity. In addition, if a client or prospective
client of a CDBG-funded service objects to the religious character of Agency, then Agency
must promptly undertake reasonable efforts to identify and refer the client or prospective
client to an alternate provider to which the client or prospective client has no such objection,
as more particularly described in 24 CFR Part 5.109.
14.6 Venue.
Venue shall lie in state courts in Tarrant County, Texas or the United States
District Court for the Northern District of Texas, Fort Worth Division for any action,
whether real or asserted, at law or in equity, arising out of the execution, performance,
attempted performance or non-performance of this Contract.
14.7 Governing Law.
This Contract shall be governed by and construed in accordance with the laws of
the State of Texas. If any action, whether real or asserted, at law or in equity, arises out of
the execution, performance or non-performance of this Contract or on the basis of any
provision herein, for any issue not governed by federal law, the choice of law shall be the
laws of the State of Texas.
14.8 Severabilitv.
The provisions of this Contract are severable, and if for any reason a clause,
sentence, paragraph or other part of this Contract shall be determined to be invalid by a
court or federal or state agency, board or commission having jurisdiction over the subject
matter thereof, such invalidity shall not affect other provisions which can be given effect
without the invalid provision.
14.9 Written Agreement Entire Contract.
This written instrument and the Exhibits, Attachments, and Addendums attached
hereto, which are incorporated by reference and made a part of this Contract for all
purposes, constitute the entire agreement by the Parties concerning the work and services
to be performed under this Contract. Any prior or contemporaneous oral or written
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agreement which purports to vary the terms of this Contract shall be void. Any amendments
to the terms of this Contract must be in writing and executed by the Parties.
14.10 Paragraph Headings for Reference Only. No Legal Significance;
Number and Gender.
The paragraph headings contained herein are for convenience in reference to this
Contract and are not intended to define or to limit the scope of any provision of this
Contract. When context requires, singular nouns and pronouns include the plural and the
masculine gender shall be deemed to include the feminine or neuter and the neuter gender
to include the masculine and feminine. The words "include" and "including" whenever
used herein shall be deemed to be followed by the words "without limitation".
14.11 Compliance With All Applicable Laws and Regulations.
Agency agrees to comply fully with all applicable laws and regulations that are
currently in effect or that are hereafter amended during the performance of this Contract.
Those laws include, but are not limited to:
➢ CDBG Regulations found in 24 CFR Part 570
➢ Title I of the Housing and Community Development Act of 1974, as amended,
(42 USC 5301)
➢ Title VI of the Civil Rights Act of 1964 (42 U.S.C. Sections 2000d et seq.)
including provisions requiring recipients of federal assistance to ensure
meaningful access by persons of limited English proficiency
➢ The Fair Housing Act, Title VIII of the Civil Rights Act of 1968 (42 U.S.C.
Sections 3601 et seq.)
➢ Executive Orders 11063, 11246 as amended by 11375 and 12086 and as
supplemented by Department of Labor regulations 41 CFR Part 60
➢ The Age Discrimination in Employment Act of 1967
➢ The Age Discrimination Act of 1975 (42 U.S.C. Sections 6101 et seq.)
➢ The Uniform Relocation Assistance and Real Property Acquisition Policies Act
of 1970 (42 U.S.C. Sections 4601 et seq. and 49 CFR Part 24) ("URA")
➢ Section 504 of the Rehabilitation Act of 1973 (29 U.S.C. Sections 794 et seq.)
and 24 CFR Part 8 where applicable
➢ National Environmental Policy Act of 1969, as amended, 42 U.S.C. Sections
4321 et seq. ("NEPA") and the related authorities listed in 24 CFR Part 58.
➢ The Clean Air Act, as amended, (42 U.S.C. Sections 1251 et seq.) and the Clean
Water Act of 1977, as amended (33 U.S.C. Sections 1251 etseq.) and the related
Executive Order 11738. In no event shall any amount of the assistance provided
under this Contract be utilized with respect to a facility that has given rise to a
conviction under the Clean Air Act or the Clean Water Act.
➢ Immigration Reform and Control Act of 1986 (8 U.S.C. Sections 1101 et seq.)
specifically including the provisions requiring employer verifications of legal
status of its employees
➢ The Americans with Disabilities Act of 1990 (42 U.S.C. Sections 12101 et
seq.), the Architectural Barriers Act of 1968 as amended (42 U.S.C. Sections
4151 et seq.) and the Uniform Federal Accessibility Standards, 24 CFR Part 40,
Appendix A
➢ Regulations at 24 CFR Part 87 related to lobbying, including the requirement
that certifications and disclosures be obtained from all covered persons
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➢ Drug Free Workplace Act of 1988 (41 U.S.C. Sections 701 et seq.) and 24 CFR
Part 23, Subpart F
➢ Executive Order 12549 and 24 CFR Part 5.105(c) pertaining to restrictions on
participation by ineligible, debarred or suspended persons or entities
➢ Section 6002 of the Solid Waste Disposal Act, as amended by the Resource
Conservation and Recovery Act
➢ Guidelines of the Environmental Protection Agency at 40 CFR Part 247
➢ For contracts and subgrants for construction or repair, Copeland "Anti -
Kickback" act (18 U.S.C. 874) as supplemented in 29 CFR Part 5
➢ For construction contracts awarded by Agency in excess of $2,000, and in
excess of $2,500 for other contracts which involve the employment of
mechanics or laborers, Sections 103 and 107 of the Contract Work Hours and
Safety Standards Act (40 U.S.C. 327A 300) as supplemented by 29 CFR Part 5
➢ Lead -Based Paint Poisoning Prevention Act (42 U.S.C. 4801 et seq.), as
amended by the Residential Lead -Based Paint Hazard Reduction Act of 1992
(42 U.S.C. 4851 et seq.) and implementing regulations at 24 CFR Part 35,
subparts A, B, M, and R
➢ Uniform Administrative Requirements, Cost Principles, and Audit
Requirements for Federal Awards, 2 CFR Part 200 et seq.
➢ Federal Funding Accountability and Transparency Act of 2006 ("FFATA")
(Pub.L. 109-282, as amended by Section 6205(a) of Pub.L. 110-252 and Section
3 of Pub.L. 113-101)
➢ Federal Whistleblower Regulations, as contained in 10 U.S.C. 2409, 41 U.S.C.
4712, 10 U.S.C. 2324, 41 U.S.C. 4304 and 41 U.S.C. 4310.
14.12
Girt ties; Seefion 3 Re emend
14.13 Prohibition Against Discrimination.
14.13.1 General Statement.
Agency shall comply in the execution, performance or attempted performance of
this Contract, with all non-discrimination requirements of 24 CFR Part 570.607 and
Chapter 17, Article III, Division 4 — Fair Housing of the City Code. Agency may not
discriminate against any person because of race, color, sex, gender, religion, national
origin, familial status, disability or perceived disability, sexual orientation, gender identity,
gender expression, or transgender, nor will Agency permit its officers, members, agents,
employees, or clients to engage in such discrimination.
This Contract is made and entered into with reference specifically to Chapter 17,
Article III, Division 3 - Employment Practices of the City Code, and Agency hereby
covenants and agrees that Agency, its officers, members, agents, employees and
contractors, have fully complied with all provisions of same and that no employee, or
applicant for employment has been discriminated against under the terms of such
ordinances by either or its officers, members, agents, employees or contractors.
14.13.2 No Discrimination in Emplovment during the Performance of This
Contract.
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During the performance of this Contract Agency agrees to the following
provision, and will require that its contractors and subcontractors also comply with such
provision by including it in all contracts with its contractors:
[Contractor's. Subcontractor's or Vendor's name] will not unlawfully discriminate
against any employee or applicants for employment because of race, color, sex, gender,
religion, national origin, familial status, disability or perceived disability, sexual
orientation, gender identity, gender expression or transgender. [Contractor's.
Subcontractor's or Vendor's name] will take affirmative action to ensure that applicants
are hired without regard to race, color, sex, gender, religion, national origin, familial status,
disability or perceived disability, sexual orientation, gender identity, gender expression or
transgender and that employees are treated fairly during employment without regard to their
race, color, sex, gender, religion, national origin, familial status, disability or perceived
disability, sexual orientation, gender identity, gender expression or transgender. Such
action shall include, but not be limited to, the following: employment, upgrading, demotion
or transfer, recruitment or recruitment advertising, layoff or termination, rates of pay or
other forms of compensation, and selection for training, including apprenticeship.
[Contractor's. Subcontractor's or Vendor's name] agrees to post in conspicuous places,
available to employees and applicants for employment, notices setting forth the provisions
of this nondiscrimination clause.
[Contractor's, Subcontractor's or Vendor's name] will, in all solicitations or
advertisements for employees placed by or on behalf of [Contractor's, Subcontractor's or
Vendor's name], state that all qualified applicants will receive consideration for
employment without regard to race, color, sex, gender, religion, national origin, familial
status, disability or perceived disability, sexual orientation, gender identity, gender
expression or transgender.
[Contractor's, Subcontractor's or Vendor's name] covenants that neither it nor any
of its officers, members, agents, employees, or contractors, while engaged in performing
this Contract, shall, in connection with the employment, advancement or discharge of
employees or in connection with the terms, conditions or privileges of their employment,
discriminate against persons because of their age or because of any disability or perceived
disability, except on the basis of a bona fide occupational qualification, retirement plan or
statutory requirement.
[Contractor's, Subcontractor's or Vendor's name] further covenants that neither it
nor its officers, members, agents, employees, contractors, or persons acting on their behalf,
shall specify, in solicitations or advertisements for employees to work on this Contract, a
maximum age limit for such employment unless the specified maximum age limit is based
upon a bona fide occupational qualification, retirement plan or statutory requirement.
14.13.3 Mencv's Contractors and the ADA.
In accordance with the provisions of the Americans With Disabilities Act of 1990
("ADA"), Agency warrants that it and any of its contractors will not unlawfully
discriminate on the basis of disability in the provision of services to the general public, nor
in the availability, terms and/or conditions of employment for applicants for employment
with, or employees of, Agency or any of its contractors. AGENCY WARRANTS IT
WILL FULLY COMPLY WITH THE ADA'S PROVISIONS AND ANY OTHER
APPLICABLE FEDERAL, STATE AND LOCAL LAWS CONCERNING
CDBG 51 % PSA CONTRACT 2023-24 Page 24
Boys and Girls Clubs of Greater Tarrant County
Revised 9/21/2023
DISABILITY AND WILL DEFEND, INDEMNIFY AND HOLD CITY
HARMLESS AGAINST ANY CLAIMS OR ALLEGATIONS ASSERTED BY
THIRD PARTIES, CONTRACTORS SUBCONTRACTORS, VENDORS OR
AGENTS AGAINST CITY ARISING OUT OF AGENCY'S AND/OR ITS
CONTRACTORS', SUBCONTRACTORS', VENDORS' OR AGENTS' OR THEIR
RESPECTIVE EMPLOYEES' ALLEGED FAILURE TO COMPLY WITH THE
ABOVE- REFERENCED LAWS CONCERNING DISABILITY
DISCRIMINATION IN THE PERFORMANCE OF THIS CONTRACT.
14.14. Conflicts of Interest and Violations of Criminal Law.
14.14.1 Agencv Safeguards.
Agency shall establish safeguards to prohibit its employees, board members,
advisors and agents from using positions for a purpose that is or gives the appearance of
being motivated by a desire for private gain for themselves or others, particularly those
with whom they have family, business or other ties. Agency shall disclose to City any such
conflict of interest or potential conflict of interest, immediately upon discovery of such.
14.14.2 General Prohibitions Against Conflicts of Interest.
No employees, agents, consultants, officers or elected officials or appointed
officials of City or of Agency who exercise or have exercised any functions or
responsibilities with respect to activities assisted with CDBG funds or who are in a position
to participate in a decision -making process or gain inside information with regard to these
activities may utilize CDBG services, may obtain a financial interest or benefit from a
CDBG-assisted activity, or have an interest in any contract, subcontract or agreement with
respect thereto, or the proceeds thereunder, either for themselves or those with whom they
have family or business ties, during their tenure or for 1 year thereafter.
14.14.2.1 Agency shall establish conflict of interest policies for federal
awards including the CDBG Funds and shall disclose in
writing potential conflicts of interest to City as authorized by
2 CFR Part 200.112.
14.14.3 Conflicts of Interest Involving Procurement.
The conflict of interest provisions of 2 CFR Part 200.318 shall apply in the
procurement of property and services by Agency. In all cases not governed by this Section,
the provisions of 24 CFR Part 570.611 of the CDBG Regulations shall apply.
14.14.3.1 As more particularly described in 2 CFR Part 200.318,
Agency shall maintain and submit to City written standards
of conduct covering conflicts of interest and governing the
performance of its employees engaged in the selection,
award, and administration of contracts. No employee,
officer, or agent may participate in the selection, award, or
administration of a contract supported by a federal award if
he or she has a real or apparent conflict of interest. The
standards of conduct must provide for disciplinary actions to
be applied for violations of such standards by officers,
employees, or agents of Agency.
CDBG 51 % PSA CONTRACT 2023-24 Page 25
Boys and Girls Clubs of Greater Tarrant County
Revised 9/21/2023
14.14.3.2 The officers, employees, and agents of Agency shall neither
solicit nor accept gratuities, favors, or anything of monetary
value from contractors or parties to subcontracts.
14.14.3.3 Notwithstanding the prohibition contained in Section
14.14.3.2, Agency may set standards of conduct for
situations in which the financial interest is not substantial or
the gift is an unsolicited item of nominal value. Such
standards of conduct must provide for disciplinary actions to
be applied for violations of such standards by Agency's
officers, employees or agents.
14.14.3.4 Agency shall maintain written standards of conduct covering
organizational conflicts of interest. Organizational conflicts
of interest means that because of relationships with a parent
company, affiliate, or subsidiary organization, Agency is
unable or appears to be unable to be impartial in conducting
a procurement action involving a related organization.
14.14.3.5 Agency must maintain records sufficient to detail the history
of procurement. These records will include, but are not
necessarily limited to the following: rationale for the method
of procurement, selection of contract type, contractor
selection or rejection, and the basis for the contract price.
14.14.4 Disclosure of Conflicts of Interest.
In compliance with 2 CFR Part 200.112, Agency is required to timely disclose to
City in writing any potential conflict of interest.
14.14.5 Disclosure of Texas Penal Code Violations.
Agency affirms that it will adhere to the provisions of the Texas Penal Code which
prohibit bribery and gifts to public servants.
14.14.6 Disclosure of Federal Criminal Law Violations.
In compliance with 2 CFR Part 200.113, Agency is required to timely disclose to
City all violations of federal criminal law involving fraud, bribery or gratuity violations
potentially affecting the Agency.
14.15 Subcontracting with Small and Minoritv Firms. Women's Business
Enterprises and Labor Surplus Areas.
14.15.1 For procurement contracts $50,000.00 or larger that are paid for, in part or
in full, with the CDBG Funds, Agency agrees to abide by City's policy to involve Minority
Business Enterprises and Small Business Enterprises and to provide them equal opportunity
to compete for contracts for construction, provision of professional services, purchase of
equipment and supplies and provision of other services required by City. Agency agrees to
incorporate the City's BDE Ordinance, and all amendments or successor policies or
ordinances thereto, into all contracts and subcontracts for procurement larger than
$50,000.00 or larger that are paid for, in part or in full, with the CDBG Funds and will
CDBG 51 % PSA CONTRACT 2023-24 Page 26
Boys and Girls Clubs of Greater Tarrant County
Revised 9/21/2023
further require all persons or entities with which it so contracts to comply with said
ordinance.
14.15.2 It is national policy to award a fair share of contracts to disadvantaged
business enterprises ("DBEs"), small business enterprises ("SBEs"), minority business
enterprises ("MBEs"), and women's business enterprises ("WBEs"). Accordingly,
affirmative steps must be taken to assure that DBEs, SBEs, MBEs, and WBEs are utilized
when possible as sources of supplies, equipment, construction and services.
14.15.2.1 In order to comply with federal reporting requirements 24
CFR Part 570.506 (g)(6), Agency must submit the form
attached hereto as EXHIBIT "I" — MBE Reporting Form
for each contract or subcontract with a value of $10,000.00
or more paid or to be paid with the CDBG Funds. Agency
shall submit this form by the date specified in EXHIBIT "I"
— MBE Reporting Form.
14.16 Other Laws.
The failure to list any federal, state or City ordinance, law or regulation that is
applicable to Agency does not excuse or relieve Agency from the requirements or
responsibilities in regard to following the law, nor from the consequences or penalties for
Agency's failure to follow the law, if applicable.
14.17 Assignment.
Agency shall not assign all or any part of its rights, privileges, or duties under this
Contract without the prior written approval of City. Any attempted assignment of same
without approval shall be void, and shall constitute a breach of this Contract.
14.18. Right to Inspect Agencv Contracts.
It is agreed that City has the right to inspect and approve in writing any proposed
contracts between Agency and any contractor or vendor engaged in any activity in
conjunction with this CDBG-funded Program prior to any charges being incurred.
14.19 Force Maieure
If Agency becomes unable, either in whole or part, to fulfill its obligations under
this Contract due to acts of God, strikes, lockouts, or other industrial disturbances, acts of
public enemies, wars, blockades, insurrections, riots, epidemics, pandemics, earthquakes,
fires, floods, restraints or prohibitions by any court, board, department, commission or
agency of the United States or of any States, civil disturbances, or explosions, or some other
reason beyond Agency's control (collectively, "Force Majeure Event"), the obligations so
affected by such Force Majeure Event will be suspended only during the continuance of
such event. Agency will give City written notice of the existence, extent and nature of the
Force Majeure Event as soon as reasonably possible after the occurrence of the event.
Failure to give notice will result in the continuance of Agency's obligation regardless of
the extent of any existing Force Majeure Event. Agency will use commercially reasonable
efforts to remedy its inability to perform as soon as possible.
14.20 IMMIGRATION NATIONALITY ACT.
CDBG 51 % PSA CONTRACT 2023-24 Page 27
Boys and Girls Clubs of Greater Tarrant County
Revised 9/21/2023
Agency shall verify the identity and employment eligibility of its employees who
perform work under this Contract, including completing the Employment Eligibility
Verification Form (I-9). Upon request by City, Agency shall provide City with copies of
all 1-9 forms and supporting eligibility documentation for each employee who performs
work under this Contract. Agency shall adhere to all Federal and State laws as well as
establish appropriate procedures and controls so that no services will be performed by any
Agency employee who is not legally eligible to perform such services. AGENCY SHALL
INDEMNIFY CITY AND HOLD CITY HARMLESS FROM ANY PENALTIES,
LIABILITIES, OR LOSSES DUE TO VIOLATIONS OF THIS PARAGRAPH BY
AGENCY, AGENCY'S EMPLOYEES, SUBCONTRACTORS, AGENTS, OR
LICENSEES. City, upon written notice to Agency, shall have the right to immediately
terminate this Contract for violations of this provision by Agency.
15. INDEMNIFICATION AND RELEASE.
AGENCY COVENANTS AND AGREES TO INDEMNIFY, HOLD
HARMLESS AND DEFEND, AT ITS OWN EXPENSE, CITY AND ITS OFFICERS,
AGENTS, SERVANTS AND EMPLOYEES FROM AND AGAINST ANY AND ALL
CLAIMS OR SUITS FOR PROPERTY LOSS OR DAMAGE AND/OR PERSONAL
INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, OF
WHATSOEVER HIND OR CHARACTER, WHETHER REAL OR ASSERTED,
ARISING OUT OF OR IN CONNECTION WITH THE EXECUTION,
PERFORMANCE, ATTEMPTED PERFORMANCE OR NONPERFORMANCE
OF THIS CONTRACT AND/OR THE OPERATIONS, ACTIVITIES AND
SERVICES OF THE PROGRAM DESCRIBED HEREIN, WHETHER OR NOT
CAUSED IN WHOLE OR IN PART, BY ALLEGED NEGLIGENCE OF
OFFICERS, AGENTS, SERVANTS, EMPLOYEES, CONTRACTORS OR
SUBCONTRACTORS OF CITY; AND AGENCY HEREBY ASSUMES ALL
LIABILITY AND RESPONSIBILITY OF CITY AND ITS OFFICERS, AGENTS,
SERVANTS, AND EMPLOYEES FOR ANY AND ALL CLAIMS OR SUITS FOR
PROPERTY LOSS OR DAMAGE AND/OR PERSONAL INJURY, INCLUDING
DEATH, TO ANY AND ALL PERSONS, OF WHATSOEVER HINDS OR
CHARACTER, WHETHER REAL OR ASSERTED, ARISING OUT OF OR IN
CONNECTION WITH THE EXECUTION, PERFORMANCE, ATTEMPTED
PERFORMANCE OR NONPERFORMANCE OF THIS CONTRACT AND/OR
THE OPERATIONS, ACTIVITIES AND SERVICES OF THE PROGRAM
DESCRIBED HEREIN, WHETHER OR NOT CAUSED IN WHOLE OR IN PART
BY ALLEGED NEGLIGENCE OF OFFICERS, AGENTS, SERVANTS,
EMPLOYEES, CONTRACTORS OR SUBCONTRACTORS OF CITY. AGENCY
LIKEWISE COVENANTS AND AGREES TO AND DOES HEREBY INDEMNIFY
AND HOLD HARMLESS CITY FROM AND AGAINST ANY AND ALL INJURY,
DAMAGE OR DESTRUCTION OF PROPERTY OF CITY, ARISING OUT OF OR
IN CONNECTION WITH ALL ACTS OR OMISSIONS OF AGENCY, ITS
OFFICERS, MEMBERS, AGENTS, EMPLOYEES, CONTRACTORS,
SUBCONTRACTORS, INVITEES, LICENSEES, OR CLIENTS, OR CAUSED, IN
WHOLE OR IN PART, BY ALLEGED NEGLIGENCE OF OFFICERS, AGENTS,
SERVANTS, EMPLOYEES, CONTRACTORS OR SUBCONTRACTORS OF
CDBG 51 % PSA CONTRACT 2023-24 Page 28
Boys and Girls Clubs of Greater Tarrant County
Revised 9/21/2023
CITY.
IT IS THE EXPRESS INTENTION OF THE PARTIES, BOTH AGENCY
AND CITY, THAT THE INDEMNITY PROVIDED FOR THIS SECTION
INCLUDES INDEMNITY BY AGENCY TO INDEMNIFY AND PROTECT CITY
FROM THE CONSEQUENCES OF CITY'S OWN NEGLIGENCE, WHETHER
THAT NEGLIGENCE IS ALLEGED TO BE THE SOLE OR CONCURRING
CAUSE OF THE INJURY, DAMAGE OR DEATH.
AGENCY AGREES TO AND SHALL RELEASE CITY, ITS AGENTS,
EMPLOYEES, OFFICERS AND LEGAL REPRESENTATIVES FROM ALL
LIABILITY FOR INJURY, DEATH, DAMAGE OR LOSS TO PERSONS OR
PROPERTY SUSTAINED IN CONNECTION WITH OR INCIDENTAL TO
PERFORMANCE UNDER THIS CONTRACT, EVEN IF THE INJURY, DEATH,
DAMAGE OR LOSS IS CAUSED BY CITY'S SOLE OR CONCURRENT
NEGLIGENCE.
AGENCY SHALL REQUIRE ALL OF ITS CONTRACTORS AND
SUBCONTRACTORS TO INCLUDE IN THEIR CONTRACTS AND
SUBCONTRACTS A RELEASE AND INDEMNITY IN FAVOR OF CITY IN
SUBSTANTIALLY THE SAME FORM AS ABOVE.
16. WAIVER OF IMMUNITY BY AGENCY.
If Agency, as a charitable or nonprofit organization, has or claims an immunity or
exemption (statutory or otherwise) from and against liability for damages or injury,
including death, to persons or property, Agency hereby expressly waives its rights to plead
defensively such immunity or exemption as against City. This Section shall not be
construed to affect a governmental entity's immunities under constitutional, statutory or
common law.
17. INSURANCE AND BONDING.
Agency will maintain coverage in the form of insurance or bond in the amount of
$70,000.00 to insure against loss from the fraud, theft or dishonesty of any of Agency's
officers, agents, trustees, directors or employees. The proceeds of such insurance or bond
shall be used to reimburse City for any and all loss of CDBG Funds occasioned by such
misconduct. To effectuate such reimbursement, such fidelity coverage shall include a rider
stating that reimbursement for any loss or losses shall name the City as a Loss Payee.
Agency shall furnish to City in a timely manner, but not later than the Effective
Date, certificates of insurance as proof that it has secured and paid for policies of
commercial insurance as specified herein. If City has not received such certificates by the
Effective Date, Agency shall be in default of the Contract and City may, at its option,
terminate the Contract.
Such insurance shall cover all insurable risks incident to or in connection with the
execution, performance, attempted performance or nonperformance of this Contract.
Agency shall maintain the following insurance coverage and limits:
CDBG 51 % PSA CONTRACT 2023-24 Page 29
Boys and Girls Clubs of Greater Tarrant County
Revised 9/21/2023
Commercial General Liabilitv (CGL) Insurance
$ 500,000 each occurrence
$1,000,000 aggregate limit
Non -Profit Organization Liabilitv or Directors & Officers Liability
$1,000,000 Each Occurrence
$1,000,000 Annual Aggregate Limit
Business Automobile Liabilitv Insurance
$1,000,000 each accident on a combined single -limit basis, or
$ 250,000 Property Damage
$ 500,000 Bodily Injury per person per occurrence
$2,000,000 Aggregate
Insurance policy shall be endorsed to cover "Any Auto", defined as autos owned,
hired, and non -owned. Pending availability of the above coverage and at the
discretion of City, the policy shall be the primary responding insurance policy
versus a personal auto insurance policy if or when in the course of Agency's
business as contracted herein.
Workers' Compensation Insurance
Part A: Statutory Limits
Part B: Employer's Liability
$100,000 each accident
$100,000 disease -each employee $500,000
disease -policy limit
Note: Such insurance shall cover employees performing work on any and all
projects including but not limited to construction, demolition, and rehabilitation.
Agency or its contractors shall maintain coverages, if applicable. In the event the
respective contractors do not maintain coverage, Agency shall maintain the
coverage on such contractor, if applicable, for each applicable contract.
Additional Requirements
Such insurance amounts shall be revised upward at City's reasonable option and no more
frequently than once every 12 months, and Agency shall revise such amounts within 30
days following notice to Contractor of such requirements.
Agency will submit to City documentation that it has obtained insurance coverage and has
executed bonds as required in this Contract prior to payment of any monies provided
hereunder.
Where applicable, insurance policies required herein shall be endorsed to include City as
an additional insured as its interest may appear. Additional insured parties shall include
employees, officers, agents, and volunteers of City.
Any failure on part of City to request certificate(s) of insurance shall not be construed as a
waiver of such requirement or as a waiver of the insurance requirements themselves.
CDBG 51 % PSA CONTRACT 2023-24 Page 30
Boys and Girls Clubs of Greater Tarrant County
Revised 9/21/2023
Insurers of Agency's insurance policies shall be licensed to do business in the state of Texas
by the Department of Insurance or be otherwise eligible and authorized to do business in
the state of Texas. Insurers shall be acceptable to City insofar as their financial strength
and solvency and each such company shall have a current minimum A.M. Best Key Rating
Guide rating of A-: VII or other equivalent insurance industry standard rating otherwise
approved by City.
Deductible limits on insurance policies shall not exceed $5,000 per occurrence unless
otherwise approved by City.
In the event there are any local, federal or other regulatory insurance or bonding
requirements for the Program, and such requirements exceed those specified herein, the
former shall prevail.
Agency shall require its contractors to maintain applicable insurance coverages, limits, and
other requirements as those specified herein; and Agency shall require its contractors to
provide Agency with certificate(s) of insurance documenting such coverage. Also, Agency
shall require its contractors to have City and Agency endorsed as additional insureds (as
their interest may appear) on their respective insurance policies.
Directors and Officers Liability coverage shall be in force and may be provided on a claims -
made basis. This coverage may also be referred to as Management Liability, and shall
protect the insured against claims arising out of alleged errors in judgment, breaches of
duty and wrongful acts arising out of their organizational duties. Coverage shall protect not
only the entity, but all past, present and future directors, officers, trustees, employees,
volunteers and committee members.
Notwithstanding any provision in this Contract to the contrary, when applicable,
Agency shall comply with the requirements of 2 CFR 200.310 and shall, at a
minimum, provide the equivalent insurance coverage for real property and
equipment acquired or improved with CDBG Funds as provided to property owned
by Agency.
18. CERTIFICATION REGARDING LOBBYING.
The undersigned representative of Agency hereby certifies, to the best of his or her
knowledge and belief, that:
No federal appropriated funds have been paid or will be paid, by or on behalf of
Agency, to any person for influencing or attempting to influence an officer or
employee of any agency, a member of Congress, an officer or employee of
Congress in connection with the awarding of any federal contract, the making of
any federal grant, the making of any federal loan, the entering into of any
cooperative agreement and the extension, continuation, renewal, amendment, or
modification of any federal contract, grant, loan or cooperative agreement.
If any funds other than federally appropriated funds have been paid or will be paid
to any person for influencing or attempting to influence an officer or employee of
any agency, member of Congress in connection with this federal contract, grant,
loan or cooperative agreement, Agency shall complete and submit Standard Form-
LLL, "Disclosure Form to Report Lobbying," in accordance with its instructions.
This certification is a material representation of fact upon which reliance was
placed when this Contract was made or entered into. Submission of this certificate
CDBG 51 % PSA CONTRACT 2023-24 Page 31
Boys and Girls Clubs of Greater Tarrant County
Revised 9/21/2023
is a prerequisite for making or entering into this Contract imposed by 31 U.S.C.
Section 1352. Any person who fails to file the required certification shall be subject
to a civil penalty of not less than $10,000.00 and not more than $100,000.00 for
each such failure.
Agency shall require that the language of this certification be included in all
subcontracts or agreements involving the expenditure of federal funds.
19. LITIGATION AND CLAIMS.
Agency shall give City immediate notice in writing of any action, including any
proceeding before an administrative agency, filed against Agency in conjunction with this
Contract or the Program. Agency shall furnish immediately to City copies of all pertinent
papers received by Agency with respect to such action or claim. Agency shall provide a
notice to City within 10 days upon filing under any bankruptcy or financial insolvency
provision of law.
20. NOTICE.
All notices required or permitted by this Contract must be in writing and are deemed
delivered on the earlier date of the date actually received or the third day following deposit
in a United States Postal Service post office or receptacle; with proper postage, certified
mail return receipt requested; and addressed to the other Party at the address set out below
or at such other address as the receiving Party designates by proper notice to the sending
Party.
City:
City Attorney's Office
200 Texas Street
Fort Worth, TX 76102
Telephone: 817-3 92-7600
Copy to:
Neighborhood Services Department
200 Texas Street
Fort Worth, TX 76102
Attention: Director
Telephone: 817-392-7540
Copy to:
Neighborhood Services Department
200 Texas Street
Fort Worth, TX 76102
Attention: Contract Administrator
817-392-7540
Agency:
Boys and Girls Clubs of Greater Tarrant County
Audrey Pettet, Director of Grants
3218 East Belknap Street
CDBG 51 % PSA CONTRACT 2023-24 Page 32
Boys and Girls Clubs of Greater Tarrant County
Revised 9/21/2023
Fort Worth, TX 76111
Telephone: 817-720-9340
21. AGENCY HAS LEGAL AUTHORITY TO ENTER INTO CONTRACT.
Agency represents that it possesses the legal authority, pursuant to any proper,
appropriate and official motion, resolution or action passed or taken, to enter into this
Contract and to perform the responsibilities herein required.
22. COUNTERPARTS.
This Contract may be executed in multiple counterparts, each of which shall be
considered an original, but all of which shall constitute one instrument which may be
sufficiently evidenced by one counterpart.
23. PROGRAM INCOME
Parties agree that no program income as defined by HUD shall be earned as a result
of this contract.
24. PROHIBITION ON CONTRACTING WITH
COMPANIES THAT BOYCOTT ISRAEL
If Agency has less than ten employees, this contract is for less than $100,000, or
Agency does not meet the definition of a "company" under the applicable section of the
Texas Government Code, this provision shall not apply. Agency acknowledges that in
accordance with Chapter 2270 of the Texas Government Code, the City is prohibited from
entering into a contract with a company for goods or services unless the contract contains
a written verification from the company that it: (1) does not boycott Israel; and (2) will not
boycott Israel during the term of the contract. The terms "boycott Israel" and "company"
shall have the meanings ascribed to those terms in Section 808.001 of the Texas
Government Code. By signing this contract, Agency certifies that Agency's signature
provides written verification to the City that Agency: (1) does not boycott Israel; and (2)
will not boycott Israel during the term of the contract.
25. PROHIBITION ON BOYCOTTING ENERGY COMPANIES
Agency acknowledges that in accordance with Chapter 2274 of the Texas
Government Code, as added by Acts 2021, 87th Leg., R.S., S.B. 13, § 2, the City is
prohibited from entering into a contract for goods or services that has a value of $100,000
or more that is to be paid wholly or partly from public funds of the City with a company
with 10 or more full-time employees unless the contract contains a written verification from
the company that it: (1) does not boycott energy companies; and (2) will not boycott energy
companies during the term of the contract. The terms "boycott energy company" and
"company" have the meaning ascribed to those terms by Chapter 2274 of the Texas
Government Code, as added by Acts 2021, 87th Leg., R.S., S.B. 13, § 2. To the extent that
Chapter 2274 of the Government Code is applicable to this Agreement, by signing this
Agreement, Agency certifies that Agency's signature provides written verification to the
CDBG 51 % PSA CONTRACT 2023-24 Page 33
Boys and Girls Clubs of Greater Tarrant County
Revised 9/21/2023
City that Agency: (1) does not boycott energy companies; and (2) will not boycott energy
companies during the term of this Agreement.
26. PROHIBITION ON DISCRIMINATION AGAINST FIREARM AND
AMMUNITION INDUSTRIES
Agency acknowledges that except as otherwise provided by Chapter 2274 of the
Texas Government Code, as added by Acts 2021, 87th Leg., R.S., S.B. 19, § 1, the City is
prohibited from entering into a contract for goods or services that has a value of $100,000
or more that is to be paid wholly or partly from public funds of the City with a company
with 10 or more full-time employees unless the contract contains a written verification from
the company that it: (1) does not have a practice, policy, guidance, or directive that
discriminates against a firearm entity or firearm trade association; and (2) will not
discriminate during the term of the contract against a firearm entity or firearm trade
association. The terms "discriminate," "firearm entity" and "firearm trade association"
have the meaning ascribed to those terms by Chapter 2274 of the Texas Government Code,
as added by Acts 2021, 87th Leg., R.S., S.B. 19, § 1. To the extent that Chapter 2274 of the
Government Code is applicable to this Agreement, by signing this Agreement, Agency
certifies that Agency's signature provides written verification to the City that Agency: (1)
does not have a practice, policy, guidance, or directive that discriminates against a firearm
entity or firearm trade association; and (2) will not discriminate against a firearm entity or
firearm trade association during the term of this Agreement.
[SIGNATURES APPEAR ON NEXT PAGE]
CDBG 51 % PSA CONTRACT 2023-24 Page 34
Boys and Girls Clubs of Greater Tarrant County
Revised 9/21/2023
IN WITNESS WHEREOF, the Parties hereto have executed 1 original of this
Contract in Fort Worth, Tarrant County, Texas.
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Jannette Goodall
City Secretary
M&C: 23-0631
Date: August 8, 2023
1295 Certification No.
RECOMMENDED BY:
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Victor Turner
Neighborhood Services Director
APPROVED AS TO FORM AND LEGALITY:
C U)dz .td
Jessika Williams
Assistant City Attorney
CITY OF FORT WORTH:
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Fernando Costa
Assistant City Manager
CONTRACT COMPLIANCE ADMINISTRATOR:
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
Celeste Macklin
Senior Administrative Assistant
AGENCY NAME
Boys and Girls Clubs of Greater Tarrant County
CDBG 51 % PSA CONTRACT 2023-24
Boys and Girls Clubs of Greater Tarrant County
Revised 9/21/2023
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Page 35
Audrey Pettet
Audrey Pettet (Oct 9, 2023 10:41 LjT)
Audrey Pettet, Director of Grants
EXHIBITS:
EXHIBIT "A" —Program Summary
EXHIBIT "A-1" — 2022 HUD Income Limits
EXHIBIT "A-2" — Reporting Requirements for Countywide Agencies
EXHIBIT "B" — Budget
EXHIBIT "C" — Audit Certification Form
EXHIBIT "D" — Reimbursement Forms
EXHIBIT "E" — Form of Income Self -Certification
EXHIBIT "F" — Standards for Complete Documentation
EXHIBIT "G" — Section 3 Reporting Forms (NOT APPLICABLE)
EXHIBIT "H" — Severely Disabled Certification Form
EXHIBIT "I" — MBE Reporting Form
EXHIBIT "J" — Duties of the Parties for Use of NSD Community Centers
EXHIBIT "K" — Notice of Beneficiary Rights
CDBG 51 % PSA CONTRACT 2023-24 Page 36
Boys and Girls Clubs of Greater Tarrant County
Revised 9/21/2023
Boys & Girls Clubs of Greater Tarrant County
Eastside- Youth Development
PROGRAM SUMMARY
(CDBG)
October 1, 2023, to September 30, 2024
PERIOD
EXHIBIT "A"
PROGRAM SUMMARY
$70,000
AMOUNT
Capitalized terms not defined herein shall have meanings assigned them in the Contract.
PROGRAM:
The Youth Development program at the Boys & Girls Club Eastside Branch and ommunity is
open to school -aged youth, ages 6-18 years old, year-round, providing out -of -school time
enrichment activities that promote positive youth development. The Eastside Club's youth
development program equips youth with the building blocks needed for positive cognitive, social,
emotional, and physical development so they can thrive and be resilient in their lives. Through
the onsite program and Mobile Clubhouse Experience, Boys & Girls Clubs drives outcomes in
academic engagement and overall health and wellness for kids in the Stop Six and surrounding
communities.
Standard services provided include:
• Youth development activities (STEM, High Yield Learning, Health & Fitness)
• Targeted Programs (Mentoring, College & Career Preparation, Social, Emotional, and
Mental Health Support, Prevention & Intervention)
• Meal Distribution
• Basic Needs Resources and Referral Services
• Resource and Activity kit distribution
• Virtual Programming
• Technology and Internet access
CDBG Funds will be used to pay for salaries for program employees in accordance with the amount
applicable to the CDBG-funded Program.
Agency's office and Program services are available at:
Eastside Branch
4651 Ramey Ave
Fort Worth, TX 76105
3:30pm to 6:30 pm Monday — Friday
(begins at 7:30 AM and closes at 6:00 PM during summer and special school holiday club service
days)
CDBG 5 1 % PSA CONTRACT
The agency shall not change any locations without prior City approval. Costs incurred at any
locations that have not been approved by the City will not be reimbursed.
2023-2024 — EXHIBIT "A" — PROGRAM SUMMARY
Page 1
The agency is a Fort Worth Agency, which means at least 90% of clients served by the Program are
Fort Worth residents. The agency will submit documentation that verifies that at least 51% of all
clients served by the Program, whether Fort Worth residents or not, are Income Eligible Clients
with current household incomes at or below 80% of AMI.
REGULATORY CLASSIFICATION:
IDIS Matrix Code(s) and Service Category: 05D Youth Services
National Objective Citation: LMC Low/Mod Limited Clientele 24 CFR 570.208(a)(2) Regulatory
Citation(s): 24 CFR 570.201(e)
PROGRAM GOALS:
Minimum Number of Fort Worth Clients to be Served: The Program must serve a minimum
of 345 Unduplicated Clients from Fort Worth, as shown by the monthly reports on Attachment
III.
CDBG 5 1 % PSA CONTRACT
2023-2024 — EXHIBIT "A" — PROGRAM SUMMARY
EXHIBIT "A-1"
2022 HUD INCOME LIMITS
AN 1 person 2 people 3 people
30% $20,100 $23,000 $25,850
SO% $33,500 $38,300 $43,100
80% $53,600 $61,250 $68,900
4 people 5 people 6 people
$28,700 $31,000 $33,300
$47,850 $51,700 $55,550
$76,550 $82,700 $88,800
*Income limits are published at least annually by HUD.
Effective 611512023
Page 2
7 people
$35,600
$59,350
$94,950
8 people
$37,900
$ 63, 200
$101,050
CDBG 5 1 % PSA CONTRACT
EXHIBIT "A-2"
REPORTING REQUIREMENTS FOR COUNTYWIDE AGENCIES
CDBG 51 % PSA CONTRACT-- EXHIBIT "A-2" REPORTING REQUIREMENTS FOR COUNTYWIDE AGENCIES
REPORTING REQUIREMENTS FOR COUNTYWIDE AGENCIES
Quarterly Report
The purpose of the Quarterly Report is for the Countywide Agencies to report the number of non -Fort Worth
clients who participate in the Program. The Quarterly Report must be submitted with the
December, March, June and September Reimbursement Requests. The submission of the Quarterly
Report is through ZoomGrants. The information provided in the Quarterly Report will be reviewed and
monitored by the Neighborhood Services Department Compliance Division.
April 15, 2023 January 1, 2024 —
March 30, 2024
July 15, 2023 April 1, 2024 —
June 30, 2024
October 3, 2023 July 1, 2024 —
September 30, 2024
TOTAL
I, Agency representative, certify that I verified the information I reported this quarter and it is correct to
the best of my knowledge.
Certified by:
Signature/Title:
Date:
CDBG 51% PSA CONTRACT-- EXHIBIT "A-2" REPORTING REQUIREMENTS FOR COUNTYWIDE AGENCIES
EXHIBIT "B" - BUDGET
Remaining
Balance
Account Grant Budget Increase 7 Decrease Total
PROGRAM PERSONNEL
Salaries
1001 $ 70,000.00 $ 70,000.00
(FICA
1002
Life/Disability Insurance
1003
Health/Dental Insurance
1004
Unemployment -State
1005
Worker's Compensation
1006
Retirement
1007
Staff Training
1008
Office/Program Supplies 2001
(Postage 2002
Printing 2003
Adv/Media, Dues/Pub, Printing,
Bank Fees
other 2004
MISCELLANEOUS
Contract Labor Food
Supplies/Meals (City needs copy of
contract before expenses can be
reimbursed)
3001
Food Supplies
3002
(Teaching Aids
3003
Craft Supplies
3004
Field Trip Expenses
3005
Mileage
3006
FACILITY AND UTILITIES
aL
Telephone
4001
Electric
4002
Gas
4003
Water and Wastewater
4004
Solid Waste Disposal
4005
before expenses can be
4006
Cleaning Supplies
4007
Repairs
4008
Custodial Services
4009
Utilities, Transportation, PP &E
4010
SURANCE
Fidelity Bond or Equivalent
5001
Directors and Officers
5002
General Commercial Liability
5003
Bank fees
volunteer
volunteer
Prof Fees
5004
DIRECT ASSISTANCE
Recruitment, Misc. 6001
BUDGET TOTAL
FUNDING A: OJJ DP
FUNDING B: Fees FUNDING C:
Funding
$ 70,000.00 $ $ $ $ 70,000
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.
SALARY DETAIL -PROGRAM PERSONNEL
Est. Percent to
Amount to
Position Title
Annual Salary
Grant
Grant
Position 1 - Branch Director FT
$
58,000.00
40.0%
$
23,200.00
Position 2 - Youth Program Specialist FT
$
44,000.00
30.0%
$
13,200.00
Position 3 - Music and Youth Coordinator FT
$
43,000.00
35.0%
$
15,050.00
Position 4 - Youth Development Specialist PT
$
30,500.00
32.0%
$
9,857.50
Position 5 - Youth Development Specialist PT
$
30,500.00
28.5%
$
8,692.50
TOTAL
$
206,000.00
$
70,000.00
FRINGE DETAIL -PROGRAM PERSONNEL
Percent of
Est. Percent to
Amount to
Payroll
Amount
Grant
Grant
FICA
Life/Disability Insurance
Health/Dental Insurance
Unemployment -State
Worker's Compensation
Retirement
Staff Training
TOTAL
SUPPLIES AND SERVICES
Est. Percent to
Total Budget Grant
Office/Program Supplies
Postage
Printing
Adv/Media, Dues/Pub, Printing, Bank Fees
TOTAL $ -
MISCELLANEOUS
Total Budget
Contract Labor
Food Supplies
Teaching Aids
Craft Supplies
Field Trip Expenses
Mileage
TOTAL
FACILITY AND UTILITIES
Total Budget
Telephone
Electric
Gas
Water and Wastewater
Solid Waste Disposal
Rent
Cleaning Supplies
Repairs
Grant
#DIV/0!
#DIV/0! $
Grant
Amount to
Grant
Grant
Grant
Custodial Services
Utilities, Transportation, PP & E
TOTAL $ -
LEGAL, FINANCIAL AND INSURANCE
Total Budget Grant Grant
Fidelity Bond or Equivalent
Directors and Officers
General Commercial Liability
Prof Fees
TOTAL $ -
DIRECT ASSISTANCE
Total Budget Grant Grant
Audit/IT/Legal Volunteer Recruitment, Misc.
TOTAL $ -
EXHIBIT "C"
AUDIT CERTIFICATION FORM
CDBG PSA CONTRACT EXHIBIT "C" - AUDIT
CERTIFICATION FORM --
AUDIT CERTIFICATION FORM AND AUDIT REQUIREMENTS
Agency:'{So -\" (iH\5 (\U'QS 0 bltO.'tQ.( 10.no.W�4 CO n" j
Fiscal Year Ending: September 3012023
iziDuring the fiscal year in which funds will be received, we will exceed the federal expenditure
threshold of $750,000. We will have our Single Audit or Program Specific Audit completed and will
submit the audit report described in 2 CFR Part 200 within 7 months after the end of
the audited fiscal year or 30 days within its completion, whichever is the earlier date.
❑ During the fiscal year in which funds will be received, we will not exceed the $750,000
federal expenditure threshold required for a Single Audit or a Program Specific Audit to be
performed this fiscal year. (Fill out schedule below)
Federal Expenditure Disclosure
MUST be filled out if Single Audit or Pro 1ZrBID Audit is NOT
Pass Through Program Name Contract
Federal Grantor Orantor & CFDANumber Number Expenditures
Total Federal Expenditures for this Fiscal Year:
C'€ZJ ....; P.. r ; J. e.... -I
Wt/63.
Signatory and Titl Date
Failure to submit this or a similar statement or failure to submit a completed single audit package
as described in the federally required audit requirements described in 2 CFR Part 200, as applicable,
by the required due date may result in suspension of funding and may affect eligibility for future
funding. Notwithstanding the above, this certification acknowledges the agency's commitment
to meet all other financial reporting, financial statements, and other audit requirements as
may be set forth in the Contract.
CDBG PSA CONTRACT - EXHIBIT "C" - AUDIT CERTIFICATION FORM 2
Exhibit D
Attachment I- Request Summary
Agency:
Address:
City, State, Zip:
Program:
Month of Service:
Tax ID Number:
Contract Number:
Case ID:
P.O. Number:
FID Number:
IDIS Number:
Amount
Account
Original Amount This Invoice Cumulative to Date
(Program Name) Case ID
Salaries
1001
$
$
FICA
1002
$
$
$ $
Life/Disability Insurance
1003
$
$
$ $
Health/DentalInsurance
1004
$
$
$ $
Unemployment -State
1005
$
$
$ $
Worker's Compensation
1006
$
$
$ $
Office Supplies
1007
$
$
$ $
Food Supplies
1008
$
$
$ $
Insurance
1009
$
$
$ $
Accounting
1010
$
$
$ $
Contract Labor
1011
$
$
$ $
Balance
TOTAL
- S
Request Summary
Budget
Expenditure
Percentage Spent
Table Total
$
S
//DIV/01
S
22.Oct
22-Nov
22-Dec
23Jan
23-Feb
23-Mar
23-Apr
23-May
23-Jun
23Jul
23-Aug
23-Sep
Client Goals
Goal Amount
Cumulative Total
Goal Met %
Table Total
0
0
#DIV/01
0
22.Oct
22-Nov
22-Dec
234an
23-Feb
23-Mar
1
0
0
0
0
0
23-Apr
ATTACHMENT II
City of Fort Worth
Neighborhood Services Department
Expenditure Worksheet
23Jul I23-Aug I23-Sep
Agency: Program:
Only highlighted codes can be reimbursed
Please group like account codes.
Line
No,
Check No. Date paycc D—iption/JobTitk-
1
2
3
4
5
6
7
8
9
10
12
13
14
15
16
17
is
19
20
21
22
23
24
25
26
27
kccount C.
(See Key to
Right)
Amount
28
29
30
31
32
33
34
35
36
37
38
39
40
41
42
43
44
45
46
47
48
49
Total $
employee's title under )escription/Sob'Citle. Rent must identify tenant
Expense Line Item
EMERGENCY SHELTER
Account
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
1011
Other()
1012
SHELTER OPERATIONS
Maintenance
2001
Security
2002
Insurance
2003
Utilities
2004
Supplies
2005
Repairs
2006
OthaO
2007
HOUSING RELOCATION AND STABILI
EATION
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
FICA
4002
Life/Disability Insurance
4003
Health/Dental Insurance
4004
Unemployment -State
4005
Worker's Compensation
4006
Other()
4001
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
Moel/Hotal Vouchers
6006
MIS'
HMIS Software Costs
7001 I
*For
salaries
state
`��
{ ! _: ;! . ;!
•;.. „ ,! ,
[! E \ R \
!.
!; Q / :
� p; \ \ \
EXHIBIT "F"
STANDARDS OF DOCUMENTATION
CDBG 5 1 % PSA CONTRACT -- EXHIBIT "F" -- STANDARDS OF DOCUMENTATION
2023-2024 Documentation Standards for
CDBG Public Service Contract Expenses
Employee Salaries and Benefits - City will only reimburse a percentage of any employee's salary and benefits who work directly with the CDBG-funded Program.
Percentages will be cost allocated and determined prior to the execution of the CDBG Contract. Agencies requesting the reimbursement of 100% of any Agency employee will
require prior City approval. Agencies must show calculation on how the CDBG portion of employee salaries and benefits were calculated consistently with the CDBG Contract.
If an employee works on both a CDBG eligible and non-CDBG eligible program(s), the City will only reimburse for a reasonable portion of the
employee's salary. Prior to the execution of the CDBG Contract, the Agency will provide the City with a written statement on how each
employee's time will be allocated. If an employee works 100% of their time directly with the CDBG-funded Program, then 100% of the
employee's salary may be eligible for reimbursement. Agency must submit a written statement that 100% of the employee's time is spent
working directly with the CDBG-funded Program. Statements must be signed by a person authorized to sign on behalf of the Agency and will be
submitted with the October invoice.
Reimbursement requests must include a timesheet and work log that reflects the hours worked by the employee(s) working directly on the
CDBG-funded Program. For employees who are paid with multiple funding sources, timesheets must reflect all funding sources. If separate
X timesheets are kept for each funding source, all such timesheets must be submitted to City. Timesheets must be signed by employee and
supervisor. Agency must show a calculation and documentation of how the employee's salary was calculated and invoiced to City.
Salaries
X
*If employees are paid by direct deposit rather than check, then the agency must submit both the direct deposit payment company's report (such
as an ADT report) and a bank statement or check showing payment to the direct deposit company.
FICA/Medicare
X
Life Insurance
x >( >(
Health
If the City pays gross salary, this is already included. If the City pays the employer portion, the Agency must provide proof that the employee is
Insurance
enrolled in the benefit plan, must show a calculation and documentation of how the invoiced amount was calculated, and must provide
x x x
documentation showing payment. Invoice and proof of payment are only required with the first reimbursement request and at any time there are
Disability
changes to amounts, enrollments, disenrollment's, etc.
Insurance
x x x
Unemployment
Insurance
x x x
If the City pays gross salary, this is already included. If the City pays the employer portion, the Agency must provide proof that the employee is
enrolled in the benefit plan, must show a calculation and documentation of how the invoiced amount was calculated, and must provide
Retirement
documentation showing payment. Invoice and proof of payment are only required with the first reimbursement request and at any time there are
changes to amounts, enrollments, disenrollment's, etc.
x x x
Materials, Equipment, Goods and Supplies - City will only reimburse for the cost allocated percent or amount spent in support of the CDBG-funded Program. Agencies requesting
reimbursement for these items will require prior City approval. Agencies must show calculation on how the CDBG portion of these expenses were calculated consistently with the
CDBG Contract.
Office Supplies X X
Office
Equipment
Rental
X X X X
Postage
X X
Printing
X X
Construction &
Building
Materials
X X X
Sport and
Recreation
Equipment
X X
Cleaning
)e )e
Supplies
Teaching Aids
)e )e
Craft Supplies X X
Food Supplies X X
X This category is only available for the REACH Program and Habitat for Humanity.
X This category is only available to the Program provided by Meals on Wheels.
Rent, Utilities and Maintenance - City will only pay for a portion of these expenses. The portion of these expenses will be determined by the square footage attributable to the CDBG-
funded Program and shall be cost -allocated in accordance with the amount of space used for the CDBG-funded Program. These expenses may only be in support of the CDBG-funded
Program. The items listed below require prior City approval and the Agency is required to identify any funding source that pays for the portion of the expenses that is not paid with
CDBG funds. Agencies must show calculation on how the CDBG portion of these expenses were calculated consistently with the CDBG Contract.
Telephone X X
Gas X X
Water/Waste X X
water
Electric X X
Solid Waste X X
CDBG 51 % PtA ;OP TRACT mAibit "F"
— STANDARDS FOR COMPLETE DOCUMENTATION
Facility
Maintenance
This item requires approval by the City prior to the execution of the CDBG Contract. Repairs may be categorized as major/minor rehabilitation
and Repairs X X X
X projects and must be approved through the full HUD Environmental Review.
City will pay for a portion of the rent for the Program facility so long as it's in proportion to the square footage attributable to the CDBG- funded
Rent X X X
program.
Miscellaneous
This item requires prior approval by the City. Prior to the execution of the CDBG Contract, the Agency must submit a written statement that lists
the contract labor services to be used during the Contract term. Agency will submit a memo related to the procurement of such services and will
forward any information pertaining to the procurement process to City. This requirement applies to, but is not limited to, services retained for
security services, legal, accounting, transportation providers, educational facilitators, custodial services, etc. Agencies may not use the contract
Contract Labor X X X X
X services of any City of Fort Worth Department.
City -required City will only pay for a percentage of the City -required insurance so long as it's in proportion to the square footage attributable to the CDBG-
Insurance X X funded program.
City requires that the agency submit its fee schedule or formula on how the Agency calculates the childcare scholarship amount. The fee
schedule/formula should demonstrate a breakout of income levels, and for each income level the schedule should demonstrate which portion of
the expense is to be paid by the family and which portion of the expense is to be reimbursed by the City. A fee schedule/formula must be submitted
to the City prior to the first payment. Agency must submit documentation supporting that the client is income eligible and that the household is
Childcare X X
being charged in conformance with the fee schedule. If the fee schedule/formula changes at any time during the contract term, the Agency must
Scholarships
immediately notify City on the date the new fee schedule/formula takes into effect.
"$0" Income
Agencies that are required to verify and provide proof of household income to determine eligibility, must require that anyone who is over the age
Certifications
of 18, living in the household, submit a $0 Income Certification.
If an audit is required because federal funds exceed $750,000, then the cost should be split evenly by all grant funding sources. Agency must
show calculation on how the CDBG portion of the accounting services were calculated. For example, if the CDBG grant is 10% of your Agency's
budget, then invoice shall not exceed 10% of the overall cost. Agency must show a calculation and documentation of how the invoiced amount
Audit Services X X X X was calculated, and must provide documentation showing payment.
*Proof of payment effective October T, 2020: Payments or Expenses must be documented in the following manner:
A) Image of the check AND bank statement showing the check cleared the bank; OR,
B) Image of the cancelled check (ex. At end of bank statement); OR,
C) Payroll Check Stub, "Advice", or Statement AND Bank Statement indicating payroll; OR,
D) For wire or e-transfers: Receipt or statement from payee/vendor OR bank statement.
Revised as of 09-14-2020 SK
CDBG 51 % PSA CONTRACT Exhibit "F' —STANDARDS FOR COMPLETE DOCUMENTATION
EXHIBIT "F"
STANDARDS OF DOCUMENTATION
CDBG 51 % PSA CONTRACT -- EXHIBIT "F" -- STANDARDS OF DOCUMENTATION
2023-2024 Documentation Standards for
CDBG Public Service Contract Expenses
Employee Salaries and Benefits - City will only reimburse a percentage of any employee's salary and benefits who work directly with the CDBG-funded Program.
Percentages will be cost allocated and determined prior to the execution of the CDBG Contract. Agencies requesting the reimbursement of 100% of any Agency employee will
require prior City approval. Agencies must show calculation on how the CDBG portion of employee salaries and benefits were calculated consistently with the CDBG Contract.
If an employee works on both a CDBG eligible and non-CDBG eligible program(s), the City will only reimburse for a reasonable portion of the
employee's salary. Prior to the execution of the CDBG Contract, the Agency will provide the City with a written statement on how each
employee's time will be allocated. If an employee works 100% of their time directly with the CDBG-funded Program, then 100% of the
employee's salary may be eligible for reimbursement. Agency must submit a written statement that 100% of the employee's time is spent
working directly with the CDBG-funded Program. Statements must be signed by a person authorized to sign on behalf of the Agency and will be
submitted with the October invoice.
Reimbursement requests must include a timesheet and work log that reflects the hours worked by the employee(s) working directly on the
CDBG-funded Program. For employees who are paid with multiple funding sources, timesheets must reflect all funding sources. If separate
timesheets are kept for each funding source, all such timesheets must be submitted to City. Timesheets must be signed by employee and
supervisor. Agency must show a calculation and documentation of how the employee's salary was calculated and invoiced to City.
Salaries
X
*If employees are paid by direct deposit rather than check, then the agency must submit both the direct deposit payment company's report (such
as an ADT report) and a bank statement or check showing payment to the direct deposit company.
FICA/Medicare
X
Life Insurance
x
Health
If the City pays gross salary, this is already included. If the City pays the employer portion, the Agency must provide proof that the employee is
Insurance
enrolled in the benefit plan, must show a calculation and documentation of how the invoiced amount was calculated, and must provide
x x x
documentation showing payment. Invoice and proof of payment are only required with the first reimbursement request and at any time there are
Disability
changes to amounts, enrollments, disenrollment's, etc.
Insurance
x x x
Unemployment
Insurance
x x x
If the City pays gross salary, this is already included. If the City pays the employer portion, the Agency must provide proof that the employee is
enrolled in the benefit plan, must show a calculation and documentation of how the invoiced amount was calculated, and must provide
Retirement
documentation showing payment. Invoice and proof of payment are only required with the first reimbursement request and at any time there are
changes to amounts, enrollments, disenrollment's, etc.
x x x
Materials, Equipment, Goods and Supplies - City will only reimburse for the cost allocated percent or amount spent in support of the CDBG-funded Program. Agencies requesting
reimbursement for these items will require prior City approval. Agencies must show calculation on how the CDBG portion of these expenses were calculated consistently with the
CDBG Contract.
Office Supplies X X
Office
Equipment
Rental X X X X
Postage )e )e
Printing
Construction &
Building
Materials
X X X
X This category is only available for the REACH Program and Habitat for Humanity.
Sport and
Recreation
Equipment
X X
X
Cleaning
X X
X
Supplies
Teaching Aids
X X
X
Craft Supplies
X X
X
Food Supplies
X X
X This category is only available to the Program provided by Meals on Wheels.
Rent, Utilities and Maintenance - City will only pay for a portion of these expenses. The portion of these expenses will be determined by the square footage attributable to the CDBG-
funded Program and shall be cost -allocated in accordance with the amount of space used for the CDBG-funded Program. These expenses may only be in support of the CDBG-funded
Program. The items listed below require prior City approval and the Agency is required to identify any funding source that pays for the portion of the expenses that is not paid with
CDBG funds. Agencies must show calculation on how the CDBG portion of these expenses were calculated consistently with the CDBG Contract.
Telephone
X X
Gas
X X
Water/Waste
X X
water
Electric
X
Solid Waste
X
CDBG 51 % Fr,A LONTRACT En ibit "F"
— STANDIRDS FOR COMPLETE DOCUMENTATION
Facility
Maintenance
This item requires approval by the City prior to the execution of the CDBG Contract. Repairs may be categorized as major/minor rehabilitation
and Repairs X X X
X projects and must be approved through the full HUD Environmental Review.
City will pay for a portion of the rent for the Program facility so long as it's in proportion to the square footage attributable to the CDBG- funded
Rent X X X
program.
Miscellaneous
This item requires prior approval by the City. Prior to the execution of the CDBG Contract, the Agency must submit a written statement that lists
the contract labor services to be used during the Contract term. Agency will submit a memo related to the procurement of such services and will
forward any information pertaining to the procurement process to City. This requirement applies to, but is not limited to, services retained for
security services, legal, accounting, transportation providers, educational facilitators, custodial services, etc. Agencies may not use the contract
Contract Labor X X X X
X services of any City of Fort Worth Department.
City -required
City will only pay for a percentage of the City -required insurance so long as it's in proportion to the square footage attributable to the CDBG-
Insurance X X
funded program.
City requires that the agency submit its fee schedule or formula on how the Agency calculates the childcare scholarship amount. The fee
schedule/formula should demonstrate a breakout of income levels, and for each income level the schedule should demonstrate which portion of
the expense is to be paid by the family and which portion of the expense is to be reimbursed by the City. A fee schedule/formula must be submitted
to the City prior to the first payment. Agency must submit documentation supporting that the client is income eligible and that the household is
Childcare X X
being charged in conformance with the fee schedule. If the fee schedule/formula changes at any time during the contract term, the Agency must
Scholarships
immediately notify City on the date the new fee schedule/formula takes into effect.
"$0" Income
Agencies that are required to verify and provide proof of household income to determine eligibility, must require that anyone who is over the age
Certifications
of 18, living in the household, submit a $0 Income Certification.
If an audit is required because federal funds exceed $750,000, then the cost should be split evenly by all grant funding sources. Agency must
show calculation on how the CDBG portion of the accounting services were calculated. For example, if the CDBG grant is 10% of your Agency's
budget, then invoice shall not exceed 10% of the overall cost. Agency must show a calculation and documentation of how the invoiced amount
Audit Services X X X X was calculated, and must provide documentation showing payment.
'Proof of payment effective 5c:ober 4, 2020: Payments or Expenses must be documented in the following manner:
A) Image of the check AND bank statement showing the check cleared the bank; OR,
B) Image of the cancelled check (ex. At end of bank statement); OR,
C) Payroll Check Stub, "Advice", or Statement AND Bank Statement indicating payroll; OR,
D) For wire or e-transfers: Receipt or statement from payee/vendor OR bank statement.
Revised as of 09-14-2020 SK
CDBG 51 % PSA CONTRACT Exhibit "F' —STANDARDS FOR COMPLETE DOCUMENTATION
EXHIBIT "E"
INCOME CERTIFICATION FORMS
CDBG 51 % PSA CONTRACT -- EXHIBIT "E" -- INCOME CERTIFICATION FORMS Page 1
City of Fort Worth
CERTIFICATION OF INCOME STATEMENT
Applicant Name:
Current Address: Phone #:
Last Name First Name
City and Zip:
Household Members and Income
(including applicant)
TOTAL NUMBER OF FAMILY MEMBERS
Total Gross Annual Household Income:
Age Monthly Source of Income
Income $$
(Include Yourself, Spouse, Children, etc.)
PERSONAL INFORMATION: (Check one in each item. This Information is Required for Federal Reporting Purposes)
a. ❑ MALE b. ❑ WHITE ❑ BLACK/AFRICAN AMERICAN ❑ BLACK/AFRICAN AMERICAN & WHITE
❑ FEMALE ❑ AMERICAN INDIAN/ALASKAN NATIVE ASIAIQ
❑ AMERICAN INDIAN/ALASKAN NATIVE & WHITE ❑nn ASIAN & WHITE
❑ NATIVE HAWAIIAN/OTHER PACIFIC ISLANDER BAL[A�CE/OTHER AMERICAN
❑ INDIAN/ALASKAN NATIVE & BLACK/AFRICAN AMERICAN
c. ETHNICITY d. DISABLED e. IS HEAD OF HOUSEHOLD FEMALE?
❑ HISPANIC YES Q NON -HISPANIC ❑ NO NO
❑ ❑ ❑
Certification: I certify that the information I am providing is true and could be subject to verification at any
time by a third party. I also acknowledge that the provision of false information could leave me subject to the
penalties of Federal, State and local law.
Signature of Applicant
Date
WARNING: TITLE 18, SECTION 1001 OF THE U.S. CODE STATES THAT A PERSON IS GUILTY OF A FELONY
FOR KNOWINGLY AND WILLINGLY MAKING FALSE OR FRAUDULENT STATEMENTS TO ANY DEPARTMENT OF
THE UNITED STATES GOVERNMENT.
Household Size: Gross Annual Income:
Applicable Income Limit: Is Applicant Eligible?
Check if Applicant refused to provide demographic information: O
Staff Assessment of Demographics:
Person Making Determination: Date:
NOTE: Address. income amounts and sources for ALL household members are required.
Ciudad de Fort Worth
CDBG 5 1 % PSA CONTRACT -- EXHIBIT `E" -- INCOME CERTIFICATION FORMS Page 2
CERTIFICACION DE DECLARACION DE INGRESOS
Nombre del Solicitante:
Direccion de Actualidad: Telefono:
Ciudad y Codigo Postal:
Miembros Del Ho2ar e In;resos (Incluyendo
el/la Solicitante)
Apellido Nombre Edad Ingreso
Mensual
* TOTAL NUMERO DE MIEMBROS DEL HOGAR
Origen de Ingresos
(Incluyase Usted.)
Total, Anual de Ingresos del hogar:
"INFORMACION PERSONAL: (Seleccione uno en cada articulo. Esta informacion es requerida por el Gobierno federal.)
a. ❑ MASCULINO ❑ b. BLANCO ❑ ❑NEGRO/AFRICANO AMERICANO
❑ ❑ NEGRO/AFRICANO AMERICANO & BLANCO ❑
FEMININO ❑❑ INDIO AMERICANO/NATIVO DE ALASKA ❑ ❑ASIATICO
❑ INDIO AMERICANO/NATIVO DE ALASKA & BLANCO ASIATICO & BLANCO
NATIVO HAWAIANO/OTRO DE LAS ISLAS PACIFICAS BALANCE/OTRO INDIO
AMERICANO / NATIVO DE ALASKA & NEGRO/AFRICANO AMERICANO
❑ ❑ ❑
❑ C. ❑ ETHNICIDAD ❑ d. INCAPACITADO e. DES LA CABEZA DEL HOGAR MUJER?
HISPANO SI SI
NO-HISPANO NO NO
Certificacion: Yo certifico que la informacion que yo estoy proporcionando es verdadera y puedo ser sujeto a
verificacion a cualquiera hora por tercera parte. Yo tambien reconozco que la provision de informacion falsa
puede dejarme sujeto a penalidades Federales, Estatales, y a ley local.
Firma del Solicitante
Fecha
ADVERTENCIA: TITULO 18, SECCION 1001 DEL CODIGO DE LOS ESTADOS UNIDOS INDICA QUE UNA
PERSONA ES CULPABLE DE UN DELITO POR SABER Y VOLUNTARIAMENTE RACER DECLARACIONES FALSOS O
FRAUDULENTAS A CUALQUIER DEPARTAMENTO DE GOBIERNO DE LOS ESTADOS UNIDOS.
-----------------Para use de empleados de la agencia----
# De Miembros de Familia: Ingreso Anual:
Limite de Ingreso:
�Es solicitante elegible?:
Compruebe si el solicitante se nego a dar su informacion personal: O
Evaluacion del empleado sobre informacion personal:
Persona haciendo la determinacion: Fecha:
Note: La direction de la Casa v los ingresos (v sus origenes) nara todos miembros del hogar son reauerido
CDBG 51 % PSA CONTRACT -- EXHIBIT "E" -- INCOME CERTIFICATION FORMS Page 3
EXHIBIT "G"
SECTION 3 REPORTING FORMS
NOT APPLICABLE
CDBG 51% PSA CONTRACT -- EXHIBIT "G" -- SECTION 3 REPORTING FORMS Page 1
EXHIBIT "H"
SEVERELY DISABLED CERTIFICATION FORM
CDBG 5 1 % PSA CONTRACT - EXHIBIT "H" - SEVERELY DISABLED CERTIFICATION FORM
CERTIFICATION FORM
DOCUMENTING CLIENT STATUS AS "SEVERELY DISABLED ADULT"
Client Name:
Address:
City, State, Zip
Client Identification No.
CHECK ALL THAT APPLY
[
Has used a wheelchair, a walker, cane, crutches or other special aid for six
months or longer
[ Has been diagnosed with one of the following conditions: Alzheimer's disease,
mental retardation or other developmental disability, senility or dementia,
cerebral palsy, or autism; or has another mental or emotional condition that
[ seriously interferes with everyday tasks.
Is unable to perform one or more of the following "Functional Activities":
[ seeing, hearing, speaking and having one's speech understood, lifting or
carrying, using stairs, grasping small objects, or walking.
Is unable to perform or needs assistance to perform one or more of the following
Activities of Daily Living (ADL): getting around inside the home, getting in or
out of bed or a chair, bathing, dressing, eating, and toileting.
[ Is unable to perform or needs assistance to perform one or more of the following
Instrumental Activities of Daily Living (IADL): going outside the home,
keeping track of money and bills, preparing meals, doing light housework,
taking prescription medications in the right amount and at the right time, and
using the telephone.
[ Has a condition that prevents them from working at a job or doing housework.
The undersigned Agency representative conducted a visual assessment of the client identified on this
form and certifies that the client meets at least one of the conditions indicated above, which
determines that he/ she meets the definition of "severely disabled" according to the U.S. Census
Bureau.
Certified by:
Signature/Title:
Date:
CFW Neighborhood Services Dept.: Revised 08/29/2019
CDBG 51 % PSA CONTRACT - EXHIBIT "H" - SEVERELY DISABLED CERTIFICATION FORM
EXHIBIT " I"
MBE REPORTING FORM
CDBG 51 % PSA CONTRACT 2-- EXHIBIT "I" -- MBE REPORTING FORM Page 1
OMB Approval No.: 2577-0088 OMB
Contract and Subcontract Activity U.S. Department of Housing and Urban Development Approval No.: 2502-0355
Public reporting burden for this collection of infomiation is estimated to average .5 hours per response, including the time for reviewing instructions, searching existing data sources, gathering and maintaining the data needed, and completing and reviewing the collection of information. The Information
is voluntary. HUD may not collect this information, and you are not required to complete this form, unless it displays a currently valid OMB Control Number.
Executive Orders dated July 14, 1983, directs the Minority Business Development Plans shall be developed by each Federal Agency and the these annual plans shall establish minority business development objectives. The information is used by HUD to monitor and evaluate MBE activities against
the total program activity and the designated minority business enterprise (MBE) goals. The Department requires the information to provide guidance and oversight for programs for the development of minority business enterprise concerning Minority Business Development. If the information is not
collected HUD would not be able to establish meaningful MBE goals nor evaluate MBE performance against these goals.
Privacy Act Notice = The United States Department of Housing and Urban Development, Federal Housing Administration, is authorized to solicit the Information requested in this form by virtue of Title 12, United States Code, Section 1701 et seq., and regulation. It will not be disclosed or released
outside the United States Department of Housing and Urban Development without your consent, except as required or permitted by Law.
1. Grantee/Project Owner/Developer/Sponsor/Builder/Agency
3a. Name of Contact Person
3b. Phone Number (Including Area Code) 4. Reporting Period
Check if 2. Location (City, State Zip Code)
PH
IH
CPD
Housing
5. Program Code (Not applicable for CPD programs.) 6. Date Submitted to Field Office
See explanation of Codes at bottom of Page Use a
separate sheet for each program code.
n
Oct. 1 - Sept. 30 (Annu
I I
d -FY)
Contractor or
Subcontractor
Grant/Project Number or HUD
Business
Contractor/Subcontractor Name and Address
Case Number or other
Racral/Edm;c
identification of property,
Amount of Type of Trade
(See below) 7d.
Sec. 3
Subcontractor Sec. 3 7j.
subdivision, dwelling unit, etc.
Contract or Code (See
7g.
Identification (ID) 7i.
7a
Subcontrac below) 7c.
woman Owned Business Prime Contractor Identification (ID)
Number
t 7b.
(Yes or No) Number
7h
7e 7f.
Name Street City State Zip
Previous editions are obsolete.
CPD:
I = New Construction 1 = New Construction
2 = Education/Training 2 = Substantial Rehab
3 = Other 3 = Repair 8 = Education/Training
4 = Service 9 - Arch./Engrg. Appraisal
5 - Prelect Management 0 - Other
7c: Type of Trade Codes:
6 = Hasidic Jews
7d: Racial/Ethnic Codes:
1 = White Americans
6 = Professional 2= Black Americans 2= Flexible Subsidy 6 = HUD -Held (Management)
7 - Tenant Services 3 - Native Artistic— 3 = Section 8 Noninsured, Nan-HFDA 7 = Public/India Housing
4 = Hispanic Americans 4 = Insured (Management) 8 = Section 811
5-Asien/Paclfc Amercans
Housing/Public Housing:
fottn HUD-2516 (8/98)
5: Program Codes (Complete for Housing and Public and Indian Housing programs only):
1 = All Insured, including Section8 5 = Section 202
EXHIBIT "J"
DUTIES OF THE PARTIES
USE OF NEIGHBORHOOD SERVICES DEPARTMENT
COMMUNITY CENTERS
CDBG 5 1 % PSA CONTRACT - EXHIBIT "J" - DUTIES OF THE PARTIES - USE OF NEIGHBORHOOD
SERVICES DEPARTMENT COMMUNITY CENTERS
DUTIES OF THE PARTIES USE OF NEIGHBORHOOD SERVICES
DEPARTMENT COMMUNITY CENTERS
ALencv's Responsibilities:
Agency will perform the following in relation with the use of Community Center:
• Agency will furnish the Center Coordinator with a schedule of Program activities at least four weeks
prior to their occurrence.
• Agency will, at its sole expense, furnish materials, supplies, copies and conduct a structured Program.
• Agency will ensure that the designated Community Center space is maintained in a neat and orderly
fashion.
• Agency will ensure that the City's standards are maintained regarding security; cleanliness and
communication between and among programs housed at the Community Center and will ensure
cooperation with other Community Center staff and agencies/programs.
• Agency will report to the Center Coordinator or designee for problems immediately if/when problems
occur.
• Agency will work with the Center Coordinator or designee to schedule any use of the Community
Center for related activities outside of agencies designated meeting time and/or the Community
Center's regular days and hours.
• Agency will maintain sole responsibility and liability for its employees, volunteers and separate
contractors for their actions.
• Agency shall ensure that each of its employees, volunteers and participants desiring to participate in
Community Center -sponsored programs/activities are aware of the requirement to have a current
community center membership card to participate.
• Agency agrees to perform background screenings and checks on staff and volunteers, with such
screenings and checks meeting or exceeding the requirements that the City imposes for checks and
screenings on staff, volunteers and participants in the City's own programs.
• Agency will provide the Center Coordinator with designated staff contact information for the
purposes of emergencies (center closing, schedule changes or scheduled maintenance)
CDBG 5 1 % PSA CONTRACT - EXHIBIT "J" - DUTIES OF THE PARTIES - USE OF NEIGHBORHOOD SERVICES
DEPARTMENT COMMUNITY CENTERS
Citv's Responsibilities:
City will perform the following in relation with Agency's use of a Community Center:
• City will provide space for conducting the Program, including basic utilities and will also supply the
Agency with appropriate facility access. For purposes of this Contract, basic utilities shall not include
telephone or computer service, which shall remain the sole responsibility of the Agency.
• City will ensure that the reserved space is set up with appropriate tables and chairs to accommodate
program and/or services.
• City will not be responsible for any additional security other than what is currently available at the
Community Center.
• City assumes no liability or responsibility for the loss of any personal property or office contents of
the Agency, its agents, employees, volunteers, participants or licensees while at the Community
Center.
• City will allow the Agency to conduct properly scheduled classes and other Program related activities
during the days and hours specified in Exhibit "A" PROGRAM SUMMARY*. In addition, City
may, but is not required, through the Center Coordinator, allow Agency to schedule other classes and
Program related activities outside of the days and hours specified in Exhibit "A" PROGRAM
SUMMARY.
City will maintain sole responsibility and liability for its employees, volunteers and separate
contractors for their actions.
City will have the discretion to put the Agency in any available room. If placed in a different location,
it is to be only one room.
*The City is closed in observance of the following holidays:
New Year's Day (January 1st)
M.L.K. Jr. Day (Third Monday of January)
Memorial Day (Last Monday in May)
Independence Day (July 41h)
Labor Day (First Monday in September)
Thanksgiving Day (Fourth Thursday of November)
Day after Thanksgiving (Fourth Friday in November)
Christmas Day (December 251h)
"City of Fort Worth observes the above holidays on Friday if they fall on Saturday and on a Monday if they fall on
Sunday.
Additionally, the Community Centers are utilized as shelters during an emergency. If the Community
Center will be closed due to an emergency, Center Coordinator or designee will inform Agency of the
closure.
CDBG 5 1 % PSA CONTRACT - EXHIBIT "J" - DUTIES OF THE PARTIES - USE OF NEIGHBORHOOD SERVICES
DEPARTMENT COMMUNITY CENTERS
EXHIBIT "K"
NOTICE OF BENEFICIARY RIGHTS
CDBG 5 1 % PSA CONTRACT- EXHIBIT "K" - NOTICE OF BENEFICIARY RIGHTS
Notice of Beneficiary Rights
Name of Agency:
Name of Program:
Contact information for Program Staff (name, phone number, and e-mail address, if appropriate):
Because this program is supported in whole or in part by direct Federal financial assistance from the
Federal Government, we are required to let you know that:
• We may not discriminate against you on the basis of religion, religious belief, a
refusal to hold a religious belief, or a refusal to attend or participate in a religious practice;
• We may not require you to attend or participate in any explicitly religious activities
that are offered by us and any participation by you in these activities must be purely
voluntary;
• We must separate, in time or location, any privately funded explicitly religious
activities from activities supported by direct Federal financial assistance;
• If you object to the religious character of our organization, we must make
reasonable efforts to identify and refer you to an alternative provider to which you have no
such objection; and
• You may report an organization's violations of these protections, including any
denial of services or benefits, by contacting or filing a written complaint to HUD [or the
intermediary, if applicable].
We must give you this written notice before you enroll in our program or activity, as required by 24
CFR 5.109.
CDBG 5 1 % PSA CONTRACT- EXHIBIT "K" - NOTICE OF BENEFICIARY RIGHTS
City of Fort Worth, Texas
Mayor and Council Communication
DATE: 08/08/23
M&C FILE NUMBER: M&C 23-0631
LOG NAME: 19NS 2023-2027 CONSOLIDATED PLAN AND 2023-2024 ACTION PLAN
SUBJECT
(ALL) Conduct Public Hearing and Approve the City of Fort Worth's 2023-2027 Consolidated Plan
Priorities and Goals and 2023-2024 Annual Action Plan for the Use of Federal Grant Funds in the
Amount of $13,452,621.00 to be Awarded by the United States Department of Housing and Urban
Development from the Community Development Block Grant, HOME Investment Partnerships
Program, Emergency Solutions Grant, and Housing Opportunities for Persons with AIDS Program,
Authorize Collection and Use of Program Income, Authorize Execution of Related Contracts, Adopt
Appropriation Ordinance, and Authorize Waiver of Indirect Costs
(PUBLIC HEARING - a. Report of City Staff Sharon Burkley; b. Public Comment; c. Council Action:
Close Public Hearing and Act on M&C)
RECOMMENDATION:
It is recommended that City Council:
1. Conduct a public hearing to allow citizen input and consideration of the City's 2023-2027
Consolidated Plan Priorities and Goals and 2023-2024 Annual Action Plan for use of federal
grant funds to be awarded by the United States Department of Housing and Urban
Development in the amount of $13,552,621.00 from the Community Development Block Grant,
HOME Investment Partnerships Program, Emergency Solutions Grant, and Housing
Opportunities for Persons with AIDS grant programs, and for the use of program income from
activities using prior years' federal grant funds;
2. Approve the City's 2023-2027 Consolidated Plan and 2023-2024 Annual Action Plan for
submission to the United States Department of Housing and Urban Development, including
allocations of grant funds to particular programs and activities as detailed below;
3. Authorize an increase in the City's Priority Repair Program contract authority by $500,000.00
annually for a total annual amount of $2,500,000.00 for the next five years (Fiscal Years 2023-
2027) contract authority of $46,858,546.53 to reflect the increased annual funding allocation
from $2,000,000.00 to $2,500,000.00.
4. Authorize the collection and use of an estimated $50,000.00 of program income which is
expected to result from activities using prior years' Community Development Block Grant funds
for the City's Priority Repair Program;
5. Authorize the collection and use of an estimated $50,000.00 of program income which is
expected to result from activities using prior years' HOME Investment Partnerships Program
grant funds for the City's Homebuyer Assistance Program, and authorize the use of 10 percent
of the program income for administrative costs;
6. Authorize the City Manager or his designee to execute contracts for one-year terms with the
agencies listed in Tables 1,2, and 3 below for Program Year 2023-2024 for Community
Development Block Grant, Emergency Solutions Grant, and Housing Opportunities for Persons
with AIDS grant funds, contingent upon receipt of funding, and satisfactory completion of all
federal regulatory requirements;
7. Authorize the City Manager or his designees to extend the contracts for up to one year if an
agency or department requests an extension and such extension is necessary for completion
of the program, or to amend the contracts if necessary to achieve program goals provided any
amendment is within the scope of the program and in compliance with City policies and all
applicable laws and regulations governing the use of federal grant funds;
8. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations
in the Grants Operating Federal Fund in the total amount of $13,452,621.00 consisting of
$6,994,785.00 in Community Development Block Grant funds, $3,271,119.00 in HO
Investment Partnerships Program funds, $610,543.00 in Emergency Solutions Grant funds,
and $2,576,174.00 in Housing Opportunities for Persons with AIDS grant funds, plus
estimated program income in the amount of $100,000.00, all subject to receipt of such funds;
and
9. Authorize a waiver of the Neighborhood Services Department indirect cost rate of 28.10%,
estimated total of $393,106.92.
DISCUSSION:
The City of Fort Worth's (City's) 2023-2027 Consolidated Plan assesses community and affordable
housing needs and sets strategic priorities and goals for use of federal grants funds from the United
States Department of Housing and Urban Development (HUD) for a five-year period. These
priorities and goals are to be addressed with Annual Action Plans that summarize the major housing
and community development activities and proposed expenditures for each of the five years.
These priorities and goals were developed to be consistent with strategies and initiatives previously
adopted by the City Council, as well as through an assessment of community needs. This included
Citywide public meetings conducted by JQuad Planning Group, the consultant contracted to prepare
the Consolidated Plan in collaboration with the Neighborhood Services Department staff. The
recommended Consolidated Plan priorities and goals for use of HUD grant funds over the next five
years are summarized below.
PRIORITY NEED
GOAL
Promote Affordable
Housing for Renters and
Increase neighborhood stability through homeownership assistance; Fair
Owners
Housing efforts, and supportive services for renters and owners
Housing Preservation
Preserve and expand the supply of quality affordable housing throughout
and Rehabilitation
the City
Neighborhood
Improvement and
Enhance neighborhood development and revitalization throughout the City
Revitalization
Economic Empowerment Support programs and services providing employment training and career
and Financial Resilience
11readiness programs that promote self-sufficiency and household stability
Children and Youth
Support programs and services to prepare children and youth for success
Services
through educational, mentoring, training and related programs
Support programs and services for older adults to access resources
Aging In Place
needed to age in their homes, while maintaining both their independence
and quality of life
Accessibility
Improve accessibility in public facilities and housing, including architectural
Improvements
barrier removal
Homelessness
IlProvide housing and support services for persons experiencing and at -risk
Prevention and Special lof experiencing homelessness; support efforts to achieve permanent
Needs Support 1housing
Healthy Living and Support programs and services to improve the mental and physical health
Wellness of low -to moderate -income Fort Worth families
The City's 2023-2024 Annual Action Plan summarizes the major housing and community
development activities and proposed expenditures for the program year beginning October 1, 2023
and ending September 30, 2024 for use of federal grant funds totaling $13,452,621.00 from the
United States Department of Housing and Urban Development (HUD) from the Community
Development Block Grant (CDBG), HOME Investment Partnerships Program (HOME), Emergency
Solutions Grant (ESG), and Housing Opportunities for Persons with AIDS (HOPWA) grant programs.
It also summarizes the use of program income resulting from activities using prior years' CDBG and
HOME funds, the primary purpose of which is to benefit low -and moderate -income persons in Fort
Worth. ESG funds primarily benefit persons experiencing homelessness, and HOPWA funds
primarily benefit low -and moderate -income persons with HIV/AIDS.
A Request for Proposals from social service agencies and nonprofit organizations seeking grant
funding was published on February 1, 2023. All proposals were received on March 15, 2023. Staff
reviewed all proposals and developed recommendations for the allocation of estimated funding from
HUD based on the capacity of applicant organizations, grant experience, fiscal stability, and
compliance with applicable federal regulations. One public hearing was held on April 12, 2023 to
provide citizens the opportunity to participate in the development of the Annual Action Plan.
Recommendations for award amounts were considered and adopted by the Community
Development Council on May 10, 2023. These funding recommendations were presented in City
Council Work Session on August 1, 2023.
A 30-day public comment period was held from June 30, 2023 to July 31, 2023. Notice of this public
comment period was published in the Fort Worth Star -Telegram on June 29, 2023; in the Cleburne
Times Review on July 6; in the Weatherford Democrat on July 8; and in La Vida News on July 13.
Any comments received are maintained by the Neighborhood Services Department in accordance
with federal regulations. The City held two public hearings as a part of the HUD required citizen
participation process. The first public hearing was held by staff on July 12, 2023, and the second
public hearing is scheduled for the City Council on August 8, 2023.
A summary of staff's final funding recommendations is provided below in Tables 1,2, and 3. A
Powerpoint presentation listing funding recommendations is also attached. The 2023-2024 Annual
Action Plan will be submitted to HUD by August 15, 2023.
Indirect costs totaling approximately $393,106.92 could be charged to these grants, as the
Neighborhood Services Department indirect cost rate is 28.10% in the City's most recent Cost
Allocation Plan. A waiver of these costs is requested to allow allocation of these funds to further
support the programs and services to assist low -to -moderate income citizens.
Mayor & Council Communication (M&C) 22-0569 dated August 9, 2022 increased the annual
funding amount of the City's Priority Repair Program (PRP) from $1,100,000.00 to $2,000,000.00.
Approval of this M&C authorizes an additional increase of annual funding from $2,000,000.00 to
$2,500,000.00. This will require an increase in the expenditure authority for the PRP and the
contracting authority for PRP agreements, resulting in an annual increase of $500,000.00. A total
five year (Fiscal Years 2023-2027) contract authority of $46,858,546.53 for PRP is necessary to
facilitate the increase in funding from CDBG.
COMMUNITY DEVELOPMENT BLOCK GRANT
For Program Year 2023-2024, it is recommended that the amount of $6,994,785.00 in CDBG funds
and an estimated amount of $50,000.00 in CDBG program income totaling $7,044,785.00 be
allocated as follows:
• Public Service Agencies - $1,049,218.00: Includes social services for low- and moderate -
income persons, persons with disabilities, and disadvantaged persons
• Housing Programs - $3,910,000.00: Includes funding for the City's Priority Repair Program,
Cowtown Brush -Up, homebuyer and housing services, accessibility modifications for seniors
and persons with disabilities, and related project delivery costs for these programs
• Major Projects - $636,610.00- Includes for multifamily rental rehabilitation
• Administration - $1,398,957.00: Includes costs for administering the CDBG grant, including
allocations for the Financial Management Services Department
• Estimated Program Income - $50,000.00: Includes up to $50,000.00 in funding for the City's
Priority Repair Program. Any CDBG program income over the estimated amount not used for
the Priority Repair Program will be allocated to priority activities in the City's Consolidated
Plan, subject to the City Council approval.
HOME INVESTMENT PARTNERSHIPS PROGRAM
For Program Year 2023-2024, it is recommended that the amount of $3,271,119.00 in HOME funds
and an estimated amount of $50,000.00 in HOME program income totaling $3,321,119.00 be
allocated as follows:
• Homebuyer Assistance Program - $408,339.25: Includes funding for down payment and
closing cost assistance for low- and moderate -income homebuyers
• Community Housing Development Organization - $490,667.85: HUD requires that a minimum
of 15 percent of HOME funds be allocated to Community Housing Development Organizations
(CHDOs) for affordable housing projects. These funds will be used by Housing Channel for
multifamily housing development in southeast Fort Worth. All housing developed with these
funds will be sold to homebuyers making at or below 80 percent of area median income (AMI),
set by HUD.
• Community Housing Development Organization Operating - $45,000.00:
• Major Projects - $2,000,000.00: Includes funds ($1,000,000.00) allocated to the affordable
housing project to be developed by Fort Worth Housing Solutions (FWHS) as a part of its
Choice Neighborhood Initiative (CNI) grant and funds ($1,000,000.00) allocated to the
multifamily housing project, Columbia Renaissance - Phase III
• Administration - $327,111.90: Includes costs for administering the HOME grant
• Estimated Program Income - $50,000.00: Includes funding for the Homebuyer Assistance
Program and HOME grant administrative costs. HUD allows the City to use 10 percent of any
HOME program income towards the cost of administering the HOME grant. HOME program
income over the estimated amount not used for the Homebuyer Assistance Program will be
allocated to priority activities in the City's Consolidated Plan, subject to City Council approval.
HOUSING OPPORTUNITIES FOR PERSONS WITH AIDS
For Program Year 2023-2024, it is recommended that the amount of $2,576,174.00 in HOPWA
funds be allocated as follows:
Public Service Agencies - $1,729,850.00
Neighborhood Services Department - $769,039.00
Administration - $77,285.00
EMERGENCY SOLUTIONS GRANT
For Program Year 2023-2024, it is recommended that the amount of $610,543.00 in ESG funds to
be allocated as follows:
• Public Service Agencies - $564,752.00
• Administration - $45,791.00
CONTRACT RECOMMENDATIONS
The Community Development Council and Neighborhood Services Department staff recommend
that contracts be executed with the public service and CDBG subrecipient agencies for the amounts
shown in the following tables:
Community Development Block Grant Contracts
AGENCY
�AB Christian Learning Center
Boys & Girls Clubs of Greater
Tarrant County, Inc.
Camp Fire First Texas
Cancer Care Services
Easter Seals North Texas, Inc
Girls Incorporated of Tarrant
County
Guardianship Services, Inc.
Housing Channel
Junior Achievement of the
Chisholm Trail, Inc.
Maroon 9 Community
Enrichment Organization
TABLE 1: CDBG AGENCIES
CONSOLIDATED
PLAN GOAL
Children and Youth
Services
Children and Youth
Services
Children and Youth
Services
Healthy Living and
Wellness
Economic
Empowerment and
Financial Resilience
Children and Youth
Services
Aging In Place
Promote Affordable
Housing for Renters
and Owners
Children and Youth
Services
Children and Youth
Services
Meals -On -Wheels, Inc. of Tarrant Aging In Place
County
NPower Inc.
The Ladder Alliance
Economic
Empowerment and
Financial Resilience
Economic
Empowerment and
Financial Resilience
The Women's Center of Tarrant Economic
County, Inc. Empowerment and
Financial Resilience
United Community Centers, Inc. Children and Youth
Services
CDBG Public Services Agencies Total
PROGRAM
Out of School Time
Program
Youth Development
at Eastside Branch
Teens In Action
Cancer Care
Services
AMOUNT
$78,218.00
$70,000.00
$50,000.00
$50,000.00
Employment
$60,000.00
Services
Leadership $100,000.00
Program
Money Smart+ 11 $100,000.00
Housing Counseling
& Education
lCradle to Career
Initiative
Maroon 9 Teen
Enrichment
Program
Nutrition Program
Tech Fundamentals
Workforce Training
Program
Tarrant County
Workforce
Development
$111,000.00
$25,000.00
$25,000.00
$75,000.00
$25,000.00
':1 111 11
Employment $75,000.00
Solutions
lHolistic Educational
Literacy Program $125,000.00
$1,049,218.00
Rehabilitation, Education and Accessibility
Advocacy for Citizens with Improvements Project Ramp $165,000.00
Handicaps dba REACH, Inc.
Fort Worth Area Habitat for
Humanity, Inc. DBA Trinity Habitat Housing Preservation
for Humanity and Rehabilitation
CDBG Subrecipient Agencies Total
TOTAL CDBG CONTRACTS
Cowtown Brush Up
Housing Opportunities for Persons with AIDS Contracts
I r_1:3 4 4KIIII: 4► [N I *'
$455,000.00
$620,000.00
$1,669,218.00
AGENCY PROGRAM AMOUNT
AIDS Outreach Administration, Support Services, Short -Term Rent,
Center, Inc. Mortgage, and Utility Assistance (STRMU), Tenant -Based $429,850.00
Rental Assistance
Tarrant County Administration, Facility -Based Operations, Supportive
Samaritan Services, Tenant -Based Rental Assistance (TBRA) $1,300,000.00
Housing, Inc.
TOTAL HOPWA CONTRACTS $1,729,850.00
Emergency Solutions Grants
TABLE 3: ESG AGENCIES
AGENCY
The Presbyterian Night Shelter of Tarrant
County, Inc.
Lighthouse for the Homeless dba True Worth
Place
The Salvation Army
Center for Transforming Lives
SafeHaven of Tarrant County
TOTAL ESG CONTRACTS
PROGRAM II AMOUNT
Shelter Operations/Services
��$116,635.00
Day Shelter
$158,400.00
Operations/Services
Homelessness Prevention
J$150,000.00
Rapid Re -Housing
11 $75,901.00
Shelter Operations/Services
J $63,816.00
11$564,752.00
All figures have been rounded to the nearest dollar for presentation purposes. These programs are
available in ALL COUNCIL DISTRICTS.
Each of these grants is an entitlement grant rather than a competitive grant received from the United
States Department of Housing and Urban Development (HUD). Entitlement grants provide funds to
agencies based on a formula, prescribed in legislation or regulation, rather than based on review.
These specific grants are allocated to the City of Fort Worth based on population size and per capita
income each year. The grants have been consistently awarded to the City since 1974 with the
inception of the Community Development Block Grant (CDBG) through the Housing and Community
Development Act of 1974. The Emergency Shelter (renamed Solutions) Grant (ESG) was authorized
in 1987 through the McKinney-Vento Homelessness Assistance Act. The HOME Investment
Partnerships Program (HOME) and the Housing Opportunities for Persons with AIDS (HOPWA)
Program were authorized in 1990 through the Cranston -Gonzales National Affordable Housing Act of
1990. With these grants, administrative and program delivery allocations support approximately 72
FTE positions in the Neighborhood Services Department, which is funded nearly 70% with various
grants including these entitlement grants.
Positions funded with HUD Entitlement grants are subject to grant availability. In the event of a grant
award being decreased or eliminated, Neighborhood Services Department would review programs
and services funded by the grants and determine a level of service and staffing that aligns with the
available funding. Alternatives to consider may include staff and program reductions or eliminations.
FISCAL INFORMATION / CERTIFICATION:
The Director of Finance certifies that upon approval of the above recommendations and adoption of
the attached appropriation ordinance, funds will be available in the current operating budget, as
appropriated, of the Grants Operating Federal Fund. The Neighborhood Services Department (and
Financial Management Services) will be responsible for the collection and deposit of funds due to
the City. Prior to an expenditure being incurred, the Neighborhood Services Department has the
responsibility to validate the availability of funds. This is a reimbursement grant.
Submitted for Citv Manaaer's Office bv:
Oriainatina Business Unit Head:
Additional Information Contact
Fernando Costa 6122
Victor Turner 8187
Sharon Burkley 5785
Rhonda Hinz 2573