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HomeMy WebLinkAboutContract 59547-A2CSC No. 59547-A2 SECOND AMENDMENT TO CITY SECRETARY CONTRACT NO. 59547 This Amendment ("Amendment") is made and entered into by and between the City of Fort Worth ("City") and Meals on Wheels, Inc. of Tarrant County ("Agency"). City and Agency may be referred to individually as "Parry" and jointly as "Parties." WHEREAS, the City of Fort Worth ("City") and Meals on Wheels, Inc. of Tarrant County ("Agency") made and entered into City Secretary Contract No. 59547 ("Contract"); WHEREAS, City receives grant monies from the United States Department of Housing and Urban Development (HUD) through the Community Development Block Grant (CDBG) Program, Program No. B-20-MW-48-0010, Catalog of Federal Domestic Assistance No. 14.218; WHEREAS, Section 5.2.2.2 of the Contract permits Agency to request an amendment of the budget, subject to written approval by the Director of the City's Neighborhood Services Department; WHEREAS, the Agency requested a budget amendment from City in order to adjust budget line items, and to amend the term of the agreement through February 29, 2024; WHEREAS, it is the mutual desire of the Parties to amend Exhibit "A"- Program Summary in order to amend the term date; and WHEREAS, it is the mutual desire of City and Agency to amend the Contract to complete the Program and meet Contract objectives. NOW, THEREFORE, City and Agency hereby agree to amend the Contract as follows: I. EXHIBIT "A" — PROGRAM SUMMARY attached to the Contract and EXHIBIT `B"- BUDGET attached to the Contract are hereby amended and replaced in its entirety with EXHIBIT "A" and EXHIBIT `B," Revised 02/08/24, attached hereto II. This amendment is effective as of February 8, 2024 and Agency may request reimbursement for allowable costs directly related to implementation CDBG CV funds. All terms and conditions of the Contract not amended herein remain unaffected and in full force and effect, are binding on the Parties and are hereby ratified by the Parties. Capitalized terms not defined herein shall have the meanings assigned to them in the Contract. OFFICIAL RECORD CITY SECRETARY Amendment No. 2 to CSC No. 59547 FT. WORTH, TX Meals on Wheels, Inc. of Tarrant County (CDBG-CV) Page I 1 d44U4pa� �.s°°°Fg!rr�oda pro 9dd ATTEST: dpa * 00 000 *mod ann�zASaaa By. Jannette Goodall, City Secretary M&C: 23-0417 1295 Certification No. 1002971 Date: May 23, 2023 APPROVED AS TO FORM AND LEGALITY: a/ Jessika Williams, Assistant City Attorney APPROVED BY: Victor Turner Director, Neighborhood Services Department CITY OF FORT WORTH By: Fernando Costa, Assistant City Manager CONTRACT COMPLIANCE MANAGER: By signing, I acknowledge that I am the person responsible for the monitoring and administration of this contract, including ensuring all performance and reporting requirements Charletta Moaning, Senior Contract Compliance Specialist MEALS ON WHEELS, INC. OF TARRANT COUNTY By: Carla Jutson, CEO & President Amendment No. 2 to CSC No. 59547 Meals on Wheels, Inc. of Tarrant County (CDBG-CV) OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX Page 12 MEALS ON WHEELS, INC. OF TARRANT EXHIBIT "A" COUNTY Transportation Program PROGRAM SUMMARY PROGRAM SUMMARY (CDBG-CV PB) April 1, 2023 to February 29, 2024 $360,000 PERIOD AMOUNT Capitalized terms not defined herein shall have meanings assigned them in the Contract. PROGRAM: This Program will provide transportation services to and from congregate meal sites, and related social activities with other Adult Activity Center (AAC) participants. Program participants are older adults 62+, who are food insecure and lack access to adequate nutrition, and will benefit from the social aspect of the program. The aim is to reduce social isolation while meeting basic nutritional needs of disadvantaged older adults in Fort Worth. To receive transportation, individuals must be on one of our nutrition plans. Program participants must provide a verifiable ID that shows they have Fort Worth residency. Eligibility documentation is required at client intake, and this is when required signatures are obtained. AAC Directors, center aides, Park and Recreation Program Coordinators, trained volunteers, or other staff may facilitate the intake process. Residency is verified through Tarrant Appraisal District (TAD) by the AAC Program Manager and agency staff. CDBG Funds will be used to pay for the cost of one-way trips provided to elderly Fort Worth residents. Cost for the transit service shall be the same as the rate charged to the Agency by the vendor or subcontractor. Agency's office are located at 5740 Airport Freeway, Fort Worth, TX 76117. Office hours are Monday through Thursday, 8:00 a.m. to 4:30 p.m. and Friday, 8:00 a.m. to 3:30 p.m. Services will be provided citywide from eligible clients' homes. REGULATORY CLASSIFICATION: IDIS Matrix Code(s) and Service Category: 05A Senior Services National Objective Citation: LMC Low/Mod Limited Clientele 24 CFR 570.208(a)(2) Regulatory Citation(s): 24 CFR 570.201(e) CDBG PRESUMED BENEFIT PSA CONTRACT 2022-2023 EXHIBIT "A" — PROGRAM SUMMARY Meals on Wheels, Inc. of Tarrant County Agency will maintain documentation which verifies that 100% of clients served by the Program are Elderly Persons in accordance with the CDBG Presumed Benefit clientele definition. PROGRAM GOALS: Minimum Number of Fort Worth Clients to be Served: The Program must serve a minimum of 110 Unduplicated Clients from Fort Worth as shown by the monthly reports on Attachment III. CDBG PRESUMED BENEFIT PSA CONTRACT 2022-2023 EXHIBIT "A" — PROGRAM SUMMARY Meals on Wheels, Inc. of Tarrant County EXHIBIT "B" - BUDGET 2/8/2024 Account Grant Budget Increas/Decrease I PROGRAM PERSONNEL W Salaries 1001 $ 37,500.00 $ (7,067.06) $ 30,432.94 FICA 1002 $ 2,868.75 $ (522.54) $ 2,346.21 Life/Disability Insurance 1003 Health/DentalInsurance 1004 Unemployment -State 1005 Worker's Compensation 1006 Retirement 1007 $ 3,000.00 $ (551.45) $ 2,448.55 Staff Training 1008 SUPPLIES AND SERVICES 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 Telephone 4001 Electric 4002 Gas 4003 Water and Wastewater 4004 Solid Waste Disposal 4005 Rent (City needs copy of lease before expenses can be reimbursed) 4006 Cleaning Supplies 4007 Repairs 4008 Custodial Services 4009 Utilities, Trans ortation, PP &E 4010 LEGAL, FIN CIAL AM INSURANCE Fidelity Bond or Equivalent 5001 Directors and Officers 5002 General Commercial Liability 5003 Bank fees volunteer volunteer Prof Fees 5004 SISTANCE One Way Trips 1011 316631.25 8141.05 $ 324,772.30 Audit/IT/Legal Volunteer Recruitment, Misc. 6001 BUDGET TOTAL S 360,000.00 $ - $ $ $ $ - $ 360,000.00 FUNDING A FUNDING B FUNDING C Page 1 City of Fort Worth, Texas Mayor and Council Communication DATE: 05/23/23 M&C FILE NUMBER: M&C 23-0417 LOG NAME: 19MEALS ON WHEELS TRANSPORTATION PROGRAM SUBJECT (ALL) Authorize a Substantial Amendment to the City of Fort Worth's 2019-2020 Action Plan, Authorize Execution of Related Contract with Meals on Wheels, Inc. of Tarrant County and Authorize a Change in Use and Expenditure in the Community Development Block Grant Fund in the Amount of $360,000.00 to Fund the Meals on Wheels Program to Provide Vulnerable Population with Access to Transportation RECOMMENDATION: It is recommended that City Council: 1. Authorize change in use and expenditure in the amount of $360,000.00 of Community Development Block Grant Funds to fund Meals on Wheels, Inc. of Tarrant County to provide citywide transportation services for elderly and disabled; 2. Authorize a Substantial Amendment to the City of Fort Worth 2019-2020 Action Plan; 3. Authorize execution of related contract with Meals on Wheels, Inc. of Tarrant County not to exceed $360,000.00; and 4. Authorize the City Manager or his designee to amend contracts if requested and such amendments are necessary for completion of the program, or to amend contract if necessary to achieve program goals, provided any amendment is within the scope of the program and complies with City policies and all applicable laws and regulations governing the use of federal grant funds. DISCUSSION: In June 2020, the City of Fort Worth was awarded $2,466,479.00 in Community Development Block Grant Coronavirus Aid, Relief, and Economic Security (CARES) Act (CDBG-CV) funds to provide services to low and moderate -income residents to prevent, prepare for, and respond to the impact of the Coronavirus Pandemic. The Fort Worth City Council subsequently awarded these funds to local nonprofit organizations providing a variety of urgently needed COVID-19-related services to eligible populations, including emergency food services for elderly populations. The nonprofit senior services organization Meals on Wheels was awarded $100,000.00 for a meal delivery program for elderly citizens isolated in their homes. The organization implemented a transportation program in October 2021, providing transportation services to and from home to adult activity centers for active seniors. The individual must be on the Meals on Wheels nutrition program and receive congregate meals, home -delivered meals or supplemental nutrition. This service is primarily to provide congregate clients transportation to and from adult activity centers for meals and activities. Due to increased demand following the end of COVID-related mandates, cost to operate the program has significantly increased. As a result, additional funding has been requested to support the program through the current fiscal year ending September 30, 2023. Additional funding has been made available through unprogrammed funding previously allocated to organizations with unexpended balances. The City of Fort Worth proposes to reallocate the $360,000.00 to Meals On Wheels to fund the transportation program to ensure that older individuals are able to continue participating in social activities and meals. With this additional funding, Meals On Wheels will be able to provide over 10,000 one-way trips or 5,000 round trips, at a cost of $15.50 per trip to approximately 90 unduplicated clients. Transportation services provided by Meals on Wheels is more economical than other existing transportation services such as Trinity Metro, Uber, Lyft, or Catholic Charities. Trinity Metro is a federally subsidized bus service that requires older adults to walk to a bus stop which may be one or more blocks from their doorstep. Due to the distance to most bus stops, seniors would be required to walk in extreme weather conditions which include heat, cold, and/or rain for one or more blocks to access a ride. This is not the best option for many passengers currently using the MOW van service with average in age of 75 years of age. Trinity Metro Access is a mobility impaired transportation service and provides transportation within the City of Fort Worth and only provides their services to persons with a verified disability that prevents them from riding regular city bus service. The average cost for access passes is $4.00 per passenger trip and may require longer ride times than the Meals on Wheels van service. The rate per trip is lower than Meals on Wheels contracted services but is subsidized by Federal Transportation Authority (FTA) funding. Meals on Wheels currently completes the intake documentation required for the Area Agency on Aging funded trips to verify passenger eligibility. Approximately 19% of Meals on Wheels transit riders ride Access using passes purchased by Meals on Wheels which is funded by the Area Agency on Aging. The Access service is the least preferred service by the older adults using transit behind taxi service. Most seniors prefer to ride to the center with their friends on a senior van. Meals on Wheels van service is similar in cost to Uber/Lyft and taxi, but not similar in customer service. The difference is the Meals on Wheels service is a door to door assisted service for older adults needing assistance from their doorstep to the van. The transit contractors use the same drivers daily and are familiar with the senior passengers they transport and would recognize if there are physical or cognitive changes that may require immediate attention. In addition, in some instances the Meals on Wheels contracted van drive remains onsite or on call to return a senior passenger home in the event they become ill while at the center. Catholic Charities trip rate on average is $27.00 - $35.00 per trip throughout Fort Worth per the Catholic Charities Transit Director, and they provide door to door assisted services similar to what is provided by Meals on Wheels contracted providers. The difference between Catholic Charities and Meals on Wheels transit is the completion of documentation to meet federal funding guidelines. Catholic Charities' average rate in Fort Worth is $31.00 per trip and does not include the additional cost that would be added for completion of passenger intakes required under Area Agency on Aging or City of Fort Worth Community Development Block Grant funding. The CDBG grant and Action Plan funding year shown in the funding tables may vary and be substituted based on the principle of First In, First Out (FIFO) and consistent with all HUD regulations and guidance, in order to expend oldest grant funds first. Funds From: Action Plan Year(s) 2019-20 Funds To: Action Plan Year(s) 2019-2020 Program Unprogrammed Funds (CDBG-CV) Available Funding Source(s) Meals On Wheels, Transportation Program Amount(s) not to Exceed $360,000.00 Amount(s) not to Exceed $360,000.00 A 5-day public notice was published in the Fort Worth Star -Telegram on Sunday, April 2, 2023. The public comment period will begin on Monday, April 3, 2023 and end on Friday, April 7, 2023. FISCAL INFORMATION / CERTIFICATION: The Director of Finance certifies that funds are available in the current operating budget, as previously appropriated, in the Grants Operating Federal Fund for the CDBG-CV PY19/FY20 project to support the approval of the above recommendations, authorization for the change of use and execution of a contract. Prior to any expenditure being incurred, the Neighborhood Services Department has the responsibility to validate the availability of funds. Submitted for Citv Manaaer's Office bv: Fernando Costa 6122 Oriainatina Business Unit Head: Victor Turner 8187 Additional Information Contact: Sharon Burkley 5785 Charletta Moaning 7333