Exhibit 1 - Agenda Information Sheet Amendment 2City of Denton
_____________________________________________________________________________________
AGENDA INFORMATION SHEET
DEPARTMENT: Procurement & Compliance
ACM: David Gaines
DATE: October 19, 2021
SUBJECT
Consider adoption of an ordinance of the City of Denton, a Texas home-rule municipal corporation,
authorizing the approval of the second amendment to a contract between the City of Denton and Christian
Community Action, amending the contract approved by City Council on December 17, 2020 in the not-to-
exceed amount of $197,926.00; amended by Amendment 1 approved by City Council; said second
amendment to extend the term of the contract to January 31, 2022; and providing an effective date (RFQ
7525-001 – extending a contract with Christian Community Action to January 31, 2022).
INFORMATION/BACKGROUND
CARES ACT
Congress passed the Coronavirus Aid, Relief, and Economic Security (CARES) Act to provide much-
needed resources to help governments, businesses, and individuals respond to the current pandemic. The
CARES Act included $4 billion for Emergency Solutions Grants (ESG) funding to support additional
homeless assistance and homelessness prevention activities to mitigate the impacts created by coronavirus
under the Emergency Solutions Grants program as authorized under subtitle B of title IV of the McKinney-
Vento Homeless Assistance Act (42 U.S.C. 11371 et seq.).
The first allocation of ESG CARES Act funding (ESG-CV) released by HUD allocated $33,254,679 to the
Texas Department of Housing and Community Affairs (TDHCA), the State ESG Recipient. In May,
$7,020,131 of these ESG CARES funds was distributed through a competitive application process
administered by the Texas Homeless Network (THN), the CoC Lead Agency for the Texas Balance of State
Continuum of Care (TX BoS CoC). The City of Denton applied on behalf of Denton County. Thirty-one
communities applied and 14 were funded. In October of this year, the City of Denton was awarded $1.425M
of ESG-CV funding from the TDHCA to provide homeless services (outreach, shelter, rapid rehousing, and
homeless prevention) in partnership with agencies throughout Denton County.
The ESG-CV funding will allow the City to support programs in our Housing Crisis Response System
(HCRS) providing services to people experiencing and at risk of homelessness, and to collaboratively
address the increased needs of people experiencing homelessness who are disproportionately affected by
the COVID-19 and the global pandemic. The funds may be used to cover allowable costs incurred to
prevent, prepare for, and respond to COVID-19.
Based on the application requirements, the City of Denton opted for the solicitation process through a
qualified list with local social service agencies to provide ESG-CV eligible services with the ability to
award an unspecified number of contracts per scope of work category through the term of the City’s contract
City Hall
215 E. McKinney Street
Denton, Texas
www.cityofdenton.com
with TDHCA from November 1, 2020, through July 31, 2021, or until the funds are expended, whichever
comes first. Pricing was not the factor in the evaluation and awarding instead through the RFQ, nonprofits
were required to meet minimum qualifications and demonstrate the ability to deliver the activities eligible
under the scope of work including Street Outreach (SO), Emergency Shelter (ES), Homeless Prevention
(HP), Rapid Re-housing (RRH) and use of the Homeless Management Information System (HMIS).
Request for Qualifications for social services was solicited using the City’s formal solicitation process. City
Council approved a pre-qualified list of social services firms on December 17, 2020 (Ordinance 20-2451).
These nonprofits included Christian Community Action; Giving HOPE, Inc.; Grace Like Rain, Inc.; The
Salvation Army – Denton; and the United Way of Denton County, Inc.(UWDC).
In December 2020, four (4) nonprofits were awarded contracts for allocations of funding for the Emergency
Solutions Grant CARES Act (ESG-CV), including Christian Community Action. In May of 2021, Council
approved the execution of an additional ESG-CV contract with UWDC to reallocated funding voluntarily
relinquished by two ESG-CV nonprofit vendors.
FUNDING UPDATE
In April, TDHCA offered the City the opportunity to request a contract extension past the original
Emergency Solutions Grant CARES Act (ESG-CV) contract termination date of July 31, 2021. Staff
submitted a request on April 30, 2021, for a 3-month extension of the contract to allow vendors additional
time to administer services and expend funding.
May 27, 2021, TDHCA approved the original 3-month extension request. Staff reached out to vendors to
gauge their interest in taking on additional funding conditional upon the extension of the ESG-CV contract.
The Salvation Army – Denton indicated they would be willing to take on an additional $56,893 to provide
Homelessness Prevention services through ESG-CV. On July 20, 2021, Council approved Ordinance 21-
1371 to authorize an amendment to the service agreement between the City and Christian Community
Action to change the Emergency Solutions Grant CARES Act (ESG-CV) funding allocated to an amount
not-to-exceed $278,653 and to change the date on which the Agreement terminates to October 31, 2021.
August 9, 2021, TDHCA informed the City of Denton that the contract had been extended through January
31, 2022. Staff reached out to vendors to determine if they would like to extend their agreements with the
City through the end of January 2022. Three vendors expressed an interest in an additional extension:
Christian Community Action, Giving Hope, Inc., and The Salvation Army – Denton.
Based on the information provided, a contract amendment is required to extend the term of the contract and
increase Christian Community Action’s ESG-CV allocation.
PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS)
On December 17, 2020, City Council approved a contract with Christian Community Action, in the not-to-
exceed amount of $197,926 (Ordinance 20-2452).
On July 20, 2021, City Council approved Amendment No. 1 with Christian Community Action, in the not-
to-exceed amount of $82,079, for a total not-to-exceed amount of $280,005 and a contract extension to
October 31, 2021. (Ordinance 21-1371)
RECOMMENDATION
Award Amendment No. 2 with Christian Community Action, to extend the term of the contract to January
31, 2022, in a not-to-exceed amount of $280,005.
PRINCIPAL PLACE OF BUSINESS
Christian Community Action
Lewisville, TX
ESTIMATED SCHEDULE OF PROJECT
This project will continue with a completion date by January 31, 2022.
FISCAL INFORMATION
These services will be funded from the Emergency Solutions Grant CARES Act funds.
EXHIBITS
Exhibit 1: Agenda Information Sheet
Exhibit 2: Original Ordinance and Contract
Exhibit 3: Ordinance and Amendment 1
Exhibit 4: Ordinance and Amendment 2
Respectfully submitted:
Lori Hewell, 940-349-7100
Purchasing Manager
For information concerning this acquisition, contact: Dani Shaw, 940-349-7237.
Legal point of contact: Marcella Lunn at 940-349-8333.