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Exhibit 1 - Agenda Information Sheet Amendment 3City 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 third amendment to a contract between the City of Denton and Giving Hope, Inc., amending the contract approved by City Council on December 17, 2020, in the not-to-exceed amount of $277,616.00; amended by Amendments 1-2 approved by City Council; said third amendment to extend the term of the contract to January 31, 2022; and providing an effective date (RFQ 7525-002 – extending a contract with Giving Hope, Inc. 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 Giving HOPE, Inc. 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- 1372 to authorize an amendment to the service agreement between the City and Giving Hope, Inc., to change the Emergency Solutions Grant CARES Act (ESG-CV) 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 to Giving HOPE, Inc. ESG-CV allocation. PRIOR ACTION/REVIEW (COUNCIL, BOARDS, COMMISSIONS) On December 17, 2020, City Council approved a contract with Giving Hope, Inc., in the not-to-exceed amount of $277,616 (Ordinance 20-2453). On May 4, 2021, City Council approved Amendment No. 1 with Giving Hope, Inc., to decrease the total not-to-exceed amount of $158,701 (Ordinance 21-794). On July 20, 2021, City Council approved Amendment No. 2 with Giving Hope, Inc., extending the term of the contract to October 31, 2021 (Ordinance 21-1372). RECOMMENDATION Award Amendment No. 3 with Giving Hope, Inc., to extend the term of the contract to January 31, 2022, in a not-to-exceed amount of $158,701. PRINCIPAL PLACE OF BUSINESS Giving Hope, Inc. Denton, 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 Exhibit 5: Ordinance and Amendment 3 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.