CITY OF HOUSTON



ATTACHMENT ACity Council Districts40005376110500PositionNameAt-Large Position 1Mike KnoxAt-Large Position 2David W. RobinsonAt-Large Position 3Michael KuboshAt-Large Position 4Letitia PlummerAt-Large Position 5Sallie AlcornDistrict AAmy PeckDistrict BJerry DavisDistrict CAbbie KaminDistrict DCarolyn Evans-ShabazzDistrict EDave MartinDistrict FTiffany ThomasDistrict GGreg TravisDistrict HKarla CisnerosDistrict IRobert GallegosDistrict JEdward PollardDistrict KMartha Castex-TatumATTACHMENT BHCAAA Boundaries of Eight (8) Service Areas & Five (5) Municipalitiescenter112331500for Harris County Area Agency on Aging (HCAAA)Boundaries of Service AreasArea 1Area 2North – Harris County lineNorth – Harris County lineEast – U.S. 59 (Eastex Freeway toEast – Harris County lineWest/South – I-45 (North Freeway)South – I-10 (East Freeway)West – U.S. 59 (Eastex Freeway)Area 3Area 4North – I-10 (East Freeway)North/East – I-45 (Gulf Freeway)East – Harris County lineEast – Harris County line South – I-45 (Gulf Freeway)West/South – State Route 288 (South West – U.S. 59 (Eastex Freeway Freeway)Area 5Area 6North/West – U.S. 59 (Southwest Freeway)North – I-10 (Katy Freeway)East – Harris County line East – I-45 West/South – State Route 288 (South Freeway)South – U.S. 59 (Southwest Freeway)West – Harris County lineArea 7North – U.S. 290 (Northwest Freeway); I-610 (North Loop)East – Shepherd Drive South – I-10 (Katy Freeway)West – Harris County lineArea 8North – Harris County LineEast – I-45 (North Freeway) South – I-10 (Katy Freeway); Shepherd Drive; I-610 (North Loop)West – Harris County lineleft000ATTACHMENT CSenior Services ProgramFocal Point ChecklistReporting Period: ___FY 2021____Contractor Name: _______________________________________________Place an X where applicable.ActivitySite Name:Site Name:Site Name:OutreachVolunteer Recruitment and TrainingInter-agency service coordinationField tripsRetraining/Re-employment workshops classes and support groupsHealth EducationAvailability of support groupsSpecial transportation activitiesRecruitment and trainingHealth ScreeningInformation and ReferralRecreational and Social ActivitiesExercise/Physical FitnessVolunteer OpportunitiesIntergenerational ProgramsNutrition EducationATTACHMENT DList of Congregate SitesSENIOR CENTERADDRESSSERVICE AREAAcres Home 6719 W Montgomery Rd., 770918Bellerive 7225 Bellerive, 770366City of Jacinto City1025 Oates Jacinto City, 770293City of La Porte1322 S. Broadway St., 775713City of South Houston1018 Dallas South Houston, 775873Goldberg Towers10909 Fondren, 770965Clear Lake Presbyterian Church1511 El Dorado Blvd., 770624Denver Harbor Multi-Service Ctr. 6402 Market St., 770203Gateway Center6309 Martin Luther King, 770214Golden Age Hobby House2805 Winbern, 770044Harbach-Ripley6225 Northdale, 770874Hiram Clarke Multi-Service Ctr.3810 West Fuqua, 770455Indochinese Cultural Center3333 Fannin St., 770045JW Peavy Senior Ctr.3814 Market, 770202Kashmere Multi-Service Ctr.4802 Lockwood, 770262Lakeview8950 Hammerly Blvd., 77080 7Lagacy Center for Senior Life4640 Main St., 770026Longhorn1414 Longhorn, 77080 7Lyerly Senior Center75 Lyerly, 77022 1Magnolia Multi-Service Ctr.7037 Capitol, 770111Montrose Counseling Center401 Branard, 2nd floor, 770066New Life4828 Almeda Genoa Rd, 770484Northeast Community Center10918 Bentley, 770931Northeast Multi-Service Ctr.9720 Spaulding, 770162Northwest Assistance Ministries15555 Kuykendahl Rd., 770908Oak Tree14603 Fonmeadow, 770355Ripley House4410 Navigation, 770113Salvation Army2732 Cherrybrook Ln., 775023Southwest Multi-Service Ctr.6400 High Star, 770745Sunnyside Multi-Service Ctr.9314 Cullen, 770514Telephone Road Apt - Senior Center6000 Telephone Rd., 77087 4Third Ward Multi-Service Ctr.3611 Ennis, Suite 118, 770044Wesley Community Center1410 Lee, 770091West End Multi-Service Ctr.170 Heights, 770076West Office10303 West Office, 770426The current congregate meal sites in Harris County are listed above. Proposers may choose to continue services at these locations or propose services at alternative sites. (State law requires congregate sites to be open for a minimum of four hours per day.)ATTACHMENT EHarris County Zip Codes for Congregate and Home Delivered MealsIdentified Zip CodeTotal PopulationTotal No. of 60+ Seniors by Zip CodePercentage of 60+ Seniors by Zip Code7700212,3701,0188%770039,6461,13512%7700437,6424,78913%7700528,2335,29619%7700621,9453,17514%7700735,8223,95011%7700834,4915,32115%7700937,7516,12416%7701091518720%7701118,5982,99216%7701220,0852,83514%7701320,7902,36511%7701435,7293,41010%7701557,2586,41811%7701629,5976,84423%7701732,5564,91715%7701828,0735,16618%7701921,5724,75222%7702025,8984,03316%7702126,6544,99319%7702227,3644,80118%7702328,5284,03214%7702438,1109,53625%7702528,9225,35919%7702622,7994,25719%7702716,0123,05819%7702815,7253,30121%7702917,8943,04717%7703010,8131,68716%7703118,0522,78415%7703214,4431,57211%7703329,6925,86220%7703440,1833,86210%7703538,3245,61915%7703676,6058,05611%7703720,0382,13311%7703830,6532,93710%7703927,9723,01811%7704048,2737,09415%7704135,3725,42315%7704242,0985,04012%7704325,8384,34717%7704442,6654,06510%7704536,2705,71216%770461,02930630%7704729,4103,48012%7704817,1432,88917%7704933,7493,28210%770505,03192818%7705116,6613,59122%7705331,8683,47911%7705422,5172,24810%7705545,0036,21814%7705621,7325,33525%7705740,1306,56416%7705816,6692,60316%7705917,3744,03523%7706044,5493,5488%7706126,2763,20912%7706226,5835,73522%7706338,9315,50214%7706449,5788,10716%7706538,8205,75215%7706633,7964,86914%7706733,4892,9989%7706810,8972,38622%7706918,2385,32029%7707051,0808,64017%7707127,9815,63020%7707262,1628,14113%7707342,7803,5518%7707439,9155,26813%7707543,5864,32710%7707635,1443,73511%7707757,75710,24218%7707815,8202,51416%7707933,5776,46819%7708045,6656,40114%7708149,0592,8556%7708256,6418,95016%7708379,40810,73614%77084104,58212,23412%7708517,9812,44514%7708629,5063,59712%7708737,2005,53215%7708856,7168,54015%7708952,6997,84115%7709038,3614,23211%7709125,2774,44518%7709238,4764,90213%7709344,4285,34312%770949,4391,77819%7709572,08110,23414%7709635,4657,20420%7709813,4442,52719%7709951,9056,91313%REMAINDER OF PAGE INTENTIONALLY LEFT BLANKATTACHMENT E (Cont.)Congregate and Home Delivered MealsATTACHMENT E (Cont.)Transportation Direct Response Summary[Statistics from October 1, 2018 to September 30, 2019]Residence Zip Code# of ConsumersUnits (# of trips)Unknown1 =SUM(LEFT) \# "#,##0" 17877002144177003592377004294,91777007537277008730277009266,39877011122,24477012678677014131,20577016112,04077017133,04277018143277020152,94277021243,7257702251,74677023143,3617702431,38477026224,6227702892,7437702933287703217777033112,5187703471,66677036140077039438677041265277043260577044117704551,00277047142577048101,4837705012277051111,8687705713227705832127705924617706281,9627706516770662224770692165770701987707251,64877074378677075115077078221277079121877080177,32277081252477083340477087102,0607708872,125770891227709012877709157887709272,394770931371477099359,1487733812877373114773792399773881181773891477396111377502202,96677503101,9087750461,34877505144277506181,934775876798775981213Total48497,666ATTACHMENT FPercentage of Population Over 60 Map022288500ATTACHMENT GPercentage of Population in Poverty Map063500ATTACHMENT HNutrition Service Delivery FormThe Proposer may use as much space as needed for each category.Additional pages may be used as necessary.Proposed Routes and Delivery ScheduleFrozen Meal Justification (if applicable) ___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________List of Congregate SitesNutrition Education Plan for Congregate and/or Home Delivered Meals: (frequency, source(s), dissemination method)___________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________ATTACHMENT I Detailed Description of Waiting List Procedures for Congregate and/or Home Delivered Meals: _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________Emergency Preparedness Plan for Congregate and/or Home Delivered Meals: _________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________________List of Home Deliver Meal Distribution Sites: ATTACHMENT JTransportation Staffing ProfileOrganization: __________________________________Service:___________________________List your organization’s staffing profile. It is not necessary to list each driver; only the total number of drivers and backup drivers.PositionSalaried/VolunteerATTACHMENT KTransportation Vehicle ListOrganization: __________________________________Service:___________________________List the vehicles your organization plans to use in providing transportation services to the nutrition sites.Type of Vehicle (Car, Van, etc.)Number of VehiclesRegular Service/BackupATTACHMENT L In-Kind Match ContributionsProvider: ____________________In-Kind Contribution(s):____________________________ __________________________________All items listed below must be accompanied with support documentation. ITEMDATE OF RECEIPTVALUATIONNote: All contributions must meet the requirements of IRS Publication 561 ()Examples of Documentation may include:Rent:1. Letter of Agreement with Owner.2. Adequate Valuation of Property on a Current Basis (this should be reviewed at least very two years if the Senior Center is based on property value and center participation).Labor:1. Minimum wage.2. Documented Prevailing Rate in area.All in-kind labor must be required for the service to be provided. If you would not hire someone to perform the labor if it were not in-kind, then you cannot count it as in-kind.Utilities:1. Copy of Bill.2. Agreement of Amount Paid if Partial.____________________________________________________________________________________________________________ ______________________________Name of Contracted Provider Printed/Typed Name of Signer___________________________________ ______________________________Date SignatureATTACHMENT MBudget Worksheet InstructionsFunctions and Worksheet Calculations:Costs are entered into the Provider Total Budget by Service worksheet under the “Cost Area”. Provider Total Budget by Service Worksheet:4048125-2540#100#1Example: Enter Costs/dollar amounts for the line item “Salaries” Add sum of in the “Total Salaries” area. 205740061595#200#219431001143000#100#1451485010858500025146009677400043434001905#200#2Cost Area Provide ALL requested information in each Cost Area in the worksheet. Refer to the Cost Area and Cost Categories document for instructions on completing the line items. Enter the total amount of the costs for each line item in the Cost Area in the “Total Agency Budget” column Example: the line item “Salaries”, includes the job titles with the salaries. Additional rows can be added, if needed. 3136900-8890000-6985065214400983615116077900Example: Additional Line Items have been included to further delineate costs. Purchased Meals and the types of meals are included.275526585407500Columns for Allocation of CostsAdditional columns have been included in the worksheet. These added columns allow for other programs and costs not allowable for the Home Delivered and Congregate Meal Programs. Use “Agency Budget not Applicable to Programs” column for cost that cannot be allocated to federally funded programs. “If applicable, replace with title or other agency” columns are optional columns for other funding sources.Example: Program columns for allocating costsBalance Not Budgeted Column“Balance Not Budgeted” column, reconciles the cost allocated across the programs or funding sources to the “Total Agency Budget”If the amount in this column is not zero, the total budget was not allocated. This is the amount that has not been allocated to a program or the amount allocated was entered incorrectly. This column must equal zero (0). If not, make corrections/explain.Example: “Total Agency Budget” column, $25,000 is allocated in the total budget for the “Director”. The “Balance not Budgeted” column indicates $10,450 is not allocated to a program or another funding source. If the costs allocated do not equal the “Total Agency Budget,” the “Balance not Budgeted” column will not be “zero”. 9429751017904004257040-20129500Percentage of Total Cost and Total Budgeted MealsCalculate the total cost of each program at the bottom of each worksheet. At the bottom of the worksheet enter the number of meals by “TYPE” for each program. 33432752382520002114550106807000197167551562000Nutrition EducationNutrition Education costs are required to be included in the meal cost. Therefore, proposers must enter the budget amount for Nutrition Education under the “Nutrition Education AAA Clients” column only. ATTACHMENT NCost Areas and Cost CategoriesThis is additional guidance on what to include or not include in specific cost categories within specific cost areas in the rate setting budget worksheets. Some cost categories (examples: depreciation or interest) may be included in more than one cost area. Use detailed line items in the cost areas to prevent duplication and ensure the nutrition provider accounts for all necessary costs. For example: list the specific items depreciated such as a steam table to ensure it is included only once (under equipment), and not another category of depreciation such as building/occupancy.PersonnelSalaries: This category includes salaries and wages only. Expenses listed for salaries and wages, whether treated as direct costs or indirect costs, must be based on documented payrolls approved by a responsible official(s) of the organization. The distribution of salaries and wages to programs must be supported by personnel activity reports.The cost for each employee must be listed separately identified by job title.Payroll Taxes and Benefits:This category includes employer payment of what are commonly called fringe benefits: Unemployment insurance, Workers compensation,Health insurance, Retirement/pension contributions, and Federal Insurance Compensation Act contributions. Each type of benefit should be listed separately.The list of benefits above is not all-inclusive. If the employer pays premiums for a type of benefit (for example-dental insurance) the type of benefit must be listed on a separate row within this cost category.Ensure the employee portion deducted or withheld from the employee’s salary or wages gross income is not reported in this category and the “Salaries” category. This category is for taxes and benefits paid by the EMPLOYER.Housing and personal living expenses for/of the organization’s officers are unallowable as fringe benefit or indirect costs regardless of whether the cost is reported as taxable income to the employees.Contract Staff:The provider must maintain documentation of the contract staff scope of work and be able to demonstrate the relationship between the contracted work and the operation of the program(s) to which the cost is allocated.PROFESSIONAL DEVELOPMENTConference:The costs of attending meetings and conferences, including the cost of conference registration, transportation, meals and other cost related to attending the meeting or conference should be listed here. The conference must be associated with the program to which it is charged. List each conference and identify those that occur out-of-state, including necessity of out-of state travel to secure the covered information.The cost of conferences on fund raising, political action or other topics not necessary to delivery of services/enhancement of services cannot be allocated to the Home Delivered Meals or Congregate Meals program.If a portion of the conference registration cost includes social or entertainment activities; that portion of the cost is unallowable and should not be included as a cost of program delivery.Dues:Dues included here must be limited to those necessary for membership in business, professional, and technical organizations related to the provision of program services. If the membership organization is not related to a program, then none of the costs of the dues would be allocated to that program. Costs of membership in civic or community organizations are allowable if there is a relationship to the program(s) to which the dues are allocated.Costs of membership in any country club or social or dining club or organization are unallowable for funding as part of meal program rates.List each organization to which dues are paid.Materials:The cost of recorded media presentations, course books or other items used for professional development may be included in this cost category.List the itemsMeals / FoodRaw FoodThis category includes cost of menu items and ingredients to prepare the meals on the menu. If the provider is preparing meals and freezing them for later delivery or consumption, the associated costs are recorded in this category, not as the purchase of frozen meals.Do not include the cost of any items that are not on the menus approved by the dietician/nutritionist.Do not include the cost of food items for other purposes, such as volunteer recognition events, or snacks for drivers.Purchased MealsThis category is used to record the cost of purchasing frozen, chilled, shelf stable or hot prepared meals purchased from external suppliers. This category does not include the cost of preparing meals at one location operated by the provider, then packaging them for further distribution at other provider operated locations. The cost of ingredients for meals prepared and frozen by the provider is recorded under raw food.List each type of meal purchased and the costs of each on a separate row.Do not include the cost of any items that are not on the menus approved by the dietician/nutritionist.Do not include the cost of any food items for other purposes, such as volunteer recognition events, or snacks for drivers.Freight:Charges for shipment/delivery of raw food or supplies to the nutrition provider.Storage Cost:Storage costs include the costs associated with the rental of both refrigerated and non-refrigerated space used to hold food or supplies until prepared or used.Do not include the cost of insulated carriers used to transport meals to consumers, or the cost of meal packaging in this category.Consumables:This is the category in which to list equipment costing less than $5,000 per item.The cost of paper and plastic goods (including meal packaging) should be shown here.The cost of pots, pans and cooking utensils should be included in this category. The same pots and pans or equipment purchased in a prior year should not be listed on a current year budget, even if still in use. The cost is incurred in the year purchased.This consumable cost area and cost category is for items related to food/meals only. Consumable supplies of other types such as janitorial supplies (including those used to prepare food preparation surfaces) or office supplies are recorded in other cost areas.Other:List only items not covered in Raw Food, Purchased Meals, Freight, Storage or Consumables that are necessary to the purchase of food and meal items.List individually all items that cost more than $100 per item.EquipmentDepreciation:This category (Depreciation as a cost category in the Equipment cost area) includes the depreciation expense associated with major equipment purchases (those costing more than $5000). Depreciation may not be claimed on an item if the purchase was fully funded through a state or federal funding source.Depreciation cannot be claimed on rented or leased equipment.Item, year purchased and item cost must be shown.InterestThis category includes interest or financing costs paid or incurred on equipment assets used in the provision of the funded meal programs. Mortgage interest is shown in the Building/Occupancy cost area, not in this category.Costs incurred for interest on borrowed capital are unallowable.List the item purchased, year of the purchase and purchase cost.LeasingEnter the lease cost of equipment used in program provision.List each item, and the year leased.MaintenanceInclude costs incurred for necessary maintenance, repair, or upkeep of equipment. Allowable costs are those which keep equipment in efficient operating condition.Costs incurred for improvements which add to the permanent value of the equipment or appreciably prolong the intended life of the equipment must not be included in this category but are treated as capital expenditures.OCCUPANCY/BUILDINGRentOnly include the rental fees paid for buildings used in the provision of services, not rental of equipment or vehicles. UtilitiesThis cost category includes items such as natural gas or propane used for heating and cooking, water or electricity. DepreciationThis category includes the depreciation expense associated with the purchase of property, including capital improvements to land and buildings.Depreciation may not be claimed on an item if the purchase was funded through a state or federal funding source.Depreciation cannot be claimed on rental property or land acquisitions.Item, year purchased and item cost must be shown.Mortgage InterestThis category includes interest or financing costs paid or incurred on building assets used in the provision of the funded programs.InsuranceThis cost category specifically refers to insurance related to space occupancy (for example fire, theft or flood insurance on the building housing the meal preparation site), not to the cost of insurance benefits paid for employees, automobile insurance or other types of insurance costs.Identify each type of Building/Occupancy related insurance if there is more than one type purchased.SecurityInclude the cost of alarm system monitoring fees or private security staff/patrols if applicable.JanitorialIf a contracted building maintenance or janitorial contract is utilized, list the cost here.Include costs incurred for necessary maintenance or upkeep of the building(s). Allowable costs are those which keep buildings in efficient operating condition.This is the category where janitorial supplies, including consumable items should be listed.Costs incurred for improvements which add to the permanent value of the building or appreciably prolong the intended life of the building must not be included in this category but are treated as capital expenditures.RepairInclude costs incurred for necessary repair or upkeep of the building(s). Allowable costs are those which keep buildings in efficient operating condition.Costs incurred for improvements which add to the permanent value of the building or appreciably prolong the intended life of the building must not be included in this category but are treated as capital expenditures.Taxes Identify the type and amount of taxes paid on building(s).TRANSPORTATION/TRAVELMileage ReimbursementMileage logs must be maintained showing number of miles reimbursed and rate of reimbursement.Mileage reimbursement to volunteers who deliver meals is allowable.DeliveryIndicate delivery charges if this service component is subcontracted. Do not duplicate expenses of the freight cost category.Gas & OilIf staff/volunteers that utilize their own vehicles are directly reimbursed for gas and oil charges, indicate that cost here.Gas & Oil expenses for operation of provider owned/leased vehicles used in program operations are shown here.Repairs (identify item and year purchased)Repair expense of provider owned/leased vehicles used in program operations are shown here.InsuranceThis category only includes automobile/van insurance.Depreciation/LeaseList vehicles separately and identify whether lease cost or depreciation.If the charge is for depreciation, show the year purchased and cost.Depreciation cannot be claimed on leased vehicles.Depreciation cannot be claimed on vehicles funded with state/federal dollars.InterestThis category includes interest paid on vehicle financing.Tags & LicensesInclude the cost of tags and licenses for provider owned/leased vehicles used in service provision.ADMINISTRATIVE & GENERALAdvertisingAllowable advertising costs are those which are solely for: Recruitment of personnel Procurement of goods and services Other specific purposes necessary to meet meal program requirements.Unallowable advertising and public relations costs include:Salaries and wages of employees engaged in setting up and displaying exhibits, making demonstrations, and providing briefings; Costs of promotional items and memorabilia, including models, gifts, and souvenirs; Costs of advertising and public relations designed solely to promote the provider.Allocate the following based on program utilization:Printing CopyingOffice suppliesPostageTelecommunicationsContractual Agreements and Consulting FeesItems or services secured through contractual agreement or consultancy are only allowable if they are of a type that would be allowable if included in salaries or operating expenses.Example: a contract with a media consultant to develop fund-raising appeals would not be allowable as fund-raising is not an allowable cost of the HDM or Congregate meal programs.Other FeesOther Misc.The cost/expense must be described in sufficient detail to support inclusion in the budget.Note: Interest-Working - CapitalCosts incurred for interest on borrowed capital, temporary use of endowment funds, or the use of the non-profit organization’s own funds, however represented, are unallowable. 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