HomeMy WebLinkAboutContract 49726 a
CITY SECRETARY If
INTERLOCAL AGREEMENT CONTRACT NO. 1
BETWEEN
KELLER INDEPENDENT SCHOOL DISTRICT
AND THE CITY OF FORT WORTH
In consideration of the mutual covenants, promises, and agreements contained herein, this
INTERLOCAL AGREEMENT("Agreement") is made and entered into between CITY OF
FORT WORTH, a home rule municipal corporation of the State of Texas, ("City")acting by
and through Valerie Washington, its duly authorized Assistant City Manager, and KELLER
INDEPENDENT SCHOOL DISTRICT, hereinafter referred to as ("Contractor") acting by
and through Rick Westfall, Superintendent, its duly authorized representative.
RECITALS
WHEREAS,City has determined that After School Programs are necessary to support
crime prevention in the City during Fiscal Year 2018 to meet the Crime Control and Prevention
District("CCPD")goals which include(1)supporting efforts to reduce violent crime and gang-
related activities through enhanced enforcement activities and crime prevention programs, (2)
supporting efforts to increase the safety of residents and decreasing crime throughout Fort
Worth neighborhoods, and (3) supporting efforts to increase the safety of youth and reducing
juvenile crime through crime prevention and intervention programs; and
WHEREAS, City Council of Fort Worth and the Keller Independent School District
Board of Trustees have determined that the security and well-being of students at middle and
elementary schools during after-school hours of 3:00 PM to 6:00 PM are of prime importance;
and
WHEREAS,City and the Contractor agree that the activities of elementary and middle
school children during these critical hours are of paramount importance to both government
entities; and
WHEREAS, Contractor proposes to continue the Keller Independent School District
After School Program (KISD After School Program) in conjunction with City.
NOW,THEREFORE, in consideration of the mutual covenants herein expressed,
the parties agree as follow:
AGREEMENT DOCUMENTS
The Agreement documents shall include the following:
1. This Interlocal Agreement for the KISD After School Program 00".
2. Exhibit A—Scope of Work
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3. Exhibit B—Budget
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4. Exhibit C—Request for Reimbursement
FY 2018 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District OFFICIAL RECORD page I of 20
CITY SECRETARY
FT.WORTH,TX
5. Exhibit D—Program Activities Report
6. Exhibit E—Program Effectiveness Measurement Report
7. Exhibit F—Request for Budget Modification
Exhibits A through F, which are attached hereto and incorporated herein, are made a part of
this Agreement for all purposes. In the event of any conflict between the terms and conditions
of Exhibits A through F,and the terms and conditions set forth in the body of this Agreement,
the terms and conditions set forth in the body of this of Agreement shall control.
The term "City" shall include City, and its officers, agents,employees, and representatives.
The term "Contractor" shall include Contractor, and its officers, agents, employees,
representatives, servants, contractors, and subcontractors.
The term "Party"shall refer to either City or Contractor.
The term "Parties" shall refer to both City and Contractor.
AGREEMENT
1. Responsibilities of Contractor. Contractor covenants and agrees to fully perform, or
cause to be performed, with good faith and due diligence, all work and services described in
Exhibit"A"—Scope of Work. Contractor shall be responsible for day-to-day administration of
the KISD After School Program. Contractor agrees to expend the Program Funds in
accordance with its KISD After School Program budget, described in Exhibit `B"—Budget .
Program activities shall be reported in accordance with Exhibit "D" — Program Activities
Report and effectiveness measurements shall be reported in accordance with Exhibit "E"
Program Effectiveness Measurement Report.
2. Program Funds.
2.1 In no event shall the total distribution from City made to the Contractor during the
term of this Agreement exceed the total sum of$125,000.00.
2.2 Payment of the Program Funds from City to Contractor shall be made on a cost-
reimbursement basis following receipt by City from Contractor of a signed Request for
Reimbursement ("RFR"), as described in Exhibit "C," and copies of all receipts and support
documentation. Contractor shall deliver to City a written detailed Program Activities Report
and Program Effectiveness Measurement Report as described in Section 4.2 below with each
RFR to support expenditure of Program Funds. Such reports shall be signed by the Contractor
or duly authorized officer of the Contractor. The RFR and monthly Program Activities Report
shall be submitted to City no later than the 15''day following the end of the month. Submittal
of a monthly RFR and Program Activities Report is required even if services are not provided.
Contractor must submit the monthly RFR (Exhibit "C"), the monthly Program Activities
Report (Exhibit"D") and the Quarterly Program Effectiveness Measurement Report (Exhibit
"E") with an original signature by an authorized representative to the Financial Management
FY 2018 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District Page 2 of 20
Division - Grant Management Section of the Fort Worth Police Department, ATTENTION:
Grant Specialist, Bob Bolen Public Safety Complex, 505 W. Felix St., Fort Worth, Texas,
76115. Reimbursements will not be made until after receipt of an acceptable and approved
RFR and a monthly Program Activities Report. Additionally, a quarterly Program
Effectiveness Measurement Report from the Contractor is required as described in section 4.2
and must be approved prior to reimbursements. Reimbursements shall be made within 30 days
receipt of said documents.
2.3 Contractor is authorized to modify up to five (5)percent of any budgeted line-item
in the original approved budget without prior written permission from City. However,
Contractor must submit the Budget Modification Form(Exhibit"F")to City,with the monthly
RFR,in the month when the modification took place. The new modified budget cannot exceed
the total amount of Program Funds.
2.4 Any modifications of more than five (5) percent of any budgeted line-item in the
original approved budget must have prior written permission from City before any budget
modification is made. The Budget Modification Form (Exhibit "F") must be submitted, and
request must be approved by City, before any money is moved to the line-item. Once the
Budget Modification is approved, the modified budget will take effect on the first day of the
following month. The new modified budget cannot exceed the total amount of Program Funds.
2.5 Any modifications to zero line-items in the original approved budget must have
prior written permission from City before any budget modifications are made. The Budget
Modification Form (Exhibit "F") must be completed and approved by City before money is
transferred into the new line-item. Once the Budget Modification is approved, the modified
budget will take effect on the first day of the following month. The new modified budget
cannot exceed the total amount of Program Funds.
2.6 Budget modification can only occur within the Direct and Indirect costs. Funds
may not be moved from a Direct line-item into an Indirect line-item, or vise versus.
Modification of Direct and Indirect approved budgets must follow the guidelines outlined in
sections 2.3, 2.4 and 2.5.
The Budget Modification Form (Exhibit"F")shall be submitted to the Financial Management
Division — Grant Management Section of the Fort Worth Police Department, ATTENTION:
Grant Specialist, Bob Bolen Public Safety Complex at 505 W. Felix St., Fort Worth, Texas,
76115.
3. Term. This Agreement shall commence upon October 1, 2017, ("Effective Date"), and
shall end on September 30, 2018, ("End Date"). All of Contractor's expenditures under this
Agreement must be completed no later than September 30, 2018.
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City of Fort Worth&Keller Independent School District Page 3 of 20
4. Prolsram Performance.
4.1 Contractor agrees to maintain full documentation supporting the performance of
the work and fulfillment of the objectives set forth in Exhibit"A."
4.2 Contractor agrees to provide a monthly Program Activities Report and quarterly
Program Effectiveness Measurement Report to document the performance of the work
described in Exhibit "D" and Exhibit `B," respectively. The Program Activities and
Effectiveness Measurements shall document the program activity names, numbers of
participants attending, details of the activities, and a description of the goals achieved in
support of the CCPD goals. Program Effectiveness Measurement shall be reported on a
quarterly basis and included in the January, April, July, and October RFR and Program
Activities Report submittals. Additionally, the Program Effectiveness Measurement Report
must include any successes realized in descriptive detail. The monthly Program Activities and
quarterly Program Effectiveness Measurement Reports shall be submitted to City no later than
the 15'h day after the end of each month.
4.3 Contractor agrees that the monthly RFR and Program Activities Report and
quarterly Program Effectiveness Measurement Report will be submitted to City no later than
the 15th day after the end of each month. Should Contractor not meet these requirements,
Contractor will be given an additional 15 days to submit the required reports to City. If,at the
end of this 15-day extension period, Contractor has not submitted the required reports, City
will send a non-compliance letter notifying Contractor's duly authorized representative of a
possible suspension of program funding.
5. Default and Termination.
5.1 This Agreement is wholly conditioned upon the actual receipt by City of Program
Funds from the CCPD. All monies distributed to Contractor hereunder shall be exclusively
from monies received from the CCPD, and not from any other monies of City. In the event
that funds from the CCPD are not timely received, in whole or in part, City may, at its sole
discretion, terminate this Agreement and City shall not be liable for payment for any work or
services performed by Contractor under or in connection with this Agreement.
5.2 This Agreement may be terminated by City, in whole or in part,at any time and for
any reason upon written notice as specified in section 5.3.
5.3 Termination will be effected by delivering to Contractor a notice of termination,
specifying the portion of the Agreement affected and the effective date of termination. Upon
Contractor's receipt of notice of termination, Contractor shall:
(a) Stop work under the Agreement on the date and to the extent specified in the notice of
termination;
(b) Place no further order or subcontracts, except as may be necessary for completion of the
work not terminated;
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City of Fort Worth&Keller Independent School District Page 4 of 20
(c) Terminate all orders and contracts to the extent that they relate to the performance of the
work terminated by the notice of termination; and
(d) Cease expenditures of Program Funds, except as may be necessary for completion of the
work not terminated.
5.4 In the event City suspends or terminates this Agreement for cause, and the cause
for such suspension or termination is determined to be invalid, the Contractor's sole remedy
shall be reinstatement of this Agreement. Contractor expressly waives any and all rights to
monetary damages, including but not limited to actual, consequential, and punitive damages,
court costs, and attorney's fees.
5.5 Within thirty (30) days following the date of termination of this Agreement,
Contractor shall return to City any property provided hereunder. City will have no
responsibility or liability for Contractor's expenditures or actions occurring after the effective
date of termination of the Agreement.
6. Equipment and Maintenance. All equipment purchased with Program Funds must meet
all eligibility requirements of City and requires approval by the City prior to purchase.
Contractor shall maintain all equipment used in the administration and execution of the KISD
After School Program. Contractor shall maintain, replace, or repair any item of equipment
used in support of the KISD After School Program and/or for use under the terms of this
Agreement that no longer functions or is lost or stolen. The cost for maintenance,replacement,
or repair of any equipment used in support of the after school program and/or for use under the
terms of this Agreement is the sole responsibility of Contractor. Contractor shall not use
Program Funds or City funds to repair or replace said equipment. Contractor shall use any and
all equipment purchased with Program Funds exclusively in support of the KISD After School
Program. Within 10 days following the purchase of equipment,Contractor shall submit to City
a detailed inventory of all equipment purchased with Program Funds to the Grant Management
Section at the address set forth in paragraph 2.2 above. The equipment inventory shall include
an itemized description of each piece of equipment, the date each piece of equipment was
purchased,the cost of purchase for each piece of equipment, and the location of each piece of
equipment.
7. Administrative Requirements.
7.1 Contractor agrees to keep sufficient records to document its adherence to applicable
local, state, and federal regulations, along with documentation and records of all receipts and
expenditures of Program Funds. All records shall be retained for three(3) years following the
termination or completion of this Agreement. City or its representatives shall have the right to
investigate, examine, and audit at any time any and all such records relating to operations of
Contractor under this Agreement. Contractor, its officers, members, agents, employees, and
subcontractors, upon demand by City, shall make such records readily available for
investigation, examination, and audit. In the event of such audit by City, a single audit of all
Contractors' operations will be undertaken and may be conducted either by City or an
independent auditor of City's choice. Contractor shall submit a copy of any audit performed by
their independent auditor within 30 days of receipt of the final audit report.
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City of Fort Worth&Keller Independent School District Page 5 of 20
7.2 If any audit reveals a questioned practice or expenditure, such questions must be
resolved within fifteen (15) days after notice to Contractor by City. If questions are not
resolved within this period,City reserves the right to withhold further funding under this and/or
future agreement(s) with Contractor.
7.3 If, as a result of any audit, it is determined that Contractor misused, misapplied, or
misappropriated all or any part of the Program Funds, Contractor agrees to reimburse City the
amount of such monies so misused, misapplied, or misappropriated, plus the amount of any
sanction,penalty, or other charge levied against City because of such misuse, misapplication,
or misappropriation.
7.4 Contractor's obligation to City shall not end until all closeout requirements are
completed. Activities during this closeout period shall include, but are not limited to:
providing final Program Activities Report and Program Effectiveness Measurement Reports,
making final payments, disposing of KISD After School Program assets, if deemed required
by City in its sole discretion.
7.5 Contractor covenants and agrees to fully cooperate with City in monitoring the
effectiveness of the services and work to be performed by Contractor under this Agreement,
and City shall have access at all reasonable hours to offices and records of the Contractor, its
officers, members, agents, employees,and subcontractors for the purpose of such monitoring.
Section 7 shall survive the expiration or termination of this Agreement.
8. Independent Contractor.
8.1 Contractor shall operate hereunder as an independent contractor and not as an
officer, agent, or servant or employee of City. Contractor 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, subcontractors, program participants,
licensees, or invitees. The doctrine of respondeat superior shall not apply as between City and
Contractor, its officers, members, agents, servants, employees, subcontractors, program
participants, licensees, or invitees, and nothing herein shall be construed as creating a
partnership or joint enterprise between City and Contractor.No federal, state, or local income
tax, nor any payroll tax of any kind, shall be withheld or paid by the City on behalf of
Contractor. Contractor shall not be treated as an employee with respect to the services
performed pursuant to this Agreement for federal or state tax purposes. It is expressly
understood and agreed that officers,members,agents,employees,subcontractors, licensees,or
invitees of the Contractor,and any program participant hereunder are not eligible for,and shall
not participate in any employer pension, health, or other fringe benefit plan provided by City.
It is expressly understood and agreed that City does not have the legal right to control the
details of the tasks performed hereunder by Contractor, its officers, members, agents,
employees, subcontractors,program participants, licensees, or invitees.
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City of Fort Worth&Keller Independent School District Page 6 of 20
8.2 City shall in no way nor under any circumstances be responsible for any property
belonging to Contractor, its officers, members, agents, employees, subcontractors, program
participants, licensees, or invitees, which may be lost, stolen, destroyed, or in any way
damaged.
9. Liability
To the extent allowed by law, each of the parties shall be liable and responsible for any
damages or loss caused by the negligent acts or omissions, or malfeasance or intentional
misconduct of each of its respective officers, agents, servants, or employees. Nothing in the
performance of this Agreement shall impose any liability for claims against District,other than
claims that may arise as set forth in this section and Section 12,or for claims which the Texas
Tort Claims Act may impose liability. Nothing in the performance of this Agreement shall
impose any liability for claims against the City of Fort Worth other than claims that may arise
as set forth in this section or for which liability may be imposed by the Texas Tort Claims Act.
Contractor shall require all of its subcontractors to include in their subcontracts a release
and indemnity in favor of City in substantially the same form as above.
This section shall survive the expiration or termination of this Agreement.
10. Non-Assignment. No assignment or delegation of duties under this Agreement by
Contractor shall be effective without City's prior written approval.
11. Prohibition Against Interest.
11.1 No member,officer,or employee of City,or its designees or agents; no member of
the governing body of the locality in which the KISD After School Program is situated; and
no other public official of such locality or localities who exercises any functions or
responsibilities with respect to the KISD After School Program during his tenure or for one
year thereafter, shall have any interest, direct or indirect, in any contract or subcontract,or the
proceeds thereof, for work to be performed hereunder. Contractor shall incorporate, or cause
to be incorporated, like language prohibiting such interest, in all contracts and subcontracts
hereunder.
11.2 No officer, employee, member, or program participant of Contractor shall have a
financial interest,direct or indirect, in this Agreement or the monies transferred hereunder,or
be financially interested, directly or indirectly, in the sale to Contractor of any land,materials,
supplies, or services purchased with any funds transferred hereunder, except on behalf of
Contractor, as an officer, employee, member, or program participant. Any willful violation of
this paragraph with the knowledge, expressed or implied, of Contractor or its subcontractors,
shall render this Agreement voidable by City of Fort Worth.
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City of Fort Worth&Keller Independent School District Page 7 of 20
12. Nondiscrimination.
12.1 In accordance with the federal, state, and local laws and ordinances, Contractor
covenants that neither it nor any of its officers, members, agents, employees, program
participants, or subcontractors, while engaged in performing this Agreement shall in
connection with the employment,advancement,or discharge of employees,in connection with
the terms, conditions or privileges of their employment, discriminate against persons because
of their age, except on the basis of a bona fide occupational qualification, retirement plan,
statutory requirement, or statutory or ordinance exception.
12.2 Contractor will not unlawfully discriminate against any person or persons because
of age, race, color, religion, sex, disability, national origin, or sexual orientation, nor will
Contractor permit its officers, members, agents, employees, subcontractors, or program
participants to engage in such discrimination.
12.3 If any claim arises from an alleged violation of this non-discrimination covenant by
Contractor, its personal representatives, assigns, subcontractors or successors in interest,
Contractor agrees to assume such liability and to indemnify and defend City and hold City
harmless from such claim,to the extent allowed by law.
This section shall survive the termination or expiration of this agreement.
13. Compliance.
13.1 Contractor, its officers, members, agents, employees, program participants, and
subcontractors, shall abide by and comply with all laws,federal, state, and local, including all
ordinances,rules,and regulations of City. If City calls to the attention of Contractor in writing
to any such violation on the part of Contractor or any of its officers, members, agents,
employees, subcontractors, or program participants, then Contractor shall immediately desist
from and correct such violation.
13.2 Contractor shall utilize Program Funds strictly for those purposes and goals
intended under the terms and conditions of this Agreement. If City calls the attention of
Contractor in writing to any such violations on the part of Contractor or any of its officers,
members, agents, employees, program participants, or subcontractors, then Contractor shall
immediately desist from and correct such violation.
14. Waiver of Immunity. The Parties and their respective governing bodies do not waive
any immunity by entering into this Agreement, and each fully retains all immunities and
defenses provided by law or otherwise with respect to any action based on or occurring as a
result of this Agreement.
15. Insurance Requirement.
15.1 Contractor shall procure and shall maintain during the term of this Agreement the
following insurance coverage:
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City of Fort Worth&Keller Independent School District Page 8 of 20
(a) Commercial General Liability(CGL): $1,000,000 per occurrence, with a $2,000,000.00
annual aggregate limit, in a form that is acceptable to the City's Risk Manager.
(b) Non-Profit Organization Liability or Directors & Officers Liability: $1,000,000 per
occurrence,with a$1,000,000 annual aggregate limit, in a form that is acceptable to the
City's Risk Manager.
(c) Automobile Liability: $1,000,000 each accident on a combined single limit basis OR
split limits are acceptable if limits are at least $250,000 Bodily Injury per person,
$500,000 Bodily Injury per accident and $100,000 Property Damage.
(d) Any other insurance the City may reasonably require to protect the interests of the City.
15.2 Contractor's insurer(s) must be authorized to do business in the State of Texas for
the lines of insurance coverage provided and be currently rated in terms of financial strength
and solvency to the satisfaction of the City's Risk Manager.
15.3 Each insurance policy required herein shall be endorsed with a waiver of
subrogation in favor of the City. Each insurance policy required by this Agreement,except for
policies of worker's compensation or accident/medical insurance shall list the City as an
additional insured. City shall have the right to revise insurance coverage requirements under
this Agreement.
15.4 Contractor further agrees that it shall comply with the Worker's Compensation Act
of Texas and shall provide sufficient compensation insurance to protect Contractor and City
from and against any and all Worker's Compensation claims arising from the work and
services provided under this Agreement.
16. Miscellaneous Provisions.
16.1 The provisions of this Agreement are severable, and, if for any reason a clause,
sentence, paragraph, or other part of this Agreement 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.
16.2 City's failure to insist upon the performance of any term or provision of this
Agreement or to exercise any right herein conferred shall not be construed as a waiver or
relinquishment to any extent of City's right to assert or rely upon any such term or right on any
future occasion.
16.3 Should any action, whether real or asserted, at law or in equity, arise out of the
execution,performance,attempted performance,or non-performance of this Agreement,venue
for said action shall lie in state courts located in Tarrant County, Texas or the United States
District Court for the Northern District of Texas, Fort Worth Division.
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City of Fort Worth&Keller Independent School District Page 9 of 20
16.4 Contractor 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
Agreement and to perform the responsibilities herein required.
16.5 This written instrument and Exhibits A through F, constitute the entire agreement
between the parties concerning the work and services to be performed hereunder,and any prior
or contemporaneous, oral or written agreement which purports to vary from the terms hereof
shall be void. Any amendments to the terms of this Agreement must be in writing and must be
signed by authorized representatives of each party.
16.6 All notices required or permitted by this Agreement must be in writing and are
deemed delivered on the earlier of the date actually received or the third day following (i)
deposit in a United States Postal Service post office or receptacle; (ii) with proper postage
(certified mail,return receipt requested);and (iii)addressed to the other party at the address as
follows or at such other address as the receiving party designates by proper notice to the
sending party:
CITY: Valerie R. Washington,Assistant City Manager
City Manager's Office
City of Fort Worth
200 Texas Street
Fort Worth,TX 76102
Copies To: Grant Management Section
Bob Bolen Public Safety Complex
505 W. Felix St.
Fort Worth,TX 76115
City Attorney's Office
ATTN: Police Contracts
200 Texas Street
Fort Worth,TX 76102
CONTRACTOR: Rick Westfall, Superintendent
Keller Independent School District
350 Keller Parkway
Keller, TX 76248
16.7 None of the performance rendered under this Agreement shall involve, and no
portion of the Program Funds received hereunder shall be used, directly or indirectly, for the
construction, operations, maintenance, or administration of any sectarian or religious facility
or activity, nor shall said performance rendered or funds received be utilized so as to benefit,
directly or indirectly, any such sectarian or religious facility or activity.
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City of Fort Worth&Keller Independent School District Page 10 of 20
16.8 Captions and headings used in this Agreement are for reference purposes only and
shall not be deemed a part of this Agreement.
16.9 The provisions and conditions of this Agreement are solely for the benefit of City
and Contractor and are not intended to create any rights,contractual or otherwise,to any other
person or entity.
16.10 The parties acknowledge that each party and its counsel have reviewed this
Agreement and that the normal rules of construction to the effect that any ambiguities are to
be resolved against the drafting party shall not be employed in the interpretation of this
Agreement or exhibits hereto.
16.11 City actively supports the Immigration & Nationality Act (INA) which includes
provisions addressing employment eligibility, employment verification, and
nondiscrimination. Contractor shall verify the identity and employment eligibility of all
employees who perform work under this Agreement. Contractor shall complete the
Employment Eligibility Verification Form (I-9), maintain photocopies of all supporting
employment eligibility and identity documentation for all employees, and upon request,
provide City with copies of all I-9 forms and supporting eligibility documentation for each
employee who performs work under this Agreement. Contractor shall establish appropriate
procedures and controls so that no services will be performed by any employee who is not
legally eligible to perform such services. Contractor shall provide City with a certification
letter that it has complied with the verification requirements required by this Agreement. To
the extent allowed by law,Contractor shall indemnify City from any penalties or liabilities due
to violations of this provision. City shall have the right to immediately terminate this
Agreement for violations of this provision by Contractor.
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[SIGNATURE PAGE FOLLOWS]
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City of Fort Worth&Keller Independent School District Page 11 of 20
IN WITNESS WHEREOF, the parties hereto have executed this a ree en in multiples in Fort
Worth, Tarrant County, Texas,to be effective this day of 0
APPROVED AND AGREED FOR M&C:
CITY OF FORT WORTH APPROVED AND AGREED FOR
KELLER INDEPENDENT SCHOOL
CT
Valerie R. Washington DIST I
Assistant City Manager
ick Wf 11
Date: ����(7' Superin dent
APPROVAL RECOMMENDED Date:
�d Chie Joel F. Fitzgerald APPROVED AS TO FORM AND
Chief of Police ALITY FOR KISD
Date: CR—
ISD Attorney
APPROVED AS TO FORM AND
q /14 /1-7
LEGALITY FOR CITY OF FORT Date:
WORTH
Jo Pate
ATTEST
A sistant City Attorney
Date: Mary J. Ka ��. �O
City Secretary
Form 1295 Certification No: U _
NOT REQUIRED Date:
Contract Compliance Manager: (AS
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.
Name OFFICIAL. RECORD
CITY SECRETARY
FT. WORTH, TX
FY 2018 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District Page 12 of 20
EXHIBIT A
SCOPE OF WORK
The Scope of Work is to be performed and documented in compliance with the monthly program
activities and quarterly effectiveness measurement reports outlined in exhibits D and E.
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City of Fort Worth&Keller Independent School District Page 13 of 20
Exhibit B
Budget Narrative
Fiscal Year 2018
The CCPD-funded "Keller After School" program is proud to provide enrichment
programming through after school activities to over 1,000 children within Keller ISD. The plan
for the 2017-2018 school year is to provide services to students in grades K-6 across 18 school
campuses in northeast Fort Worth.
Direct program costs (approx. 90% of the budget total) include staff personnel for direct
programming, staff training, program supplies and teaching aids, and partial provider enrichment
vendors. Direct staffing will include the payroll costs and payroll taxes to assist in paying for six
program specialists at our largest locations. Staff training will include equipping our afterschool
personnel with courses such as child development, safety and risk management, supervision and
behavior guidance, and curriculum lesson planning. Program supplies will include both
consumable materials and reusable resources, to aid in the teaching of math, science, literacy,
character development, community service, and workforce readiness. In addition, enrichment
vendors from the community will be invited to lead monthly instruction and presentations for the
children, including science,ethics,theater, sports, fine arts, etc.
Indirect program costs(approx. 10%of the budget total)include partial salaries and payroll
taxes for administrative personnel assigned to assist with program implementation. These staff
will include accounting specialists,and human resources personnel. This allocation helps to ensure
compliance with administrative practices — including finances, program reporting and service
delivery— and also dedicates resources for effective communication between Keller ISD and its
partner CBO, Clayton YES!
(See page 2 for program budget specifics)
FY 2018 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District Page 14 of 20
Exhibit B
Budget Summary
Fiscal Year 2018
DIRECT PROGRAM COSTS(90%Minimum
{ ) Total
- $112,645.00
A. PERSONNEL
Salaries $44,400
PERSONNELIOTAL: $44,400.00
B. FRINGE BENEFITS
Payroll Taxes $4885
FRINGE 8ENEFITS TOTAL
C.TRAVEL AND TRAINING
Training $720
TRAVEL AND TRAINING"TOTAL $720.00:
D. EQUIPMENT
None $0
EQUI PM ENT:TOTAL $0.001;
E.SUPPLIES
Teaching Aids and Program Materials $32,400
SUPPLIES TOTAL $32,400.00'
F.CONTRACTS/CONSULTANTS
Partial Provider Enrichment Vendors $30,240
.CONTRACTS/CONSULTANTSTAL $3p,244t1i0
G. OTHER APPROVED
None $0
OTHER APAItCIVED TOTAL.., $00Q
:INDIRECT PROGRAM COSTS;.11096 Maximum) Total
=-
$12,355.00
A.PERSONNEL
Salaries $11,130
PERSONNEL TOTAL:
B. FRINGE BENEFITS
Payroll Taxes $1225
FRINGE BENEFITS TOTAL $1225.00--l-
C.TRAVEL AND TRAINING
FY 2018 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District Page 15 of 20
None
TRAVEIAND TRAINING TOTAL '.'0.00
D. EQUIPMENT
None
EQUIPMENT TOTAL .. ;`$0.00;:
E.SUPPLIES
None
SUPPLIES TOTAL - F, s ;$0.00 z
F. CONTRACTS/CONSULTANTS
None
CONTRACTS/CbNSULTANTS TOTAL
G. OTHER APPROVED
None
OTHER APPROVED TOTAL $0.00
GRAN D TOTAL $125,000.00
FY 2018 interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District Page 16 of 20
FORT WORTH, Exhibit c
---�� Request for Reimbursement(RFR)
FY 2018
CRIME,CON1ROL
AND PRFXT,%rtO%.DISTRICT
_.._._...__.____.__.___,...._.._.........__ ___..:.._..„ Submitting Agency: Keller ISD
Submit To:
Bob Bolen Public Safety Complex Contact Name: Latera Lockhart
Attn Brittanry Taylor Phone Nlarlber: (817)744-1105
Fitancial Management Division
TFinad: laura.lockhartOkellerisd.net
j 505 West FeR
Felix St. ernit Address: 350 Keller Parkway,Keller,Texas,76248
Fort Worth, TX 76115 j ,
Invoice Ntnrnber.
t---- _.-___----------- _ .-----------_-' MorthofRequest:
DIRECT COSTS(906/6 Minimum)
A ;- " C D
-- Total of Previous +C - A-D
Budget Category Budget Amount Reimbursements This Month's Total Requested Remaining Balance
Requested Request To-Date Available
A Personnel $ 44,400.00 S 44,400.00
B Fringe Benefits s 4,885.00 S: S ' 4,585.00 .
C Travel&Training 5. 720.100 S - S 720.00
D Equipment S - $
E Supplies S. 32„400.00 S ` 32,400.00
F Contracts/Consultants S 30,240.00 - - S 30,240.00
G other Approved 's - S
Total Direct Costs is, 112,645.00 S S is Is 112 45.00
INDRUUT COSTS(10%Alaximum)
A B ;C D E
Total of Previous This (B+C) (A-D
Budget Category Budget Amount Reimbursements s Month's Total Requested Remaining Balance
Requested Request To-Date Available
A Personnel S - - -11,130.00 $- - S 11,130.00
B Fringe Benefits S 1,225.00 $ - S 1,225.00
C Travel&Training - S. _ S
D Equipment S - S.
E Supplies S- - S`
-
F Contracts/Consultants - S-:,- - S
G Other Approved S - S
Total lnDi.rect Costs S' .12,355.00 S S $ S 1215500
Supporting documents required with monthly requests. $ummarv:
This includes,timesheas depicting CCPD funded activitics, Total Budget: S 125,000.00
copy of paychecks,invoices and receipts d"lingall CCPD Previous Requests: S
funded axparnditures. This Request: S
Total Requested To-Date S
Remaining Funds S 125,000.00 i
I have reviewed this request and certify that these listed expenses and support documentation are accurate.
Authotiwd Signatory Signatory Title - Date
Fiscal Age ut Use Only
Purchase Order# Fund Dept ID Accaunt
RFR Approved For Payntene
Grant Staff Signature Date
Finance Received Starrq Placed Below
FY 2018 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District Page 17 of 20
Exhibit D
Fiscal Year 2018
Monthly Program Activities Report
Current Reporting
Month
Submitting Agency Keller ISD
Contact Name Laura Lockhart
Phone Number and (817) 744-1105
Email
Remit Address 350 Keller Parkway, Keller, Texas, 76248
' Activit
_ r Y x dun ent To3ate' Year
s�r jr Month Total
,�°otal v7Cjdl
1 Number of unduplicated students participating in a Clayton YES! Keller 1152
After School grant funded after school program.
2 Number of unduplicated students participating in a Clayton YES! Keller 922
After School community service or college and career activities.
3 Number of unduplicated students participating in Clayton YES! Keller 922
After School academic enrichment activities such as math, science, and
reading.
4 Number of unduplicated students participating in Clayton YES! Keller 922
After School health and recreation activities.
5 Number of unduplicated students participating in Clayton YES! Keller 980
After School homework help and academic assistance.
6 Number of unduplicated students participating in Clayton YES! Keller 922
After School fine arts(visual and performing)activities.
7 Number of unduplicated students participating in Clayton YES! Keller 980
After School character development(social emotional learning) activities.
I have reviewed this report and certify that the measures provided are accurate and appropriately
reflect the CCPD goals set forth in the contract.
Authorized Signatory Signatory Title Date
FY 2018 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District Page 18 of 20
Exhibit E
Fiscal Year 2018
Quarterly Program Effectiveness Measurement Report
Current Reporting Quarter
Submitting Agency Keller ISD
Contact Name Laura Lockhart
Phone Number and Email (817) 744-1105
Remit Address 350 Keller Parkway
Keller. Texas, 76248
Please include outcome narrative that describes how measure was accomplished for each
quarter.
_:-Effectiveness-Measures an
d:+Quarterly Clutcomes.
Measure 1 Of the students who are regularly enrolled in a Clayton YES! Keller After School grant funded
program for 30 days, at least 90%will participate in homework help and character development.
Outcome
Measure 2 Of the students regularly attending a Clayton YES! Keller After School grant funded program for
at least 30 school days, at least 75%will participate in health& wellness recreation, academic
enrichment, and fine arts projects and activities.
Outcome
Measure 3 Of the students regularly attending a Clayton YES! Keller After School grant funded program for
at least 30 school days, at least 75%will participate in a community service or college and career
activity at least once a month.
Outcome
Measure 4 Of the students regularly attending a Clayton YES! Keller After School grant funded program for
at least 30 school days, at least 75%will report increased school success in at least one subject due
to homework help and character development activities.
Outcome
Measure 5 Of the students regularly attending a Clayton YES! Keller After School grant funded program for
at least 30 days, at least 80%will report they feel safe and a sense of belonging m
in the ro ra .
Outcome
I have reviewed this report and certify that the measures provided are accurate and appropriately
reflect the CCPD goals set forth in the contract.
Authorized Signatory Signatory Title Date
Report due each quarter: 1st Quarter(Oct-Dec)due January 15 21 Quarter(Jan-Mar)due April 15
31 Quarter(Apr-June)due July 15 411 Quarter(Jul-Sep)due October 15
FY 2018 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District Page 19 of 20
• Up to 5%of any budgeted line-item does not need prior approval but form must be sent to City with
monthly RFR
• More than 5%of any budgeted line-item must have prior City approval
• An increase in a zero line-item must have prior City approval
• Modifications cannot be made between Direct and Indirect costs
Exhibit F
Request for Budget Modification
Fiscal Year 2018
Date
Submitting Agency
Contact Name
Phone Number and Email
Remit Address
DIRECTCOSTS 90% IClinimum
Bud et Category Approved Bud et Change Requested Revised Budget
Personnel
Fringe Benefits
Travel and Training
Equipment
Supplies
Contracts/Consultants
Other Approved
Total Direct Costs
INDIRECT COSTS 10%maximum)
Budget Category A proved Budget Change Requested Revised Budget
Personnel
Fringe Benefits
Travel and Training
Equipment
Supplies
Contracts/Consultants
Other Approved
Total Indirect Casts
Modification Narrative(describe in detail what change is ford
I have reviewed this request and certify that the listed modifications are correct.
Authorized Signatory y Signatory Title Date
Modification Approved Q Modification NOT Approved
FWPD Staff Signature Date
FY 2018 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District Page 20 of 20
M&C Review Page 1 of 2
Official site of the City of Fort Worth,Texas
CITY COUNCIL AGENDA Fo. ?N
REFERENCE ** 35AFTER SCHOOL
DATE: 9/26/2017 NO.: C-28400 LOG NAME: PROGRAMS FOR FY18
CODE: C TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: Authorize Execution of Agreements with the Fort Worth, Keller, Crowley, and White
Settlement Independent School Districts for Operation of After-School Programs in the
Total Program Amount of$1,600,000.00 for Fiscal Year 2018 (CCPD Funded) (ALL
COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize the execution of Agreements with the Fort Worth,
Keller, Crowley, and White Settlement Independent School Districts in the total program amount of
$1,600,000.00 for the operation of After-School Programs at selected schools during Fiscal Year
2018.
DISCUSSION:
National research shows that adolescents are most at risk on school days between the hours of 3:00
p.m. and 6:00 p.m. of being a victim of a crime or of committing a crime. In response to this concept,
a multi-disciplinary task force was formed in 2001 consisting of City officials, school district personnel,
and related service providers. This task force developed a coordinated program for Fort Worth
Independent School District schools that documented juvenile crime patterns.
Each year since 2001, the City of Fort Worth (City) has funded After-School Programs using
appropriations from the Crime Control and Prevention District(CCPD). The participating school
districts have expanded beyond Fort Worth ISD to include Keller ISD, Crowley ISD, and White
Settlement ISD; however, only schools that lie within the boundaries of the City receive CCPD
funding. Each district is responsible for the day-to-day administration of its after-school program and
is required to establish program goals and objectives that are measurable and result in desired
program outcomes. Today, the mission of the After-School Programs is to provide a safe environment
for educational, physical, and social development leading to a reduction in juvenile crime.
Funding will be allocated as follows to each district in Fiscal Year 2018 on a reimbursement basis:
Fort Worth ISD funding in the amount of$1,300,000.00.
Keller ISD funding in the amount of$125,000.00.
Crowley ISD funding in the amount of$125,000.00.
White Settlement ISD funding in the amount of$50,000.00.
These Agreements will be effective October 1, 2017, and will end on September 30, 2018.
This program serves ALL COUNCIL DISTRICTS.
This contract will be with a governmental entity, state agency or public institution of higher education:
Fort Worth ISD, Keller ISD, Crowley ISD, and White Settlement ISD.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that, contingent upon adoption of the Fiscal Year 2018 Budget by
City Council, funds will be available in the Fiscal Year 2018 Budget of the Crime Control and
Prevention District Fund and the Police Department is responsible for verifying the availability of
funds prior to an expenditure being made.
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=25005&councildate=9/26/2017 9/27/2017
M&C Review Page 2 of 2
TO
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID Year Chartfield 2
FROM
Fund Department Account Project Program Activity Budget Reference# Amount
ID I I ID I I Year Chartfield 2
Submitted for City Manager's Office by: Valerie Washington (6199)
Originating Department Head: Joel Fitzgerald (4231)
Additional Information Contact: Tiffany Moore (4223)
ATTACHMENTS
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=25005&councildate=9/26/2017 9/27/2017
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