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HomeMy WebLinkAboutContract 49730 CITY SECRETARY CONTRACT NO. INTERLOCAL AGREEMENT BETWEEN CROWLEY 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 R. Washington, its duly authorized Assistant City Manager, and CROWLEY INDEPENDENT SCHOOL DISTRICT, hereinafter referred to as ("Contractor") acting by and through Dr. Patricia Linares, Interim 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 20P 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 Crowley 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 an After School Program, the Crowley Independent After School Program (CISD After School Program) in conjunction with City. NOW, THEREFORE, in consideration of the mutual covenants herein expressed, the parties agree as follow: AGREEMENT DOCUMENTS QM 2 3 4 The Agreement documents shall include the following: ti R <P o OFFICIAL. RECORD ci�y `�X1717 FY 2018 Interlocal Agreement After School Program CITY SECRETARY �° C)ys�C��q��9ty ^; City of Fort Worth&Crowley Independent School District FT. WORTH,TX 9s age 1 of 21 �a 1. This Interlocal Agreement for the CISD After School Program 2. Exhibit A— Scope of Work 3. Exhibit B —Budget 4. Exhibit C —Request for Reimbursement 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 CISD After School Program. Contractor agrees to expend the Program Funds in accordance with its CISD 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 FY 2018 Interlocal Agreement After School Program City of Fort Worth&Crowley Independent School District Page 2 of 21 Activities Report shall be submitted to City no later than the 15`h 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 Division — Grant and Program 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 are 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 and Program 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. FY 2018 Interlocal Agreement After School Program City of Fort Worth&Crowley Independent School District Page 3 of 21 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. 4. Program 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 "E," 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 15`h 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: FY 2018 Interlocal Agreement After School Program City of Fort Worth&Crowley Independent School District Page 4 of 21 (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; (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 CISD After School Program. Contractor shall maintain, replace, or repair any item of equipment used in support of the CISD 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 CISD 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 Grants and Program 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 FY 2018 Interlocal Agreement After School Program City of Fort Worth&Crowley Independent School District Page 5 of 21 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. This provision shall survive the expiration or termination of this agreement. 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. This provision shall survive the expiration or termination of this agreement. 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 CISD 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. 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 respondent 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 FY 2018 Interlocal Agreement After School Program City of Fort Worth&Crowley Independent School District Page 6 of 21 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. 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-AssiEnment. 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 CISD 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 CISD 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. FY 2018 Interlocal Agreement After School Program City of Fort Worth&Crowley Independent School District Page 7 of 21 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. 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. 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. FY 2018 Interlocal Agreement After School Program City of Fort Worth&Crowley Independent School District Page 8 of 21 14. Waiver of Immunity. If Contractor is a charitable or nonprofit organization and has or claims an immunity or exemption (statutory or otherwise) from and against liability for damages or injury, including death, to persons or property, Contractor hereby expressly waives its rights to plead defensively such immunity or exemption as against City. This section shall not be construed to affect either governmental entity's immunities under constitutional, statutory, or common law. 15. Insurance Requirement. 15.1 Contractor shall procure and shall maintain during the term of this Agreement the following insurance coverage: (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. FY 2018 Interlocal Agreement After School Program City of Fort Worth&Crowley Independent School District Page 9 of 21 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. 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 and Program Management 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 FY 2018 Interlocal Agreement After School Program City of Fort Worth&Crowley Independent School District Page 10 of 21 CONTRACTOR: Dr. Patricia Linares, Interim Superintendent Crowley Independent School District 512 Peach Street PO Box 688 Crowley, TX 76036 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. 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 has had the opportunity to have their attorney review and revise 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 1-9 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. FY 2018 Interlocal Agreement After School Program City of Fort Worth&Crowley Independent School District Page 11 of 21 IN WITNESS WHEREOF, the parties hereto have executed this agreem— in in Fort Worth, Tarrant County, Texas,to be effective this 1,�day of 2D APPROVED AND AGREED FOR APPROVED AND AGREED FOR CITY OF FORT WORTH CROWLEY INDEPENDENT SC OL DIS RICT Valerie R. Washington Dr. Patricia Linares Assistant City Manager Interim Superintendent Date: 11(1hlly Date: �� ✓ "`�' APPR ALR COMMENDED FORT. Ju,- Chief Joel F. Fitzgerald ATTEST Chief of Police F—•' ':2 Date: 9- JG—j-1 r ary J. Ka City Secreta 7 EY,P•5 APPROVED AS TO FORM AND LEGALITY FOR CITY OF FORT Date: r WOR1r11j1 1 M&C No.l., — aS4C) ...._...._.____ �,247 As /stant City Ktomey Jo Ann Pate Form 1295 Certification No: NOT REQUIRED 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. i OFFICIAL RECORD Name CITY SECRETARY Title Com, , rLt � FT.WORTH TX FY 2018 Interlocal Agreement After School Program City of Fort Worth&Crowley Independent School District Page 12 of 21 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. FY 2018 Interlocal Agreement After School Program City of Fort Worth&Crowley Independent School District Page 13 of 21 Exhibit B Budget Summary Fiscal Year 2018 DIRECT PROGRAM COSTS(90%Minimum)_ Total $7114,420.00 A. PERSONNEL Salaries _ $51,775.50 PERSONNEL TOTAL: $51,775.50 B. FRINGE BENEFITS FICA $3,624.48 Health Insurance $5,514.00 Disability Insurance $1,035.51 Unemployment-State $1,035.51 FRINGE BENEFITS TOTAL $11,209.50 C.TRAVEL AND TRAINING Mileage $763.00 TRAVEL AND TRAINING TOTAL $763.00 D. EQUIPMENT EQUIPMENT TOTAL $0.00 E. SUPPLIES Teaching Aids and Program Materials $4,494.00 SUPPLIES TOTAL $4,494.00 F.CONTRACTS/CONSULTANTS Credentialed Teacher Tutors _ $45,678.00 Partial Provider Enrichment Vendors $490.00 CONTRACTS/CONSULTANTS TOTAL $46,168.00 G. OTHER APPROVED OTHER APPROVED TOTAL $0.00 INDIRECT PROGRAM COSTS(10%Maximum) Total $10,590.00 A. PERSONNEL Salaries $9,540.00 PERSONNEL TOTAL: $9,540.00 FY 2018 Interlocal Agreement After School Program City of Fort Worth&Crowley Independent School District Page 14 of 21 B. FRINGE BENEFITS FICA $668.40 Disability Insurance $190.80 Unemployment-State $190.80 FRINGE BENEFITS TOTAL $1,050.00 C.TRAVEL AND TRAINING None TRAVEL AND TRAINING TOTAL $0.00 D. EQUIPMENT None EQUIPMENT TOTAL _._ $0.00 E.SUPPLIES None _ SUPPLIES TOTAL �® _ $0.00 F. CONTRACTS/CONSULTANTS None CONTRACTS/CONSULTANTS TOTAL $0.00 G. OTHER APPROVED None OTHER APPROVED TOTAL _ $0.00 GRAND TOTAL $125,000.00 FY 2018 Interlocal Agreement After School Program City of Fort Worth&Crowley Independent School District Page 15 of 21 Exhibit B—Budget Narrative Crowley ISD, 2017-2018 Direct Costs (91.53% of budget total) A. Personnel: $51,775.50 total budgeted. 1 Program Coordinator at $19.00/hr. at 16 hours per week over 35 weeks ($10,640) 1 Site Directors at $16.00/hr. at 14 hours per week over 33 weeks ($7,392) 2 Site Directors at $14.00/hr. at 14 hours per week over 33 weeks ($12,936) 2 Program Specialists at $10.50/hr. at 14 hours per week over 29 weeks ($8,526) 1 Program Specialists at $10.25/hr. at 14 hours per week over 29 weeks ($4,161.50) 2 Program Specialists at $10.00/hr. at 14 hours per week over 29 weeks ($8,120) B. Fringe Benefits: $11,209.50 total budgeted. Calculated at approx. 11% Payroll taxes for Program Coordinator($1,170.50) Estimated insurance benefits costs for Program Coordinator($1,596) Estimated insurance benefits costs for Site Directors(3,918) Calculated at approx. I I% Payroll taxes for Site Directors ($2,236) Calculated at approx. I I% Payroll taxes for Program Specialists ($2,289) C. Travel &Training: $763.00 total budgeted for staff mileage reimbursement: (10 miles per month x 28 program weeks of travel x 5 sites x $0.545 per mile) D. Equipment: No costs allocated/budgeted for major equipment purchases. E. Supplies: $4,494.00 total budgeted. The program plans to spend approx. $160.50 per week over 28 weeks for all five sites for consumable supplies and program materials ($160.50 per week x 28 weeks = $4,494). This including teaching curriculum, art materials and sports equipment. F. Contracts/Consultants: $46,168.00 total budgeted. 13 total Credential Teachers contracted as academic tutors: 3 Teachers at $23.00/hr. at 6 hours per week over 27 weeks for Sue Crouch and Meadowcreek ($11,178.00); and 10 teachers at $23.00/hr at 6 hours per week over 25 weeks for Sycamore, Crowley Middle School and North Crowley High School ($34,500.00). FY 2018 Interlocal Agreement After School Program City of Fort Worth&Crowley Independent School District Page 16 of 21 $490.00 allocated for partial provider enrichment vendors for Sue Crouch and Meadowcreek ($35/hr. x 2 hours per session x 7 total sessions) G. Other Approved: Indirect Costs (8.47% of budget total) A. Personnel: $9,540.00 total budgeted. This amount partially covers the administrative costs of one human resources generalist and one accounting specialist at $13.25 per hour for approx. 12.00 hours each of financial and program monitoring per week over a 30-week program period ($13.25/hr x 12.00 hours per week x 2 staff x 30 weeks _ $9,540.00). B. Fringe Benefits: $1,050.00 total budgeted. Calculated at approx. 11% of indirect personnel for applicable payroll taxes such as FICA, Disability, & Unemployment insurance. FY 2018 Interlocal Agreement After School Program City of Fort Worth&Crowley Independent School District Page 17 of 21 FORT WORTH. Exhibit C Request for Reimbursement(RFR) FY 2018 C RINE CONTROL AND PRE%ENrl0N DISTRK-r Submit To: Submitting Agency: Crowley ISD Bob Bolen Public Safety Complex Contact Name: Crystel Polk Attn: Brittarry Taylor Phorlc Number: 817-297-5296 Financial Management Division Errrad: crvstel.00lkacrolwey.kl2.fx us 505 West Felix St. Fort Worth, TX 76115 Remit Address: Po Box 688,Crowley,Texas 76036 Invoice Ntnnber: Month of Request: DIRECT COSTS(90% lfinimum) A B C D E Total of Previous (A-D) Budget Category Budget AThis Month'smount Reimbursements Request Tot.1 Rvqucstcd Remaining Balance Requested Ter Date Available A Personnel $ 511775:50 S - $ 51,775.50 B Fringe Benefits $ 11.209.S0 $ S 11,209.50 C lTravel&Training $ 766.00 S - X 763.00 D Equipment $ - S - $ - E Suppfrca S 4,494,011 S 4.194,00 F Cuntraet�Consultants S 46,168.00 X 46.168.00 G Other Approved $ S Total Dirvcr Cults $ 11-4,410.110 S y X :s 114.411 INDIRECTCOSTS(10% Maximum) A B C D Total of PreviousTh)s Month' B+-() (A-D) s Budget Category Budget Amount Reimbursements Request iota)Requested Remaining Balance Requested To-Date Available A Personnel S 9,540.400 S S 9540.01) B Fringe Benefits S 1050,110 S 5 1,050.00 C Tm%cl&Training $ - i - D EAuiprnent $ $ - E Supplie, _..... s - s F Contracts Consultants S • $ - G Other AD.Droved w Total lnDirectCosts S 1U 590,01) $ $ S S 10,590.00 Supporting documents required with monthly m4uesta. Summitry: This includes,tinxeshects depicting CCPD fundal activities, Total Budget: S 125,000.00 copy of paychecks,invoices and receipts detailingall CCPD Previous Requests: S funded expenditures. This Request: S Total Requested To-Date S Remaining Funds S 125,000.00 1 have reviewed this request and eert#,that these listed expenses and support documentation are accurate. Authorized Signatory Signatory Title Date Fiscal Agent Use Only Purcha se Order Farad Dart ID Account RFR.4pp-wd Far Paj—ent Grant Staff Signature Date Finance Rcccivcd Stam Placed Below FY 2018 Interlocal Agreement After School Program City of Fort Worth&Crowley Independent School District Page 18 of 21 Exhibit D Fiscal Year 2018 Monthly Program Activities Report Current Reporting Month Submitting Agency Crowley ISD Contact Name Crystel Polk Phone Number and 817-297-5296 Crystel.Polk@Crowley.kl2.tx.us Email Remit Address PO Box 688, Crowley, TX 76036 Activity Current To Date Year Month Total End Total Goal 1 The number of unduplicated students participating in math tutorials. 325 2 The number of unduplicated students participating in reading tutorials. 325 3 The number of unduplicated students participating in homework assistance. 325 4 The number of unduplicated students participating in physical fitness. 330 5 The number of unduplicated students participating in community service 128 learning projects. 6 The number of unduplicated students participating in CISD After school 450 Program. 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&Crowley Independent School District Page 19 of 21 Exhibit E Fiscal Year 2018 Quarterly Program Effectiveness Measurement Report Current Reporting Quarter Submitting Agency Crowley ISD Contact Name Crystel Polk Phone Number and 817-297-5296 Crystel.Polk@Crowley.kl2.tx.us Email Remit Address Po Box 688, Crowley, TX 76036 Please include outcome narrative that describes how measure was accomplished for each quarter. Effectiveness Measures and Quarterly Outcomes Measure 1 Each quarter, 81 unduplicated at risk students will participate in math tutorials and 50% of those students will demonstrate math improvement. Outcome Measure 2 Each quarter, 81 unduplicated at risk students will participate in English Language Arts and Reading (ELAR) tutorials and 50% of those students will demonstrate ELAR improvement. Outcome Measure 3 Each quarter, 81 unduplicated at risk students will participate in the program and 50% of those will demonstrate increased attendance. Outcome Measure 4 Each quarter, 32 unduplicated at risk students will participate in the program and 50% of those will demonstrate improved behavior 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: I"Quarter(Oct-Dec)due January 15 2"d Quarter(Jan-Mar)due April 15 3`d Quarter(Apr-June)due July 15 4`h Quarter(Jul-Sep)due October 15 FY 2018 Interlocal Agreement After School Program City of Fort Worth&Crowley Independent School District Page 20 of 21 • 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 DIRECT COSTS 90% minimum Budget Category Ap roved Budget 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 Ap roved Budget -Change Requested Revised Budget Personnel Fringe Benefits Travel and Trainin Equipment Supplies Contracts/Consultants Other Approved Total Indirect Costs Modification Narrative (describe in detail what change is for) I have reviewed this request and certify that the listed modifications are correct. Authorized Signatory Signatory Title Date FWPD STAFF USE ONLY Q Modification Approved Q Modification NOT Approved FWPD Staff Signature FY 2018 Interlocal Agreement After School Program City of Fort Worth&Crowley Independent School District Page 21 of 21 M&C Review Page 1 of 2 Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA Fors 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 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 EoQ o 0 0 0 0 0 N C O G O O O O C W N N G O O O O O O O OO O O O G O O O O O O O O O O O O O O O O O tD (A (f} EA EA EA to 0 i9 0 E»I tfll � O0 O O O O 0 0 0 O O S O O O O a m 0 c o $ o 0 0 0 — 0 0 0 0 CL o g 0 0 0 0 O t o o T Y T T r M yM♦1Vy O V O N O CDm J p C 'p C7 t 0 c r in c 7t N U O r W E cit r o V N �+Oj c H E U > � U c t UCD mn E Na CD m o w rn LO u oa ea a E — o a° El ILncq � � c o 0 0 C7 � yc W Wl