HomeMy WebLinkAboutContract 52975 CSC No. 52975
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RECE1VED
OCT 2 8 2019 AGREEMENT FOR COMMUNITY BASED PROGRAM
C17YOF"OCr4, GIRLS EMBRACING MOTHERS,INC. (GEM)
CITySCCflt�C H
FISCAL.YEAR 2020
In consideration of the mutual covenants, promises and agreements contained herein, THIS
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 Jesus Chapa,
its duly authorized Assistant City Manager and Girls Embracing Mothers,Inc. (GEM),a Texas non-
profit corporation ("Contractor") acting by and through Brittany K. Barnett, its duly authorized
President.
RECITALS
WHEREAS, City has determined that Community-Based Programs are necessary to
support crime prevention in City during Fiscal Year 2020 to meet one or more of the Crime Control
and Prevention District ("CCPD") goals, which are (1) to support efforts to reduce violent crime
and gang-related activities through enhanced enforcement activities and crime prevention
programs,(2)to support efforts to increase the safety of residents and to decrease crime throughout
Fort Worth neighborhoods, and (3) to support efforts to increase the safety of youth and reduce
juvenile crime through crime prevention and intervention programs;and
WHEREAS, Contractor has agreed to operate a Community-Based Program called
"Fourth Annual Summer Camp" (Program), which will support the police department's crime
prevention efforts throughout the community; and
WHEREAS, City desires to enter into an agreement with Contractor to operate the
Fourth Annual Summer Camp; and
WHEREAS, City, as consideration for the performance of Contractor, has appropriated
monies in the CCPD Budget in the amount of $25,000.00("Program Funds") to provide to
Contractor on a reimbursable basis for the operation of the Fourth Annual Summer Camp subject
to and in accordance with this agreement.
NOW, THEREFORE, in consideration of the mutual covenants herein expressed,the
parties agree as follows:
AGREEMENT DOCUMENTS
The Agreement documents shall include the following:
1. This Agreement between City and Contractor
2. Exhibit A—Proposal Abstract and Narrative
3. Exhibit B—Budget OFFICIAL RECORD
4. Exhibit C—Request for Reimbursement CITY SECRETARY
5. Exhibit D—Program Activities Report FT WORTH,'TX
6. Exhibit E—Program Effectiveness Measurement Report
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7. Exhibit F—Request for Budget Modification
8. Exhibit G—Corrective Action Plan Form
Exhibits A through G, which are attached hereto and incorporated herein, are made a part of this
Agreement for all purposes. In the event of any conflict betveen the terms and conditions of
Exhibits A through G and the terms and conditions set forth in the body of this Agreement, the
terms and conditions of this Agreement control.
DEFINITIONS
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"Pasty" shall refer to either City or Contractor.
The term"Parties" shall refer to both City and Contractor.
AGREEMENT
1. ReWonsibilities 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"—Proposal Narrative. Contractor
shall be responsible for day-to-day administration of the Program. Contractor agrees to expend the
Program Funds in accordance with the Budget as described in Exhibit`B".Program activities shall
be reported in accordance with Exhibit"D"-Program Activities Report and effectiveness measures
shall be reported in accordance with Exhibit"E"-Program Effectiveness Measures 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$25,000.00.
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" along with copies of all receipts and other
supporting documentation. Contractor shall deliver to City a wri en detailed Program Activities
Report and Program Effectiveness Measures Report as describe in Section 4.2 below with each
RFR to support expenditure of Program Funds. Such reports shal be signed by the Contractor or
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duly authorized officer of the Contractor. The RFR and monthly Program 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.
The monthly RFR should be sequentially numbered and include expense documentation that is
detailed,clear and concise. The submission shall include applicable monthly and quarterly reports
as applicable. Submissions must be scanned and submitted to the Grants and Program
Management Section of the Fort Worth Police Department. Submissions should be titled"Girls
Embracing Mothers,Inc. (GEM)RFR Month"and sent either via email to
CPD Grants@fortworthtexas.gov,or via mail to ATTENTION:Contract Compliance
Specialist,Financial Management Division,Bob Bolen Public Safety Complex, and 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 from the Contractor.
Additionally, a quarterly Program Effectiveness Measurement Report from 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. Incomplete or incorrect submissions will be
returned to the Contractor for resubmission,restarting the 30-day reimbursement schedule.
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 Request for Budget Modification Form (Exhibit "F") to City, with the monthly RFR,
during the month 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 the modifications 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
shall not 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 the 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 shall not 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.
2.7 Contractor will document cost allocations for all budgeted expenses throughout the entirety
of the Agreement and will be responsible for having a policy and procedure in place for this
documentation. Specifically, Contractor will document how all shared costs, personnel time or
equipment that was fully or partially paid for using CCPD funds,were used in furtherance of the
program activities described in this Agreement.Documentation of these cost allocations,as well as a copy
of the Contractor's policy and procedures for the documentation of the cost allocations shall be made
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available to the City upon request.
2.8 The City reserves the right to reject any budget modification that the City believes, in its
sole discretion, is not clearly aligned with the program activities and any requests for
reimbursement expenses that the City believes, in its sole discretion, are not specified in Exhibit
B of this Agreement or an approved budget modification form.
Budget adjustments shall be submitted via either email to CPD Grantsgfortworthtexas.gov or to
the Contract Compliance Specialist, Financial Management Division,the Fort Worth Police
Department at Bob Bolen Public Safety Complex at 505 W. Felix St., Fort Worth, Texas,
76115.
3. Term.This Agreement shall commence upon October 1,2019("Effective Date"),and shall
end on September 30, 2020 ("End Date"). All of Contractor's expenditures under this Agreement
must be completed no later than September 30, 2020. The City reserves the right to withhold the
final request for reimbursement until all required documents have been received by the contractor.
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 Measures 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
Measures 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 descriptions of any realized successes. 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 Request for Reimbursement 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 be able to meet these
requirements in a given month, the Contractor shall provide written notification prior to the
deadline that details the expected date of submission. If no notification is received before the 15t'
day, the City may document for future corrective action. If, by the last day of the same month,
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.
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4.4 Contractor agrees to complete a Corrective Action Plan (CAP) in the event of three (3)
consecutive months or six (6) non-consecutive months with incomplete or incorrect submissions
of an RFR, Program Activities Report (PAR), or Program Effectiveness Measurement Report
(PEMR). Contractor also agrees to complete a Corrective Action Plan for recurring late
submissions of an RFR, PAR, PEMR or for failing to take corrective actions and responding to
audit reports by the City. The CAP will contain the identified issue found by the City, how the
Contractor will correct that issue, who the responsible person will be to ensure completion, and a
target completion date. An example of this form is attached as Exhibit G.
4.5 A representative of the program shall attend quarterly meetings of the Crime Control and
Prevention District Board as requested.
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 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 In the event no funds or insufficient funds are appropriated by the City in any fiscal year for
any payments due hereunder, City will notify Contractor of such occurrence and this Agreement
shall terminate on the last day of the fiscal period for which appropriations were received without
penalty or expense to the City of any kind whatsoever,except as to the portions of payments herein
agreed upon for which funds have been appropriated.
5.3 The City may terminate this Agreement at any time and for any reason by providing the
other party with thirty(30) days' written notice oftermination.
5.4 Termination will be effected by delivering to Contractor written notice 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;
(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.
5.5 In the event City suspends or terminates 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.
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5.6 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. Contractor shall mai4tain all equipment used in the
administration and execution of the Program. The Contractor shall m1iintain,replace,or repair any item
of equipment used in support of the Program or for use under the terns 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 Program and/or for use under the terms of this Agreement is the sole responsibility of
Contractor. Contractor shall not use Program Funds to repair or replaco said equipment. Contractor shall
use any and all equipment purchased with Program Funds exclusively in support of the 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 inclu4e 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 records of all receipts and
expenditures of Program Funds. All records shall be retained Por 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 Contractor's
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.
7.2 If any audit reveals a questioned practice or expenditure, City shall notify Contractor as
soon as reasonably practical. Contractor shall have fifteen (15) days to provide City with a
written explanation and any supporting documentation regarding the practice or expenditure.If
Contractor fails to resolve or cure the questioned practice or expenditure, to the City's
satisfaction,within the fifteen(15)day period,City reserves the right to withhold further Program
Funds 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.
The closeout requirements shall include,but are not limited to: providing final Program Activities
Report and Program Effectiveness Measurement Reports,makin final payments, and disposing
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I
of Program assets as appropriate, if deemed required by the 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
work to be performed by Contractor under this Agreement and City shall have access at all
reasonable hours to offices and records of Contractor, its officers, members, agents, employees,
and subcontractors for the purpose of such monitoring.
7.6 Throughout the term of this Agreement and for up to three months after its expiration, the
City may periodically request, and the Contractor will be required to provide, information for the
purposes of evaluating the overall effectiveness of Crime Control and Prevention District(CCPD)
funding. This information will include, but may not be limited to, the zip-codes of participating
individuals of the program(s)receiving CCPD funding.
Requested information will consist solely of aggregated data without any personal
identifiers. Further, any information requested will not be used in a way that would violate local,
state, or federal statutes,regulations, or policies.
If the Contractor maintains the information the City is requesting, the Contractor shall provide the
requested information to the City within 30 days of receipt of the request. If the Contractor does
not maintain the requested information as of the date it receives the City's request, the Contractor
shall begin collecting such information as of that date, shall provide an initial response regarding
that information within sixty days, and shall thereafter update that information on request.
If necessary, an amendment may be brought forward to identify additional specific metrics that
Contractor will be required to maintain and provide to the City to evaluate the effectiveness of the
Crime Control and Prevention District Funding.
Section 7 shall survive the expiration or termination of this Agreement.
8. Indegendent 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 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 Contractor, and any program participants 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
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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 and Indemnification.
ONLY TO THE EXTENT PERMITTED BY THE CONSTITUTION AND LAWS OF THE
STATE OF TEXAS AND LIMITED BY THE LIMITS OF LIABILITY AS SET FORTH IN
THE TEXAS TORT CLAIMS ACT (TEXAS CIVIL PRACTICE AND REMEDIES CODE
CHAPTER 101), CONTRACTOR SHALL BE LIABLE AND RESPONSIBLE FOR ANYAND
ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY,
INCL UDING DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER,
WHETHER REAL OR ASSERTED, TO THE EXTENT CAUSED BY THE NEGLIGENT
ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL MISCONDUCT OF
CONTRACTOR,ITS OFFICERS,AGENTS,SERVANTS OR EMPLOYEES.
ONLY TO THE EXTENT PERMITTED BY THE CONSTITUTION AND LAWS OF THE
STATE OF TEXAS AND LIMITED BY THE LIMITS OF LIABILITY AS SET FORTH IN
THE TEXAS TORT CLAIMS ACT (TEXAS CIVIL PRACTICE AND REMEDIES CODE
CHAPTER 101), CONTRACTOR AGREES TO DEFEND, INDEMNIFY, AND HOLD THE
CITY,ITS OFFICERS,AGENTS, SERVANTS, AND EMPLOYEES HARMLESS AGAINST
ANYAND ALL CLAIMS,LAWSUITS,ACTIONS, COSTS,ANO EXPENSES OFANYMNO,
INCLUDING, BUT NOT LIMITED TO, THOSE FOR PROPERTY DAMAGE OR LOSS
(INCLUDING ALLEGED DAMAGE OR LOSS TO OWNER'S BUSINESS AND ANY
RESULTING LOST PROFITS) AND/OR PERSONAL INJURY (INCLUDING DEATH)
THA T MA Y RELA TE TO,ARISE OUT OF, OR BE OCCASIONED BY(I) CONTRACTOR'S
BREACH OF ANY OF THE TERMS OR PROVISIONS OF THIS AGREEMENT OR (II)
ANY NEGLIGENT ACT OR OMISSION OR INTENTIONAL MISCONDUCT OF
CONTRACTOR,ITS OFFICERS,AGENTS,ASSOCIATES,EMPLOYEES, CONTRACTORS
(OTHER THAN THE CITY), OR SUBCONTRACTORS RELATED TO THE
PERFORMANCE OFTHISAGREEMENT;EXCEPT THAT THEINDEMNITYPROVIDED
FOR IN THIS SECTION SHALL NOT APPLY TO ANY LIABILITY RESULTING FROM
THE SOLE NEGLIGENCE OF THE CITY OR ITS OFFICERRS, AGENTS, EMPLOYEES,
OR SEPARATE CONTRACTORS, AND IN THE EVENT OF JOINT AND CONCURRENT
NEGLIGENCE OF BOTH CONTRACTOR AND CITY,RESPONSIBILITY,IFANY,SHALL
BE APPORTIONED COMPARATIVELY IN ACCORDANCE WITH THE LAWS OF THE
STATE OF TEXAS. NOTHING HEREIN SHALL BE CONSTRUED AS A WAIVER OF THE
CITY'S GOVERNMENTAL IMMUNITY AS FURTHER PROVIDED BY THE LAWS OF
TEXAS.
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.
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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 Fourth Annual Summer Camp is situated; and no other
public official of such locality or localities who exercises any functions or responsibilities with
respect to the Fourth Annual Summer Camp 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.
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.
ONLY TO THE EXTENT PERMITTED BY THE CONSTITUTION AND LAWS OF THE
STATE OF TEXAS AND LIMITED BY THE LIMITS OF LIABILITY AS SET FORTH IN
THE TEXAS TORT CLAIMS ACT(TEXAS CIVIL PRACTICE AND REMEDIES CODE
CHAPTER 101),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 THE CITY AND HOLD THE CITY HARMLESS FROM
SUCH CLAIM.
This section shall survive the expiration or termination of this Agreement.
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13. Comiljiance.
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 andcorrect such violation.
14. Governmental Powers. It is understood that by execution of this Agreement,the City
does not waive or surrender any of it governmental powers.
15. 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 a governmental entity's immunities under constitutional, statutory or
common law.
16. Insurance Requirement,
16.1 Coverages and Limits. Contractor shall provide the City with certificate(s)of insurance
documenting policies of the following minimum coverage limits that are to be in effect prior
to commencement of any work pursuant to this Agreement:
(a) Commercial General Liability(CGL): Contractor is self-insured in keeping with
the terms of the Texas Tort Claims Act. Contractor will furnish a Certificate of Self-
Insurance in lieu of the required general liability insurance certificate.
(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 interest of the City.
16.2 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. All insurers must have a minimum rating
of A-VII in the current A.M. Best Key Rating Guide, or have reasonably equivalent financial
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strength and solvency to the satisfaction of Risk Management. If the rating is below that
required,written approval of Risk Management is required.
16.3 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.
16.4 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. Contractor will furnish a Certificate of Self-Insurance in lieu of
the required Worker's Compensation insurance certificate.
16.5 A minimum of Thirty(30)days' notice of cancellation or reduction in limits of coverage
shall be provided to the City. Ten (10) days' notice shall be acceptable in the event of non-
payment of premium. Notice shall be sent to the Risk Manager, City of Fort Worth, 200 Texas
Street, Fort Worth, Texas 76102,with copies to the City Attorney at the same address.
16.6 Any failure on the part of the City to request required insurance documentation shall not
constitute a waiver of the insurance requirement.
16.7 Certificates of Insurance evidencing that the Contractor has obtained all required
insurance.shall be delivered to the City prior to Contractor proceeding with any work pursuant
to this Agreement.
17. Miscellaneous Provisions,
17.1 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.
17.2 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.
17.3 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.
17.4 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.
17.5 This written instrument and Exhibits A through F constitute the entire agreement
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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.
17.6 Any amendments to the terms of this Agreement must be in writing and must be signed
by authorized representatives of each Party.
17.7 None of the performance rendered under this Agreement shall involve, and no portion of
the Program Funds received hereunder shall be used, directly oT indirectly, for the construction,
operations,maintenance or administration of any sectarian or reli$'ous 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.
17.8 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.
17.9 Captions and headings used in this Agreement are for reference purposes only and shall
not be deemed a part of this Agreement.
17.10 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.
17.11 Contractor certifies that it has obtained a 501(c) (3) Certificate from the Internal Revenue
Service. Contractor shall notify City in writing of any changes to its 501(c)(3)tax-exempt status
during the term of this Agreement.
17.12 Contractors are required to conduct criminal background screenings for all volunteers or
employees who will be working with children under the p oposed program. All criminal
background checks shall be in compliance with Texas Department to Family and Protective
Services standard,the Texas Administrative Code and all other applicable law.Contractors will be
responsible for conducting criminal background screening and for maintaining appropriate
records, which will be subject to review by the City. CONTRACTORS SHALL INDEMINFY
CITY AND HOLD CITY HARMLESS FROM ANY PENALITIES,LIABILITIES, OR LOSSES
DUE TO VIOLATIONS OF THIS PARAGRAPH BY CONTRACTOR, CONTRACTOR'S
EMPLOYEES, SUBCONTRACTORS,AGENTS, OR LICENSEES.
18. Notice.
Notices to be provided hereunder shall be sufficient if forwarded to the other party by hand-delivery or via
U.S.Postal Service certified mail,postage prepaid,to the address of the other party shown below:
CITY: Jesus Chapa,Assistant City Manager
City Manager's Office
City of Fort Worth
200 Texas Street
Fort Worth, TX 76102
FY 2020 Community Based Program Girls Embracing Page 12 of 36
Mothers,Inc.(GEM)
Copies To: Contract Compliance Specialist
Financial Management Division
Bob Bolen Public Safety Complex 505 West Felix St.
Fort Worth,TX 76115
City Attorney's Office
Attn: Police Contracts
200 Texas Street
Fort Worth, TX 76102
CONTRACTOR: Brittany K. Barnett
President
1421 W. Mockingbird Lane,
Dallas, TX 75247
19. Counterparts: Electronically Transmitted Signature.
This Agreement, as well as any associated documents to this Agreement, including RFR's and
Budget Modifications may be executed in one or more counterparts, each of which when so
executed and delivered shall be considered an original, but such counterparts shall together
constitute one and the same instrument and agreement. Any signature delivered by a party by
facsimile or other electronic transmission (including email transmission of a portable document
file (pdf)or similar image) shall be deemed to be an original signature hereto.
20. Immigration Nationality Act.
Contractor shall verify the identity and employment eligibility of its employees who perform work
under this Agreement, including completing the Employment Eligibility Verification Form (I-9).
Upon request by City, Contractor shall provide City with copies of all I-9 forms and supporting
eligibility documentation for each employee who performs work under this Agreement.Contractor
shall adhere to all Federal and State laws as well as establish appropriate procedures and controls
so that no services will be performed by any Contractor employee who is not legally eligible to
perform such services. CONTRACTOR SHALL INDEMNIFY CITY AND HOLD CITY
HARMLESS FROM ANY PENALTIES, LIABILITIES, OR LOSSES DUE TO VIOLATIONS
OF THIS PARAGRAPH BY CONTRACTOR,CONTRACTOR'S EMPLOYEES,
SUBCONTRACTORS,AGENTS,OR LICENSEES.City,upon written notice to Contractor,shall
have the right to immediately terminate this Agreement for violations of this provision by
Contractor.
FY 2020 Community Based Program Girls Embracing Page 13 of 36
Mothers,Inc.(GEM)
IN WITNESS WHEREOF,the parties hereto have executed this agreement in multiples in Fort
Worth,Tarrant County, Texas,to be effective this 30th day of September, 2019.
APPROVED AND AGREED FOR APPROVED AND AGREED FOR
CITY OF FORT WORTH GIRLS EMBRACING MOTHERS,INC.(GEM)
Jesus J.Chapa(Oct 25,2019) 1 " R AAM�
Jesus J. Chapa Brittany k. Barnett Ivw�
Assistant City Manager President
Date: Date: September 30,2019
APPROVAL RECOMMENDED APPROVED AS TO FORM AND
�� LEGALITY FOR
E win Kraus(Oct 1,2019)
Edwin Kraus
Chief of Police Attorney ui
Date: Date:
APPROVED AS TO FORM AND ATTEST
LEGALITY FOR CITY OF FORT C?:' 0
WORTH Mary Kay (Oct 27,2014)
Mary J.Ka serry
nr iwrn/i
�l0�rtii f7�Gtiric�r �
Thomas Hansen(Oct 25,2019) City Secret try . S
Thomas R.Hansen
Assistant City Attorney Date:
Contract Compliance Manager: By M&C No.NOT REQUIRED
signing I acknowledge that I am the 1295 CERTIFICATION:
person responsible for the monitoring
and administration of this contract,
including ensuring all performance and
reporting requirements.
Keith Morris(Oct 1,2019)
Name: Keith Moms OFFILIAL RECORD
Title: Grant Manager CITY SECRETARY
FY 2020 Community Based Program Girls Embracing Page 14 of 36
Mothers,Inc.(GEM)
EXHIBIT A
SCOPE.OF WORK
AGENCY:Girls Embracing Mothers,Inc. AMOUNT REQUESTED: $25,000
PROGRAM TITLE:Fourth Annual Summer Camp
DIRECTOR:Brittany K.Barnett PHONE NUMBER:214-520-6376
PHYSICAL ADDRESS: 1421 West Mockingbird Lane,Dallas,TX 75247
CONTACT PERSON:Allison Tomlinson EMAIL ADDRESS:allisonctomlinson@gmail.com
PHONE NUI4BER:817-939-4034 FAX 1V'UMBER:214-919-5915
PROGRAM PURPOSE STATEMENT:The mission of Girls Embracing Mothers,Inc.(GEM)is to empower
girls in grades K-12 with mothers in prison to break the cycle of incarceration and lead successful lives with
vision and purpose.
GEOGRAPHICAL AREA AND COUNCIL DISTRICT SERVED:Please mark all that apply.
City Wide+All Council Districts Specific Zip Codc(s)
Council District 2 Council District 6
Council District 3 Council District 7
Council District 4 n Council District 8
Council District 5 Council District 9
AGENCY STATUS: X Registered Private Nonprofit ❑Registered Public Nonprofit
COOPERATIVE AGREEMENT USE me mr7) Eyes ❑No
Mark the goal(s)that your program addresses.
❑ Support efforts to reduce violent crime and gang-related activities through enhanced enforcement activities and
crime prevention programs
❑ Support efforts to increase the safety of residents and to decrease crime throughout Fort Worth neighborhoods;
X Support efforts to increase the safety of youth and reduce juvenile:crime through crime prevention and intervention
Programs.
Additionally,does program address cither/both of the priority considerations listed below?
0 Program is a prevention or intervention program for youth and/or family violence
X Program incorporates literacy instruction/skills for children ages 0-9.
CERTIFICATION:
I certify that the information contained in this proposal fairly represents the above-named Agency's operating plans
and budget for the proposed program. I acknowledge that I have read and understand the requirements and
provisions of the Request for Proposal and that the above-named Agency will comply with all applicable rules and
regulations relating to the procurement process. I certify that I am authorized to sign this proposal and to enter into
and execute a contract with the City of Fort Worth to provide the services authorized.
NAME: TITLE:
SIGNATURE. DATE:
FY 2020 Community Based Program Girls Embracing Page 15 of 36
Mothers,Inc.(GEM)Exhibit A
PROGRAM ABSTRA('I'
GEM is the only identified organization in Northesm Texas that offers services focused
solely on girls with mothers in prison.Texas incarcerates more women by sheer number than any
other state in the country. We know that children with incarcerated mothers are at least S times
more likely to become incarcerated at some point during their lifetime. These children are more
likely to become involved in substance use,drop out of high school,and engage in sexually risky
behaviors all of which place these children at greater risk for juvenile crime.We recognize the
humanity in the marginalized experience of incarcerated mothers and their daughters and work to
build solidarity within this population.We create space for inturgenerational healing of girls with
incarcerated mothers. GEM programming aims to address these critical issues associated with
maternal incarceration.
Girls Embracing Mothers,Inc.is a Dallas based 501(c)(3)non-profit organization.GEM's
primary focus is to empower girls in grades K-12 with mothers in prison to break the cycle of
incarceration and lead successful lives with vision and purpose.Through a partnership with the
Texas Department Criminal Justice, the program accomplishes its mission and goals by
transporting girls from the North Texas area to a women's prison in Gatesville to engage in
supportive programming to improve relationship quality and self-esteem,and to deter negative life
outcomes such as future criminal activity.The GEM Surnmer Camp extended these services of the
GEM program offering concentrated character education workshops. The program supports
development of life skills including literacy,social skills,and educational support.
FY 2020 Community Based Program Girls Embracing Page 16 of 36
Mothers,Inc.(GEM)Exhibit A
PROPOSAL,NARRATIVE
ORGANIZATION HiSTORY
1374671. This sequence of numbers will he forever imprinted in the mind of extraordinary Dallas
lawyer and GE\f founder.Brittany Barnett.a 1374671 was the number assigned to Brittanv's mother by the
Teas Department of Criminal Justice in 2006. when she began serving an 8-year prison sentence.
Combining her passion to help others with her experience as the(Laughter of an incarcerated mother.
Brittany founded GE\1 to e'mpowef girls with mothers in prison. Brittany's reaction to this difficult
experience is nothing short of inspirational.Due to her mother's incarceration Brittany can sympathize and
more importantly empathize with the issues faced by daughters of incarcerated mothers.She learned from
first-hand experience that children of prison inmates are the hidden victims of their parents'crime; and
wanted to be an advocate for these children and maximize her elTecl of this pressing societal problem.
Britian 's vision is for girls with mothers in prison to fulfill the meaning of their own creation by
using their stumbling blocks as stepping stones for a brighter tomorrow.Brittany%•ants to educate young
girls that the cycle.which often accompanies incarceration,can be broken.Brittany resiencd from her job
as a corporate attorney to devote her full attention to elevating GEM to new heights.The energy and passion
Brittany brings to GEM is unparalleled and GEM is excited to have her lake a full-time lead of the
organization. Brittany,.vas one of the 2016 recipients of the Dallas Women s foundation's Young Leader
:Awards.
The Pearl Program:
The flagship program of GEAI is Otc"Pearl"Program which takes girls from the Fort Worth-Dallas
area to visit their mothers in prison at a Texas Department of Criminal Justice(TDCJ)facility in Gatesville.
The mothers and daughters engage in psychoeducation during a 4-hour extended visitation session. The
intimacy of physical contact in a structured cmironmcnt with parent education and life skills lessons
facilitates improvement in the mother daughter relationship and builds health,,.self-esteem among daughter
participants.The"Diamond"Program w.as developed as a complimentary-program to the Pearl program
FY 2020 Community Based Program Girls Embracing Page 17 of 36
Mothers,Inc.(GEM)Exhibit A
focusing on girls of released mothers as a community-hased intervention tool of Oic GENT program that
expounds on the psychoeducation intervention girls receive through the Pearl Program.The program is
open to daughters in the Pearl program with mothers currently incarcerated.mothers and daughters who
were a part of the Pearl program prior to release as well as mothers and daughters in the community who
have experienced maternal incarceration.
'rhe Diamond Proffram:
The GF.NI"Diamond"Program strives to equip our;girls%vith the tools necessary to make
positive life choices in spite of their circumstances by using their stumbling blocks as stepping
stones for a brighter tomorrow. Consistent with the GEM mission the objeclive of the Diamond
program is to ensure our girls lead successful lives with vision and purpose.the Diamond Program
provides a variely of services and workshops. The Dianiond Program focuses on ensuring the
cultivation of character development by providing monthly workshops and an annual summer
canup for the girls that enhance self-esteem,develop leadership and communication skills,establish
cognizance of wellness,teach social and lilt skills and instill moral values.To strengthen the girls'
sense of civic engagement and awareness. the Diamond Program also otters our girls the
opportunity to give back to the community through service.
We strive to equip our girls with the appropriate tools to break the cycle of incarceration
to become productive members of society. Through these activities the girls develop real-world
abilities that will last them a lifetime.The locus of the finds requested in this proposal is to expand
the number of girls front the city of Fort Worth(city wide)served by the GENT Sumner Camp.
Summer camp is free of charge to participants and has been held annually since 2016 in Texas Bill
County a six hoar drive from the Fort forth. Dallas area. Participating girls are between the
ages of 7 and 18. the Diamond program served at least 75 girls in 2018 and expects to serve at
FY 2020 Community Based Program Girls Embracing Page 18 of 36
Mothers,Inc.(GEM)Exhibit A
least 85 girls in 2019,the goal is to continue to increase capacity sen-ing at least 30 participants
from this population at the 2020 Fourth Altnual GEM Summer Camp.
PROBIX.M AND C'ATTSES
\-lass incarceration is one of the most pressing societal issues of our time. Women are the
fastest growing incarcerated population.A 2016 Vera Institute research report totes.America now-
incarcerates eight times as many women than in 1980. On any given day.over 2 million children
in this country have a parent in jail or prison.To bring it closer to home,according to a recent 2018
report published by the Texas Criminal Justice Coalition (TCJC), Texas no%% incarcerates more
wonie n by sheer number than any other stag—landing'1'c,zar among the top 10 states in the countn-
with the highest female incarceration rates. Per'I-CJC, fennale incarceration in the Texas prison
system has increased 9080o from 1980-2016. more than twice the rate of male incarceration in
Texas over the past 40 years.TCJC outlier reports that more than 81°o of women in Texas'prison
system are mothers — meaning nore than 10.000 of the 12.500 w-onnen in Texas prisons have
children waiting rorthem back home.According to TCJC research,490o ofwonnen in Texas prisons
reported that they never sec their children while incarcerated.and 270o reported that the\,see their
children once per year or less.
'fie LIS Department of Justice cites studies that slows maintaining contact and healthy
relationships between incarcerated parents and children in spite of barriers represented by prison
walls is very beneficial for the children. In addition to lowering the likelihood of recidivism among
incarcerated parents, there is strong evidence that maintaining contact with one's incarcerated
parent improves a child's emotional response to the incarceration and supports parent-child
attachment.Children of incarcerated mothers are 7 times more likely to be incarcerated themselves
and at increased risk for behaivor mid emotional problems that may result in juvenile offending.
FY 2020 Community Based Program Girls Embracing Page 19 of 36
Mothers,Inc.(GEM)Exhibit A
The adverse childhood event of maternal incarceration is a traumatic experiences that can lead to a
lifetime of repercussion including post traumatic stress.
The U.S.Census Bureau reports on the increasing number of single-parent households with
approximately 84%of custodial parents being mothers. Girls that live in female-headed single
parent homes are more likely to live in poverty and more likely to score lower on measurements of
health,education and emotional and behavioral problems than children living with both parents.
These children are also more likely to drop out of school,earn less money and as adults become
single parents themselves. Consequently, families are more likely to be broken by a women's
confinement within the criminal justice system than be a man's, which leads to the above-
mentioned challenges for the child.
A recent report published by the Annie E. Casey Foundation notes that parental
incarceration creates severe challenges for children often resulting in issues such as instability,
guilt, shame, social and institutional stigma, and low self-esteem. GEM's programs support the
movement to build power with and for girls and their incarcerated mothers.GEM tackles the timely
need of restoring hope to the heartbreaking collateral damage of mass incarceration—children.
At Girls Embracing Mothers,we are acutely aware of the needs of these girls in crisis and
help empower them to lead successful lives with vision and purpose. Our programs offer the chance
not only to break the cycle of incarceration but also to build the bond between mother and daughter.
Girls across the country with mothers in prison are in dire need of the services GEM offers. We
know that a partnership with CCPD can help us maximize our impact and prevent a future
generation of girls from entering prison.
FY 2020 Community Based Program Girls Embracing Page 20 of 36
Mothers,Inc.(GEM)Exhibit A
Alignment with CCPD Coals
The GEM program closely aligns with the goals of CCPD of supporting efforts to increase
the safety of youth and reduce juvenile crime through crime prevention and intervention programs.
The program accomplishes this goal by providing intervention services to children among the most
at risk for criminal justice involvement due to potential exposure to criminal activity prior to their
mothers incarceration and susceptibility to future criminal activity based on risks associated with
maternal incarceration. GEM's Summer Camp program provides life skills lessons by using the
DOVE and"Girl Rock!"Tool kit curriculum to teach social/leadership skills to particpants during
the four day program. The DOVE and Girls Rock curriculum represent evidence informed
intervention resources that support the goals of developing academic skills, strong character,
leadership skills,and positive self-esteem.The program uses an academically oriented life skills
curriculum that supports literacy development and allows the participants of this program to enact
those skills during the Summer Camp workshop sessions through creative arts and verbal
presentations.While the GEM program serves girls between the ages of 7 and 18,children between
the age of 9-12 represent the majority demographic of the participants to date in the GEM program.
PROGRAM ACTIVITIES AND OUTCOMES
Diamond Program Target and Outcomes
The Diamond Program served 75 girls in 2018 and expects to serve at least 85 girls in 2019.The
program goal is to have a total of 15 girls participate in the program from the City of Fort Worth
during the 2020 grant period,specifically attending the annual Summer Camp.
We anticipate 75%of girls will show improvement in one or more of the following outcome
objectives:
• Develop a strong sense of self Girls(i)have an increase in self-esteem and determination
to succeed,(ii)set goals and believe in their ability to achieve those goals,and(iii)are able
to withstand adversity.
• Make positive life choices--Girls(i)understand the importance of making good decisions
in life, (ii) are able to examine the positive and negative effects of their actions on
themselves and others,and(iii)develop healthy relationships.
FY 2020 Community Based Program Girls Embracing Page 21 of 36
Mothers,Inc.(GEM)Exhibit A
Feel enipoi%cred to become leaders Girls(i)are empowered to lake charge of their o%%n
lives and be successful regardless of circumstance mid (ii) develop a sense of civic
engagement and awareness to give back to the comnignity through service.
'111e program outcomes will benefit the community by sl6nuning the tide of recidivism and
preventing a firture generation of girls from entering prison by producing lacy-abiding.successful
worsen of society.
F,valuntion Plan of Programs
We will measure our success in achieving progrmn outcomes by the following niethods:
• Girls,mothers mid guardians%%ill complete evaluation questionnaires to assess the mipact
of the programs.
• Facilitators will complete an evaluation questionnaire to alloy us to find ways to improve
our programs and develop innovative and new methods to keep our participants engaged
and fulfilled by our programs.
We are committed to developing sophisticated,yet practical evaluation processes to measure the
short-terns as well as long-tenn impact of our programs on the girls who participate in GEM. GENI
will review the evaluations throughout the program and ensure immediate responses to identified
Nveaknesses. GENI N%ill respond to the inforniation gathered during the evaluation process to make
adjustments in service delivery by improving,modifying.mid or developing programs.
FY18-19 Funding Outcomes
In 2018 over 9010 of the girls visited their mothers in prison monthly and 1004o of the girls and
mothers reported improved relationship quality.GENI served 15 girls and 15 mothers in FY 18 and
as a result of CCPD funding the GErt prograni Nyas able to d able these number of girls served in
the FY19 program year. Jlothers and girls enter the Pearl Pr�grani on a rolling basis throughout
the Year as space opens when mothers are granted parol,. iI1 order to expand Our reach.GEXI in
partnership with'I'DCJ expanded substantially increased the dumber of girls and mothers served
in the Pearl Progrni during the 4111 quarter of 2018. Girls s eyed by the Pearl Progra in are age
kindergarten to I8 and reside in the Fort Worth,Dallas metropolitan area A significant population
of girls served by the pro6flran are from the Fort Worth are (citNi ide), the GEM program was
able to expand capacity to serve more girls in die City of Fort Worth.To date GENI is on target to
nicet the outcome measure for FYI9.the Pearl Program anticipates at least 750o of our girls will
visit their mothers in prison at least 6 times annually and at least 750o ol'our girls and mothers will
strengthen the mother-daughter relationship during the mother's incarceration and upon the
mother's release through the supportive service of this program. Our objective is to continue wrap
around support for the girls in this population in the Diamond program through continued CCPD
finding.
FY 2020 Community Based Program Girls Embracing Page 22 of 36
Mothers,Inc.(GEM)Exhibit A
Services Unique to the Organitetion
GEM is the only identified organization in Northeast Texas that offers services focused
solely on daughters with mothers in prison.GEM is a very unique organization that is well suited
to provide the services needed for girls with incarcerated mothers.GEM also has a solid foundation
comprised of a dedicated Board of Directors with diverse backgrounds who are well-suited to
organize and implement the programs and services of GEM to the girls and women of the
community.
The expenditures specifically connected to CCPD funding acquired through RFP 18-0202
would support service provision to the participants from the City of Fort Worth added as an
expansion of the current GEM program. The program would be to retain City of Fort worth
residents who were specifically targeted for enrollment during the FY 19 finding period and
provide the following services through the funded support: 1)training and salary for camp staff 2)
transportation for the minor child to the summer camp,3)meals and supplies for life skills lessons
and group activies.GEM has been actively serving women and children through it's Pearl program
since 2013 and its Diamond programs since 2015.
The program currently receives funding through private foundations and corporate donors.
Foundation support for the 2018 fiscal year includes: Novo Foundation (awarded for FY2018-
2020),ORLX Foundation(for FY2018-2019�and the Dirk Nowitzki Foundation(FY2018-2019).
CCPD funding is critical to program expansion to support the increased scope of services to
families in the City of Fort Worth. If funding is awarded the funds would support expansion of
services by allowing GEM to continue targeted efforts to serve girls from the City of Fort Worth
that were enrolled in FY2019 through the GEM Pearl program. Further the funds would allow
expansion of the Diamond program to serve new participants from the city of Fort Worth.
FY 2020 Community Based Program Girls Embracing Page 23 of 36
Mothers,Inc.(GEM)Exhibit A
SUSTAINABILITY
• Source 1:Novo Foundation- Received$300,000(3 years of funding at$100,000 each year
2018—2020)The funding provided by this award su ports the personnel expenses in the
form of salaries for GEM.These services include of the Diamond Program in
the form of:Re-entry workshops for newly released mothers,training,and supply needs of
the GEM program.This funding specifically supports the operational budget and is based
on the total program enrollment for the Diamond Program which is heavily concentrated in
Dallas.CCPD funding would support the expansion ohhe program in Fort Worth.
• Source 2:ORIX Foundation Raised$131,415 for 2018-2019 through the ORIX Holiday
Giving campaign.Received$45,500 for 2018.The funding provided by this award supports
the Pearl and Diamond programs of GEM.Re-entry w oticshops for newly released mothers,
training,and supply needs of the GEM program.
• GEM actively seeks to gamer partnerships and raise funds.The occupancy cost of facility
rental for the Diamon Summer Camp is generoush supported by the HEB Foundation
which evidences GEM's ability to leverage funds and sustain the work beyond the initial
support of CCPD.
14) Has your agency obtained funding through the Crime Control and Prevention District
previously? X Yes ❑No If so,please fill out the fn-ni,on page 17 Include any awards
received in previous three cycles(FYI 7,F718,F719
FY 2020 Community Based Program Girls Embracing Page 24 of 36
Mothers,Inc.(GEM)Exhibit A
PROGR,IV.►('TI►"1TIAS SUNINIAR►'
Organization:Girls Embracine\Iothers.Inc. Program Title. Diamond Summer
Camp
# list 1leasureable Program Acthities Goal Frequency or How does the activih'relate to the causes or
and Method of Tracking Activity the problem listed in Question#5
This activity utilizes a character education
curriculum that includes rcindoroane nt of
academic skills such as reading.writing.and
math.Additionally.this aetn ity of the program
15 reinforces literacy skills such as critical thinking
Curriculum based character education and life 96 cordact and public speaking to help participants apply
1. skills session provided during a J full-day hours at a 4 day literacy skills karned from participation in this
summer camp program.th act e charmer education component
overnight summer camp.
1 s a v,=r specifically focu=v on intervention and
prevention of criminal behavior and breaking die
cycle of incarceration.'fhis activity aligns with
die CCPD goal of increasing safety of youth and
reducing juvearile crime through prewuttion and
intcn'crition.
The leadership engagement cxcreiscs allow the
particpants to rehearse the skills karncd during
the curriculum portion of the program.These
15 6 contact sessions are facilitated by contracted clinical
sta1T.'Ihis service acts m intenurtion by
Z Leadership engagement cycYcise provide) hours at a•t day providing an atmosphere for campers to apply
during a 4full-day overnight summer camp. summer camp
1 s a year ncwlc learned social skill and to build
connective lands with peen that will help
children build positive self-cst=n another
protective factor against juvenile crime and
dclin ueneh.
z
FY 2020 Community Based Program Girls Embracing Page 25 of 36
Mothers,Inc.(GEM)Exhibit A
PROGRAM EFFECTIVENESS\IEiLSURE SUMNLLRY
Effectiveness measures are to assesswhether or not an activity is achieving its desired goals.The program's activities,identified on page il,
will be measured for their effectiveness in achievingthe C(TI)goal(s)the program b sel to addry In the space below,provide three or
more effectiveness measures for the program.
Organization: Girls Embracine Mothers,Inc. Program Title: Diamond Summer Camp
List the related How does the i fecliveness Measure achieve the
List EffeNirrnns Measures
.and MoLl ive es Tracking activity measure C('PD goal(s)listed in Question ff67
N
I Data will'bc collected by a program suns)-cummtl)
utilized for program valuation.Program objwtivts can
I MI.of be nwasun:d bs the Li:crt scale survey.
('ompadion of Clwracla Ihsvlop mn mt Social Skills participanu kill This measure aligns with CCPD goals related to literacy.
1. curriculum tracked by curriculum surrey administered complete all Participant self-report allows the program to cwmine
during camp. lessons exercises progress,the o*-divc is 75%cllectiveness rating based
for character on the Likat scale survey on the program goals of
&%-clopmcnl and relationship improycmrit.character development.and
life skills. improved social skills-
2 Data will be collected by a program sunny currently
utilized for program evaluation.Program objectives can
10(r.of be measured by the Liken sale survey.
Leadership engagement exercises will be tracked by a participants will This measure aligns with CCPD goals related to literacy.
2 sunvy on Participants expericn c%administered during complete all Participant self•ruprt allows the program to examine
the amp. lessons c%ccises progn:.ss.7hc objevtnv is 750e effectiveness rating based
for clraraeter on the Likcri scale survey on the program goals of
development and relationship improvement,character devclopmcmt,and
life skills. improved social skills.
FY 2020 Community Based Program Girls Embracing Page 26 of 36
Mothers,Inc.(GEM)Exhibit A
EXHIBIT B
Girls Embracing IVIothem Inc. Diamond Summer Camp
Budget Narrative
A. Direct-Personnel
Annual
Position SfilftrY FTE Total
Summer Camp Staff $ 2.500 4.00 $ 10.000
Clinician-counselor $ 2,000 1.00 $ 2,000
Total Budget S 4,500 S 12,000
Budget Explanation:
Direct Personnel Expense(Salary)
Personnel expenses represent the salary amount paid to the 4 staff persons responsible for management
and implementation of Summer Camp activities.The GEM Program employs 4 staff persons working at
1/2 time capacity for a period of 3 months to prepare and perform all Diamond Summer Camp related
activities. These staff members are trained in the curriculum implemented during the camp. Each stall'
person is paid a salary amount totaling 2,500($833.33 each month)and will attend summer camp and
manage camp volunteers and supervise the participants throughout the 4 day summer camp related to the
following activities:
Character education curriculum-based workshops that address the topics of self-esteem,
resilience,and civic responsibility.
Life skills lessons which include psychoeducation from camp counselors who teach mindfulness
and reflective techniques for camp which include the following topic:self-esteem,goal setting,
resilience,trustworthiness,and relaxation techniques.
Art activities(ex:rock painting)and nature activities(ex:hikirg/noture walks)am associated with
these sessions.
The Diamond Summer Camp also employs a social worker who provides counseling services and
psychoeducation (through planned workshops) during the 4 day camp. The counseling services are
provided by a licensed social worker.The Social Worker is paid$2,000 as a flat fee for services provided
during the camp related to the following activities
Life skills lessons which include psychoeducabon from comp counselors who teach mindfulness
and reflective techniques for camp which include the following topics:self-esteem,goal setting,
resilience,trustworthiness,and relaxation techniqum
Leadership engagement exercises covering topics of:respect,trustworthiness,self-control,and
work ethic are addressed through group public speaking activities,and Socratic group discussions
where students respond to information and questions on these topic areas and participate in
activities that demonstrate these skills.
One-on-one sessions are held on on as needed basis.
FY 2020 Community Based Program Girls Embracing Page 27 of 39
Mothers,Inc.(GEM)Exhibit B
B. Direct-Fringe Benefits
Annual
Position Salary FTE Rate TOW
Total Bud et S
Budeet Ernlanation:NIA
C. Direct-Travel
Travel Year 1
Transportation Service to Carap 5,000
S -
Total $,. 51000
Budget F.zplanatiyn:
Direct Travel
Travel expenses represent a significant expense for the functioning of the GEM Program, because the
majority of program implementation occurs outside of the city of agency location.The Diamond Summer
Camp takes place in Texas Bill Country(Uskey,Texas)loaded six hours from the Fort Worth/Dallas
area.Campsites consist of two cabins with 20 beds in each cabin(each cabin sleeps 40)and a chow hall
that also serves as location for workshops. The campsite is provided free of charge by the H.E. Butt
Foundation and is located along the stunning Frio River Canyon. GEM must provide their own supplies,
food, bedding and towels. Only occupancy is covered by the H.E. Butt Foundation
(www.foundationcmub.org.The daughters who participate hi the Diamond program arc taken round trip
by charter bus from the Fort Worth/Dallas area to the camp site.Travel costs are a reflection of the direct
cost of securing transportation to those camp grounds.
Transportation of participants to the camp site is calculated based on the current cost of 15 participants
traveling by coach bus to this facility through the secured toansportation service provider. The cost of
$5,000 represents the annual negotiated fee for this service with Premier Transportation Company which
will allow for the transport of 15 minor children round trip via bus for the 4 day camp offered 1 time during
the program year.This cost includes a rate of$125 per hour for the driver plus a per diem rate and lodging.
Due to state transportation regulations,charter bus drivers cat only drive so many hours per day before
having to break.Since camp is located 6 hours from the DFW ea,GEM is required to pay for two nights
of lodging for the drive(one night after drop off and one night a day before pickup).GEM has partnered
with Premier for summer camp transportation for the past three years and partners with them monthly for
transportation to prison visits between mothers and daughters.The requested cost represents a discounted
rate, as GEM currently partners with a transportation compmry that offers a 15%in-kind donation of
transportation services.
FY 2020 Community Based Program Girls Embracing Page 28 of 39
Mothers,Inc.(GEM)Exhibit B
D. Direct—Equipment
Equipment Quan&-y Unk Cost Total
$ - S -
Total S -
Budget Explanation: -N/A
E. Direct-Supplies
supplies Quaistity Unk Cost Total
Hygoinc supplies 15 $ 50 S 750
Outdoor activity supplies 15 $ 58 $ 870
Bedding and towels(camp is two cabins with 20
bunkbeds,sle )s 40-no air conditionin 15 $ 50 $ 750
Camping equipment 15 $ 62 $ • 930
Leadership/Character enrichment workshop
supplies(3 workshops per day for 4 days=
S301dayl ' 1) 15 $ 120 S 1,800
Meals(3 full meals plus 2 snacks and drinks for
each girl per day for 4 days Wlda / irl) 15 S 160 $ 2.400
Curriculum Training 1 I S 5001 $ 500
Total $ 8,000
Budget Explanation: -Direct Supplies List
Supply cost represented in this budget reflect the casts of providing meals,the participant curriculum
materials,and the enrichment activity/crafts at each session offered from 8:00 am-9:30 pm during the 4
day summer camp.The GEM Diamond Summer Camp provides all needed camp supplies(such as hygiene
items, bedding, towels, and leadership/character education/counseling supplies) to participants. Many
participants would tiol otherwise have resources to acquire items needed for camp. All needed materials
are purchased by GEM and provided to each camper.The supply costs for the program were calculated to
the itemized request based on the number of participants served and the estimated costs from the 2017-
2019 camp year. Further the cost of meals, and enrichment activity (crafting)supplies is based on the
current GEM budget for these components serving the same number of participants(13-30)as the current
request. The current request for$7,500 would allow the GEM program to increase participation in the
program among City of Fort Worth target population and maintain programming at the same level.Please
see below for individual and master camp supply lists.The Diamond Summer Camp utilizes the"Girls
Only!Tool Kit"curriculum,and the DOVE curriculum.The cost of training and materials is$500 reflected
in the direct personnel costs to the agency.
Individual Camper SuRgU 3 List Master Camp Supplies List Master Camp Supplies List
Pillow Air Pump hand Soap
Twin Sheet Set Aluminum Foil Lice Kit
FY 2020 Community Based Program Girls Embracing Page 29 of 39
Mothers,Inc.(GEM)Exhibit B
Poncho Bathroom Cleaning Supplies Life Jacket(Purchase)
Bath Towel(white) Black Sharpie'Markers Matches, Bic lighter
Washcloth(white) (Labeling) Multiple Plug Hub
Beach Towel(colorful) Bleach Oven Cleaner
Water shoes Blue Tooth Speaker for Paper Towels
Shower Shoes(Flip flops) Music SOS Pads,Scrub pads
Water Bottle Box Fan(Purchase) Sponges for Kitchen
Backpack Camp Journal Starter Fluid
Backpack Name Tag Celebration PadsrTampons Sugar for Coffee
Camp T-shirt Charcoal Swim Floats/Noodles
Sunscreen Cleaning Supplies Toilet Paper
Outdoor Insect Repellent Coffee Trash Bags(39 gallon)
Shower Caddy/Bag Coffee Filters(10 cup basket Walkie Talkies
Shampoo style)
Conditioner Creamer for Collee
Body Wash Dishcloths for Kitchen
Deodorant Dishwashing Liquid
Hand Sanitizer Downloaded Play List
Toothbrush Duct Tape
Toothpaste Drying Towels Im Kitchen
Toothbrush Protector Extension Cords
Floss Fire starters
Face/Wet Towelettes Fire wood
Lotion First Aid Kit
Kleenex First Aid Journal
Lip balm Flashlights
Clip Fan Grilling Utensils
Hair Ties Hair Ties
Sunglasses Hand,lanitizor
F. Direct-Consulting/Contracted Services
Consulting/Contracted Services Year 1
Total Budget 5
Budget Explanation: —NIA
G. Direct—Sub-Grants
Sub-Grants Year 1
'POW Dad $
FY 2020 Community Based Program Girls Embracing Page 30 of 39
Mothers,Inc.(GEM)Exhibit B
Budgeter lunation: -N/A
11. Direct—Occupancy
Occupancy Year 1
Total Bud et $
Budget lunation: -N/A
Indirect Coats
Total Indirect
Indirect Expense Bud et Rate I Year 1
Facilities and Administration 1 0.101 S
Total S -
Budget Ernlanation:-N/A
8uil"t Spreadsheet
Total Revenue $25.000.00
A.Salary $12,000.00
B.Fringe Benefits $0.00
C.Travel $5,000.00
D.Equipment $0.00
E.Supplies 58,000.00
F.Contract/Consultant $0.00
G.Sub-Grants $0.00
11 0601 ineI 50.00
Indirect Ex cnsc maximum 1010 of dircct cx cnsc 50.00
Total Expense S25.000,00
Net Project Cast so.00
FY 2020 Community Based Program Girls Embracing Page 31 of 39
Mothers,Inc.(GEM)Exhibit B
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FY 2020 Community Based Program Girls Embracing Page 32 of 39
Mothers,Inc.(GEM)Exhibit C
EXHIBIT D:PROGRAM ACTIVITIES
MONTHLY PROGRAM ACTIVITIES REPORT
Fiscal Year 2020
Current Reporting
Month
Submitting Agency Girls Embracing:Mothers(GEM)
Contact Name Allison Tomlinson
Phone Number and 817-939-4034 alisonetomlinsonf inail.com
Email
Remit Address 1421 W Mockingbird Lane,Dallas,'IX 75247
Current To Year
Activity Month Date End
Total Total Goal
1 Curriculum based character education and life skills session 15
provided during a 4 full-day overnight summer camp.
2 Leadership engagement exercise provided during a 4 fu11-day 15
Overnight summer camp.
3
4
5
I have reviewed this report and certify that the measures provided are accurate and
appropriately reflect the CCPD goals set forth in the contract.
Authoriixed Signatory Signatory Title Date
FY 2020 Community Based Program Girls Embracing Page 33 of 39
Mothers,Inc.(GEM)Exhibit D
EXHIBIT E:EFFFCTIVENESS.MEASURES
QUARTERLY PROGRAM EFFECTIVtNESS REPORT
Fiscal Year 2020
Current Reporting
Quarter
Submitting Agency Girls Embracing Mothers(GEM)
Contact Name Allison Tomlinson
Phone Number and 817-939-4034 alisonctomlinsoWa gmail.com
Ismail
Remit Address 1421 W Mockingbird Lane,Dallas.T\75247
Please include status report that describes how measure was accomplished for each quarter.
Effectiveness Measures and Quarterly Outcomes
Measure 1 100%of participants will complete all Icssons:'exercises for character development
and life skills.
Status
Report
Measure 2 1001,0 of participants will complete all lessons,exercises for character development
and life skills.
Status
Report
Measure 3
Status
Report
Measure 4
Status
Report
1 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 2020 Community Based Program Girls Embracing Page 34 of 39
Mothers,Inc.(GEM)Exhibit E
EXHIBIT F
REQUEST FOR BUDGET MODIFICATION
Fiscal Year 2020
Late
Submitting Agency Girls Embracing Mothers(GEM)
Contact Name Allison Tomlinson
Phone Number and Email 817-939-4034 alisonctomlinson(t1z ail-com
Remit Address 1421 W Mockingbird Lane,Dallas,T:L 75247
DIRECT COSTS(90%minimum)
Budget CategoiT Approved Budget Change Requested Revised Budget
A. Personnel 12,500
B. Fringe Benefits
C. Travel and Trainirg 51000
D. Equipment
E. Supplies 7,500
F. Contracts/consultants
G. Sub-Awards
11. Occupancy
Total Direct Costs 25,000
INDIRECT COSTS 10%maximum
Approved Budget Cha vested I Rr4wd t
Modification Narrative describe in detail what change is for)
I have reviewed this request and certify that d►e listed modficadorrs are correct
Authatred Slgmtay Apday TNk Date
FWPD STAFF USE ONLY
Q Modification Approved Cl Modincation NOT Approved
FWPD Staff Spoon Date
FY 2020 Community Based Program Girls Embracing Page 35 of 39
Mothers,Inc.(GEM)Exhibit F
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