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HomeMy WebLinkAboutContract 44977 (2)AGREEMENT +,I 'I(' FOR COMMUNII V BASE PROGRAM SAFKHAVKN } TA RANI COUN' II'Y FISCAII, YEA1` 2014 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 Charles W. Daniels, its duly authorized Assistant City Manager, and SAFEHAVEN OF FJf RRANT COUNTY a Texas private non-profit corporation ("Contractor") acting by and through Mary Lee Hafley, President/CEO, its duly authorized representative. RECITAII Is WHEREAS, City has determined that Community Based Programs are necessary to support crime prevention in City during Fiscal Year 2014 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 W`VHE +'AS, Contractor has agreed to operate a Community Based Program called "Children's Outreach Play Therapy" which will support the police department's crime prevention efforts throughout the community; and WHEREAS, City desires to contract with Contractor to operate the Children's Outreach Play Therapy program; and WHEREAS, City, as consideration for the performance of Contractor, has appropriated monies in the CCPD Budget as reimbursed by the CCPD in the amount of S 19,240.00 ("Program Funds") to provide to the Contractor for the operation of the Children's Outreach Play Therapy program; NOW, THEREFORE, in consideration of the mutual covenants herein expressed, the parties agree as follows: ACRE EM ENT le '' esponsibilities 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" — Program FY 2014 Community Based Program SafeHaven of Tarrant County 11T C WW1 CI* F ,1 di 1 L1Uh ) OFFICIAL RECORD CITY liECRFnlig CVO REo' i111 , 'OK of 11 Proposal, attached, and incorporated herein for all purposes incident to this Agreement. Contractor shall be responsible for day-to-day administration of the Children's Outreach Play Therapy program Contractor agrees to expend the Program Funds in accordance with its Children's Outreach Play Therapy program budget, described in Exhibit "B," attached. Program activities shall be reported in accordance with Exhibit "D, ' attached and effectiveness measures shall be reported in accordance with Exhibit "E," attached. 2. Program Funds 2.1 In no event shall the total distribution of Program Funds from City made to the Contractor during the term of this Agreement exceed the total sum of $19,240.00. 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) and copies of all receipts. Contractor shall deliver to City a written detailed Program Activities Report and Program Effectiveness Measures 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, as described in Exhibit "C," attached, and monthly Program Activities Report shall be submitted to City no later than the 15th day following the end of the month Submittal of a monthly RFR and Program Activities Report is required even if services are not provided. Submit the monthly RFR with an original signature by an authorized representative to the Grants and Contracts Management Section of the Fort Worth Police Department, ATTENTION: JACOB BROWNING, 350 W. Belknap St., Fort Worth Texas, 76102. Reimbursements will not be made until after receipt of an acceptable and approved RFR and a monthly Program Activities Report from the Contractor. Reimbursements shall be made within 30 days receipt of said documents 2.3 Contractor is authorized to adjust any categories in the budget in an amount not to exceed 5% of those particular categories without prior approval of City, as long as the total sum does not exceed the amount of the Program Funds; however, Contractor must notify City in writing of any such adjustments Any adjustment of more than 5% of each category must have written permission from City prior to any budget adjustment being made. Budget adjustments shall be submitted to the Grants and Contracts Management Section of the Fort Worth Police Department, ATTENTION: SASHA KANE, 350 W. Belknap St., Fort Worth, Texas, 76102. 3. Term This Agreement shall commence upon October 1, 2013, or the date that the City has executed this Agreement ("Effective Date"), whichever occurs later, and shall end on September 30 2014. All of Contractor s expenditures under this Agreement must be completed no later than September 30, 2014. FY 2014 Community Based Program SafeHaven of Tarrant County Page 2 of 11 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 Measures 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 Octobei RFR and Program Activities Report submittals. Additionally, the Project 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 15th day after the end of each month. 4.3 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 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 If for any reason at any time during any term of this Agreement, City Council of City fails to appropriate funds sufficient for City to fulfill its obligations under this Agreement, City may terminate this Agreement to be effective on the later of (i) thirty (30) days following delivery by City to Contractor of written notice of City's intention to terminate or (ii) the last date for which funding has been appropriated by City Council for the purposes set forth in this Agreement. 5.3 This Agreement may be terminated by City, in whole or in part, whenever such termination is determined by City to be in the best interest of City; in event of Contractor default, inability to perform or to comply with the terms herein; or for other good cause. 5.4 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 2014 Community Based Program SafeHaven of Tarrant County Page 3 of 11 (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 foi cause, and the cause for such suspension or teiiiiination 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. 5.6 Within thirty (30) days following the date of termination of this Agreement, Contractor shall return to City any property provided hereunder or as so directed by the Contract Administrator (see paragraph 13.3). 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 maintain all equipment used in the administration and execution of the Children's Outreach Play Therapy program Contractor shall maintain, replace or repair any item of equipment used in support of the Children's Outreach Play Therapy 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 Children's Outreach Play Therapy program and/or for use under the teams 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 Children s Outreach Play Therapy 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 Contracts Management Section at the address set forth in paragraph 2.3 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 FY 2014 Community Based Program SafeHaven of Tarrant County Page 4 of 11 7. Administrative Requirements 7.1 Contractor agrees to keep sufficient records to document its adherence to applicable local, state, and federal regulations, along with documentation and records of all receipts and expenditures of Program Funds. All records shall be retained for three (3) years following the termination or completion of this Agreement City or its representatives shall have the right to investigate, examine and audit at any time any and all such records relating to operations of Contractor under this Agreement Contractor, its officers, members, agents, employees, and subcontractors, upon demand by City, shall make such records readily available for investigation, examination, and audit In the event of such audit by City, a single audit of all Contractors' operations will be undertaken and may be conducted either by City or an independent auditor of City's choice. Contractor shall submit a copy of any audit performed by their independent auditor within 30 days of receipt of the final audit report. 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 light to withhold furthei funding under this and/or future contract(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 o1 misappropriated, plus the amount of any sanction, penalty, or other charge levied against City because of such misuse, misapplication or misappropriation 7.4 Contractor's obligation to City shall not end until all closeout requirements are completed. Activities during this closeout period shall include, but are not limited to: providing final Program Activities Report and Piogram Effectiveness Measurement Reports, making final payments, disposing of Children's Outieach Play Therapy program assets as appropriate and as directed by City's Contract Administrator (see paragraph 13.3.). 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 peiformed hereunder, and all persons perfoiiriing same, and shall be solely responsible for the acts and omissions of its officers, members, agents, servants, employees, subcontractors, FY 2014 Community Based Program SafeHaven of Tarrant County Page 5 of 11 program participants, licensees, or invitees. The doctrine of respondeat superior shall not apply as between City and Contractor, its officers, members, agents, servants, employees, subcontractors, program participants, licensees, or invitees, and nothing herein shall be construed as creating a partnership or joint enterprise between City and Contractoi. It is expressly understood and agreed that no officer, member, agent, employee, subcontractor, licensee, or invitee of the Contractor, nor any program participant hereunder is in the paid service of City and 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 and Indemnification. CONTRACTOR SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY, INCLUDING 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. CONTRACTOR AGREES TO DEFEND, INDEMNIFY, AND HOLD THE CITY, ITS OFFICERS, AGENTS, SERVANTS, AND EMPLOYEES HARMLESS AGAINST ANY AND ALL CLAIMS, LAWSUITS, ACTIONS, COSTS, AND EXPENSES OF ANY KIND, 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) THAT MAY RELATE TO, ARISE OUT OF, OR BE OCCASIONED BY (I) CONSULTANT'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 OF THIS AGREEMENT; EXCEPT THAT THE INDEMNITY PROVIDED FOR IN THIS SECTION SHALL NOT APPLY TO ANY LIABILITY RESULTING FROM THE SOLE NEGLIGENCE OF THE CITY OR ITS OFFICERS, AGENTS, EMPLOYEES, OR SEPARATE CONTRACTORS, AND IN THE EVENT OF JOINT AND CONCURRENT NEGLIGENCE OF BOTH CONSULTANT AND CITY, RESPONSIBILITY, IF ANY, SHALL BE APPORTIONED COMPARATIVELY IN ACCORDANCE WITH THE LAWS OF THE STATE OF TEXAS. NOTHING FY 2014 Community Based Program SafeHaven of Tarrant County Page 6 of 11 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 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 Children's Outreach Play Therapy program is situated; and no other public official of such locality or localities who exercises any functions or responsibilities with respect to the Children's Outreach Play Therapy 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, of 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 Conti actor 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 not 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 FY 2014 Community Based Program SafeHaven of Tarrant County Page 7 of 11 Contractor permit its officers, members, agents, employees, subcontractors, or program participants to engage in such discrimination. 13. Compliance 13.1 Contractoi, 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 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 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. 13.3 City designates Sasha Kane, Senior Contract Compliance Specialist, 817-392- 4243, to act as Contract Administrator and delegates to this individual authority for Agreement administration, compliance, and monitoring 14. Waiver of Immunity If Contractoi 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. 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 Dii ectors & 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 $250,0000 Bodily Injury per person, $500,000 Bodily Injury per accident and $100,000 Property Damage. FY 2014 Community Based Program SafeHaven of Tarrant County Page 8 of 11 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 requited 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 pait of this Agreement shall be determined to be invalid by a court or Federal or state agency, board, or commission having jurisdiction over the subject matter thereof, such invalidity shall not affect other provisions which can be given effect without the invalid provision 16.2 City's failure to insist upon the performance of any term or provision of this Agreement or to exercise any right herein conferred shall not be construed as a waiver or relinquishment to any extent of City's right to assert or rely upon any such term or right on any future occasion 16.3 Should any action, whether real or asserted, at law or in equity, arise out of the execution, performance, attempted performance, or non-performance of this Agreement, venue for said action shall he in Tarrant County, Texas. 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 the exhibits attached hereto, which are incorporated by reference and made a part of this Agreement for all purposes, 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 tends 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. FY 2014 Community Based Program SafeHaven of Tarrant County Page 9 of 11 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: Copies To: Charles W. Daniels, Assistant City Manager City Manager's Office City of Fort Worth 1000 Throckmorton Street Fort Worth, TX 76102 Jacob Browning, Planner Fort Worth Police Department 350 W. Belknap Street Fort Worth, TX 76102 CONTRACTOR: Mary Lee Hafley President/CEO SAFEHAVEN OF TARRANT COUNTY 8701 W. Bedford Euless Road, Suite 600 Hurst, TX 76053 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 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 16.9 Captions and headings used in this Agreement are for reference purposes only and shall not be deemed a part of this Agreement 16.10 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. FY 2014 Community Based Program SafeHaven of Tarrant County Page 10 of 11 IN WITNESS WHEREOF, the parties hereto have executed this agreement .n i ultiples in Fort Worth, Tarrant County, Texas, to be effective this % - ay of y , — , 2013. Call( OF FORT WORE' .01 harles W. Daniels Assistant City Manager Jeffrey W. Halstead Chief of Police,0.7�f3 APPROVED AS TO FORM AND LEGALITY: aut Charlene Sanders Assistant City Attorney ATTEST: ary I . ays City Secretar FY 2014 Community Based Program SafeHaven of Tarrant County SAF EHAVEN 1 F ' II 'ARRANT COUNTY, a Texas Private Non -Profit Corporation .i} Zat,e Mary Lee ' afley President CEO 4>lis)cs tie-Vit. Ltrit4i Pfeil Q00 izfirvwo 0 %no CS ,,, Tt1 44 0 (1,0 0 A 8kri vit., Act a i ‘ 0000(ilk" 'If ,),:cli\S 4c: no° 4( a 'on\ ta\--r-c\- Page 11 of 11 FY 2014 CRIME CONTROL AND PREVENTION DISTRICT PROPOSAL COVER SHEET AGENCY: DIRECTOR: P HONE NUMBER: P HYSICAL ADDRESS: CONTACT PERSON: P HONE NUMBER: P ROGRAM TITLE: SafeHaven of Tarrant County Mary Lee Hafley, President/CEO (817) 535-6462 8701 W. Bedford Euless Road, Suite 600 Hurst, Texas 76053 Stephanie Storey EMAIL ADDRESS: (817) 535-6462 x 117 FAX NUMBER: Children's Outreach Play Therapy CCPD FUNDS REQUESTED: $19,240 AGENCY STATUS: Private Nonprofit 0 Public Nonprofit Mark the goal(s) that your program addresses. • sstorey@safehaventc.org (817) 510-0230 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; and Support efforts to increase the safety of youth and reduce juvenile crime through crime prevention and intervention programs. Additionally, does program address the priority consideration listed below? Program is a prevention or intervention program for youth and/or family violence. 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. 1 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. TYPED NAME: Mary Lee Hafley TITLE: President/CEO SIGNATURE: Ef e 4___p(r- ..t 4 DATE /JQ /L3 P ROGRAM ABSTRACT P rovide a short description of your program to be funded. Please summarize the problem and what your program will do to address it. (Roughly 2 paragraphs in length on a separate page) P ROPOSAL NARRATIVE P rovide a 4-5 page description of your program to be funded. In this narrative, please respond to each of the following questions: 1) Describe in detail the problem that your program addresses. 2) Describe what your program does to 1) support efforts to reduce violent crime and gang - related activities through enhanced enforcement activities and crime prevention programs, 2) support efforts to increase the safety of residents and to decrease crime throughout Fort Worth neighborhoods; and 3) support efforts to increase the safety of youth and reduce juvenile crime through crime prevention and intervention programs. 3) Does your program address the CCPD priority/special emphasis of the prevention or intervention of youth violence and/or family violence? Describe how your program addresses this priority? 4) How will you measure the effectiveness of the program? You must include specific performance measures within the Activities and Outcomes Summary and describe evaluation tools and the method of data collection that you will use. If awarded funding, these performance measures will be included as an exhibit in the contract, and you will be required to report progress towards these measures, which will be reported to the CCPD Board. 5) Who will the program benefit? How many people? What age group? What geographic area will it serve? Please include geographic boundaries. 6) What makes this program unique from any other crime prevention program in Fort Worth? 7) Is the program already in operation? If so, haw long have you operated the program? What resources are currently used to operate the program? Why are CCPD funds necessary at this time? 8) Is this a new program? If so, what other funds have you applied for? Also, please describe the sequence of steps needed to implement your program and the timeframe in which this will occur. 9) Briefly describe the specific expenditures planned for CCPD funding. You MUST fully complete attached budget forms 10) If funds are awarded will this program continue beyond the CCPD funding period? Please explain your plan to sustain this program. 5 SafeHaven of Tarrant County Children's Outreach Play Therapy PROPOSAL ABSTRACT April 19, 2013 Page 1 Children witnessing domestic violence experience their own victimization as they try to understand and cope with the abuse through maladaptive behaviors, anxiety depression and replicating the cycle of violence as perpetrator or victim. The experience of domestic violence most significantly impacts the cognitive and emotional development of affected children, as they are more likely to develop aggressive and antisocial behaviors ironically at the same time as fearful and inhibited behaviors than are other children, resulting in low self-esteem, depression, anxiety and desensitization of conflict. When children exposed to or experiencing domestic violence do not have access to appropriate and sustained counseling resources, this lack of service impacts the entire community. These victims develop into untreated adults who likely perpetuate the cycle of violence as abuser or victim. This violence can manifest itself within an intimate relationship; however, it can also transfer into violent crimes against non -intimate partners and the community at large These child victims and witnesses need dedicated play therapy provided by domestic violence experts that allows them to heal from their experiences so that they eventually become contributing members of the community rather than future victims or abusers. The Children's Outreach Play Therapy program will increase the safety of youth and reduce juvenile crime by addressing one of the root causes of youth violence domestic violence. SafeHaven will employ 2 fulltime-equivalent, licensed therapists at its Fort Worth Counseling Center located at One Safe Place to provide therapeutic services to children who have experienced and/or witnessed domestic violence. Children typically meet with the play therapist once every 1-2 weeks for 6-8 weeks SafeHaven's children's professional therapy and counseling utilizes Trauma -Focused Cognitive Behavioral Therapy (TF-CBT). This nationally -recognized treatment approach is evidence -based and shown to help children recover from trauma -related experiences. The therapy addresses distorted self-images and beliefs resulting from these events. Within this model, the play therapist uses the client -centered methods of play, art and filial therapy to create a supportive, safe space in which the child can honestly communicate her feelings. Children also attend support groups as appropriate to augment progress. SafeHaven of Tarrant County Children's Outreach Play Therapy PROPOSAL NARRATIVE April 19, 2013 Page 1 1) Describe in detail the problem that your program addresses. While often thought of as physical abuse, domestic violence is also emotional, psychological, sexual and financial abuse and manipulation utilized to maintain power over another person within an intimate relationship. Tarrant County police departments reported 12,188 family violence incidents in 2011 (Texas Dept. of Public Safety, 2011 Crime in Texas, 2012). Approximately 73% of the reported victims were female and 16% were children. Nevertheless, children are also secondary victims when their mothers are abused, and there is no way to measure the number of child witnesses not identified within the reported incidents in Tarrant County. Important to note, domestic violence is frequently underreported; only one-fourth of physical assaults are reported to police (P Tjaden, et al , "Extent Nature, and Consequences of Intimate Partner Violence," 2000). Moreover, researchers have documented a clear link between domestic violence and child abuse. A national survey in 1990 found that half of men who assaulted their wives also abused their children (MA Straus, et al. Physical Violence in American Families, 1990) Another study estimated from research that 40% of children who witness domestic violence are also physically abused (J Kaufman et al, Handbook of Infant Mental Health, 2000). In addition, children are often inadvertent victims during incidents. A 1997 study of emergency room records for children presenting with injuries due to domestic violence observed that children younger than 2 years were most frequently injured while being held by a parent. Of all the records studied, 39% of children's injuries resulted from attempting to intervene in the violence (CW Christian, Pediatrics, 1997). Whether witness or direct victim children suffer grave emotional, psychological and physiological repercussions, as they try to cope with and process what they experienced. A study in 1998 documented the diverse and lasting effects of domestic violence on children in different age groups (JF Knapp, Pediatric Clinics of North America, 1998) Infants exhibit disrupted sleeping and eating patterns, poor weight gain, excessive screaming and delayed development. Preschoolers become withdrawn, anxious and/or clinging, suffer nightmares and reenact abuse during play. School -aged children feel responsible for the violence and demonstrate poor academic performance and inconsistent attendance Adolescents feel shame and/or rage and rebel through severe maladaptive behaviors such as truancy, dropping out substance abuse and running away. Most disturbingly, this research found that boys who observe their fathers battering their mothers are 10 times more likely to abuse their future spouses. Furthermore, witnessing violence as a child is causally linked to future approval of violence as an appropriate method for conflict resolution (S Spaccarelli, Violence and Victims, 1995). 2) Describe what your program does to 1) support efforts to reduce violent crime and gang -related activities through enhanced enforcement activities and crime prevention programs 2) support efforts to increase the safety of residents and to decrease crime SafeHaven of Tarrant County Children's Outreach Play Therapy April 19, 2013 Page 2 throughout Fort Worth neighborhoods; and 3) support efforts to increase the safety of youth and reduce juvenile came through crime prevention and intervention programs Children and youth exposed to or experiencing domestic violence have the potential to perpetuate the cycle of violence in school or later as adults. It can manifest through peer abuse and bullying or within intimate relationships both in adolescence and adulthood. These child victims and witnesses need dedicated play therapy to confront the complex issues and feelings they face and minimize and transform the impact domestic violence has on their development, conditioned responses, and future relationships. The Children's Outreach Play Therapy program will increase the safety of youth and reduce juvenile crime by addressing domestic violence. This program comprises two fulltime-equivalent, licensed therapists at SafeHaven's Fort Worth Counseling Center, currently located at One Safe Place. Children and youth are referred to the program through SafeHaven's 24-hour toll -free crisis hotline, as well as the Fort Worth Police Department, United Way, schools, and other service providers. Victims and their children who are not in imminent danger requiring shelter are eligible for these services. (Victims with a high lethality risk are referred to SafeHaven's emergency shelters, which offer play therapy onsite ) Once the clinical coordinator completes the intake, the mother and child meet with the play therapist. Non -abuser parents must commit to supporting a child s progress and participating in the therapeutic process. The play therapist structures the first session as an exploratory time to create a rapport with the child and gauge which play themes to utilize in subsequent sessions. Sessions typically occur once every 1-2 weeks for 6-8 weeks. Children can also attend support groups when appropriate to their circumstances. SafeHaven's children's professional therapy and counseling utilizes Trauma -Focused Cognitive Behavioral Therapy (TF-CBT). This nationally -recognized treatment approach is evidence -based and shown to help children recover from trauma -:elated experiences. The therapy addresses distorted self-images and beliefs resulting from these events. Eight components characterize the approach PRACTICE —Psycho -education and parenting skills, Relaxation techniques, Affective expression and regulation, Cognitive coping and processing, Trauma narrative In vivo exposure, Conjoint parent/child sessions and Enhancing personal safety and future growth. Within this model, the play therapist uses the client -centered methods of play, tart and filial therapy to create a safe space in which the child can frankly communicate her feelings. Art therapy allows the child to creatively express herself and can include drawing, painting, or writing activities The therapist talks to the child during the art therapy to access the child's emotions but the actual art created can also provide a window into the child s current emotional state. Play therapy encourages a child to express herself openly by talking during a common, comfortable activity. The play therapist uses many objects like toy cars, dolls sports equipment, sandbox, stuffed animals, musical instruments, etc. to make the child feel relaxed enough to open up about her experiences through conversation The play therapist also structures future play and/or art activities to explore themes the child revealed previously, such as SafeHaven of Tarrant County Children's Outreach Play Therapy April 19, 2013 Page 3 relationship building, self -soothing power and control, neglect and abuse, secrecy, grief, and many others. Filial therapy is a type of play therapy that engages the parent in the process. The sense of comfort and trust created through all three methods offers the child the best opportunity to reveal what she has experienced and begin to heal. This intervention also has the best possible chance of ending the cycle of violence so these child victims and witnesses do not replicate their experiences within adolescent environments and adult relationships. 3) Does your program address the CCPD priority/special emphasis of the prevention or intervention of youth violence and/or family violence? Describe how your program addresses this priority? SafeHaven s Children's Outreach Play Therapy program meets both priorities by preventing both youth violence and family violence through intervention. SafeHaven's play therapy program addresses both the symptoms and causes of youth violence Numerous research studies have linked the witnessing of domestic violence to future occurrence and acceptance of violence both during youth and adulthood. By providing intervention through play therapy and addressing the current crisis, the program helps prevent future incidents of youth violence by child victims. 4) How will you measure the effectiveness of the program? You must include specific performance measures within the Activities and Outcomes Summary and describe evaluation tools and the method of data collection that you will use. If awarded funding, these performance measures will be included as an exhibit in the contract, and you will be required to report progress towards these measures, which will be reported to the CCPD Board. SafeHaven will track counseling sessions and progress through the Client Relationship Management System a relational database. Every time service is provided, the respective staff person enters that service information into the system. This data is checked daily for accuracy, and reports of numbers served, frequency of services and types of services rendered are compiled and reviewed monthly. The play therapist completes a Play/Activity Therapy Session Summary after each play therapy session. This form details the specific intervention used with the session, the affective and cognitive dispositions of the child during the session, the play themes discussed, and the toys used. The play therapist rates 5 qualities from 1 to 10 on the dynamics of the session and 9 qualities from 1 to 10 on the child's behavior/affect. This form enables the play therapist to measure the child's progress from session to session and chart the child's progress towards the established goal of increased functioning. This information is also entered into the relational database for reports. The play therapy sessions will yield the following outcome: • 80% of children receiving play therapy will exhibit an improvement in emotional functioning. SafeHaven of Tarrant County Children's Outreach Play Therapy • April 19, 2013 Page 4 The support groups will utilize pre- and post-tests to measure the increase in knowledge in participants This type of method provides a beginning baseline of what children already know and what the program has likely helped them to know. The support groups will yield the following outcome: • 75% of children attending support groups will demonstrate an increase in knowledge regarding abusive behaviors. 5) Who will the program benefit? How many people? What age group? What geographic area will it serve? Please include geographic boundaries. The Children's Outreach Play Therapy program is currently located at SafeHaven's Fort Worth Counseling Center at One Safe Place, the family justice center in Fort Worth. Nevertheless, the project is solely operated by SafeHaven of Tarrant County. The program primarily serves residents of Fort Worth; however the agency does not restrict services to clients based on geographic residence. The database enables SafeHaven to track Fort Worth clients specifically for this grant. The target population is child victims or witnesses of domestic violence in Fort Worth. During the 2013-14 program year, the program will serve 250 unduplicated youth ages 6-17 years old through counseling. At least 25 of these youth will also participate in support groups. 6) What makes this program unique from any other crime prevention program in Fort Worth? SafeHaven is the only agency in Fort Worth providing therapy services directly targeting the experience of domestic violence. While other agencies may serve this population, SafeHaven's counselors and administrators are field experts and specifically focus on addressing the trauma of domestic violence. All therapists are trained in Trauma - Focused Cognitive Behavioral Therapy (TF-CBT), a technique proven to help children recover from trauma -related events. The program will also provide special groups for teen boys, which will promote positive character strengths and teach nonviolent coping skills 7) Is the program already in operation? If so, how long have you operated the program? What resources are currently used to operate the program? Why are CCPD funds necessary at this time? SafeHaven has provided play therapy services for child victims and witnesses of the crime of domestic violence in Fort Worth for over 15 years. The current play therapy program at the Fort Worth Counseling Center includes 2 FTE play therapists. The program expanded during the current fiscal year by increasing from 1.5 FTEs to the current 2 FTEs. The program is funded by a three-year grant from the Texas Office of the Governor, Criminal Justice Division, which funds 80% of the program costs This funding source requires a 20% match which CCPD has provided during the current funding year. SafeHaven requests that CCPD fund the remaining 20% costs of the program for a second year. SafeHaven of Tarrant County Children's Outreach Play Therapy April 19, 2013 Page 5 8) Is this a new program? If so, what other funds have you applied for? Also, please describe the sequence of steps needed to implement your program and the timeframe in which this will occur The Children's Outreach Play Therapy program was able to expand last year, thanks to the funding from the Texas Office of the Governor, Criminal Justice Division, and CCPD. As the program did not have restricted funding to support it, services were funded through unrestricted donations received by the agency. The grant in the amount of $74,697 60 per year from the Criminal Justice Division will continue for two more years. This program is an ongoing program. The timeframe for how counseling progresses depends on each participants' needs, goals and progress. The program is distinguished more by the frequency of sessions per client than by a calendar timeline. 9) Briefly describe the specific expenditures planned for CCPD funding. You MUST fully complete attached budget forms. CCPD funding will leverage funding from the State of Texas and support the efforts of two fulltime equivalent Masters -level play therapists. Specific expenses supported include the therapists' salaries and associated benefits. Because state funds cover 80% of these costs, CCPD funding will support 20% of the counselors' salaries and benefits. 10) If funds are awarded, will this program continue beyond the CCPD funding period? Please explain your plan to sustain this program The state grant funding the program at 80% is secure for three years and is currently in its first year. SafeHaven must match 20% of the state funding each year. If necessary, the agency can also support this program through unrestricted private funds SafeHaven has a diversified fundraising plan in place that includes funds from individuals, faith - based congregations, civic clubs, corporations, foundations and other government entities. Clinical Counselor / Play Therapist — FWCC Summary: Assess and counsel child victims who identify themselves as victims of abuse. Major Responsibilities: 0 m 0 0 Assess and counsel victims who identify themselves as victims of abuse. Provide specialized services as dictated by grants and client needs, such as, but not limited to bilingual translation, community outreach, networking and life skills instruction. Interview and register clients for counseling program services. Assess needs and refer clients to appropriate agency programs and outside support services as needed. Establish a schedule that designates 70% of time to direct client contact. Document client activity and appropriate information in client files and into the agency database. Provide individual and/or group interventions at agency services sites as assigned by the supervisor. Participate with the Educator/Case manager to provide community awareness education. Comply with all agency and HHSC record keeping procedures and policies. Work with allied social service providers in the community, and attend meeting in the community as requested by the supervisor. Collaborate with colleagues in the shelter and outreach programs to assure continuity of care for families. Complete and submit all required paperwork in a timely manner. Must be able to work flexible hours including nights and occasional weekends. Minimum Requirements: Master's degree (M.S.) in Counseling, Social Work or related field. Knowledge of crisis intervention, assessment, counseling, social work theory and ethics. One to two years experience with individual counseling and/orfamily interventions. Experience in family violence and knowledge of family violence theory is preferred. I BUDGET SUMMARY A, Personnel B. Fringe Benefits C. Travel D. Equipment E. Supplies F. Contracts/Consultants G. Other TOTAL BUDGET DETAIL A. Personnel N ame Position S tephen Eller Play Therapist S teffanie Strawbridge Play Therapist Jennifer Fitzgerald Play Therapist TOTAL Personnel B. Fringe Benefits N ame S. Eller 1.0 FTE S . Strawbridge 0.5 FTE J. Fitzgerald .05 FTE TOTAL Fringe Benefits C. Travel Purpose of Travel P osition P lay Therapist P lay Therapist P lay Therapist Location Amount Requested $15,392 $ 3,848 $19,240 Rate of Pay x # of Hours $18.50/hr. x 416 hrs. $18.50/hr. x 208 hrs. $18.50/hr. x 208 hrs. Description of Benefits FICA, Health, Workman's, Life FICA, Workman's Comp. FICA, Workman's Comp. Item Cost TOTAL Travel $ 10 Cost $7,696 $3,848 $3,848 $15,392 Cost $3,164 $ 342 $ 342 $3,848 D. Equipment Item Cost per Item Quantity Cost TOTAL Equipment $ E. Supplies Item Cost per Item Quantity Cost TOTAL Supplies F. Contracts/Consultants Description of the Service Cost TOTAL Contracts/Consultants $ G. Other Costs Item Cost per Item Quantity Cost TOTAL Other Costs $ BUDGET NARRATIVE Please attach a detailed budget narrative that explains the need for all proposed expenditures by individual item. The budget narrative should clearly explain how funds will be used and why expenditures are necessary for successful implementation of your program Please explain how costs are calculated. A. Personnel The annual salary of the full time Play Therapist position is $38 480.00. CCPD funds will support 416 hours of the total 2,080 hours provided. Salaries for two part-time Play Therapists for 1 040 hours are $19 240 each, and CCPD funds will support 208 hours each of the 1,040 hours provided. Combined total for the program is 2.0 FTE's These funds represent the actual work/activity of the program Without funding for the staff providing the play therapy sessions, the program would not exist. B. Fringe FICA: $15,392 x .0765 x 2.0 FTE _ $1,176 Health Insurance: $2,240/year x 1.0 FTE = $2,240 Life Insurance: $240/year x 1 0 FTE. = $240 Workman's Comp: $96/vear x 2.0 FTE _ $192 Total Fringe = $3,848 The allocation of fringe benefits is based on the actual cost of the benefit allocated by the percentage of employees on direct payroll supported by the CCPD award These costs represent part of the total compensation package received by play therapists funded through the program Health and life insurance are included for the FT staff, FICA and Workman's Compensation only included for the PT staff. C. Travel D. Equipment E. Supplies F. Contracts/Consultants G. Other 12 Monthly Request for Reimbursement (RFR) FY 2014 Community -Based Programs Program Period 10/01/13 to 09/30/14 Submit to: Fort Worth Police Department Submitting Agency: SafeHaven of Tarrant County Jacob Browning Agency Contact Name. Stephanie Storey 350 West Belknap Street Email: sstorey@safehaventc.org 2nd Floor Phone Number: (817) 535-6462 x117 Fort Worth, TX 76102 Address: 8701 West Bedford Euless Road, Suite 600 Hurst, Texas 76053 Invoice Number. Period covered by this request: 10/01/13 to 09/30/14 inns/dht'yy iu i/dd/yy Budget Category 1 Personnel 2 Fringe 3 Travel 4 Equipment 5 Supplies 6 Construction 7 Consultants/Contracts 8 Other -Direct Cost 9 Indiiect Costs Total Programmatic Costs A Budget Amount $ 15,392.00 $ $ 3,848.00 $ $ $ $ I$ $ I$ $- $ 19,240.00 $ B C Total of Previous Reimbursements This Requested Request Please Attach: 1. Attach copies of invoices and the receipts on all expenditures 2. For Personnel Cost, include copies of signed times sheets 3. Attach a copy of Monthly Performance Report I have reviewed this request and certify that the listed expenses are accurate and are chargeable to the CCPD Community Based Program approved budget. Grantee Authorized Official Date Title • • • • • • • Summary: Total Budget: $ Previous Requests: $ This Request: $ D (B+C) Total Requested 19,240.00 • • Total Spent: $ Balance left in grant: $ 19,240.00 Fund Fiseal Agent TJse Oi Aceotint� E (A-D) Balance Available 15,392.00 I 3,848.00 • • $ - 19,240.00 :Center - Period covered: # Activities FY 2014 Community -Based Programs Program Activities Report Program Period 10/01/13 to 09/30/14 Submit to: Fort Worth Police Department Jacob Browning 350 West Belknap Street 2nd Floor Fort Worth, TX 76102 10/01/13 to 09/30/14 1 Number of professional therapy and counseling hours/sessions conducted 2 Unduplicated participants in professional counseling and therapy sessions 3 Number of peer support group sessions conducted 4 Unduplicated participants in peer support group sessions Agency: Name: Email: Phone Number: Address: Monthly Total SafeHaven of Tarrant County Stephanie Storey sstorey@safehaventc.org (817) 535-6462 x117 8701 West Bedford Euless Road, Suite 600 Hurst, TX 76053 Cumulative Total Oct lst- Present Year End Goal 250 50 25 40 FY 2014 Community -Based Programs Program Effectiveness Measurement Report Program Period 10/01/13 to 09/30/14 Due Quarterly: 1st Qtr (Oct -Dec) due Jan 15th, 2nd Qtr (Jan -Mar) due Apr 15th, 3rd Qtr (Apr -Jun) due Jul 15th, and 4th Qtr (Jul -Sep) due Oct 15th Submit to: Fort Worth Police Department Agency: SafeHaven of Tarrant County Jacob Browning Name. Stephanie Storey 350 West Belknap Street Email. sstorey@safehaventc.org 2nd Floor Phone Number: (817) 535-6462 x117 Fort Worth, TX 76102 Address: 8701 West Bedford Euless Road, Suite 600 Hurst, TX 76053 Period covered: 10/01/13 to 09/30/14 # Effectiveness Measurements 80% of children receiving counseling/play therapy sessions will exhibit an improvement in emotional functioning, as measured by counselor 1 assessment and parental feedback. Please mclude a narrative of events and accomplishments that occurred during the reporting penod. 75% of children attending support groups will demonstrate an increase in knowledge regarding abusive behaviors. This will be measured 2 through the utilization of a pre and post assessment. Please include a narrative of events and accomplislunents that occurred during the reporting period. Please include a narrative of any success stories during the reporting period.