HomeMy WebLinkAboutContract 48244 � `11 SECRETARY
CC114TRACT 140. 2V/
INTERLOCAL AGREEMENT
BETWEEN
f KELLER INDEPENDENT SCHOOL DISTRICT
AND THE CITY OF FORT WORTH
In consideration of the mutual covenants, promises, and agreements contained herein, this
INTERLOCAL AGREEMENT ("Agreement") is made and entered into between CITY
OF FORT WORTH, a home rule municipal corporation of the State of Texas, ("City")
acting by and through Valerie Washington, its duly authorized Assistant City Manager, and
KELLER INDEPENDENT SCHOOL DISTRICT, hereinafter referred to as
("Contractor") acting by and through Randy Reid, Superintendent, its duly authorized
representative.
RECITALS
WHEREAS, City has determined that After School Programs are necessary to
support crime prevention in the City during Fiscal Year 2017 to meet the Crime Control and
Prevention District ("CCPD") goals which include (1) supporting efforts to reduce violent
crime and gang-related activities through enhanced enforcement activities and crime
prevention programs, (2) supporting efforts to increase the safety of residents and decreasing
crime throughout Fort Worth neighborhoods, and (3) supporting efforts to increase the safety
of youth and reducing juvenile crime through crime prevention and intervention programs;
and
WHEREAS, City Council of Fort Worth and the Keller Independent School District
Board of Trustees have determined that the security and well-being of students at middle and
elementary schools during after-school hours of 3:00 PM to 6:00 PM are of prime
importance; and
WHEREAS, City and the Contractor agree that the activities of elementary and
middle school children during these critical hours are of paramount importance to both
government entities; and
WHEREAS, Contractor proposes to continue the Keller Independent School
District After School Program(KISD After School Program) in conjunction with City.
NOW, THEREFORE, in consideration of the mutual covenants herein expressed,
the parties agree as follow:
AGREEMENT DOCUMENTS
OFF@G9AL RECORD
The Agreement documents shall include the following:
,-MY SECRETARY
1. This Interlocal Agreement for the KISD After School Program [F-K WORTH,TX
2. Exhibit A—Scope of Work - ---
FY 2017 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District Page 1 of 12
3. Exhibit B—Budget
4. Exhibit C—Request for Reimbursement
5. Exhibit D—Program Activities Report
6. Exhibit E—Program Effectiveness Measurement Report
7. Exhibit F—Request for Budget Modification
8. Exhibit G—Inventory Procedures
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 between 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 set forth in the body of this of Agreement shall control.
The term"City" shall include City, and its officers, agents, employees, and representatives.
The term "Contractor" shall include Contractor, and its officers, agents, employees,
representatives, servants, contractors, and subcontractors.
The term"Party" shall refer to either City or Contractor.
The term "Parties" shall refer to both City and Contractor.
AGREEMENT
1. Responsibilities of Contractor. Contractor covenants and agrees to fully perform, or
cause to be performed, with good faith and due diligence, all work and services described in
Exhibit "A" —Scope of Work. Contractor shall be responsible for day-to-day administration
of the KISD After School Program. Contractor agrees to expend the Program Funds in
accordance with its KISD After School Program budget, described in Exhibit "B" —Budget .
Program activities shall be reported in accordance with Exhibit "D" — Program Activities
Report and effectiveness measurements shall be reported in accordance with Exhibit "E"
Program Effectiveness Measurement Report.
2. Program Funds.
2.1 In no event shall the total distribution from City made to the Contractor during the
term of this Agreement exceed the total sum of$125,000 ("Program Funds").
2.2 Payment of the Program Funds from City to Contractor shall be made on a cost-
reimbursement basis following receipt by City from Contractor of a signed Request for
Reimbursement ("RFR"), as described in Exhibit "C," and copies of all receipts and support
documentation. Contractor shall deliver to City a written detailed Program Activities Report
and Program Effectiveness Measurement Report as described in Section 4.2 below with each
RFR to support expenditure of Program Funds. Such reports shall be signed by the
Contractor or duly authorized officer of the Contractor. The RFR and monthly Program
Activities Report shall be submitted to City no later than the 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.
FY 2017 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District Page 2 of 12
Contractor must submit the monthly RFR (Exhibit "C"), the monthly Program Activities
Report (Exhibit "D") and the Quarterly Program Effectiveness Measurement Report (Exhibit
"E") with an original signature by an authorized representative to the Program Support
Division - Grant and Program Management Section of the Fort Worth Police Department,
ATTENTION: Tiffany Harris, Bob Bolen Public Safety Complex, 505 W. Felix St., Fort
Worth, Texas, 76115. Reimbursements will not be made until after receipt of an acceptable
and approved RFR and a monthly Program Activities Report. Additionally, a quarterly
Program Effectiveness Measurement Report from the Contractor is required as described in
section 4.2 and must be approved prior to reimbursements. Reimbursements shall be made
within 30 days receipt of said documents.
2.3 Contractor is authorized to modify up to five (5) percent of any budgeted line-
item in the original approved budget without prior written permission from City. However,
Contractor must submit the Budget Modification Form (Exhibit "F") to City, with the
monthly RFR, in the month when the modification took place. The new modified budget
cannot exceed the total amount of Program Funds.
2.4 Any modifications of more than five (5) percent of any budgeted line-item in the
original approved budget must have prior written permission from City before any budget
modification is made. The Budget Modification Form (Exhibit "F") must be submitted, and
request must be approved by City, before any money is moved to the line-item. Once the
Budget Modification is approved, the modified budget will take effect on the first day of the
following month. The new modified budget cannot exceed the total amount of Program
Funds.
2.5 Any modifications to zero line-items in the original approved budget must have
prior written permission from City before any budget modifications are made. The Budget
Modification Form (Exhibit "F") must be completed and approved by City before money is
transferred into the new line-item. Once the Budget Modification is approved, the modified
budget will take effect on the first day of the following month. The new modified budget
cannot exceed the total amount of Program Funds.
2.6 Budget modification can only occur within the Direct and Indirect costs. Funds
may not be moved from a Direct line-item into an Indirect line-item, or vise versus.
Modification of Direct and Indirect approved budgets must follow the guidelines outlined in
sections 2.3, 2.4 and 2.5.
The Budget Modification Form (Exhibit "F") shall be submitted to the Program Support
Division — Grant and Program Management Section of the Fort Worth Police Department,
ATTENTION: Tiffany Harris, Bob Bolen Public Safety Complex at 505 W. Felix St., Fort
Worth, Texas, 76115.
FY 2017 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District Page 3 of 12
3. Term. This Agreement shall commence upon October 1, 2016 ("Effective Date"),
whichever occurs later, and shall end on September 30, 2017 ("End Date"). All of
Contractor's expenditures under this Agreement must be completed no later than September
30, 2017.
4. Program Performance.
4.1 Contractor agrees to maintain full documentation supporting the performance of
the work and fulfillment of the objectives set forth in Exhibit"A."
4.2 Contractor agrees to provide a monthly Program Activities Report and quarterly
Program Effectiveness Measurement Report to document the performance of the work
described in Exhibit "D" and Exhibit "E," respectively. The Program Activities and
Effectiveness Measurements shall document the program activity names, numbers of
participants attending, details of the activities, and a description of the goals achieved in
support of the CCPD goals. Program Effectiveness Measurement shall be reported on a
quarterly basis and included in the January, April, July, and October RFR and Program
Activities Report submittals. Additionally, the Program Effectiveness Measurement Report
must include any successes realized in descriptive detail. The monthly Program Activities
and quarterly Program Effectiveness Measurement Reports shall be submitted to City no later
than the 15th day after the end of each month.
4.3 Contractor agrees that the monthly RFR and Program Activities Report and
quarterly Program Effectiveness Measurement Report will be submitted to City no later than
the 15th day after the end of each month. Should Contractor not meet these requirements,
Contractor will be given an additional 15 days to submit the required reports to City. If, at
the end of this 15-day extension period, Contractor has not submitted the required reports,
City will send a non-compliance letter notifying Contractor's duly authorized representative
of a possible suspension of program funding.
5. Default and Termination.
5.1 This Agreement is wholly conditioned upon the actual receipt by City of Program
Funds from the CCPD. All monies distributed to Contractor hereunder shall be exclusively
from monies received from the CCPD, and not from any other monies of City. In the event
that funds from the CCPD are not timely received, in whole or in part, City may, at its sole
discretion, terminate this Agreement and City shall not be liable for payment for any work or
services performed by Contractor under or in connection with this Agreement.
5.2 This Agreement may be terminated by City, in whole or in part, 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.
5.3 Termination will be effected by delivering to Contractor a notice of termination,
specifying the portion of the Agreement affected and the effective date of termination. Upon
Contractor's receipt of notice of termination, Contractor shall:
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City of Fort Worth&Keller Independent School District Page 4 of 12
(a) Stop work under the Agreement on the date and to the extent specified in the notice of
termination;
(b) Place no further order or subcontracts, except as may be necessary for completion of the
work not terminated;
(c) Terminate all orders and contracts to the extent that they relate to the performance of the
work terminated by the notice of termination; and
(d) Cease expenditures of Program Funds, except as may be necessary for completion of the
work not terminated.
5.4 In the event City suspends or terminates this Agreement for cause, and the cause
for such suspension or termination is determined to be invalid, the Contractor's sole remedy
shall be reinstatement of this Agreement. Contractor expressly waives any and all rights to
monetary damages, including but not limited to actual, consequential, and punitive damages,
court costs, and attorney's fees.
5.5 Within thirty (30) days following the date of termination of this Agreement,
Contractor shall return to City any property provided hereunder. City will have no
responsibility or liability for Contractor's expenditures or actions occurring after the effective
date of termination of the Agreement.
6. Equipment and Maintenance. All equipment purchased with Program Funds must
meet all eligibility requirements of City and requires approval by the City prior to purchase.
Contractor shall maintain all equipment used in the administration and execution of the KISD
After School Program. Contractor shall maintain, replace, or repair any item of equipment
used in support of the KISD After School Program and/or for use under the terms of this
Agreement that no longer functions or is lost or stolen. The cost for maintenance,
replacement, or repair of any equipment used in support of the after school program and/or
for use under the terms of this Agreement is the sole responsibility of Contractor. Contractor
shall not use Program Funds or City funds to repair or replace said equipment. Contractor
shall use any and all equipment purchased with Program Funds exclusively in support of the
KISD After School Program. Within 10 days following the purchase of equipment,
Contractor shall submit to City a detailed inventory of all equipment purchased with Program
Funds to the Grant and Program Management Section at the address set forth in paragraph
2.2 above. The equipment inventory shall include an itemized description of each piece of
equipment, the date each piece of equipment was purchased, the cost of purchase for each
piece of equipment, and the location of each piece of equipment. This procedure is described
in Exhibit"G".
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,
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City of Fort Worth&Keller Independent School District Page 5 of 12
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 right to withhold further funding under this
and/or future agreement(s)with Contractor.
7.3 If, as a result of any audit, it is determined that Contractor misused, misapplied, or
misappropriated all or any part of the Program Funds, Contractor agrees to reimburse City
the amount of such monies so misused, misapplied, or misappropriated, plus the amount of
any sanction, penalty, or other charge levied against City because of such misuse,
misapplication, or misappropriation. This provision shall survive the termination or
expiration of this agreement.
7.4 Contractor's obligation to City shall not end until all closeout requirements are
completed. Activities during this closeout period shall include, but are not limited to:
providing final Program Activities Report and Program Effectiveness Measurement Reports,
making final payments, disposing of KISD After School Program assets, if deemed required
by City in its sole discretion.
7.5 Contractor covenants and agrees to fully cooperate with City in monitoring the
effectiveness of the services and work to be performed by Contractor under this Agreement,
and City shall have access at all reasonable hours to offices and records of the Contractor, its
officers, members, agents, employees, and subcontractors for the purpose of such monitoring.
8. Independent Contractor.
8.1 Contractor shall operate hereunder as an independent contractor and not as an
officer, agent, or servant or employee of City. Contractor shall have exclusive control of,
and the exclusive right to control, the details of the work and services performed hereunder,
and all persons performing same, and shall be solely responsible for the acts and omissions of
its officers, members, agents, servants, employees, subcontractors, program participants,
licensees, or invitees. The doctrine of respondent superior shall not apply as between City
and Contractor, its officers, members, agents, servants, employees, subcontractors, program
participants, licensees, or invitees, and nothing herein shall be construed as creating a
partnership or joint enterprise between City and Contractor. No federal, state, or local income
tax, nor any payroll tax of any kind, shall be withheld or paid by the City on behalf of
Contractor. Contractor shall not be treated as an employee with respect to the services
performed pursuant to this Agreement for federal or state tax purposes. It is expressly
understood and agreed that officers, members, agents, employees, subcontractors, licensees,
or invitees of the Contractor, and any program participant hereunder are not eligible for, and
shall not participate in any employer pension, health, or other fringe benefit plan provided by
City. It is expressly understood and agreed that City does not have the legal right to control
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City of Fort Worth&Keller Independent School District Page 6 of 12
the details of the tasks performed hereunder by Contractor, its officers, members, agents,
employees, subcontractors,program participants, licensees, or invitees.
8.2 City shall in no way nor under any circumstances be responsible for any property
belonging to Contractor, its officers, members, agents, employees, subcontractors, program
participants, licensees, or invitees, which may be lost, stolen, destroyed, or in any way
damaged.
9. Liability
To the extent allowed by law, each of the parties shall be liable and responsible for any damages or
loss caused by the negligent acts or omissions, or malfeasance or intentional misconduct of each of its
respective officers, agents, servants, or employees. Nothing in the performance of this Agreement shall
impose any liability for claims against District, other than claims that may arise as set forth in this section
and Section 12, or for claims which the Texas Tort Claims Act may impose liability. Nothing in the
performance of this Agreement shall impose any liability for claims against the City of Fort Worth other
than claims that may arise as set forth in this section or for which liability may be imposed by the Texas
Tort Claims Act.
Contractor shall require all of its subcontractors to include in their subcontracts a release
and indemnity in favor of City in substantially the same form as above.
This section shall survive the expiration or termination of this Agreement.
10. Non-Assignment. No assignment or delegation of duties under this Agreement by
Contractor shall be effective without City's prior written approval.
11. Prohibition Against Interest.
11.1 No member, officer, or employee of City, or its designees or agents; no member
of the governing body of the locality in which the KISD After School Program is situated;
and no other public official of such locality or localities who exercises any functions or
responsibilities with respect to the KISD After School Program during his tenure or for one
year thereafter, shall have any interest, direct or indirect, in any contract or subcontract, or
the proceeds thereof, for work to be performed hereunder. Contractor shall incorporate, or
cause to be incorporated, like language prohibiting such interest, in all contracts and
subcontracts hereunder.
11.2 No officer, employee, member, or program participant of Contractor shall have a
financial interest, direct or indirect, in this Agreement or the monies transferred hereunder, or
be financially interested, directly or indirectly, in the sale to Contractor of any land,
materials, supplies, or services purchased with any funds transferred hereunder, except on
behalf of Contractor, as an officer, employee, member, or program participant. Any willful
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City of Fort Worth&Keller Independent School District Page 7 of 12
violation of this paragraph with the knowledge, expressed or implied, of Contractor or its
subcontractors, shall render this Agreement voidable by City of Fort Worth.
12. Nondiscrimination.
12.1 In accordance with the federal, state, and local laws and ordinances, Contractor
covenants that neither it nor any of its officers, members, agents, employees, program
participants, or subcontractors, while engaged in performing this Agreement shall in
connection with the employment, advancement, or discharge of employees, in connection
with the terms, conditions or privileges of their employment, discriminate against persons
because of their age, except on the basis of a bona fide occupational qualification, retirement
plan, statutory requirement, or statutory or ordinance exception.
12.2 Contractor will not unlawfully discriminate against any person or persons because
of age, race, color, religion, sex, disability, national origin, or sexual orientation, nor will
Contractor permit its officers, members, agents, employees, subcontractors, or program
participants to engage in such discrimination.
12.3 If any claim arises from an alleged violation of this non-discrimination covenant
by Contractor, its personal representatives, assigns, subcontractors or successors in interest,
Contractor agrees to assume such liability and to indemnify and defend City and hold City
harmless from such claim, to the extent allowed by law.
This section shall survive the termination or expiration of this agreement.
13. Compliance.
13.1 Contractor, its officers, members, agents, employees, program participants, and
subcontractors, shall abide by and comply with all laws, federal, state, and local, including all
ordinances, rules, and regulations of City. If City calls to the attention of Contractor in
writing to any such violation on the part of Contractor or any of its officers, members, agents,
employees, subcontractors, or program participants, then Contractor shall immediately desist
from and correct such violation.
13.2 Contractor shall utilize Program Funds strictly for those purposes and goals
intended under the terms and conditions of this Agreement. If City calls the attention of
Contractor in writing to any such violations on the part of Contractor or any of its officers,
members, agents, employees, program participants, or subcontractors, then Contractor shall
immediately desist from and correct such violation.
14. Waiver of Immunity. 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.
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City of Fort Worth&Keller Independent School District Page 8 of 12
15. Insurance Requirement.
15.1 Contractor shall procure and shall maintain during the term of this Agreement the
following insurance coverage:
(a) Commercial General Liability(CGL): $1,000,000 per occurrence, with a $2,000,000.00
annual aggregate limit, in a form that is acceptable to the City's Risk Manager.
(b) Non-Profit Organization Liability or Directors & Officers Liability: $1,000,000 per
occurrence, with a $1,000,000 annual aggregate limit, in a form that is acceptable to the
City's Risk Manager.
(c) Automobile Liability: $1,000,000 each accident on a combined single limit basis OR
split limits are acceptable if limits are at least $250,000 Bodily Injury per person,
$500,000 Bodily Injury per accident and $100,000 Property Damage.
(d) Any other insurance the City may reasonably require to protect the interests of the
City.
15.2 Contractor's insurer(s) must be authorized to do business in the State of Texas for
the lines of insurance coverage provided and be currently rated in terms of financial strength
and solvency to the satisfaction of the City's Risk Manager.
15.3 Each insurance policy required herein shall be endorsed with a waiver of
subrogation in favor of the City. Each insurance policy required by this Agreement, except
for policies of worker's compensation or accident/medical insurance shall list the City as an
additional insured. City shall have the right to revise insurance coverage requirements under
this Agreement.
15.4 Contractor further agrees that it shall comply with the Worker's Compensation
Act of Texas and shall provide sufficient compensation insurance to protect Contractor and
City from and against any and all Worker's Compensation claims arising from the work and
services provided under this Agreement.
16. Miscellaneous Provisions.
16.1 The provisions of this Agreement are severable, and, if for any reason a clause,
sentence, paragraph, or other part of this Agreement shall be determined to be invalid by a
court or Federal or state agency, board, or commission having jurisdiction over the subject
matter thereof, such invalidity shall not affect other provisions which can be given effect
without the invalid provision.
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,
FY 2017 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District Page 9 of 12
venue for said action shall lie in state courts located in Tarrant County, Texas or the United
States District Court for the Northern District of Texas, Fort Worth Division.
16.4 Contractor represents that it possesses the legal authority, pursuant to any proper,
appropriate, and official motion, resolution, or action passed or taken, to enter into this
Agreement and to perform the responsibilities herein required.
16.5 This written instrument and Exhibits A through F, constitute the entire agreement
between the parties concerning the work and services to be performed hereunder, and any
prior or contemporaneous, oral or written agreement which purports to vary from the terms
hereof shall be void. Any amendments to the terms of this Agreement must be in writing and
must be signed by authorized representatives of each party.
16.6 All notices required or permitted by this Agreement must be in writing and are
deemed delivered on the earlier of the date actually received or the third day following (i)
deposit in a United States Postal Service post office or receptacle; (ii) with proper postage
(certified mail, return receipt requested); and (iii) addressed to the other party at the address
as follows or at such other address as the receiving party designates by proper notice to the
sending party:
CITY: Valerie R. Washington, Assistant City Manager
City Manager's Office
City of Fort Worth
1000 Throckmorton Street
Fort Worth, TX 76102
Copies To: Tiffany Harris
Bob Bolen Public Safety Complex
505 W. Felix St.
Fort Worth,TX 76115
CONTRACTOR: Randy Reid, Superintendent
Keller Independent School District
350 Keller Parkway
Keller, TX 76248
16.7 None of the performance rendered under this Agreement shall involve, and no
portion of the Program Funds received hereunder shall be used, directly or indirectly, for the
construction, operations, maintenance, or administration of any sectarian or religious facility
or activity, nor shall said performance rendered or funds received be utilized so as to benefit,
directly or indirectly, any such sectarian or religious facility or activity.
16.8 Captions and headings used in this Agreement are for reference purposes only and
shall not be deemed a part of this Agreement.
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City of Fort Worth&Keller Independent School District Page 10 of 12
16.9 The provisions and conditions of this Agreement are solely for the benefit of City
and Contractor and are not intended to create any rights, contractual or otherwise, to any
other person or entity.
16.10 The parties acknowledge that each party and its counsel have reviewed this
Agreement and that the normal rules of construction to the effect that any ambiguities are to
be resolved against the drafting party shall not be employed in the interpretation of this
Agreement or exhibits hereto.
IN WITNESS WHEREOF, the parties hereto have executed this agreement in mul iples in
Fort Worth, Tarrant County, Texas, to be effective this ��AQ day of v— ,
20k
APPROVED AND AGREED FOR v" �
CITY OF FORT WORTH "jo -Phn �v LOV
�: Assistant City Attorney
Valerie R. Washington Date:
Assistant City Manager
A Form 1295 Certification No:NOT REQUIRED
Date: (� APPROVED AND AGREED FOR
]KELLER INDEPENDENT SCHOOL
DISTRICT
APPROVAL R� ENDED
a-&L4� i cam%
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VC
Randy Reixf
Chief Joel Y Fitzgerald Superintendent
Chief of Police
Date: C t� Date:
O`
APPROVED AS TO FORM AND
E' ALITY FO
APPROVED AS TO FORM AND
LEGALITY FOR CITY OF FORT Yin,
WORTH SD Attorney
FY 2017 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District Page 11 of 12
Date: �; � Mary J. ays
City Secretary
Date:
ATTEST M&C No.
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FY 2017 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District Page 12 of 12
Exhibit A
Scope of Work
EXHMIT A
SCOPE OF WORK
The Scope of Work is to be performed and documented in compliance with the monthly program
activities and quarterly effectiveness measurement reports outlined in exhibits D and E.
FY 2017 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District
Exhibit B
Budget
FORT WORTH
CRIME CONTROL
&PREMMON DisTfucr
Exhibit B
Budget Summary
Fiscal Year 2017
DIRECT PROGRAM COSTS(90%Minimum) Total, $112,500.00'
A.PERSONNEL
None
PERSONNEL TOTAL: $0.00
B.FRINGE BENEFITS
None
FRINGE'BENEFITS TOTAL $0.00
C.TRAVEL AND TRAINING
Training $3,600.00
TRAVEL AND TIrAINIl�TG TOTAL — - — — - $3,600:'00
D.EQUIPMENT
None
EQUIPMENT TOTAL $0.00
E.SUPPLIES
Teaching Aids $39,243.80
SUPPLIES'TOTAL $39,243.80'
F.CONTRACTS/CONSULTANTS
Credentialed Teacher Tutors $14,850.00
Partial Provider Enrichment Vendors $11,340.00
CONTRACTS/CONSUL-TANTS TOTAL - - $26,190:00`:
G. OTHER APPROVED
Program Scholarships/Financial Assistance $43,512.00
OTHER APPROVED TOTAL r $43,512.00
INDIRECT PRQGRAM':COSTS_(10%Maximum) Total :$12,454.20
A.PERSONNEL
Salaries $11,322.00
PERSONNEL TOTAL: . ,$05322.00
B.FRINGE BENEFITS
FICA $792.54
Disability Insurance $169.83
Unemployment-State $169.83
FRINGE BENEFITS TOTAL $1,132. 20;
C.TRAVEL AND TRAINING
None
TRAVEL AND TEtAENING TOTAL 0.00
FY 2017 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District
FORT WORTH
CIUME CONTROL
&PnWNnON DISTRICT
D.EQUIPMENT
None
EQUIPMENT TOTAL $0.00
E.SUPPLIES
None 77
SUPPLIES TOTAL $0:00'
F.CONTRACTS/CONSULTANTS
None
CONTRACTS/CONSULTANTS TOTAL - $0.00
G. OTHER APPROVED
None
OTHER APPROVED TOTAL $0.00
GRAND TOTAL —$1259
FY 2017 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District
FORT WORTH
Ir—
CRIME CONTROL
&PREvErmoN DwRwT
Exhibit B
Budget Summary
Fiscal Year 2017
The CCPD-funded "Keller After School" program is proud to provide enrichment
programming through after school activities to over 1,000 children within Keller ISD. The plan
for the 2016-2017 school year is to provide services to students in grades K-6 across 14 school
campuses in northeast Fort Worth.
Direct program costs (approx. 90% of the budget total) include staff training, program
supplies and teaching aids, credentialed teacher tutors, partial provider enrichment vendors, and
financial assistance scholarships. Staff training will include equipping our afterschool personnel
with courses such as child development, safety and risk management, supervision and behavior
guidance, and curriculum lesson planning. Program supplies will include both consumable
materials and reusable resources, to aid in the teaching of math, science, literacy, character
development, community service, and workforce readiness. Teachers from each host campus
will be identified and hired to provide additional homework help and tutoring support to those
students most at-risk academically. In addition, enrichment vendors from the community will be
invited to lead monthly instruction and presentations for the children, including science, ethics,
theater, sports, fine arts, etc. The program will also award approximately $43,500 in financial
aid scholarships to families who cannot afford the traditional cost of afterschool services. The
average award amount is 50%-off the weekly fee, based on a sliding scale. We strongly believe
that no children should be turned away due to inability to pay.
Indirect program costs (approx. 10% of the budget total) include partial salaries and
payroll taxes for administrative personnel assigned to assist with program implementation.
These staff will include district level program coordinators, accounting specialists, and human
resources personnel. This allocation helps to ensure compliance with administrative practices —
including finances, program reporting and service delivery — and also dedicates resources for
effective communication between Keller ISD and its partner CBO, Clayton YES!
(See page 2 for program budget specifics)
FY 2017 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District
FORTWORTH
CRIME CONTROL
&PREmmoN Disnicr
Direct Costs (90.04% of budget total)
A. Personnel:
No costs allocated/budgeted for direct staffing or personnel.
B. Fringe Benefits:
No costs allocatedibudgeted for direct staffing payroll taxes or fringe benefits.
C. Travel &Training:
$3,600 total budgeted. The program plans to spend$3,600 for a Campfire Mentor to lead
child development trainings four times per year during our seasonal conferences. The
trainings will be $900 for a 3 hour session. (4 trainings x$900 =$3,600).
D. Equipment:
No costs allocated/budgeted for major equipment purchases.
E. Supplies:
$39,243.80 total budgeted. The program plans to spend approx. $242.25 per month at
each of the 18 school sites for consumable supplies. Specifically, the program plans to
purchase $12,150.00 in Teaching Aids such as dry erase boards and markers, cooking
measurements and utensils, and flashcards. The program plans to spend $13,323.80 in
Art Materials such as glue, paper, markers, pencils and crayons. The program plans to
spend table-top games that promote learning and critical thinking such as Scrabble,
Monopoly, Chess, and Connect 4. The program also plans to purchase $13,770.00 in
Sports Equipment such as soccer balls, basketballs, hula hoops, and cones. ($12,150 +
$13,232.80 +$13,770 =$39243.80)
F. Contracts/Consultants:
$26,190 total budgeted. The program plans to spend $14,850 on credentialed teacher
tutors for the 18 school sites. The teachers will be contracted at $22.00 per hour for
approx. 1.25 hours of tutoring once per week over 30 weeks during the school year
($22.00/hr x 1.25 hours per week x 30 weeks x 18 school sites = $14,850). The program
also plans to spend $11,340 for partial providers/enrichment vendors for all 18 school
sites. These contractors will be paid at approx. $70.00 per session (2 hours) for nine
visits per center, and will lead specialty instruction ($70.00 per session x 9 visits x 18
school sites=$11,340).
G. Financial Aid Scholarships:
$43,512 total budgeted. These funds will support 50%-off scholarships, at approx. $42
per student per week, for 28 low-income participants over the 37 week school year.
($42.00 per week x 28 children x 37 weeks=$43,512).
FY 2017 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District
CRIME CONTROL
&PREVENTION Dim=
Indirect Costs (9.96% of budget total)
A. Personnel:
$11,322 total budgeted. This amount partially covers the administrative costs of one
program coordinator and one accounting specialist at $18.00 per hour for approx. 8.50
hours each of financial and program monitoring per week over the 37-week school year.
($18.00/hr x 8.5 hours per week x 2 staff x 37 weeks=$11,322).
B. Fringe Benefits:
$1132.20 total budgeted. Calculated at approx. 10% of indirect personnel for applicable
payroll taxes such as FICA, Disability, &Unemployment insurance.
FY 2017 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District
Exhibit C
Request for
Reimbursement
FORT WORTH® Exurs
._.. Request for Reimbursement(RFR)
FY 2017
CRIME CONTROL
AND PREVENTION DISTRICT
Submit To:
Submitting Agency: Keller ISD
Bob Bolen Public Safety Complex j Contact Name: Kevin Hood
Attn:Tiffany Hayes Phone Number: (817)744-1018
Program Support Division Email: kevin.hood d)kellerisd.net
505 West Felix St. Remit Address: 350 Keller Parkway,Keller,Texas,76248
Fort Worth,TX 76115
Invoice Number:
Month of Request:
DIRECT COSTS(90%Minimum)
A B C D E
Total of Previous +C) A-D
This Month's
Budget Category BudgetAmount Reimbursements Total Requested Remaining Balance
Requested
Request To-Date Available
A Personnel
B Fringe Benefits
C Travel&Training $ 3 600.00: $ - $ 3,600.00
D Equipment
E Supplies $ -39,243.80 - $ ,39,243.80
F Contracts/Consultants $ 26,190.00; S' 26,190.00
G Other Approved $ 443,512.00. $ 43,512100
Total Direct Costs LS' 112 545.80 1$ $ - $• - S 112;545.80
INDIRECT COSTS(10%Maximum)
E
Total ofPrevious +C) A-D
This Month's
Budget Category Budget Amount Reimbursements Request Total Requested Remaining Balance
Requested To-Date Available
A Personnel S 11022.00_ $ - $ 11,322.00
B Fringe Benefits -$ _1,132.20
C Travel&Training - $
D Equipment777
$ $
E Supplies $ $
777777
F Contracts/Consultants 777777777 $ - $
G Other Approved - _ $ - $
Total InDirect Costs $ 12 45430 Is $ $
Supporting documents required with monthly requests. Summary:
This includes,timesheets depicting CCPD funded activities, Total Budget: $ 125,000.00
copy of paychecks,invoices and receipts detailing all CCPD Previous Requests: $ -
funded expenditures. This Request: $
Total Requested To-Date $ -
Remaining Funds $ 125,000.00
I have reviewed this request and certify that these listed expenses and support documentation are accurate.
Authorized Signatory Signatory Title Date
Fiscal Agent Use Only
Purchase Order# Fund DeptID Account -
RFR Approved For Payment _
Grant Staff Signature Date
Finance Received Stamp Placed Below
.7 Interlocal Agreement After School Program
Fort Worth Keller Independent School District
Exhibit D
Program Activities
Report
FORT WORTH
CRIME CONTROL
&PREVENTION DISTRICT
Exhibit D
Fiscal Year 2017
Monthly Program Activities Report
Current Reporting Month
Submitting Agency Keller ISD
Contact Name Kevin Hood
Phone Number and Email (817) 744-1018
Remit Address 350 Keller Parkway, Keller, Texas, 76248
-Activity Current To Date Year
Month Total End
Total: Goal'`
1 Number of unduplicated students participating in a Clayton YES! Keller 1,080
After School grant funded after school program.
2 Number of unduplicated students participating in a Clayton YES! Keller 864
After School community service or college and career activities.
3 Number of unduplicated students participating in Clayton YES! Keller 918
After School academic enrichment activities such as math, science, and
reading.
4 Number of unduplicated students participating in Clayton YES! Keller 918
After School health and recreation activities.
5 Number of unduplicated students participating in Clayton YES! Keller 972
After School homework help and academic assistance.
6 Number of unduplicated students participating in Clayton YES! Keller 918
After School fine arts (visual and performing) activities.
7 Number of unduplicated students participating in Clayton YES! Keller 972
After School character development(social emotional learning) activities.
8
I have reviewed this report and certify that the measures provided are accurate and appropriately reflect the
CCPD goals set forth in the contract.
Authorized Signatory Signatory Title Date o
FY 2017 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District
Exhibit E
Program Effectiveness
Measurement Report
F,°1,w'�f
CRA{£CONTROL
&Px£v=oN Dismcr
Exhibit E
Fiscal Year 2017
Quarterly Program Effectiveness Measurement Report
Current Reporting Quarter
Submitting Agency Keller ISD
Contact Name Kevin Hood
Phone Number and Email (817) 744-1018
Remit Address 350 Keller Parkway
Keller, Texas, 76248
Please include outcome narrative that describes how measure was accomplished for each quarter.
-- - -
- `Effectiveness Measures and Quarterly Outcomes
Measure 1 Of the students who are regularly enrolled in a Clayton YES! Keller After School grant funded
program for 30 days, at least 90%will participate in homework help and character development.
Outcome
Measure 2 Of the students regularly attending a Clayton YES! Keller After School grant funded program for
at least 30 school days, at least 85%will participate in health& wellness recreation, academic
enrichment, and fine arts projects and activities.
Outcome
Measure 3 Of the students regularly attending a Clayton YES! Keller After School grant funded program for
at least 30 school days, at least 80%will participate in a community service or college and career
activity at least once a month.
Outcome
Measure 4 Of the students regularly attending a Clayton YES! Keller After School grant funded program for
at least 30 school days, at least 75%will report increased school success in at least one subject due
to homework help and character development activities.
Outcome
Measure 5 Of the students regularly attending a Clayton YES! Keller After School grant funded program for
at least 30 days, at least 80%will report they feel safe and a sense of belonging in the program.
Outcome
I have reviewed this report and certify that the measures provided are accurate and appropriately reflect the
CCPD goals set forth in the contract.
Authorized Signatory Signatory Title Date
Report due each quarter: 15t Quarter(Oct-Dec) due January 15 2nd Quarter(Jan-Mar) due April 15
3`d Quarter(Apr-June) due July 15 4th Quarter(Jul-Sep) due October 15
FY 2017 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District
Exhibit F
Request for Budget
Modification
FORT WORTH
CRIME CONTROL
&PREVENTION DISTRICT
• Up to 5%of any budgeted line-item does not need prior approval but form must be sent to City with monthly RFR
• More than 5%of any budgeted line-item must have prior City approval
• An increase in a zero line-item must have prior City approval
• Modifications cannot be made between Direct and Indirect costs
Exhibit F
Request for Budget Modification
Fiscal Year 2017
Date
Submitting Agency
Contact Name
Phone Number and Email
Remit Address
DIRECT COSTS 90% minimum
Budget Category Approved Budget Change Requested Revised Budget
Personnel
Fringe Benefits
Travel and Training
Equipment
Supplies
Contracts/Consultants
Other Approved
Total Direct Costs
INDIRECT COSTS (10% maximum
Budget Category Approved Budget Change Requested Revised Budget
Personnel
Fringe Benefits
Travel and Training
Equipment
Supplies
Contracts/Consultants
Other Approved
Total Indirect Costs
Modification NalTative (describe in detail what change is for)
I have reviewed this request and certify that the listed modifications are correct.
Authorized Signatory Signatory Title Date
FWPD STAFF USE ONLY
0 Modification Approved Modification NOT Approved
FWPD Staff Signature Date
FY 2017 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District
Exhibit G
Inventory Procedures
for Technology
Inventory Items
FORTWORTH
*14 f
CRIME CONTROL
&PREVENTION DISTRICT
Exhibit G
Inventory Procedures for Technology Inventory Items
Clayton's technology inventory items (computers, tablets, PDAs) are to be handled and stored
with care to protect the agency's assets. The following procedures are to be used with the
technology inventory items:
Tracking of Inventory: The acquisition date and condition of items are to be recorded by
Operations staff at time of receipt. Invoices and shipping information is to be retained for the
duration of the useful life of the item. Documentation is to be stored by the accounting team.
An inventory list shall be maintained by the Operations staff. The list will record make, model,
serial number,the inventory tag number and location the item assigned to the item. An inventory
tag shall be affixed to each item.
Distribution and Storage: Once properly tagged, each item shall be distributed to its assigned
location with the location staff being made aware of the distribution of the item along with any
relevant training related to use of the device. At time of distribution the following steps are to be
taken:
• A secure location for storage of the item is to be established. Except in unique
circumstances, items at service sites are to be stored in a locked cabinet or room when not
in use.
• Site Directors/Coordinators are responsible for the proper and secure storage of all
technology items at their site. An assignment (distribution) document will be signed by
the Site Director/Coordinator and the Operations staff member providing the equipment.
The document is to be retained by the Accounting department.
Annual Audit: Annually all technology items will be inventoried and assessed for condition and
necessary repairs and reissued after assessment. A list of items considered to have exhausted
their useful life shall be shall be submitted to the Director of Finance for approval to dispose.
In the case of items purchased by grant funds, disposition shall follow the instructions provided
in the funding agreement.
FY 2017 Interlocal Agreement After School Program
City of Fort Worth&Keller Independent School District
M&C Review Page 1 of 2
Official site of the City of Fort Worth,Texas
RRTWORTII
CITY COUNCIL AGENDA
COUNCIL ACTION: Approved on 9/20/2016
REFERENCE ** _ 35AFTER SCHOOL
DATE: 9/20/2016 NO.: C-27926 LOG NAME: PROGRAMS FOR FY17
CODE: C TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: Authorize Execution of After-School Program Agreements with Fort Worth, Keller,
Crowley, and White Settlement Independent School Districts in the Total Program
Amount of$1,600,000.00 for Fiscal Year 2017 (CCPD Funded) (ALL COUNCIL
DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize the execution of After-School Program Agreements
with Fort Worth, Keller, Crowley, and White Settlement Independent School Districts in the total
program amount of$1,600,000.00 to operate After-School Programs at selected schools during
Fiscal Year 2017.
DISCUSSION:
National research shows that adolescents are most at risk on school days between the hours of 3:00
p.m. and 6:00 p.m. of being a victim of a crime or of committing a crime. In response to this concept,
a multi-disciplinary task force was formed in 2001 consisting of City officials, school district personnel
and related service providers. This task force developed a coordinated program for the Fort Worth
Independent School District schools that had documented juvenile crime problems.
Each year, since 2001, the City of Fort Worth (City) has funded After-School programs using
appropriations from the Crime Control and Prevention District. The participating school districts have
expanded beyond Fort Worth ISD to include Keller ISD, Crowley ISD and White Settlement ISD;
however, only schools that lie within the boundaries of the City receive CCPD funding. Each district is
responsible for the day-to-day administration of their After-School Programs and are required to
establish program goals and objectives that are measurable and result in desired program outcomes.
Today, the mission of the After-School Programs is to provide a safe environment for educational,
physical and social development leading to a reduction in juvenile crime.
Funding will be allocated as follows to each district in Fiscal Year 2017 on a reimbursement basis:
Fort Worth ISD funding in the amount of$1,300,000.00.
Keller ISD funding in the amount of$125,000.00
Crowley ISD funding in the amount of$125,000.00
White Settlement ISD funding in the amount of$50,000.00.
These Agreements will be effective October 1, 2016 through September 30, 2017.
This program serves ALL COUNCIL DISTRICTS.
FISCAL INFORMATION/CERTIFICATION:
http://apps.cfwnet.org/council_packet/mc review.asp?ID=22770&councildate=9/20/2016 9/27/2016
M&C Review Page 2 of 2
The Director of Finance certifies that, contingent upon adoption of the Fiscal Year 2017 Budget by
City Council, funds will be available in the Fiscal Year 2017 Budget of the Crime Control and
Prevention District Fund and the Police Department is responsible for verifying the availability of
funds prior to an expenditure being made.
TO
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID Year I (Chartfield 2)
FROM
Fund Department Account Project Program Activity Budget Reference# Amount
ID I I ID I I Year I (Chartfield 2)
Submitted for City Manager's Office by: Valerie Washington (6199)
Originating Department Head: Joel Fitzgerald (4231)
Additional Information Contact: James Rodriguez (4286)
ATTACHMENTS
http://apps.cfwnet.org/council_packet/mc review.asp?ID=22770&councildate=9/20/2016 9/27/2016