HomeMy WebLinkAboutContract 48246 CRETARY
"ONTRACT NO. Z
J�
STATE OF TEXAS §
COUNTIES OF TARRANT, WISE §
AND DENTON §
UNITED COMMUNITY CENTERS,INC.
SAFE HAVEN YOUTH PROGRAM—BETHLEHEM
This Agreement is made between the City of Fort Worth ("City"), a municipal
corporation, acting herein by and through Valerie R. Washington, its duly authorized
Assistant City Manager, and United Community Centers, ("UCC") acting by and through
Celia Esparza, it duly authorized President/CEO.
RECITALS
WHEREAS, City has determined that Safe Haven Youth Programs are necessary
to support the City's commitment to crime prevention throughout the City. The Safe Haven
Youth Programs will enhance the prevention focus previously adopted by the police
department, support he community, and provide a secure environment for children; and
WHEREAS,UCC has agreed to operate a Safe Haven Youth Program which will
provide a secure environment in which children can receive educational tutoring assistance;
and support the adoption of a prevention focus by the police department and the
community; and
WHEREAS, City desires to enter into an agreement with UCC to operate the Safe
Haven Youth Program at their Bethlehem Community Center("SITYP"); and
WHEREAS, City, as consideration for the performance of UCC,has appropriated
monies in the Crime Control and Prevention District("CCPD")Fund Budget in the amount
of$132,990.00("Program Funds")to provide to UCC for the operation of the UCC SITYP;
NOW,THEREFORE,in consideration of the mutual covenants herein expressed,
the parties agree as follows:
AGREEMENT DOCUMENTS
The Agreement documents shall include the following:
1. This Agreement for the UCC SITYP
2. Exhibit A—Scope of Work
3. Exhibit B—Budget
4. Exhibit C—Request for Reimbursement
5. Exhibit D—Program Activities Report
6. Exhibit E—Program Effectiveness Measurement Report
FY 2017 Interlocal Agreement Safe Haven-Bethlehem Community Center
City of Fort Worth&United Community Center OFFICIAL RECORD
CITY SECRETARY
7. Exhibit F—Request for Budget Modification
Exhibits A through F,which are attached hereto and incorporated herein, made a part
of this Agreement for all purposes. In the event of any conflict between the terms and
conditions of Exhibits A through F, and the terms and conditions set forth in the body
of this Agreement, the terms and conditions set forth in the body of this Agreement
shall control.
DEFINITIONS
The term"City" shall include City, and its officers, agents, employees, and
representatives.
The term"UCC" shall include UCC, and its officers, agents, employees,
representatives, servants, contractors, and subcontractors.
The term"Party" shall refer to either City or UCC.
The term"Parties"shall refer to both City and UCC.
AGREEMENT
1. Responsibilities of UCC. UCC 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. UCC shall be responsible for day-to-day administration
of the UCC SITYP. UCC agrees to expend the Program Funds in accordance with its
UCC SITYP 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`B"Program Effectiveness
Measurement Report.
2. Program Funds.
2.1 In no event shall the total distribution from City made to UCC during the
term of this Agreement exceed the total sum of$ 132,990.00 ("Program Funds").
2.2 Payment of the Program Funds from City to UCC shall be made on a cost-
reimbursement basis following receipt by City from UCC of a signed Request for
Reimbursement (RFR), as described in Exhibit "C," and copies of all receipts and
support documentation.UCC 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 UCC or duly authorized officer of UCC. The RFR and monthly Program
Activities Report shall be submitted to City no later than the 15th day following the end
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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 to the Grants and Program Management Section of the Fort Worth Police
Department,ATTENTION: Tiffany Hayes,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 UCC 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 UCC 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,UCC must submit the Budget Modification Form(Exhibit"F")to City,with
the monthly RFR, in the month when the modification tools 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 modifications are made.The Budget Modification Form(Exhibit"F")must
be submitted,and request must be approved by City,before any money is moved to the
line-item. Once the Budget Modification is approved, the modified budget will take
effect on the fust 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 i 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 Grants and
Program Management Section of the Fort Worth Police Department,
ATTENTION: Tiffany Hayes,Bob Bolen Public Safety Complex at 505 W. Felix
St.,Fort Worth,Texas, 76115.
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3. Term. This Agreement shall commence upon October 1,2016 ("Effective Date")
and shall end on September 30, 2017 ("End Date"). All of UCC's expenditures under
this Agreement must be completed no later than September 30, 2017.
4. Program Performance.
4.1 UCC agrees to maintain full documentation supporting the performance of
the work and fulfillment of the objectives set forth in Exhibit"A."
4.2 UCC agrees to provide a monthly Program Activities Report and quarterly
Program Effectiveness Measurement Report to document the performance of the work
described in Exhibit "D" and Exhibit `B," respectively. The Program Activities and
Effectiveness Measurements shall document the program activity names, numbers of
participants attending, details of the activities, and a description of the goals achieved
in support of the CCPD goals. Program Effectiveness Measurement shall be reported
on a quarterly basis and included in the January, April, July, and October RFR and
Program Activities Report submittals. Additionally, the Program Effectiveness
Measurement Report must include any successes realized in descriptive detail. The
monthly Program Activities and quarterly Program Effectiveness Measurement
Reports shall be submitted to City no later than the 15th day after the end of each month.
4.3 UCC 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 UCC not meet these
requirements, UCC will be given an additional 15 days to submit the required reports
to City. If, at the end of this 15-day extension period, UCC has not submitted the
required reports, City will send a non-compliance letter notifying UCC'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 UCC hereunder shall be exclusively from
monies;received from the CCPD, and not from any other monies of City. In the event that
fiords fi•om the CCPD are not received prior to the execution of this contract by the parties, 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 UCC under or in connection with
this Agreement.In the event no funds or insufficient funds are appropriated by the City in
any fiscal year for any payments due hereunder,City will notify SCC of such occurrence
and this Agreement shall terminate on the last day of the fiscal period for which
appropriations were received without penalty or expense to the City of any kind
whatsoever, except as to the portions of payments herein agreed upon for which funds
have been appropriated.
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5.2 The City may terminate this Agreement at any time and for any reason by
providing the other party with thirty(3 0) days' written notice of termination.
5.3 Termination will be effected by delivering to UCC a notice of termination,
specifying the portion of the Agreement affected and the effective date of termination.
Upon UCC's receipt of notice of termination,UCC shall;
(a) Stop work under the Agreement on the date and to the extent specified in the notice
of termination;
(b) Place no further order or subcontracts, except as may be necessary for completion
of the work not terminated;
(e) 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, UCC 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,
UCC shall return to City any property provided hereunder. City will have no
responsibility or liability for UCC'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. UCC shall maintain all equipment used
in the administration and execution of the UCC SITYP. UCC shall maintain,replace,
or repair any item of equipment used in support of the UCC SITYP 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 UCC
SITYP and/or for use under the terms of this Agreement is the sole responsibility of
UCC. UCC shall not use Program Funds or City funds to repair or replace said
equipment. UCC shall use any and all equipment purchased with Program Funds
exclusively in support of the UCC SITYP. Within 10 days following the purchase of
equipment, UCC shall submit to City a detailed inventory of all equipment purchased
with Program Funds to the Grants and Program Management Section at the address set
forth in paragraph 2.2 above. The equipment inventory shall include an itemized
description of each piece of equipment, the date each piece of equipment was
purchased, the cost of purchase for each piece of equipment, and the location of each
piece of equipment.
7. Administrative Requirements.
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7.1 UCC 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 UCC under this Agreement, UCC, 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 UCC's operations will be undertaken
and may be conducted either by City or an independent auditor of City's choice. UCC
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 UCC by City. If questions are
not resolved within this period,City reserves the right to withhold further funding under
this and/or future contract(s)with UCC.
7.3 If, as a result of any audit, it is determined that UCC misused, misapplied,
or misappropriated all or any part of the Program Funds,UCC 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 section shall survive the expiration or termination of this Agreement.
7.4 UCC'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 UCC SITYP assets as appropriate, if
deemed required by City in its sole discretion.
7.5 UCC covenants and agrees to fully cooperate with City in monitoring the
effectiveness of the services and work to be performed by UCC under this Agreement
and City shall have access at all reasonable hours to offices and records of UCC, its
officers, members, agents, employees, and subcontractors for the put-pose of such
monitoring,
8. Independent Contractor.
8.1 UCC shall operate hereunder as an independent contractor and not as an
officer, agent, or servant or employee of City. UCC shall have exclusive control of,
and the exclusive right to control, the details of the work and services performed
hereunder, and all persons performing same,and shall be solely responsible for the acts
and omissions of its officers, members, agents, servants, employees, subcontractors,
program participants, licensees, or invitees. The doctrine of respondeat superior shall
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not apply as between City and UCC,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 UCC. No
federal, state, or local income ax, nor any payroll tax of any kind, shall be withheld or
paid by City on behalf of UCC. UCC 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 UCC, and any program participants hereunder
are not eligible for, and shall not participate in any employer pension,health, or other
fringe benefit plan provided by City. It is expressly understood and agreed that City
does not have the legal right to control the details of the tasks performed hereunder by
UCC, 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 UCC, 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.
UCC SHALL BE LL4BLEAND RESPONSIBLE FOR ANYAND 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 ACTS) OR OMISSION(S), MALFEASANCE, OR INTENTIONAL
MISCONDUCT OFUCC, ITS OFFICERS, AGENTS, SERVANTS, OR
EMPLOYEES.
UCC 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(INCL UDING DEA 77-1) THAT MAY RELATE TO,ARISE
OUT OF, OR BE OCCASIONED BY (I) UCC'S BREACH OF ANY OF THE
TERMS OR PROVISIONS OF THIS AGREEMENT OR (H) ANY NEGLIGENT
ACT OR OMISSION OR INTENTIONAL MISCONDUCT OFUCC, ITS
OFFICERS,AGENTS,ASSOCL4TES, 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 LABILITY
RESULTING FROM THE SOLE NEGLIGENCE OF THE CITY OR ITS
OFFICERS,AGENTS,EMPLOYEES, OR SEPARATE CONTRACTORS,AND IN
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THE EVENT OF JOINT AND CONCURRENT NEGLIGENCE OF BOTH
CONSULTANT AND CITY, RESPONSIBILITY, IF ANY, SHALL BE
APPORTIONED COMPARATIVELYINACCORDANCE WITH THE LAWS OF
THE STATE OF TEXAS NOTHING HEREIN SHALL BE CONSTRUED ASA
WAIVER OF THE CITY'S GOVERNMENTAL IMMUNITY AS FURTHER
PROVIDED BY THE LAWS OF TEXAS.
UCC 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 UCC 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 UCC SITYP is situated;
and no other public official of such locality or localities who exercises any functions
or responsibilities with respect to the UCC SITYP 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. UCC 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 UCC 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 UCC of any
land, materials, supplies, or services purchased with any funds transferred hereunder,
except on behalf of UCC, as an officer, employee, member, or program participant.
Any willfiil violation of this paragraph with the knowledge, expressed or implied, of
UCC 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, UCC
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.
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12.2 UCC will not unlawfully discriminate against any person or persons because
of age, race, color, religion, sex, disability, national origin, or sexual orientation, nor
will UCC permit its officers, members, agents, employees, subcontractors, or program
participants to engage in such discrimination.
13. Compliance.
13.1 UCC, 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
UCC in writing to any such violation on the part of UCC or any of its officers,members,
agents, employees, subcontractors, or program participants, then UCC shall
immediately desist from and correct such violation.
13.2 UCC shall utilize Program Funds strictly for those puposes and goals
intended under the terms and conditions of this Agreement. If City calls the attention
of UCC in writing to any such violations on the part of UCC or any of its officers,
members, agents, employees,program participants, or subcontractors,then UCC shall
immediately desist from and correct such violation.
14. Waiver of Immunity. If UCC 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, UCC 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 UCC 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.
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15.2 UCC'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 UCC further agrees that it shall comply with the Worker's Compensation
Act of Texas and shall provide sufficient compensation insurance to protect UCC and
City from and against any and all Worker's Compensation claims arising from the work
and services provided under this Agreement.
16. Miscellaneous Provisions.
16.1 The provisions of this Agreement are severable, and, if for any reason a
clause, sentence, paragraph, or other part of this Agreement shall be determined to be
invalid by a court or Federal or state agency,board, or commission having jurisdiction
over the subject matter thereof, such invalidity shall not affect other provisions which
can be given effect without the invalid provision.
16.2 City's failure to insist upon the performance of any term or provision of this
Agreement or to exercise any right herein conferred shall not be construed as a waiver
or relinquishment to any extent of City's right to assert or rely upon any such term or
right on any future occasion.
16.3 Should any action, whether real or asserted, at law or in equity, arise out of
the execution, performance, attempted performance, or non-performance of this
Agreement, venue for said action shall lie in state courts located in Tarrant County,
Texas or the United States District Court for the Northern District of Texas,Fort Worth
Division.
16.4 UCC 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 including 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.
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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: Grants and Program Management Section
Bob Bolen Public Safety Complex
505 W. Felix St.
Fort Worth, TX 76115
UCC: Celia Esparza
United Community Centers, Inc.,
970 E.Humbolt St.
Fort Worth, TX 76104
16.7 None of the performance rendered under this Agreement shall involve, and
no portion of the Program Funds received hereunder shall be used,directly or indirectly,
for the construction, operations, maintenance, or administration of any sectarian or
religious facility or activity, nor shall said performance rendered or funds received be
utilized so as to benefit,directly or indirectly, any such sectarian or religious facility or
activity.
16.8 Captions and headings used in this Agreement are for reference purposes
only and shall not be deemed a part of this Agreement.
16.9 The provisions and conditions of this Agreement are solely for the benefit
of City and UCC 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.
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IN WITNESS WHEREOF, the parties hereto have executed this a Acement in
J'plestFort Worth, Tarrant County, Texas, to be effective this ayof,20#.
APPROVED AND AGREED FOR APPROVED AND AGREED FOR
CITY
O�F�FORT WORTH UNITED COMMUNITY CENTERS,
INC.
Valerie R. Washington
Assistant City Manager Celia Esparza
I'3�(L Y President/CEO
Date:
Date: 01 /2 3
APPROVA RECOMFZDED APPROVED AS TO FORM AND
LEGALITY FOR UCC
Chief Joel itzgerald
Chief of Police UCC Attorney
Date: —3111-6
Date:
APPROVED AS TO FORM AND � IF 04�
LEGALITY FOR CITY OF FORT
WORTH ATTEST
e
$ _- .
l� P
,fib-Jr✓l �Q-{e-- ary J.
-8r:Assistant City Attorney City Secretary
Date: 10(i0 c'e, Date:
Form 1295 Certification No:a01(P_W705 M&C No. i l 3
FY 2017 Interlocal Agre men a e aven-Bethlehem Co mmnity Center
City of Fort Worth&Ur
tb 9'k�e rnRO
CITY SECREVARY Page 12 of 28
FT.WORTH,T
Exhibit A
Scope of Work
EXHIBIT A
SCOPE OF WORK
The Scope of Work is to be performed and documented in compliance with the monthly program
activities and quarterly effectiveness measurement reports outlined in exhibits D and E.
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Exhibit B
Budget
FORT'WORTH
CRIME CONTROL
&PRMIMON Dim=
Exhibit B
Budget Summary
Fiscal Year 2017
D=CT PROGRAM COSTS(90%Minimum) Totat $132,990.00
A.PERSONNEL
Director(1)-$41,000.00*70% $28,700.00
Assistant Director(1)-$21,840.00*70% $15,288.00
Program Director(1)-$45,000.00*20% $9,000.00
EEP Instructors(4)-$10,000.00* 80% $32,000.00
EEP Instructor(1)-$4,500.00 * 80% $3,600.00
EEP Instructors(2)-$2,150.00* 80% $3,440.00
ACT III Instructor(1)-$10,000.00*80% $8,000.00
Custodian/Driver(1)-$19,944.00*50% $9,972.00
__ - - - -
-PERsoNNEL-TOTAL:=-L,. _ -=- ----- . _ - -- --- __ _-- ---
--$1x0;000.00
B.FRINGE BENEFITS
FICA-$110,000*7.65%*78.4% $6,598.00
FRINGE BENEFITS TOTAL $6,598.00
C.TRAVEL AND TRAINING
None
TRAVEL AND TRAINING-TOTAL _ $0.00
D.EQUIPMENT
EQUIPMENT TOTAL $0.00
E.SUPPLIES
Office Supplies $1.00
Teaching Aids $1.00
-SUPPLIES TOT--AL _ - = -.. -- - _ -- $2.00
F.CONTRACTS/CONSULTANTS
Educational Specialists $16,390.00
937 hours * $25.00/hour* 70%
CONTRACTS/CONSULTANTS TOTAL--_._ _ ' :$16,390;00
G. OTHER APPROVED
None
-OTHER APPROVED TOTAL - $0.00
INDIRECT PROGRAM COSTS 10%-Maximum Total $0.00
A.PERSONNEL
None
PERSONNEL TOTAL: $0.00
B.FRINGE BENEFITS
None
FRINGE BENEFITS TOTAL $0.00
FY 2017 Interlocal Agreement Safe Haven-Bethlehem Community Center
City of Fort Worth&United Community Center Page 16 of 28
FORT WORTH
CRIME CONTROL
&PREVENnoN DIS7mILT
C.TRAVEL AND TRAINING
None
TRAVEL AND TRAINING TOTAL $0.00
D.EQUIPMENT
None
EQUIEPMENT TOTAL $0.00
E.SUPPLIES
None
-;SUPPLIES TOTAL _- -- -- - - - --- --- — - $0:00
F. CONTRACTS/CONSULTANTS
None
CONTRACTS/CONSULTANTS_TOTAL $0.00
G. OTHER APPROVED
None
OTHER APPROVED TOTAL $0.00
.GRAND-TOT-AL - - -- - $132;990.00
FY 2017 Interlocal Agreement Safe Haven-Bethlehem Community Center
City of Fort Worth&United Community Center Page 17 of 28
Exhibit B
BUDGET NARRATIVE FISCAL YEAR 2017
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.
INDIRECT COSTS CANNOT EXCEED 10% OF THE APPROVED BUDGET
DIRECT PROGRAM COSTS (90% Minimum):
A.Personnel:
Salaries ($110,000.00)All personnel work at Bethlehem Center 100%with the exception
of the Program Director who works 20% of the time at Bethlehem Center.
Director of the Center has a bachelor's degree and is an experienced teacher and coach.
He will be focused on grant activities working with instructors in classroom, working
with parents and schools in partnership to ensure successful outcomes for students,
working with educational consultant to ensure quality instruction and curriculum, and
ensuring that Center remains safe and attractive environment conducive to growth and
development of students. (70.0%of salary to grant)
Assistant Director, an experienced instructor and a Center office manager, assists
Director with activities outlined above, including daily interaction with students and
parents at the front desk, keeps everyone and everything on schedule, and is in charge of
the Center whenever the Director is not at Bethlehem Center. The Assistant Director
ensures that nutritious meals are served to all students. The Assistant Director ensures
that all staff and volunteers follow safety guidelines and procedures. (70.0%to grant)
Program Director together with the ACT III Instructor works directly on curriculum and
instruction of students and deals with the special challenges of the youth as they
transition through adolescence to becoming young adults. (ACT III stands for Awareness
Changes for Tomorrow in Self, Family and Community) provides activities that lead to
the positive academic, social/emotional and physical development of youth See Exhibit A
Scope of work for more detail. Program Director ensures records are kept appropriately
on ACT III students and monitors student progress. Program Director also ensures
compliance and quality control for our educational enrichment program and works with
Director, Educational Specialists, to ensure program success. In addition Program
Director ensures compliance with State licensing requirements for after-school care.
(20.0%to grant)
ACT III Instructor works directly on curriculum and instruction of students and deals
with the special challenges of the youth as they transition through adolescence to
becoming young adults. (ACT III stands for Awareness Changes for Tomorrow in Self,
Family and Community) provides activities that lead to the positive academic,
social/emotional and physical development of youth. (80%to grant)
FY 2017 Interlocal Agreement Safe Haven-Bethlehem Community Center
City of Fort Worth&United Community Center Page 18 of 28
Educational Enrichment Program (EEP) Instructors implement guided reading program
components, prepare and implement lesson plans, manage classroom behavior, provide
caring and nurturing environment, and ensure safe environment. (80%to grant)
Custodian ensures center is clean and safe. The custodian also functions as a driver to
transport students from schools. Makes sure food is received and stored for meals.
Works to ensure that all maintenance items are reported for follow-up. Does safety
checks on vehicles. (50%to grant)
'Safe Haven Salary Budget Grant Grant
Salaries Hours
Director $41,000.00 ' 70% $ 28,700.00 1,456
Assistant Director: $21,840.00 I 70%1
$ 15 288.00 ,, 1456
'Program Director $45,000.00 20% $ 9,000.00 : 416
EEP Instructor ! $10,000.00 ' 80%i $ 8,000.00 800
EEP Instructor $10,000.00 80%1 $ 8,000 00 800 i
E E P I nstructo r $10000.00 ; 80% $ 8,00000 ; 800j
EEP Instructor $10,000.00 80% $ 8,000.00 800 I
E E P I nstructo r $ 4,500.00 `: 80%i $ 3,600.00 ` 360
EEP Instructor $ 2,150.00 ; 80% $ 1,720.00 172
;EEP Instructor $ 2,150.00 1 80% $ 1,720.00 172
ACT III Instructor j $10,000.00 80% $ 8,000.00 800 I
Custodian/Driver $19,944.00 ' 50% $ 9,972.00 !, 1,000
:Total $110,000.00 9,032
B. Fringe Benefits ($6,598.00)Mandatory employer paid FICA on salaries
110,000 x 7.65% x 78.4% charged to grant=6,598.00
C. Travel and Training
D. Equipment:
E. Supplies ($2.00) Office Supplies and Teaching Aids
F. Contracts/Consultants: ($16,390.00) Contracts are with Educational Consultants, literacy
coaches and professional educators with more than 50 years of experience, who work directly
with teachers and staff including training, modeling lessons, helping with lesson plans, and
testing of students. The consultants test each student to place student in appropriate small
reading group and then test at end of school year to measure outcome of educational program.
Also the consultants communicate with parents, and school personnel to enhance a partnership
that leads to academic success for students.
936.55 hours x 25.00 per hour x 70% charged to grant=$16,390.00
FY 2017 Interlocal Agreement Safe Haven-Bethlehem Community Center
City of Fort Worth&United Community Center Page 19 of 28
INDIRECT COSTS (10%Maximum):
A. Personnel:
B. Fringe Benefits:
C. Travel and Training:
D. Equipment:
E. Supplies:
F. Contracts/Consultants:
G. Other Approved:
FY 2017 Interlocal Agreement Safe Haven-Bethlehem Community Center
City of Fort Worth&United Community Center Page 20 of 28
Exhibit C
Request for
Reimbursement
WORTH. Request
c
ORT W
Request fm'Reimbursement(RFR)
FY 2017
CR16I6 CONTROL.
AND PREVENTION DISTRICT
Submit To: Submitting Agency:
Bob Bolen Public Safety Complex Contact Name:
Attn:Tiffany Hayes Phone Number:
Program Support Division Email:
505 West Felix St. Remit Address:
Fort Worth,TX 76115
Invoice Number:
Month of Request:
DIRECT COSTS(90%Minimum)
A B C D
Total orPrevious +C
Budget Category Budget Amount Reimbursements This Month's Total Requested !gAvailable
Requested Request To-Date A Personnel _S 410,060.00 $ -B Fringe Benefits S 6,598.00 S - , .
C Travel&Training S _ - S _ - - S_- _ -
D Equipment S _-- S.— — — - S-:-- _—
E Supplies S 2.06 S - _ _ - S_ 2,00
F Contracts/Consultants .S 16,396.00 S - - S 16,390.00
Total Direct Costs S--:- 432,990.00. S - S - S _- S _ 132;990,00
INDIRECT COSTS(10%Maximum)
B -C-- -- -- D E.
TotalorPrevimsB+C A-D
Budget Category BudgetAmount Reimbursements This Month's Toml Requested Remaining Balance
Requested Request To-Date Available
A Personnel $ __ -_ - S -
B FringeBenefsts S S
C Travel&Training - -
D Equipment -.- S -- - - S
E iSupplies S - S
F Contracts/Consultants - S - -S _
Total InDirect Costs S_.._ S - S S____ - _. S
supporting documents required with monthly requests. Summary:
This includes,timesheets depicting CCPD funded activities, Total Budget: S 132,990.00
copy of paychecks,invoices and receipts detailing all CCPD Previous Requests: S funded expenditures. Ttvs Request S
Total Requested To-Date S
Remaining Funds S 132,490.00
1 have reviewed this request and certify that these listed expenses and support documentation are accurate.
Authorized Signatory Signatory Title Date
--- FiscaLAgentZJse.Only
_.. Purchase OrderH _,_:.. Fund_.:__ Dept ID Accmuu::
RFR Apprared For Pnpntent
Grant StafTSignature Date
Finance Received Stamp Placed Below
117 Intedocal Agreement Safe Haven-Bethlehem Community Center Page 22 of 28
I Fort Worth United Community Center
Exhibit D
Program Activities
Report
FORTNORTH
CRIME COWROL
&PnwrmON Dls-micr
Exhibit D
Fiscal Year 2017
Monthly Program Activities Report
Current Reporting Month
Submitting Agency United Community Center,Inc.
Contact Name Don Campion
Phone Number and Email 817-927-5556 dcampion@unitedcommunitycenters.org
Remit Address 1200 E. Maddox Ave.
Activity Current To Date Year
- Month Total End
Total Goal
1 Number of new unduplicated student participants in the Educational
Enrichment Program,including Summer Enrichment Program participants. 195
2 Number of hours student participants spend in Educational Enrichment
Program activities during the school year. 10,333
3 Number of hours student participants spend in Summer Enrichment
Program activities during summer months 4,000
4 Number of unduplicated student participants in the ACT III program.
122
5 Number of hours student participants spend in the ACT III program.
3,000
6
7
8
I have revieived this report and certify that the measures provided are accurate and appropriately reflect the
CCPD goals set forth in the contract.
Authorized Signatory Signatory Title Date
FY 2017 Interlocal Agreement Safe Haven-Bethlehem Community Center
City of Fort Worth&United Community Center Page 24 of 28
Exhibit E
Program Effectiveness
Measurement Report
FORT WORTH
CIMS:ComnoL
&PREVENTION DtsTR=
Exhibit E
Fiscal Year 2017
Quarterly Program Effectiveness Measurement Report
Current Reporting Quarter
Submitting Agency United Community Centers, Inc.
Contact Name Don Campion
Phone Number and Email 817-927-5556 dcampion@unitedcommunityicenters.org
Remit Address 1200 E Maddox Ave. Fort Worth,TX 76104
Please include outcome narrative that describes how measure was accomplished for each quarter.
Effectiveness Measures.and Quarterly Outcomes
Measure 1 70% of Kindergarten through fourth grade students attending at least 80% of the time increased at
least three reading levels during the grant year.
Outcome
Measure 2 70% of fifth through eighth grade students attending at least 80% of the time increased at least two
reading levels during the grant year.
Outcome
Measure 3 70% of students reading three levels or more below grade level attending at least 80%of the time
increased at least two reading levels during the grant year.
Outcome
Measure 4 80% of Summer Enrichment Program students attending at least 80% of the time maintained or
improved their reading level during the summer months.
Outcome
Measure 5 70%of youth who attend at least 80% of the time show a 10%increase in resilience over the grant
year using the Wagnild —Young resilience scale on a pre and post-test basis .
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
3rd Quarter(Apr-June) due July 15 4th Quarter(Jul-Sep)due October 15
FY 2017 Interlocal Agreement Safe Haven-Bethlehem Community Center
City of Fort Worth&United Community Center Page 26 of 28
Exhibit F
Request for Budget
Modification
FORT WORTH
CRIME COMMOL
&PREwNrioN DIsrRlcr
• 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-Narrative(describe iii detail what change-is=for)
I have reviewed this request and certify that the listed modifications are correct.
Authorized Signatory Signatory Title Date
FWPD STAFF USE ONLY
Q Modification Approved Q Modification NOT Approved
FWPD Staff Signature Date
FY 2017 Interlocal Agreement Safe Haven-Bethlehem Community Center
City of Fort Worth&United Community Center Page 28 of 28
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 9/20/2016
DATE: Tuesday, September 20,2016 REFERENCE NO.: **C-27933
LOG NAME: 35UNITED COMMUNITY CENTERS SAFE HAVEN YOUTH PROGRAM FY17
SUBJECT:
Authorize Execution of Agreement with United Community Centers,Inc., in
the Amount of$132,990.00 for the Operation of a Safe Haven Youth Program
at the Bethlehem Community Center Located at 970 East Humbolt Street for
Fiscal Year 2017(CCPD Funded) (COUNCIL DISTRICT 8)
RECOMMENDATION:
It is recommended that the City Council
authorize the execution of an Agreement with
United Community Centers,Inc.,in the
amount of$132,990.00 for the operation of a
Safe Haven Youth Program at the Bethlehem
Community Center for Fiscal Year 2017.
DISCUSSION:
Youth Safe Havens are places where children
in targeted neighborhoods can play and learn
with other children without fear of being
victims of a crime. The original Safe Haven
Program was operated in the southeast part
of Fort Worth and was later expanded to
other neighborhoods in Fort Worth. The Safe
Haven Youth Program at the Bethlehem Center
is a prevention program operated by the
United Community Center. The program
provides after school programming for
at-risk children and youth. The program also
seeks to address factors that lead to
at-risk behavior at home and school. During
the course of the year, a typical
participant will spend more than 1,000 hours
participating in cultural, sport and
educational activities. The participating
children and youth primarily live in the
76104 zip code,which is located in Council
District 8.
This Agreement will be effective October 1,
2016 through September 30,2017.
FISCAL INFORMATION/CERTIFICATION:
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.
FUND IDENTIFIERS (FIDsL
TO
Department Account Project Program Activity Budget Reference# Amount
Fund ID ID year (Chartfield 2)
FROM
Department Account Project Program Activity Budget Reference Amount
#
Fund ID ID year (Chartfield 2)
CERTIFICATIONS:
Submitted for City Manager's Office by: Valerie Washington (6199)
Originating Department Head: Joel Fitzgerald (423 1)
Additional Information Contact: James Rodriguez (4286)
ATTACHMENTS
1. FID Transaction.pdf (CFw Intemal)
2. SAM.pdf (Public)
3. UCC-Form 1295 Safe Haven.pdf (Public)
y
C - 27933
CERTIFICATE OF INTERESTED PARTIES
FoRm 1295 �
refs
Complete Nos,1-4 and 6 if there are interested parties. OFFICE USE ONLY
Complete Nos.a.,2,3,5,and 6 if there are no interested parties. CERTIFICATION OF FILING
1 Name of business entity filing form,and the city,state and country of the business entity's place Certificate Number.'
of business. 2016.98705
United Community Centers, Inc.
Fort Worth,TX United States Date Filed;
2 Name of governmental entity or state agency that is a party to the contract for which the form is 08/12/2016
being filed,
City of Fort Worth Date Acknowledged-
3 Provide the identification number used by the governmental entity or state agency to track or identify the contract,and provide a
description of the services,goods,or other property to be provided under the contract.
Safe Haven FY 17
Contract for crime prevention program
I
4
Nature of interest
Name of Interested Party City,State,Country(place of business) (check applichble)
Controlling Intermediary
Rossi,Mae Fort Worth,TX United States X-
Simpson,Margie Fort Worth,TX United States X
Smiley,Kevin Fort Worth,TX United.States X
Malloy,Michael Fort Worth,TX United States X..
Campion,Donald Fort Worth,TX United States X. W
Esparxa,Celia Fort Worth,TX United States X
1
5 Check only if there is NO Interested Party.
El
6 AF AV I swear,or affirm,under penalty of perjury,that the above disclosure is true and correct. r
ELI2A6ETIf ASHLEY JOHNSON
My,C,omrrij�sfon Expires
6� 01J t f9;?016
OF
Signature of duWoriieV agen of contracting business entity: .
AFFIX NOTARY STAMP 1 SEAL A13OVE
i
Sworn to and subscribed before me,by the said C ' �. _,this the y day of_a uq w,
20 1(0 ,to certify which,witness my hand and seal of office, ff
r b h h iem Rj?t�L, t
Signature of o f&fTadministering oath Printed name o fficer administering oath Tit of officer administering oath a
r
Forms provided by Texas Ethics Commission www,ethics,state,tx.us Version V1.0.277
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