HomeMy WebLinkAboutContract 49730 CITY SECRETARY
CONTRACT NO.
INTERLOCAL AGREEMENT
BETWEEN
CROWLEY INDEPENDENT SCHOOL DISTRICT
AND THE CITY OF FORT WORTH
In consideration of the mutual covenants, promises, and agreements contained herein, this
INTERLOCAL AGREEMENT ("Agreement") is made and entered into between CITY OF
FORT WORTH, a home rule municipal corporation of the State of Texas, ("City") acting by
and through Valerie R. Washington, its duly authorized Assistant City Manager, and
CROWLEY INDEPENDENT SCHOOL DISTRICT, hereinafter referred to as
("Contractor") acting by and through Dr. Patricia Linares, Interim Superintendent, its duly
authorized representative.
RECITALS
WHEREAS, City has determined that After School Programs are necessary to
support crime prevention in the City during Fiscal Year 20P to meet the Crime Control and
Prevention District ("CCPD") goals which include (1) supporting efforts to reduce violent
crime and gang-related activities through enhanced enforcement activities and crime
prevention programs, (2) supporting efforts to increase the safety of residents and decreasing
crime throughout Fort Worth neighborhoods, and (3) supporting efforts to increase the safety
of youth and reducing juvenile crime through crime prevention and intervention programs;
and
WHEREAS, City Council of Fort Worth and the Crowley Independent School
District Board of Trustees have determined that the security and well-being of students at
middle and elementary schools during after-school hours of 3:00 PM to 6:00 PM are of prime
importance; and
WHEREAS, City and the Contractor agree that the activities of elementary and
middle school children during these critical hours are of paramount importance to both
government entities; and
WHEREAS, Contractor proposes to continue an After School Program, the Crowley
Independent After School Program (CISD After School Program) in conjunction with City.
NOW, THEREFORE, in consideration of the mutual covenants herein expressed,
the parties agree as follow:
AGREEMENT DOCUMENTS QM 2 3 4
The Agreement documents shall include the following: ti R <P
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OFFICIAL. RECORD ci�y `�X1717
FY 2018 Interlocal Agreement After School Program CITY SECRETARY �° C)ys�C��q��9ty ^;
City of Fort Worth&Crowley Independent School District FT. WORTH,TX 9s age 1 of 21 �a
1. This Interlocal Agreement for the CISD After School Program
2. Exhibit A— Scope of Work
3. Exhibit B —Budget
4. Exhibit C —Request for Reimbursement
5. Exhibit D—Program Activities Report
6. Exhibit E—Program Effectiveness Measurement Report
7. Exhibit F—Request for Budget Modification
Exhibits A through F, which are attached hereto and incorporated herein, are made a part of
this Agreement for all purposes. In the event of any conflict between the terms and
conditions of Exhibits A through F, and the terms and conditions set forth in the body of this
Agreement, the terms and conditions set forth in the body of this of Agreement shall control.
The term"City" shall include City, and its officers, agents, employees, and representatives.
The term "Contractor" shall include Contractor, and its officers, agents, employees,
representatives, servants, contractors, and subcontractors.
The term "Party" shall refer to either City or Contractor.
The term "Parties" shall refer to both City and Contractor.
AGREEMENT
1. Responsibilities of Contractor. Contractor covenants and agrees to fully perform, or
cause,to be performed, with good faith and due diligence, all work and services described in
Exhibit "A" —Scope of Work. Contractor shall be responsible for day-to-day administration
of the CISD After School Program. Contractor agrees to expend the Program Funds in
accordance with its CISD After School Program budget, described in Exhibit "B" —Budget.
Program activities shall be reported in accordance with Exhibit "D" — Program Activities
Report and effectiveness measurements shall be reported in accordance with Exhibit "E"
Program Effectiveness Measurement Report.
2. Program Funds.
2.1 In no event shall the total distribution from City made to the Contractor during the
term of this Agreement exceed the total sum of$125,000.00.
2.2 Payment of the Program Funds from City to Contractor shall be made on a cost-
reimbursement basis following receipt by City from Contractor of a signed Request for
Reimbursement ("RFR"), as described in Exhibit "C," and copies of all receipts and support
documentation. Contractor shall deliver to City a written detailed Program Activities Report
and Program Effectiveness Measurement Report as described in Section 4.2 below with each
RFR to support expenditure of Program Funds. Such reports shall be signed by the
Contractor or duly authorized officer of the Contractor. The RFR and monthly Program
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City of Fort Worth&Crowley Independent School District Page 2 of 21
Activities Report shall be submitted to City no later than the 15`h day following the end of the
month. Submittal of a monthly RFR and Program Activities Report is required even if
services are not provided.
Contractor must submit the monthly RFR (Exhibit "C"), the monthly Program Activities
Report (Exhibit "D") and the Quarterly Program Effectiveness Measurement Report (Exhibit
"E") with an original signature by an authorized representative to the Financial Management
Division — Grant and Program Section of the Fort Worth Police Department, ATTENTION:
Grant Specialist, Bob Bolen Public Safety Complex, 505 W. Felix St., Fort Worth, Texas,
76115. Reimbursements will not be made until after receipt of an acceptable and approved
RFR and a monthly Program Activities Report. Additionally, a quarterly Program
Effectiveness Measurement Report from the Contractor is required as described in section
4.2 and must be approved prior to reimbursements. Reimbursements shall be made within 30
days receipt of said documents.
2.3 Contractor is authorized to modify up to five (5) percent of any budgeted line-
item in the original approved budget without prior written permission from City. However,
Contractor must submit the Budget Modification Form (Exhibit "F") to City, with the
monthly RFR, in the month when the modification took place. The new modified budget
cannot exceed the total amount of Program Funds.
2.4 Any modifications of more than five (5) percent of any budgeted line-item in the
original approved budget must have prior written permission from City before any budget
modification are made. The Budget Modification Form (Exhibit "F") must be submitted, and
request must be approved by City, before any money is moved to the line-item. Once the
Budget Modification is approved, the modified budget will take effect on the first day of the
following month. The new modified budget cannot exceed the total amount of Program
Funds.
2.5 Any modifications to zero line-items in the original approved budget must have
prior written permission from City before any budget modifications are made. The Budget
Modification Form (Exhibit "F") must be completed and approved by City before money is
transferred into the new line-item. Once the Budget Modification is approved, the modified
budget will take effect on the first day of the following month. The new modified budget
cannot exceed the total amount of Program Funds.
2.6 Budget modification can only occur within the Direct and Indirect costs. Funds
may not be moved from a Direct line-item into an Indirect line-item, or vise versus.
Modification of Direct and Indirect approved budgets must follow the guidelines outlined in
sections 2.3, 2.4. and 2.5.
The Budget Modification Form (Exhibit "F") shall be submitted to the Financial
Management Division — Grant and Program Management Section of the Fort Worth Police
Department, ATTENTION: Grant Specialist, Bob Bolen Public Safety Complex at 505 W.
Felix St., Fort Worth, Texas, 76115.
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City of Fort Worth&Crowley Independent School District Page 3 of 21
3. Term. This Agreement shall commence upon October 1, 2017 ("Effective Date"), and
shall end on September 30, 2018 ("End Date"). All of Contractor's expenditures under this
Agreement must be completed no later than September 30, 2018.
4. Program Performance.
4.1 Contractor agrees to maintain full documentation supporting the performance of
the work and fulfillment of the objectives set forth in Exhibit"A."
4.2 Contractor agrees to provide a monthly Program Activities Report and quarterly
Program Effectiveness Measurement Report to document the performance of the work
described in Exhibit "D" and Exhibit "E," respectively. The Program Activities and
Effectiveness Measurements shall document the program activity names, numbers of
participants attending, details of the activities, and a description of the goals achieved in
support of the CCPD goals. Program Effectiveness Measurement shall be reported on a
quarterly basis and included in the January, April, July, and October RFR and Program
Activities Report submittals. Additionally, the Program Effectiveness Measurement Report
must include any successes realized in descriptive detail. The monthly Program Activities
and quarterly Program Effectiveness Measurement Reports shall be submitted to City no later
than the 15`h day after the end of each month.
4.3 Contractor agrees that the monthly RFR and Program Activities Report and
quarterly Program Effectiveness Measurement Report will be submitted to City no later than
the 15`h day after the end of each month. Should Contractor not meet these requirements,
Contractor will be given an additional 15 days to submit the required reports to City. If, at
the end of this 15-day extension period, Contractor has not submitted the required reports,
City will send a non-compliance letter notifying Contractor's duly authorized representative
of a possible suspension of program funding.
5. Default and Termination.
5.1 This Agreement is wholly conditioned upon the actual receipt by City of Program
Funds from the CCPD. All monies distributed to Contractor hereunder shall be exclusively
from monies received from the CCPD, and not from any other monies of City. In the event
that funds from the CCPD are not timely received, in whole or in part, City may, at its sole
discretion, terminate this Agreement and City shall not be liable for payment for any work or
services performed by Contractor under or in connection with this Agreement.
5.2 This Agreement may be terminated by City, in whole or in part, at any time and
for any reason upon written notice as specified in section 5.3.
5.3 Termination will be effected by delivering to Contractor a notice of termination,
specifying the portion of the Agreement affected and the effective date of termination. Upon
Contractor's receipt of notice of termination, Contractor shall:
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(a) Stop work under the Agreement on the date and to the extent specified in the notice of
termination;
(b) Place no further order or subcontracts, except as may be necessary for completion of the
work not terminated;
(c) Terminate all orders and contracts to the extent that they relate to the performance of the
work terminated by the notice of termination; and
(d) Cease expenditures of Program Funds, except as may be necessary for completion of the
work not terminated.
5.4 In the event City suspends or terminates this Agreement for cause, and the cause
for such suspension or termination is determined to be invalid, the Contractor's sole remedy
shall be reinstatement of this Agreement. Contractor expressly waives any and all rights to
monetary damages, including but not limited to actual, consequential, and punitive damages,
court costs, and attorney's fees.
5.5 Within thirty (30) days following the date of termination of this Agreement,
Contractor shall return to City any property provided hereunder. City will have no
responsibility or liability for Contractor's expenditures or actions occurring after the effective
date of termination of the Agreement.
6. Equipment and Maintenance. All equipment purchased with Program Funds must
meet all eligibility requirements of City and requires approval by the City prior to purchase.
Contractor shall maintain all equipment used in the administration and execution of the CISD
After School Program. Contractor shall maintain, replace, or repair any item of equipment
used in support of the CISD After School Program and/or for use under the terms of this
Agreement that no longer functions or is lost or stolen. The cost for maintenance,
replacement, or repair of any equipment used in support of the after school program and/or
for use under the terms of this Agreement is the sole responsibility of Contractor. Contractor
shall not use Program Funds or City funds to repair or replace said equipment. Contractor
shall use any and all equipment purchased with Program Funds exclusively in support of the
CISD After School Program. Within 10 days following the purchase of equipment,
Contractor shall submit to City a detailed inventory of all equipment purchased with Program
Funds to the Grants and Program Management Section at the address set forth in paragraph
2.2 above. The equipment inventory shall include an itemized description of each piece of
equipment, the date each piece of equipment was purchased, the cost of purchase for each
piece of equipment, and the location of each piece of equipment.
7. Administrative Requirements.
7.1 Contractor agrees to keep sufficient records to document its adherence to
applicable local, state, and federal regulations, along with documentation and records of all
receipts and expenditures of Program Funds. All records shall be retained for three (3) years
following the termination or completion of this Agreement. City or its representatives shall
have the right to investigate, examine, and audit at any time any and all such records relating
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City of Fort Worth&Crowley Independent School District Page 5 of 21
to operations of Contractor under this Agreement. Contractor, its officers, members, agents,
employees, and subcontractors, upon demand by City, shall make such records readily
available for investigation, examination, and audit. In the event of such audit by City, a
single audit of all Contractors' operations will be undertaken and may be conducted either by
City or an independent auditor of City's choice. Contractor shall submit a copy of any audit
performed by their independent auditor within 30 days of receipt of the final audit report.
This provision shall survive the expiration or termination of this agreement.
7.2 If any audit reveals a questioned practice or expenditure, such questions must be
resolved within fifteen (15) days after notice to Contractor by City. If questions are not
resolved within this period, City reserves the right to withhold further funding under this
and/or future agreement(s) with Contractor.
7.3 If, as a result of any audit, it is determined that Contractor misused, misapplied, or
misappropriated all or any part of the Program Funds, Contractor agrees to reimburse City
the amount of such monies so misused, misapplied, or misappropriated, plus the amount of
any sanction, penalty, or other charge levied against City because of such misuse,
misapplication, or misappropriation. This provision shall survive the expiration or
termination of this agreement.
7.4 Contractor's obligation to City shall not end until all closeout requirements are
completed. Activities during this closeout period shall include, but are not limited to:
providing final Program Activities Report and Program Effectiveness Measurement Reports,
making final payments, disposing of CISD After School Program assets, if deemed required
by City in its sole discretion.
7.5 Contractor covenants and agrees to fully cooperate with City in monitoring the
effectiveness of the services and work to be performed by Contractor under this Agreement,
and City shall have access at all reasonable hours to offices and records of the Contractor, its
officers, members, agents, employees, and subcontractors for the purpose of such monitoring.
8. Independent Contractor.
8.1 Contractor shall operate hereunder as an independent contractor and not as an
officer, agent, or servant or employee of City. Contractor shall have exclusive control of,
and the exclusive right to control, the details of the work and services performed hereunder,
and all persons performing same, and shall be solely responsible for the acts and omissions of
its officers, members, agents, servants, employees, subcontractors, program participants,
licensees, or invitees. The doctrine of respondent superior shall not apply as between City
and Contractor, its officers, members, agents, servants, employees, subcontractors, program
participants, licensees, or invitees, and nothing herein shall be construed as creating a
partnership or joint enterprise between City and Contractor. No federal, state, or local income
tax, nor any payroll tax of any kind, shall be withheld or paid by the City on behalf of
Contractor. Contractor shall not be treated as an employee with respect to the services
performed pursuant to this Agreement for federal or state tax purposes. It is expressly
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City of Fort Worth&Crowley Independent School District Page 6 of 21
understood and agreed that officers, members, agents, employees, subcontractors, licensees,
or invitees of the Contractor, and any program participant hereunder are not eligible for, and
shall not participate in any employer pension, health, or other fringe benefit plan provided by
City. It is expressly understood and agreed that City does not have the legal right to control
the details of the tasks performed hereunder by Contractor, its officers, members, agents,
employees, subcontractors, program participants, licensees, or invitees.
8.2 City shall in no way nor under any circumstances be responsible for any property
belonging to Contractor, its officers, members, agents, employees, subcontractors, program
participants, licensees, or invitees, which may be lost, stolen, destroyed, or in any way
damaged.
9. Liability.
To the extent allowed by law, each of the parties shall be liable and responsible for any
damages or loss caused by the negligent acts or omissions, or malfeasance or intentional
misconduct of each of its respective officers, agents, servants, or employees. Nothing in the
performance of this Agreement shall impose any liability for claims against District, other
than claims that may arise as set forth in this section and Section 12, or for claims which the
Texas Tort Claims Act may impose liability. Nothing in the performance of this Agreement
shall impose any liability for claims against the City of Fort Worth other than claims that
may arise as set forth in this section or for which liability may be imposed by the Texas Tort
Claims Act.
Contractor shall require all of its subcontractors to include in their subcontracts a release
and indemnity in favor of City in substantially the same form as above.
This section shall survive the expiration or termination of this Agreement.
10. Non-AssiEnment. No assignment or delegation of duties under this Agreement by
Contractor shall be effective without City's prior written approval.
11. Prohibition Against Interest.
11.1 No member, officer, or employee of City, or its designees or agents; no member
of the governing body of the locality in which the CISD After School Program is situated;
and no other public official of such locality or localities who exercises any functions or
responsibilities with respect to the CISD After School Program during his tenure or for one
year thereafter, shall have any interest, direct or indirect, in any contract or subcontract, or
the proceeds thereof, for work to be performed hereunder. Contractor shall incorporate, or
cause to be incorporated, like language prohibiting such interest, in all contracts and
subcontracts hereunder.
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City of Fort Worth&Crowley Independent School District Page 7 of 21
11.2 No officer, employee, member, or program participant of Contractor shall have a
financial interest, direct or indirect, in this Agreement or the monies transferred hereunder, or
be financially interested, directly or indirectly, in the sale to Contractor of any land,
materials, supplies, or services purchased with any funds transferred hereunder, except on
behalf of Contractor, as an officer, employee, member, or program participant. Any willful
violation of this paragraph with the knowledge, expressed or implied, of Contractor or its
subcontractors, shall render this Agreement voidable by City of Fort Worth.
12. Nondiscrimination.
12.1 In accordance with the federal, state, and local laws and ordinances, Contractor
covenants that neither it nor any of its officers, members, agents, employees, program
participants, or subcontractors, while engaged in performing this Agreement shall in
connection with the employment, advancement, or discharge of employees, in connection
with the terms, conditions or privileges of their employment, discriminate against persons
because of their age, except on the basis of a bona fide occupational qualification, retirement
plan, statutory requirement, or statutory or ordinance exception.
12.2 Contractor will not unlawfully discriminate against any person or persons because
of age, race, color, religion, sex, disability, national origin, or sexual orientation, nor will
Contractor permit its officers, members, agents, employees, subcontractors, or program
participants to engage in such discrimination.
12.3 If any claim arises from an alleged violation of this non-discrimination covenant
by Contractor, its personal representatives, assigns, subcontractors or successors in interest,
Contractor agrees to assume such liability and to indemnify and defend City and hold City
harmless from such claim.
This section shall survive the termination or expiration of this agreement.
13. Compliance.
13.1 Contractor, its officers, members, agents, employees, program participants, and
subcontractors, shall abide by and comply with all laws, federal, state, and local, including all
ordinances, rules, and regulations of City. If City calls to the attention of Contractor in
writing to any such violation on the part of Contractor or any of its officers, members, agents,
employees, subcontractors, or program participants, then Contractor shall immediately desist
from and correct such violation.
13.2 Contractor shall utilize Program Funds strictly for those purposes and goals
intended under the terms and conditions of this Agreement. If City calls the attention of
Contractor in writing to any such violations on the part of Contractor or any of its officers,
members, agents, employees, program participants, or subcontractors, then Contractor shall
immediately desist from and correct such violation.
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City of Fort Worth&Crowley Independent School District Page 8 of 21
14. Waiver of Immunity. If Contractor is a charitable or nonprofit organization and has or
claims an immunity or exemption (statutory or otherwise) from and against liability for
damages or injury, including death, to persons or property, Contractor hereby expressly
waives its rights to plead defensively such immunity or exemption as against City. This
section shall not be construed to affect either governmental entity's immunities under
constitutional, statutory, or common law.
15. Insurance Requirement.
15.1 Contractor shall procure and shall maintain during the term of this Agreement the
following insurance coverage:
(a) Commercial General Liability(CGL): $1,000,000 per occurrence, with a $2,000,000.00
annual aggregate limit, in a form that is acceptable to the City's Risk Manager.
(b) Non-Profit Organization Liability or Directors & Officers Liability: $1,000,000 per
occurrence, with a $1,000,000 annual aggregate limit, in a form that is acceptable to the
City's Risk Manager.
(c) Automobile Liability: $1,000,000 each accident on a combined single limit basis OR
split limits are acceptable if limits are at least $250,000 Bodily Injury per person,
$500,000 Bodily Injury per accident and $100,000 Property Damage.
(d) Any other insurance the City may reasonably require to protect the interests of the City.
15.2 Contractor's insurer(s) must be authorized to do business in the State of Texas for
the lines of insurance coverage provided and be currently rated in terms of financial strength
and solvency to the satisfaction of the City's Risk Manager.
15.3 Each insurance policy required herein shall be endorsed with a waiver of
subrogation in favor of the City. Each insurance policy required by this Agreement, except
for policies of worker's compensation or accident/medical insurance shall list the City as an
additional insured. City shall have the right to revise insurance coverage requirements under
this Agreement.
15.4 Contractor further agrees that it shall comply with the Worker's Compensation
Act of Texas and shall provide sufficient compensation insurance to protect Contractor and
City from and against any and all Worker's Compensation claims arising from the work and
services provided under this Agreement.
16. Miscellaneous Provisions.
16.1 The provisions of this Agreement are severable, and, if for any reason a clause,
sentence, paragraph, or other part of this Agreement shall be determined to be invalid by a
court or Federal or state agency, board, or commission having jurisdiction over the subject
matter thereof, such invalidity shall not affect other provisions which can be given effect
without the invalid provision.
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City of Fort Worth&Crowley Independent School District Page 9 of 21
16.2 City's failure to insist upon the performance of any term or provision of this
Agreement or to exercise any right herein conferred shall not be construed as a waiver or
relinquishment to any extent of City's right to assert or rely upon any such term or right on
any future occasion.
16.3 Should any action, whether real or asserted, at law or in equity, arise out of the
execution, performance, attempted performance, or non-performance of this Agreement,
venue for said action shall lie in state courts located in Tarrant County, Texas or the United
States District Court for the Northern District of Texas, Fort Worth Division.
16.4 Contractor represents that it possesses the legal authority, pursuant to any proper,
appropriate, and official motion, resolution, or action passed or taken, to enter into this
Agreement and to perform the responsibilities herein required.
16.5 This written instrument and Exhibits A through F, constitute the entire agreement
between the parties concerning the work and services to be performed hereunder, and any
prior or contemporaneous, oral or written agreement which purports to vary from the terms
hereof shall be void. Any amendments to the terms of this Agreement must be in writing and
must be signed by authorized representatives of each party.
16.6 All notices required or permitted by this Agreement must be in writing and are
deemed delivered on the earlier of the date actually received or the third day following (i)
deposit in a United States Postal Service post office or receptacle; (ii) with proper postage
(certified mail, return receipt requested); and (iii) addressed to the other party at the address
as follows or at such other address as the receiving party designates by proper notice to the
sending party:
CITY: Valerie R. Washington, Assistant City Manager
City Manager's Office
City of Fort Worth
200 Texas Street
Fort Worth, TX 76102
Copies To: Grant and Program Management
Bob Bolen Public Safety Complex
505 W. Felix St.
Fort Worth, TX 76115
City Attorney's Office
ATTN: Police Contracts
200 Texas Street
Fort Worth, TX 76102
FY 2018 Interlocal Agreement After School Program
City of Fort Worth&Crowley Independent School District Page 10 of 21
CONTRACTOR: Dr. Patricia Linares, Interim Superintendent
Crowley Independent School District
512 Peach Street
PO Box 688
Crowley, TX 76036
16.7 None of the performance rendered under this Agreement shall involve, and no
portion of the Program Funds received hereunder shall be used, directly or indirectly, for the
construction, operations, maintenance, or administration of any sectarian or religious facility
or activity, nor shall said performance rendered or funds received be utilized so as to benefit,
directly or indirectly, any such sectarian or religious facility or activity.
16.8 Captions and headings used in this Agreement are for reference purposes only and
shall not be deemed a part of this Agreement.
16.9 The provisions and conditions of this Agreement are solely for the benefit of City
and Contractor and are not intended to create any rights, contractual or otherwise, to any
other person or entity.
16.10 The Parties acknowledge that each Party has had the opportunity to have their
attorney review and revise this Agreement and that the normal rules of construction to the
effect that any ambiguities are to be resolved against the drafting Party shall not be employed
in the interpretation of this Agreement or exhibits hereto.
16.11 City actively supports the Immigration & Nationality Act (INA) which includes
provisions addressing employment eligibility, employment verification, and
nondiscrimination. Contractor shall verify the identity and employment eligibility of all
employees who perform work under this Agreement. Contractor shall complete the
Employment Eligibility Verification Form (I-9), maintain photocopies of all supporting
employment eligibility and identity documentation for all employees, and upon request,
provide City with copies of all 1-9 forms and supporting eligibility documentation for each
employee who performs work under this Agreement. Contractor shall establish appropriate
procedures and controls so that no services will be performed by any employee who is not
legally eligible to perform such services. Contractor shall provide City with a certification
letter that it has complied with the verification requirements required by this Agreement. To
the extent allowed by law, Contractor shall indemnify City from any penalties or liabilities
due to violations of this provision. City shall have the right to immediately terminate this
Agreement for violations of this provision by Contractor.
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City of Fort Worth&Crowley Independent School District Page 11 of 21
IN WITNESS WHEREOF, the parties hereto have executed this agreem— in in Fort
Worth, Tarrant County, Texas,to be effective this 1,�day of 2D
APPROVED AND AGREED FOR APPROVED AND AGREED FOR
CITY OF FORT WORTH CROWLEY INDEPENDENT
SC OL DIS RICT
Valerie R. Washington Dr. Patricia Linares
Assistant City Manager Interim Superintendent
Date: 11(1hlly Date: �� ✓ "`�'
APPR ALR COMMENDED
FORT.
Ju,- Chief Joel F. Fitzgerald ATTEST
Chief of Police F—•' ':2
Date: 9- JG—j-1 r ary J. Ka
City Secreta 7 EY,P•5
APPROVED AS TO FORM AND
LEGALITY FOR CITY OF FORT Date: r
WOR1r11j1
1
M&C No.l., — aS4C) ...._...._.____
�,247
As /stant City Ktomey
Jo Ann Pate
Form 1295 Certification No: NOT REQUIRED
Contract Compliance Manager:
By signing I acknowledge that I am the person responsible
for the monitoring and administration of this contract, including
ensuring all performance and reporting requirements.
i
OFFICIAL RECORD
Name CITY SECRETARY
Title Com, , rLt � FT.WORTH TX
FY 2018 Interlocal Agreement After School Program
City of Fort Worth&Crowley Independent School District Page 12 of 21
EXHIBIT A
SCOPE OF WORK
The Scope of Work is to be performed and documented in compliance with the monthly
program activities and quarterly effectiveness measurement reports outlined in exhibits D
and E.
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City of Fort Worth&Crowley Independent School District Page 13 of 21
Exhibit B
Budget Summary
Fiscal Year 2018
DIRECT PROGRAM COSTS(90%Minimum)_ Total
$7114,420.00
A. PERSONNEL
Salaries _ $51,775.50
PERSONNEL TOTAL: $51,775.50
B. FRINGE BENEFITS
FICA $3,624.48
Health Insurance $5,514.00
Disability Insurance $1,035.51
Unemployment-State $1,035.51
FRINGE BENEFITS TOTAL $11,209.50
C.TRAVEL AND TRAINING
Mileage
$763.00
TRAVEL AND TRAINING TOTAL $763.00
D. EQUIPMENT
EQUIPMENT TOTAL $0.00
E. SUPPLIES
Teaching Aids and Program Materials $4,494.00
SUPPLIES TOTAL $4,494.00
F.CONTRACTS/CONSULTANTS
Credentialed Teacher Tutors _ $45,678.00
Partial Provider Enrichment Vendors $490.00
CONTRACTS/CONSULTANTS TOTAL $46,168.00
G. OTHER APPROVED
OTHER APPROVED TOTAL $0.00
INDIRECT PROGRAM COSTS(10%Maximum) Total
$10,590.00
A. PERSONNEL
Salaries $9,540.00
PERSONNEL TOTAL: $9,540.00
FY 2018 Interlocal Agreement After School Program
City of Fort Worth&Crowley Independent School District Page 14 of 21
B. FRINGE BENEFITS
FICA $668.40
Disability Insurance $190.80
Unemployment-State $190.80
FRINGE BENEFITS TOTAL $1,050.00
C.TRAVEL AND TRAINING
None
TRAVEL AND TRAINING TOTAL $0.00
D. EQUIPMENT
None
EQUIPMENT TOTAL _._ $0.00
E.SUPPLIES
None _
SUPPLIES TOTAL �® _ $0.00
F. CONTRACTS/CONSULTANTS
None
CONTRACTS/CONSULTANTS TOTAL $0.00
G. OTHER APPROVED
None
OTHER APPROVED TOTAL _ $0.00
GRAND TOTAL $125,000.00
FY 2018 Interlocal Agreement After School Program
City of Fort Worth&Crowley Independent School District Page 15 of 21
Exhibit B—Budget Narrative
Crowley ISD, 2017-2018
Direct Costs (91.53% of budget total)
A. Personnel:
$51,775.50 total budgeted.
1 Program Coordinator at $19.00/hr. at 16 hours per week over 35 weeks
($10,640)
1 Site Directors at $16.00/hr. at 14 hours per week over 33 weeks ($7,392)
2 Site Directors at $14.00/hr. at 14 hours per week over 33 weeks ($12,936)
2 Program Specialists at $10.50/hr. at 14 hours per week over 29 weeks ($8,526)
1 Program Specialists at $10.25/hr. at 14 hours per week over 29 weeks
($4,161.50)
2 Program Specialists at $10.00/hr. at 14 hours per week over 29 weeks ($8,120)
B. Fringe Benefits:
$11,209.50 total budgeted.
Calculated at approx. 11% Payroll taxes for Program Coordinator($1,170.50)
Estimated insurance benefits costs for Program Coordinator($1,596)
Estimated insurance benefits costs for Site Directors(3,918)
Calculated at approx. I I% Payroll taxes for Site Directors ($2,236)
Calculated at approx. I I% Payroll taxes for Program Specialists ($2,289)
C. Travel &Training:
$763.00 total budgeted for staff mileage reimbursement:
(10 miles per month x 28 program weeks of travel x 5 sites x $0.545 per mile)
D. Equipment:
No costs allocated/budgeted for major equipment purchases.
E. Supplies:
$4,494.00 total budgeted.
The program plans to spend approx. $160.50 per week over 28 weeks for all five
sites for consumable supplies and program materials ($160.50 per week x 28
weeks = $4,494). This including teaching curriculum, art materials and sports
equipment.
F. Contracts/Consultants:
$46,168.00 total budgeted.
13 total Credential Teachers contracted as academic tutors: 3 Teachers at
$23.00/hr. at 6 hours per week over 27 weeks for Sue Crouch and Meadowcreek
($11,178.00); and 10 teachers at $23.00/hr at 6 hours per week over 25 weeks for
Sycamore, Crowley Middle School and North Crowley High School
($34,500.00).
FY 2018 Interlocal Agreement After School Program
City of Fort Worth&Crowley Independent School District Page 16 of 21
$490.00 allocated for partial provider enrichment vendors for Sue Crouch and
Meadowcreek ($35/hr. x 2 hours per session x 7 total sessions)
G. Other Approved:
Indirect Costs (8.47% of budget total)
A. Personnel:
$9,540.00 total budgeted. This amount partially covers the administrative costs of
one human resources generalist and one accounting specialist at $13.25 per hour
for approx. 12.00 hours each of financial and program monitoring per week over a
30-week program period ($13.25/hr x 12.00 hours per week x 2 staff x 30 weeks
_ $9,540.00).
B. Fringe Benefits:
$1,050.00 total budgeted. Calculated at approx. 11% of indirect personnel for
applicable payroll taxes such as FICA, Disability, & Unemployment insurance.
FY 2018 Interlocal Agreement After School Program
City of Fort Worth&Crowley Independent School District Page 17 of 21
FORT WORTH. Exhibit C
Request for Reimbursement(RFR)
FY 2018
C RINE CONTROL
AND PRE%ENrl0N DISTRK-r
Submit To: Submitting Agency: Crowley ISD
Bob Bolen Public Safety Complex Contact Name: Crystel Polk
Attn: Brittarry Taylor Phorlc Number: 817-297-5296
Financial Management Division
Errrad: crvstel.00lkacrolwey.kl2.fx us
505 West Felix St.
Fort Worth, TX 76115 Remit Address: Po Box 688,Crowley,Texas 76036
Invoice Ntnnber:
Month of Request:
DIRECT COSTS(90% lfinimum)
A B C D E
Total of Previous (A-D)
Budget Category Budget AThis Month'smount Reimbursements Request Tot.1 Rvqucstcd Remaining Balance
Requested Ter Date Available
A Personnel $ 511775:50 S - $ 51,775.50
B Fringe Benefits $ 11.209.S0 $ S 11,209.50
C lTravel&Training $ 766.00 S - X 763.00
D Equipment $ - S - $ -
E Suppfrca S 4,494,011 S 4.194,00
F Cuntraet�Consultants S 46,168.00 X 46.168.00
G Other Approved $ S
Total Dirvcr Cults $ 11-4,410.110 S y X :s 114.411
INDIRECTCOSTS(10% Maximum)
A B C D
Total of PreviousTh)s Month' B+-() (A-D)
s
Budget Category Budget Amount Reimbursements Request iota)Requested Remaining Balance
Requested To-Date Available
A Personnel S 9,540.400 S S 9540.01)
B Fringe Benefits S 1050,110 S 5 1,050.00
C Tm%cl&Training $ - i -
D EAuiprnent $ $ -
E Supplie, _..... s - s
F Contracts Consultants S • $ -
G Other AD.Droved w
Total lnDirectCosts S 1U 590,01) $ $ S S 10,590.00
Supporting documents required with monthly m4uesta. Summitry:
This includes,tinxeshects depicting CCPD fundal activities, Total Budget: S 125,000.00
copy of paychecks,invoices and receipts detailingall CCPD Previous Requests: S
funded expenditures. This Request: S
Total Requested To-Date S
Remaining Funds S 125,000.00
1 have reviewed this request and eert#,that these listed expenses and support documentation are accurate.
Authorized Signatory Signatory Title Date
Fiscal Agent Use Only
Purcha se Order Farad Dart ID Account
RFR.4pp-wd Far Paj—ent
Grant Staff Signature Date
Finance Rcccivcd Stam Placed Below
FY 2018 Interlocal Agreement After School Program
City of Fort Worth&Crowley Independent School District Page 18 of 21
Exhibit D
Fiscal Year 2018
Monthly Program Activities Report
Current Reporting
Month
Submitting Agency Crowley ISD
Contact Name Crystel Polk
Phone Number and 817-297-5296 Crystel.Polk@Crowley.kl2.tx.us
Email
Remit Address PO Box 688, Crowley, TX 76036
Activity Current To Date Year
Month Total End
Total Goal
1 The number of unduplicated students participating in math tutorials. 325
2 The number of unduplicated students participating in reading tutorials. 325
3 The number of unduplicated students participating in homework assistance. 325
4 The number of unduplicated students participating in physical fitness. 330
5 The number of unduplicated students participating in community service 128
learning projects.
6 The number of unduplicated students participating in CISD After school 450
Program.
I have reviewed this report and certify that the measures provided are accurate and
appropriately reflect the CCPD goals set forth in the contract.
Authorized Signatory Signatory Title Date
FY 2018 Interlocal Agreement After School Program
City of Fort Worth&Crowley Independent School District Page 19 of 21
Exhibit E
Fiscal Year 2018
Quarterly Program Effectiveness Measurement Report
Current Reporting
Quarter
Submitting Agency Crowley ISD
Contact Name Crystel Polk
Phone Number and 817-297-5296 Crystel.Polk@Crowley.kl2.tx.us
Email
Remit Address Po Box 688, Crowley, TX 76036
Please include outcome narrative that describes how measure was accomplished for
each quarter.
Effectiveness Measures and Quarterly Outcomes
Measure 1 Each quarter, 81 unduplicated at risk students will participate in math tutorials and 50% of those
students will demonstrate math improvement.
Outcome
Measure 2 Each quarter, 81 unduplicated at risk students will participate in English Language Arts and
Reading (ELAR) tutorials and 50% of those students will demonstrate ELAR improvement.
Outcome
Measure 3 Each quarter, 81 unduplicated at risk students will participate in the program and 50% of those will
demonstrate increased attendance.
Outcome
Measure 4 Each quarter, 32 unduplicated at risk students will participate in the program and 50% of those will
demonstrate improved behavior
I have reviewed this report and certify that the measures provided are accurate and
appropriately reflect the CCPD goals set forth in the contract.
Authorized Signatory Signatory Title Date
Report due each quarter: I"Quarter(Oct-Dec)due January 15 2"d Quarter(Jan-Mar)due April 15
3`d Quarter(Apr-June)due July 15 4`h Quarter(Jul-Sep)due October 15
FY 2018 Interlocal Agreement After School Program
City of Fort Worth&Crowley Independent School District Page 20 of 21
• Up to 5%of any budgeted line-item does not need prior approval but form must be sent to City
with monthly RFR
• More than 5%of any budgeted line-item must have prior City approval
• An increase in a zero line-item must have prior City approval
Modifications cannot be made between Direct and Indirect costs
Exhibit F
Request for Budget Modification
Fiscal Year 2018
Date
Submitting Agency
Contact Name
Phone Number and Email
Remit Address
DIRECT COSTS 90% minimum
Budget Category Ap roved Budget Change Requested Revised Budget
Personnel
Fringe Benefits
Travel and Training
Equipment
Supplies
Contracts/Consultants
Other Approved
Total Direct Costs
INDIRECT COSTS 10% maximum
Budget Category Ap roved Budget -Change Requested Revised Budget
Personnel
Fringe Benefits
Travel and Trainin
Equipment
Supplies
Contracts/Consultants
Other Approved
Total Indirect Costs
Modification Narrative (describe in detail what change is for)
I have reviewed this request and certify that the listed modifications are correct.
Authorized Signatory Signatory Title
Date
FWPD STAFF USE ONLY
Q Modification Approved Q Modification NOT Approved
FWPD Staff Signature
FY 2018 Interlocal Agreement After School Program
City of Fort Worth&Crowley Independent School District Page 21 of 21
M&C Review Page 1 of 2
Official site of the City of Fort Worth,Texas
CITY COUNCIL AGENDA Fors
REFERENCE ** 35AFTER SCHOOL
DATE: 9/26/2017 NO.: C-28400 LOG NAME: PROGRAMS FOR FY18
CODE: C TYPE: CONSENT PUBLIC NO
HEARING:
SUBJECT: Authorize Execution of Agreements with the Fort Worth, Keller, Crowley, and White
Settlement Independent School Districts for Operation of After-School Programs in the
Total Program Amount of$1,600,000.00 for Fiscal Year 2018 (CCPD Funded) (ALL
COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council authorize the execution of Agreements with the Fort Worth,
Keller, Crowley, and White Settlement Independent School Districts in the total program amount of
$1,600,000.00 for the operation of After-School Programs at selected schools during Fiscal Year
2018.
DISCUSSION:
National research shows that adolescents are most at risk on school days between the hours of 3:00
p.m. and 6:00 p.m. of being a victim of a crime or of committing a crime. In response to this concept,
a multi-disciplinary task force was formed in 2001 consisting of City officials, school district personnel,
and related service providers. This task force developed a coordinated program for Fort Worth
Independent School District schools that documented juvenile crime patterns.
Each year since 2001, the City of Fort Worth (City) has funded After-School Programs using
appropriations from the Crime Control and Prevention District(CCPD). The participating school
districts have expanded beyond Fort Worth ISD to include Keller ISD, Crowley ISD, and White
Settlement ISD; however, only schools that lie within the boundaries of the City receive CCPD
funding. Each district is responsible for the day-to-day administration of its after-school program and
is required to establish program goals and objectives that are measurable and result in desired
program outcomes. Today, the mission of the After-School Programs is to provide a safe environment
for educational, physical, and social development leading to a reduction in juvenile crime.
Funding will be allocated as follows to each district in Fiscal Year 2018 on a reimbursement basis:
Fort Worth ISD funding in the amount of$1,300,000.00.
Keller ISD funding in the amount of$125,000.00.
Crowley ISD funding in the amount of$125,000.00.
White Settlement ISD funding in the amount of$50,000.00.
These Agreements will be effective October 1, 2017, and will end on September 30, 2018.
This program serves ALL COUNCIL DISTRICTS.
This contract will be with a governmental entity, state agency or public institution of higher education:
Fort Worth ISD, Keller ISD, Crowley ISD, and White Settlement ISD.
FISCAL INFORMATION/CERTIFICATION:
The Director of Finance certifies that, contingent upon adoption of the Fiscal Year 2018 Budget by
City Council, funds will be available in the Fiscal Year 2018 Budget of the Crime Control and
Prevention District Fund and the Police Department is responsible for verifying the availability of
funds prior to an expenditure being made.
http://apps.cfwnet.org/council_packet/mc review.asp?ID=25005&councildate=9/26/2017 9/27/2017
M&C Review Page 2 of 2
TO
Fund Department Account Project Program Activity Budget Reference# Amount
ID ID Year Chartfield 2
FROM
Fund Department Account Project Program Activity Budget Reference# Amount
ID I I ID I Year Chartfield 2
Submitted for City Manager's Office by: Valerie Washington (6199)
Originating Department Head: Joel Fitzgerald (4231)
Additional Information Contact: Tiffany Moore (4223)
ATTACHMENTS
http://apps.cfwnet.org/council_packet/mc review.asp?ID=25005&councildate=9/26/2017 9/27/2017
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