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HomeMy WebLinkAboutContract 33749 • x CITY SECRETARY CONTRACT NO. STATE OF TEXAS § COUNTY OF TARRANT § PROFESSIONAL SERVICES AGREEMENT This contract is made by and between the City of Fort Worth, Texas, a municipal corporation situated in Tarrant, Denton and Wise Counties, Texas, hereinafter called "City," and Camp Fire USA First Texas Council,hereafter called "Subcontractor." RECITALS WHEREAS, on or about December 29, 2005,the City entered into City Secretary Contract ("CSC") No. 33032 with Tarrant County Local Workforce Development Board (the "Board") to serve as project manager for the Early Learning Opportunities Act Grant (the "Grant") to provide early learning opportunity services through neighborhood early literacy hubs. CSC No. 33032 is a public document on file with the City's Secretary;and, WHEREAS, in order to effectively administer the program,the City and Subcontractor wish to enter into an agreement (the "Agreement") to provide a portion of the services as required by CSC No. 33032. This Agreement is subject to all terms and conditions of CSC No. 33032, as it applies to subcontractors that receive funds hereunder. All applicable terms and conditions of CSC No. 33032 are hereby incorporated by reference and made a part of this Agreement for all purposes herein. NOW THEREFORE, and in consideration of the mutual covenants, promises and agreements contained herein,the City and Subcontractor hereby covenant and agree as follows: 1. SCOPE OF SERVICES City and Subcontractor agree to provide the services specified in Attachment "A," attached hereto, generally described as "Scope of Work" and incorporated into this agreement for all purposes. 2. COMPENSATION The Subcontractor's compensation under this Agreement shall not exceed$108,680.00. Subcontractor will submit monthly invoices that identify federal and non federal expenses. Payment will be made for the amount of the work completed. 3. TERM The term of this Agreement shall commence upon the date of its execution, shall include services performed since October 1, 2005, and shall expire on February 28, 2007, unless terminated earlier as hereinafter provided. However, if the federal grant is granted a no-cost extension of time and the City's contract with Workforce Solutions for Tarrant County(CSC No. 33032) is extended, then this contract will be extended to the same date. No additional fees will be available however if the contract time is extended. 4. TERMINATION A. Only the City may terminate this Agreement for convenience by giving Subcontractor thirty (30)days' written notice. Either the City or Subcontractor may terminate this Agreement for cause if either party fails substantially to perform through no fault of the other and does not commence correction of such nonperformance with ten(10) days of written notice of such non-performance and diligently complete the correction thereafter. B. If this Agreement is terminated for the convenience of the City, Subcontractor will be paid for allowable expenses already incurred and allowable services already rendered under this Agreement up to the time of termination. Upon termination of services, Subcontractor shall submit to the City an itemized statement of all expenses incurred and service rendered. No payments shall be made until the City has received such invoice.The City reserves the right to deny payment on any item that is not allowable under the Grant 5. INDEMNIFICATION/LIABILITY Subcontractor shall fully indemnify and hold the City and its officers, agents and employees harmless from any loss, damage liability or expense for damage to property and injuries, including death, to any person, including but not limited to officers, agents or employees of Subcontractor or subcontractors,which may arise out of any negligent act,error or omission in the performance of this Agreement. Subcontractor shall defend at its own expense any suits or other proceedings brought against the City, its officers, agents and employees, or any of them, resulting from such negligent act,error or omission; and shall pay all expenses and satisfy all judgments which may be incurred by or rendered against them or any of them in connection therewith resulting from such negligent act, error or omission. Subcontractor shall further indemnify the City for any improperly expended or misappropriated funds under this Grant by subcontractor, its officers, employees, agents or representatives. ELOA Subcontractor Agreement of IcApl �C 010 Page 2 of 13 Camp Fire USA First Texas Council o DBt�4� ITi M� 16�� 6. INSURANCE Subcontractor shall provide to the City certificate(s) of insurance documenting policies of the following coverage at minimum limits that are to be in effect prior to commencement of work under this agreement: Commercial General Liability $1,000,000 each occurrence $1,000,000 aggregate Automobile Liability $1,000,000 each accident(or reasonably equivalent limits of coverage if written on a split limits basis).Coverage shall be on any vehicle used in the course of the project. Worker's Compensation Coverage A: statutory limits Coverage B: $100,000 each accident $500,000 disease-policy limit $100,000 disease-each employee Professional Liability $1,000,000 each claim/annual aggregate Certificates of insurance evidencing that Subcontractor has obtained all required insurance shall be delivered to the City prior to Subcontractor proceeding with the project. Applicable policies shall be endorsed to name the City an Additional Primary Insured thereon, as its interests may appear. The term City shall include its employees, officers, officials, agents, representatives and volunteers as with respect to the contracted services. Certificate(s) of insurance shall document that insurance coverage required herein is provided under applicable policies documented thereon. Any failure on the part of the City to request required insurance documentation shall not constitute a waiver of the insurance requirements. A minimum of thirty(30)days notice of cancellation or material change in coverage shall be provided to the City. Ten (10) days notice shall be acceptable in the event of non-payment of premium. Such terms shall be endorsed onto Subcontractor's insurance policies. Notice shall be sent to Sue Haupt, Risk Management Department, City of Fort Worth, 1000 Throckmorton, Fort Worth,Texas 76102. Insurers for all policies must be authorized to do business in the state of Texas or be otherwise approved by the City, and such insurers shall be acceptable to the City in terms of their financial strength and solvency. The Commercial General Liability insurance policy shall have no exclusions by endorsements unless the City approves such exclusions. ELOA Subcontractor Agreement e 3 of 13 Camp Fire USA First Texas Council ( � jL~� �: �� Pa 9 1YY R. WORK YES{. 7. INDEPENDENT CONTRACTOR Subcontractor shall perform all work and services hereunder as an independent contractor and not as an officer, agent or employee of the City. Subcontractor shall have exclusive control of, and the exclusive right to control, the details of the work performed hereunder and all persons performing same and shall be solely responsible for the acts and omissions of its agents, employees and subcontractors. Nothing herein shall be construed as creating a partnership or joint venture between the City and the Subcontractor, its agents, employees and subcontractors. The doctrine of respondent superior shall have no application as between the City and the Subcontractor. 8. PROHIBITION OF ASSIGNMENT Neither party hereto shall assign, sublet or transfer its interest in this Agreement without the prior written consent of the other party. Any attempted assignment, sublease or transfer of all or any part hereof without such prior written consent shall be void. 9. CHOICE OF LAW/VENUE This Agreement shall be governed by and construed in accordance with the internal law of the State of Texas. Should any action, at law or in equity, arise out of the terms of this Agreement, exclusive venue for said action shall be in Tarrant County,Texas. 10. MISCELLANEOUS A. This Agreement gives no rights or benefits to anyone other than the City and Subcontractor and there are no third-party beneficiaries. B. Subcontractor shall certify in writing to the City that it is current in state franchise taxes, pursuant to Article 2.45,Texas Business Corporation act,or that it is a non-profit corporation. C. Subcontractor shall certify in writing to the City that it is current in Unemployment Insurance taxes, Payday and Child Labor law monetary obligations, Proprietary School fees and assessments,and has no outstanding Unemployment Insurance overpayment balance. D. Upon termination of this Agreement, or CSC No. 33032, whether for cause or convenience, all finished or unfinished documents, records,reports,photographs etc, purchased or developed with funds awarded by the Board to the City, become the property of the Board at its option. Subcontractor agrees to transfer title and deliver to the City, or the Board at the City's direction, any ELOA Subcontractor Agreement w t Page 4 of 13 Camp Fire USA First Texas Council � a�1��� CRY property or products the Subcontractor has acquired or produced in performance of this Agreement. If Subcontractor refuses to afford such rights to the Board,the City shall promptly bring such refusal to the attention of the Board. E. If Subcontractor, or any of its employees,agents, officers,or representatives have knowledge of suspected fraud, program abuse, possible illegal expenditures, unlawful activity, violations of law or Board or Tarrant County Workforce rules, policies and procedures occurring under any funds awarded by the Board to the City, Subcontractor agrees to report such information to the City and to the designated Board Staff member no later than five(5)working days from the date of discovery of such act. F. Subcontractor shall make full written disclosure of any interest, fact or circumstance which does or may present a potential conflict of interest under this Agreement in accordance with City policies and Chapter 176 of the Texas Local Government Code. Such conflict of interest disclosure statement shall be updated,as circumstances require,but at least annually. G. Subcontractor may not deny services under this Agreement to any person and is prohibited from discriminating against any employee,applicant for employment,or beneficiary because of race, color, religion, sex, national origin, age, physical or mental disability, temporary medical condition, political affiliation or belief, citizenship or his or her participation in any Workforce Investment Act Title I-financially assisted program and/or activity. Subcontractor shall take appropriate steps to ensure that the evaluation and treatment of employees and applicants for employment are free from discrimination. H. Subcontractor shall certify in writing, by utilizing Attachment B—Certification(Attachment D to CSC No. 33032), that it will not use any funds under this Agreement in any way to attempt to influence in any manner a member of Congress to favor or oppose any legislation or appropriation by Congress,or for lobbying with State or local legislators. I. Subcontractor shall certify in writing, by utilizing Attachment B—Certification (Attachment D to CSC No. 33032), that neither it nor its principals are presently debarred, suspended, proposed for debarement, declared ineligible, or voluntarily excluded from participating in this agreement by any federal department or agency. J. Subcontractor agrees, as evidenced by completion of Attachment B — Certification (Attachment D to CSC No. 33032),that it will provide a drug-free workplace in compliance with the Drug-Free Workplace Act of 1988 (102 Stat.4304,P.L. 100-690,Title V, Subtitle D). K. Subcontractor understands and acknowledges that the City is a governmental entity under the laws of the state of Texas,and as such,all documents, records,or information created pursuant to this Agreement are subject to public inspection in accordance with Chapter 552 of the Texas Government Code. L. Subcontractor will provide acknowledgement of funding for the project by the U.S. Department of Health and Human Services, Workforce Solutions for Tarrant County and the City of ELOA Subcontractor Agreement Page 5 of 13 C:1 !'� Camp Fire USA First Texas Council 1 r g Fort Worth in any reports or printed material. The City will provide appropriate language for your use. 11. FORCE MAJEURE If, by reason of Force Majeure as hereinafter defined, any party shall be rendered wholly or partially unable to carry out its obligations under this Agreement, then such party shall give written notice of the particulars of such Force Majeure to the other party within a reasonable time after the occurrence thereof. The obligations of the party giving such notice, to the extent affected by such Force Majeure, shall be suspended during the continuance of the inability claimed and for no longer period, and any such party shall be in good faith exercise its best efforts to remove and overcome such inability. The term "Force Majeure" as utilized herein shall mean and refer to acts of God; strikes, lockouts or other industrial disturbances; acts of public enemies; orders of any kind of the government of the United States, the State of Texas, or any other civil or military authority; insurrections; riots; epidemics; landslides; earthquakes; lightning; fires; hurricanes; storms; floods; washouts; or other natural disasters; arrest; restraint of government and people; civil disturbances; explosions; breakage or accidents to machinery, pipelines or canals; or other causes not reasonably within the control of the party claiming such inability. Force Majeure shall not excuse the obligation of Customer to pay for emergency water service provided under this Agreement. 12. FISCAL FUNDING OUT In the event no funds or insufficient funds are appropriated and budgeted or are otherwise unavailable by any means whatsoever in any fiscal period for payments due under this Agreement, then the City will immediately notify Subcontractor of such occurrence and this Agreement shall be terminated 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 to the portions of annual payments herein agreed upon for which funds shall have been appropriated and budgeted or are otherwise available. Provided, however, that this Section is not intended to grant to the City an independent ground for termination of this agreement separate and apart from any grounds for termination for non-appropriation or non-availability of funds which would otherwise be provided to City. 13. RIGHT TO AUDIT Subcontractor agrees that the City shall, until the expiration of three (3) years after final payment under this Agreement, have access to and the right to examine any directly pertinent books, documents, papers and records of the Subcontractor involving transactions relating to this ELOA Subcontractor Agreement M Pa e 6 of 13 Camp Fire USA First Texas CouncilpypgJg9F:O�� Agreement. Subcontractor agrees that the City shall have access during normal working hours to all necessary facilities and shall be provided adequate and appropriate workspace in order to conduct audits in compliance with the provisions of this section. The City shall give Subcontractor reasonable advance notice of intended audits. If the Subcontractor spends or receives $500,000.00 or more in federal or state funding during any fiscal year in which the agreement is in effect, then the Subcontractor will provide a Single Audit Report to the City. If the Subcontractor does not provide a Single Audit Report to the City,then it must provide verification that a Single Audit Report is not required. EXECUTED on this dayof , 2006. ATTEST: CITY OF"ORT WORTH:By. /n City Secretary Libby son Assistant City Manager APPROVED AS TO FORM APPROVAL RECOMMEND: AND LEGALITY: M",?- Ass'istant—Ci'ty'Attorney Vanessa Boling,Director Community Relations Department CAMP FIRE USA Contract authorszatiu . FIRST TEXAS COUNCIL 1 By: 1 �.! Date l Zem Neill President/Chief Executive Officer ELOA Subcontractor Agreement Page 7 of 13 Camp Fire USA First Texas Council ATTACHMENT"A"—SCOPE OF WORK The Subcontractor, Camp Fire USA First Texas Council, will be the lead agency to arrange all the workshops and training sessions for parents, kith and kin providers, family child care homes and childcare providers. The Subcontractor will coordinate the timing and content of all trainings with City Staff, including training covered under both federal and non federal share. The Subcontractor will collaborate with the evaluation team headed by the Community Services Center of the University of Texas at Arlington's School of Social Work, and will administer pre and post test assessments as required. It will provide complete accounting of each participant attending each training, as well as the dates,times, and locations of its on-site visits to child care providers and other caregivers. Parent Training: Subcontractor will conduct 120 sessions for parents. The Subcontractor will provide training for 32 trainings for area kith and kin caregivers, including 10 sessions as part of the non-federal share. The amounts allowed for training for parents and caregivers includes preparation time, travel time, mileage, set-up and clean-up and preparation of follow-up reports. The City is responsible for recruiting participants for the parent sessions, and the goal is to reach 300 parents. Caregiver training: In addition to parent training,the subcontractor will provide 32 trainings for child care homes or child care centers, and will conduct an additional 32 contact hours in trainings as part of the non-federal share. Formal training will be supplemented with site visits to programs to recruit participants, assess the programs, and provide resources and on- site mentoring to improve the programs.The rates for on-site visits for observations, mentoring, support and technical assistance are listed below. The Subcontractor is responsible for recruiting participants for the kith and kin, child care family homes and the child care centers employee training. The goal for participants are 75 caregivers from 28 centers (including Head Start), 10 registered family child care providers (out of 12 currently registered), and 80 kith and kin caregivers, for a total of 165 caregivers. If trainings scheduled for providers are poorly attended(fewer than 4 people at each training), the subcontractor will not invoice for that training. Payment for Services Rendered: Subcontractor will invoice the City monthly for services rendered during the previous month and must include both federal and non-federal activities each month. All non-federal training must occur before January 2007. Fees paid will be according to the schedule below. ELOA Subcontractor Agreement Page 8 of 13 Camp Fire USA First Texas Council OFFICIAL RVIND CITY SIC-'MARY FT, 116. l I TEX. FEDERAL SHARE Site Visits to Child Care Locations Recruitment 20 facilities x 1 hour x$75 1,500 Assessments: Pre-Post administration of ITERS, ECERS, FCCERS 10 Centers x 3 hours/center x 2 assessments x$75/hour $4,500 10 Family Child Care homes x 1 hrs x 2 assessments x$75/hour 1,500 Technical Assistance 10 Centers x 5 visits x 3 hours x$75 11,250 5 visits x 10 Family Child Care homes x 1 hours x$75/hour 3,750 1 visit x 40 Kith and Kin providers x 1 hour x$75/hour 3,000 Subtotal Site Visits $25,500 Training Child Care Centers: 16 sessions(4 hours each)x$800 12,800 Family Child Care: 16 sessions(4 hours each)x$800 12,800 Kith and Kin: 22 sessions (2 hours)x$400 8,800 Parents: 96 sessions x$400 38,400 24 repeat sessions x$200 4,800 Subtotal Training $77,600 Training Materials Child care centers: 16 sessions x$50 per session $ 800 Family child care homes: 16 sessions x$50 per session 800 Kith and kin: 22 sessions x$50 per session 1,100 Parents: 96 sessions x$30 per session 2,880 Subtotal for Materials $ 5,580 TOTAL FEDERAL SHARE $108,680 NON-FEDERAL SHARE Site Visits 1 visit x 10 centers x 3 hours x$75/hr $2250 1 visit x 10 family child care x 1 hour x$75/hr 750 1 visit x 40 kith and kin x 1 hour x$75/hr 3000 $6000 Training: 8, (4-hour) provider sessions @ $800/session 6400 10, (2-hour) sessions for Kith and Kin or parents @ $400/session 4000 Scholarships for providers to attend Child Development Associate or Creative Training Solutions training 6850 $17250 ELOA Subcontractor Agreement Page 9 of 13 Camp Fire USA First Texas Council Training_Materials: Child Care Centers: 8 sessions x$50/session 400 Program-related furnishings for providers 3000 Kith and Kin or Parent sessions: 10 sessions x$30/session 300 $3700 TOTAL NON-FEDERAL $26,950 ELOA Subcontractor Agreementii=i` tiy1 J Page 10 of 13 Camp Fire USA First Texas Council CITY F. 11TH TES. ATTACHIMIENT"B"-CERTIFICATIONS Lobbying This certification is required by the Federal Regulations, implementing Section 1352 of the Program Fraud and Civil Remedies Act, Title 31 U.S. Code, for the Department of Agriculture (7 CFR Part 3018), Department of Labor (29 CFR Part 93), Department of Education (34 CFR Part 82), Department of Health and Human Services(45 CFR Part 93). The undersigned certifies that: (1) No federal appropriated funds have been paid or will be paid, by or on behalf of the undersigned, to any person for influencing or attempting to influence an officer or employee of Congress, or an employee of a Member of Congress in connection with the awarding of any federal grant, the making of any federal loan, the entering into of any cooperative agreement, and the extension, continuation, renewal, amendment, or modification of any federal grand award, grant, loan or cooperative agreement. (2) If any funds other than federal appropriated funds have been paid or will be paid to any person for influencing or attempting to influence an officer or employee of any Agency, a Member of Congress, and officer or employee of Congress, or an employee of a Member of Congress in connection with this federal grant award, grant, loan or cooperative agreement, the undersigned shall complete and submit Standard Form —LLL, "Disclosure Form to Report Lobbying", in accordance with its instructions. (3) The undersigned shall require that the language of this certification be included in the award documents for all sub-awards at all tiers (including sub-grant awards, sub-grants, and grant awards under grants, loans, and cooperative agreements) and that all sub-recipients shall certify and disclose accordingly. Debarment,Suspension,and Other Responsibility Matters This certification is required by the Federal Regulations, implementing Executive Order 12549, Government-wide Debarment and Suspension, for the Department of Agriculture (7 CFR Part 3017), Department of Labor (29 CFR Part 98), Department of Education (34 CFR Part 85), Department of Health and Human Services(45 CFR Part 76). The undersigned certifies that neither it nor its principals: (1) Are presently debarred, suspended, proposed for debarment, declared ineligible or voluntarily excluded from participation in this transaction by any federal department of Agency. �ti., ELOA Subcontractor Agreement l ��.rn J.ISvV�. Page 11 of 13 Camp Fire USA First Texas Council (2) Have not within a three-year period preceding this grant award been convicted of or had a civil judgment rendered against them for commission of fraud or a criminal offense in connection with obtaining, attempting to obtain, or performing a public (Federal, State or Local) transaction or grant award under a public transaction, violation of Federal or State antitrust statues or commission of embezzlement, theft, forgery, bribery, falsification or destruction of records, making false statements,or receiving stolen property; (3) Are not presently indicted for or otherwise criminally or civilly charged by a governmental entity with commission of any of the offenses enumerated in Paragraph (2) of this certification;and, (4) Have not within a three-year period preceding this grant award had one or more public transactions terminated for cause or default. Drug-Free Workplace This certification is required by the Federal Regulations, implementing Sections 5151-5160 of the Drug-Free Workplace Act, 41 U.S.C. 701; for the Department of Agriculture (7 CFR Part 3017), Department of Labor (29 CFR Part 98), Department of Education (34 CFR Part 85), and Department of Health and Human Services(45 CFR Part 76). The undersigned certifies that it shall provide a drug-free workplace by: (a) Publishing a policy statement notifying employees that the unlawful manufacture, distribution, dispensing, possession or use of a controlled substance is prohibited in the workplace and specifying the consequences of any such action by an employee; (b) Establishing an ongoing drug-free awareness program to inform employees of the dangers of drug abuse in the workplace, the Board's policy of maintaining a drug-free workplace, the availability of counseling, rehabilitation and employee assistance programs, and the penalties that may be imposed on employees for drug abuse violations in the workplace; (c) Providing each employee with a copy of the policy statement; (d) Notifying the employees in the policy statement that as a condition of employment under this grant award, employees shall abide by the terms of the policy statement and notifying the employer in writing within five days after any conviction for a violation by the employee of a criminal drug statute in the workplace; (e) Notifying the Agency within ten days of receipt of a notice of a conviction of an employee;and, f, rtir �H�/.1,}pf�. ELOA Subcontractor Agreement C " Pae 12 of 13 Camp Fire USA First Texas Council ������ V V�u' 9 (fl Taking appropriate personnel action against an employee convicted of violating a criminal drug statute or requiring such employee to participate in a drug abuse assistance or rehabilitation program. Certification These certifications are a material representation of fact upon which reliance is placed when entering into this transaction. Signature by an authorized representative of the awardee and return of this document to the Agency are prerequisites for finalizing the award. Where the undersigned awardee is unable to certify to any of the statements above, an explanation shall be attached. The undersigned certifies that the indicated statements are true and correct and understands that making a false statement is a material breach of the grant award and is grounds for grant award cancellation. The person signing this grant award on behalf of the awardee hereby warrants that he/she has been fully authorized to execute this grant award on behalf of the awardee and to legally bind the awardee to all the terms, performances and provisions herein set forth. C;� /0 - z 3- a!a Signature Date Zem Neill,President/CEO Name/Title First Texas Council,Camp Fire USA Organization 2700 Meacham Boulevard Address Fort Worth,TX 76137-4699 City, State,Zip Code ELOA Subcontractor Agreement Jr ` !���:J`J J page 13 of 13 Camp Fire USA First Texas Council aq -,'�" V a u, m ^ 400f Camp Fire USA FIRST TEXAS COUNCIL TO: Kathy Livingstone FROM: Zem Neill DATE: June 23, 2006 RE: Certifications Pursuant to the requirements of CSC No. 33032 and the Professional Services Agreement between the City of Fort Worth, Texas and Camp Fire USA First Texas Council, this is to certify that Camp Fire USA First Texas Council: 1. is a non-profit corporation; 2. is current in unemployment insurance taxes; 3. is current in Payday and Child Labor law monetary obligations; 4. is not required to pay Proprietary School fees and assessments; and 5. has no outstanding Unemployment Insurance overpayment balance. Attached is a copy of Camp Fire USA's IRS determination letter. Should you need additional information, please feel free to contact me. Thank you. Z�z 171, * Zem Neill, President/CEO 0FFI "iAiik,_C �o' �. WORTH, T141, Internal Revenue Service Department of the Treasury P. O. Box 2508 Cincinnati, OH 45201 Date: JUN 16. 2002 Person to Contact: Ms. E. Eckert ID 31-07436 Customer Service Specialist Camp Fire USA First Texas Council Toll Free Telephone Number: 2700 Meacham Blvd 8:00 A.M.to 6:30 P.M.EST Ft Worth, TX 76137-4601 877-829-5500 Fax Number: 513-263-3756 Federal Identification Number: 75-0851201 Group Exemption Number: 1409 Dear Sir or Madam: We have received your amendment to your organization's Articles of Incorporation. We have updated our records to reflect your name change as shown above. Your organization is exempt under section 501(c)(3)of the Code because it is included in a group ruling issued to Camp Fire USA, located in Kansas City, MO 64112-1232. Individual exemption letters are not available to organizations included in group rulings. The group exemption letter applies to all of the subordinate organizations on whose behalf the Camp Fire USA, has applied for recognition of exemption. If you want a copy of the group exemption letter, please contact your parent organization. Your organization is required to file Form 990, Return of Organization Exempt from Income Tax,only if its gross receipts each year are normally more than $25,000. If a return is required, it must be filed by the 15th day of the fifth month after the end of the organization's annual accounting period. The law imposes a penalty of$20 a day, up to a maximum of$10,000, when a return is filed late, unless there is reasonable cause for the delay. Donors may deduct contributions to your organization as provided in section 170 of the Code. Bequests, legacies, devises, transfers, or gifts to your organization or for its use are deductible for federal estate and gift tax purposes if they meet the applicable provisions of sections 2055, 2106, and 2522 of the Code. The law requires you to make your organization's annual return available for public inspection without charge for three years after the due date of the return. You can charge only a reasonable fee for reproduction and actual postage costs for the copied materials. The law does not require you to provide copies of public inspection documents that are widely available, such as by posting them on the Internet(World Wide Web). You may be liable for a penalty of$20 a day for each day you do not make these documents available for public inspection (up to a maximum of$10,000 in the case of an annual return). If you have any questions, please call us at the telephone number shown in the heading of this letter. Sincerely, Z� John E. Ricketts, Director,TE/GE �; Customer Account Services CITY 4N. CIM/10y City of Fort Worth, Texas Mayor and Council Communication COUNCIL ACTION: Approved on 11/1/2005 - Ordinance No. 16675-11-2005 DATE: Tuesday, November 01, 2005 LOG NAME: 07ELOAGRANT REFERENCE NO.: **C-21112 SUBJECT: Authorize the Execution of a Contract with Workforce Solutions for Tarrant County for the City of Fort Worth to Implement Activities of an Early Learning Opportunities Act Grant; Authorize the Use of In-kind Funds; Authorize the Waiver of Indirect Costs; Adopt the Appropriation Ordinance; Authorize Contracts with Community Services Center of the University of Texas at Arlington, Camp Fire USA First Texas Council, United Way of Tarrant County and Liberation Community, Inc., to Fulfill the Obligations of the Grant RECOMMENDATION: It is recommended that the City Council: 1. Authorize the City Manager to execute a contract with Workforce Solutions for Tarrant County for $687,138 for the City to serve as project manager for the Early Learning Opportunities Act Grant, to create two neighborhood early literacy hubs and to contract for services and goods to fulfill the obligations of the grant; 2. Authorize the use of$124,988 for in-kind funds as part of the 15% required match for this grant; 3. Authorize the waiver of indirect costs as a portion of the in-kind match; 4. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the Grants Fund by $812,126 from available funds; 5. Authorize the execution of a contract with Community Services Center of the University of Texas at Arlington's School of Social Work in an amount not to exceed $48,567 for project evaluation, contingent upon receipt of the grant; 6. Authorize the execution of a contract with Camp Fire USA First Texas Council in an amount not to exceed $108,800 to conduct 175 parent education and caregiver training sessions including materials and conduct 180 onsite visits for technical assistance to childcare centers, family childcare providers and informal caregiver providers, contingent upon receipt of the grant; 7. Authorize the execution of a contract with United Way of Tarrant County in an amount not to exceed $90,000 to conduct a public relations campaign in the targeted areas and print a resource guide of early literacy resources, contingent upon receipt of the grant; and 8. Authorize the execution of a contract with Liberation Community, Inc., in an amount not to exceed $7,200 to conduct eight "Community of Leaders" training retreats for neighborhood stakeholders connected with Neighborhood Literacy Hubs. DISCUSSION: Logname: 55SPINKS RAMP Page I of 3 On October 12, 2004, the City Council approved Resolution No. 3131, accepting an Early Childhood Community Action Plan presented by a community task force. On July 5, 2005, (M&C G-14844) the City Council approved designating Workforce Solutions for Tarrant County, through its Child Care Community Advisory Council, to serve as the Designated Local Council on behalf of the City of Fort Worth for the purposes of applying for an Early Learning Opportunity Act (ELOA) grant from the U.S. Department of Health and Human Services and designated Workforce Solutions to serve as the fiscal agent for the grant. On October 3, 2005, Workforce Solutions received notice that the ELOA grant application was approved. The grant stipulates that the Community Relations Department of the City of Fort Worth will serve as the lead agency and project manager for implementation of the grant activities. Other major partners in the grant include Fort Worth Public Health, Fort Worth Public Library, United Way of Tarrant County, Camp Fire USA, Child Care Associates, Head Start, Fort Worth Independent School District and University of Texas at Arlington. The ELOA project involves a multi-level, inclusive approach to affect sustainable community change around the importance of early childhood activities for children 0-5 years old to develop readiness skills needed for literacy. Two Neighborhood Literacy Hubs will be created with funding from this grant: one on the north side at North Tri-Ethnic Community Center, a city facility and the second at Polytechnic Community Center, a faith-based facility. Project partners selected the sites based on low test scores of area children entering kindergarten, large numbers of low-income families, interest from managers at hub locations and capability of residents in the selected areas to form strong community councils. At each hub, a Neighborhood Early Literacy Council comprised of neighborhood stakeholders will help guide and advise the project locally and ensure community level commitment to the work. Leadership development and capacity building of the local leaders and community advocates are important components of the grant. The project will engage a variety of community partners including schools, faith communities, community centers, child care providers, libraries, health care providers, social service agencies and local businesses. Other major activities include awareness and education sessions for parents and informal caregivers, as well as training for child care workers and others who influence the lives of young children and a community awareness campaign. The contract will also provide: -- $256,429 to fund 3.5 FTE positions in the Community Relations Department -- $138,860 in materials and incentives for parents, caregivers and children, operating and meeting supplies, computers and consumables -- $27,840 for training and travel for capacity building and presentation fees to national speakers -- $9,442 for IT networking, phones and mileage reimbursement The local in-kind match of $124,988 for the grant is provided from a percentage of salaries and indirect costs of Community Relations and Public Health Department employees who will be working on the project, office space and meeting space used by the project and a contractual match from Camp Fire USA. No cash match from the City is required. The Early Literacy Project target areas are in COUNCIL DISTRICTS 2, 5, and 8. Logname: 55SPINKS RAMP Page 2 of 3 FISCAL INFORMATION/CERTIFICATION: The Finance Director certifies that upon approval of the above recommendations and adoption of the attached appropriation ordinance, funds will be available in the current operating budget, as appropriated in the Grant Fund. TO Fund/Account/Centers FROM Fund/Account/Centers GR76 451459 007208068000 $687,138.00 GR76 488339 007208068000 $124,988.00 GR76 5XXXXX 007208068010 $687,138.00 GR76 517040 007208068020 $124,988.00 Submitted for City Manager's Office by: Libby Watson (6140) Originating Department Head: Vanessa Ruiz Boling (7525) Additional Information Contact: Kathy Livingston (6129) Logname: 55SPINKS RAMP Page 3 of 3