HomeMy WebLinkAboutContract 41229National Family Justice Center Alliance
Planning and Technical Assistance services
City of Fort Worth
2010
my SECRETARY
-“INTRACT
This agreement is entered into between the National Family Justice Center Alliance (referred
to hereinafter as "FJCA") and the City of Fort Worth, Texas (referred to hereinafter as the
"Lead Agency") to support development and operation of a Family Justice Center/Co-
Located Service Center to serve victims of domestic violence and their children. The FJCA
agrees to work cooperatively with the Lead Agency to provide strategic planning assistance,
training and technical support, and ongoing technical assistance as requested for the
duration of the contract period. This agreement shall commence on October 1, 2010 and
terminate on March 31, 2011. There are no -cost activities that may outlive the expiration date
of this agreement, including: work for the steering committee, work groups, targeted technical
assistance, grand opening and day-to-day operations.
This agreement includes a Fee Schedule and Scope of Services.
Fee schedule and Description of Services
Description of Service
Host Site Visit in San Diego for Tarrant County
FJC Team; Informational Meetings; Planning;
Preparation
Study Tour and Community Assessment Visit
Casey Gwinn and Gael Strack (three days);
Preparation of Study Tour Report
Strategic Planning Meetings — Phil Eastman,
Casey GwinnlGael Strack/Other National
Faculty Members. Includes all meeting
preparation, charts and supplies; facilitation of
2.5 days of planning meetings; produces road
map for developing Family Justice Center which
includes shared vision, work plans, work groups,
steering committee, assignments and timelines
and structure to oversee planning and
implementation.
Time Frame
Preparation; Informational Calls; and Preparation — 60
days prior to Visit; Host Site Visit — One day;
Preparation; Planning — 60 days prior to event; Site
Visit — November 10-12, 2010. (three days)
Planning for meeting usually takes place over one
month period and consists of phone consultation,
email, preparation and review of planning materials,
charts and supplies - Meetings: Meet and greet with
dignitaries evening before planning meeting; Two
days of strategic planning ; Production of meeting
documents — takes two weeks to produce.__
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$12,000
$6,000
$9,000
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Follow up planning - Includes steering
committee/workgroup meetings progress
reviews resources, training, and course
corrections and technical assistance by content
experts as needed
On -going planning support during the planning
process — prior to Grand Opening
Training and Technical Assistance Including
Subject Matter Training, and Targeted
Consulting and Technical Assistance (as
requested)
Please note that travel expenses (mileage,
lodging and per diem) are not included and must
be provided by community outside of this
agreement based on authorized travel costs.
I. SCOPE OF SERVICF,S
One site visit (Gael Strack) for Steering Committee
meeting to be combined with a 90-day progress
review with Work Groups. (two days)
Three executive committee meeting webinars to assist
with execution of the strategic plan and
implementation. (Gael Strack/Casey Gwinn)
Day to day technical assistance as requested and FJCA
staff support with resources documents, Tool kits, and
other model policy, protocol, and procedure
documents.
Total
(totals include a 10% Indirect Expenses Charge for
the FJCA)
$3,000
$3,000
$2,000
$35,000.00
1. The FJCA will provide the following activities and deliver the following goods and services
in preparation for the opening of the proposed Family Justice Center (FJC).
a. Phase I — Readiness Assessment and Site Communication. FJCA will communicate
with staff via phone calls and email to prepare research for and provide preliminary
materials and resources, including pre -planning Tarrant County FJC Planning Team
site visit in San Diego, prior to the strategic planning sessions described in item b ,
Phase II below. Also includes two day Study Tour visit.
b. Phase II — Conduct 2.5 days of strategic planning sessions (dates to be determined) to
include:
•
•
a pre -meeting with dignitaries and elected officials (if desired),
facilitation of a 2 day planning meeting with elected officials and senior
managers from multiple organizations and community agencies for: 1) the
development of a 12 month blue print plan for the FJC; 2) the development
of a long-term vision for the FJC 3) a discussion of underlying blocks and
barriers to the success of a FJC, 4) a discussion of key strategies important
to successful collaboration among agencies; 5) defining planned
accomplishments for year one of the FJC project; 6) creation of a master
action plan for the FJC implementation, 7) work groups, assignments, and
designation of a team to oversee implementation of the master plan; and 8)
formatted outline for conducting work group meetings.
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c. Phase III — Technical Assistance, as needed and requested by the Lead Agency.
Technical Assistance includes workgroup training, progress reviews, trouble
shooting and problem solving. Additional examples of technical assistance include:
• Ninety day review webinars with FJCA Team and Tarrant County FJC
Steering Committee meetings progress reviews, identifying resource needs,
and training via conference calls and webinars;
• On -site visit by Gael Strack to assist with foi steering committee meeting
and meet with Work Groups and other activities as agreed upon;
• Targeted Work Group meeting assistance - dates and subject matter to be
deteuuiined by the Lead organization. Topics may include but are not
limited to financial planning and service delivery design.
• Phone and email consultation on an as -needed basis as requested by the
Lead organization.
II REPORTS AND PERFORMANCE MEASURES
1. FJCA will provide Study Tour and Community Assessment Report within 30 days of site
visit;
2. FJCA will provide documents reflecting the one year and five year plan for the FJC within
60 days of the strategic planning sessions
3. FJCA will provide progress reviews and revisions to work plans as needed;
4. FJCA will provide resources and technical assistance for the start up phase of the FJC to
include sample forms for intake, confidentiality, security measures as requested by the Lead
Agency but prior to the opening of the proposed Family Justice Center.
III. QUALITY ASSURANCE
FJCA will assist in the creation and establishment of a successful Family Justice Center affiliated
with the Family Justice Center Alliance and will perform all work and provide all services described
in this Agreement In providing all goods and services under this Agreement, the FJCA will
provide the services of Casey Gwinn, J.D., Gael Strack, J.D., or other FJC context experts as agreed
upon between the parties.
IV. TYPICAL COMPENSATION RATES
The Lead Agency will reimburse the FJCA at the rates listed below
1. (Phase I) Readiness Assessment The fixed cost of $18,000 to (a) host a site visit in San
Diego for the Tarrant County FJC Planning Team; (b) assist with preliminary audio/webinar
meetings to prepare for Kick-Off/Strategic Planning meetings to introduce the community to
the Family Justice Center model/concept and its benefits, consult with the Lead Agency to
identify 50-60 people community people to participate in the strategic planning meetings to
be held at a site selected by the Lead Agency. (c) Schedule and facilitate all details of the
Planning Meetings; (d) Conduct one two day Study Tour site visit;
2. (Phase II) Strategic Planning• The fixed cost of $9,000 for 2 % days of strategic planning
with Gael Strack/Casey Gwinn and Phil Eastman or another approved local or national
strategic planner on dates TBD (Phase II Services). This includes a pre -meeting with
dignitaries and elected officials the evening prior to planning session (if desired); the
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facilitation of a 2 day planning session with Lead Agency and community partners interested
in the development of the FJC; and preparation of a "blue- print" plan referenced in Scope
of Services (1) (b);
3. (Phase III) Technical Assistance: Additional technical assistance as noted in the schedule
above for a total of $8,000 for any of the following* Casey Gwinn, JD, Gael Strack, JD, or
Phil Eastman or other content experts with the same or better qualifications as designated by
Contractor and approved by the Lead organization. Additional webinar/conference call
progress reviews with steering committee and workgroups not included in this agreement at
a rate of $1,000 per meeting;
4. Travel expenses (airfare, gas, lodging, per diem) are not included in these costs and will
be covered by the Lead Agency or other designated funding entity in the local
community.
V REPORTS AND PERFORMANCE MEASURES
1. FJCA will provide documents reflecting the one year and five year plan for the FJC within
60 days of the two day Kick Off/strategic planning sessions;
2. FJCA will provide progress reviews and revisions to work plans as needed;
3. FJCA will provide resources and technical assistance for the start up phase of the FJC to
include sample forms for intake, confidentiality, security measures as requested by the Lead
Agency prior to the opening of the Family Justice Center.
VI. QUALITY ASSURANCE
FJCA will provide recognized experts on the creation and establishment of successful Family
Justice Centers affiliated with the FJCA to perform all work and provide all services described in
this Agreement. In providing all goods and services under this Agreement, the FJCA will provide
the services of Casey Gwinn, J.D., Gael Strack, J D., Phil Eastman, or other FJC context experts as
agreed upon between the Lead Agency and the FJCA.
VII. INVOICES
FJCA will submit invoices and supporting documentation within 15 days after services are
rendered. The Lead Agency will reimburse the FJCA within 30 days of receipt. Invoices will be
submitted within 15 days of services rendered, mailed to Michelle Morgan at: 350 West Belknap,
Fort Worth, TX, 76102, and shall be payable to FJCA within 30 days of the invoice date. The Lead
Agency will be liable for the entire contract amount of $35,000.00 by the end of the contract period.
Invoices are to be made Payable to: National Family Justice Center Alliance
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This agreement is executed and effective on the date below between:
CaseyGrin, President, FJCA
Gael $track, CEO, FJCA
And
s Daniels, City of Fort Worth
Assistant City Manager
Jfey W. Halstead, City of Fort Worth
Chief of Police
Approved as to Form and Legality:
ilitanAA teL- <04
onica Woffordood, City of Fort orth
Assistant City Attorney
A1t'sted bby
Mrts' HendriX,pity Secretary
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OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
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Additional Available FJCA Services (FJCA Membership Required)
1. Website Development - The FJCA can also assist with development of a website utilizing
the FJCA-designed template for a local Family Justice Center website. This site is fully
designed and structured for use in any community. Content must be provided by the local
community. The template can be obtained from the FJCA for $1,250.00. Hosting and
management services must be provided through the new community or separately contracted
for with the FJCA.
2. FJC Client Intake System — The FJCA has a contractual relationship with ETO to develop
and operate a customized Case Management/Intake System for a Center. Major discounts
are available (subject to available licenses) for any FJC seeking to develop an Intake System
that incorporates the experience and lessons learned from other Centers using ETO.
Estimated FJC Intake System Cost (for two years) - $10,000
3. Poster/Public Awareness Campaign — The FJCA can assist any site with development of a
branded, unique FJCA Poster for a local Center. The FJCA does not receive any
compensation for coordinating this assistance to individual sites and provides posters at the
cost of printing and shipping of the posters. Membership in the FJC Alliance is required for
participation in the national poster campaign.
4. Hourly Technical Assistance — FJCA provides technical assistance on an hourly, as -needed
basis for non -federally funded FJC sites at $100/hr
5. Books/Manuals/On-Line Courses — FJCA also provides discounts on books, manuals, and
on-line courses available for training of staff and volunteers in local Centers. Copies of new
FJC book `Dream Big. A Simple, Complicated Idea to Stop Family Violence,' (Wheatmark
2010) - $20 including tax; DVD Training Video on Strangulation Injuries and Evidence
Documentation - $95 plus shipping for orders of 25 or more.
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