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HomeMy WebLinkAboutContract 44052 (2)CITY SECRET ' ' 'I - Z CONTRACT NO. `1LID5 . _— AGREEMENT FOR COMMUNITY BASED PROGRAM In consideration of the mutual covenants, promises and agreements contained herein, THIS 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 Charles W. Daniels, its duly authorized Assistant City Manager, and SAFE HAVEN OF TARRANT COUNTY, a Texas non-profit corporation ("Contractor") acting by and through Mary Lee Hafley, President/CEO, its duly authorized representative. RECITALS WHEREAS, City has determined that Community Based Programs are necessary to support crime prevention in City during FY 2013 to meet one or more of the Crime Control and Prevention District ("CCPD") goals, which are (1) to support efforts to reduce violent crime and gang -related activities through enhanced enforcement activities and crime prevention programs, (2) to support efforts to increase the safety of residents and to decrease crime throughout Fort Worth neighborhoods and (3) to support efforts to increase the safety of youth and reduce juvenile crime through crime prevention and intervention programs; and WHEREAS, Contractor has agreed to operate a Community Based Program called "Children's Outreach Play Therapy" which will support the adoption of a prevention focus by the police department and the community; and WHEREAS, City desires to contract with Contractor to operate the Children's Outreach Play Therapy program; and WHEREAS, City, as consideration for the performance of Contractor, has appropriated monies in the CCPD Budget as reimbursed by the CCPD in the amount of $19,240.00 ("Program Funds") to provide to the Contractor for the operation of the Children's Outreach Play Therapy; NOW, THEREFORE, in consideration of the mutual covenants herein expressed, the parties agree as follows: 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" — Program Proposal, attached, and incorporated herein for all purposes incident to this Agreement. Contractor shall be responsible for day-to-day administration of the Children's Outreach Play Therapy program. Contractor agrees to expend the Program Funds in accordance with its Children's Outreach Play Therapy program budget, described in Exhibit "B", f OFFICIAL RECORD' FY 2���0����� a� rogram 1 Safe Haven of Tarrant County Ft WORTho ,rx 01-1 1-1 3 P 0 5: 0 5 IN • attached. Program activities shall be reported in accordance with Exhibit "D' , attached and effectiveness measures shall be reported in accordance with Exhibit `E", attached. 2. Program Funds 2.1 In no event shall the total distribution of Program Funds from City made to the Contractor during the term of this Agreement exceed the total sum of $19,240.00. 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) and copies of all receipts. Contractor shall deliver to City a written detailed Program Activities Report and Program Effectiveness Measures 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, as described in Exhibit "C", attached, and monthly Program Activities Report shall be submitted to City no later than the 15th day following the end of the month. Submittal of a monthly RFR and Program Activities Report is required even if services are not provided. Submit the monthly RFR with an original signature by an authorized representative to the Grants and Contracts Management Section of the Fort Worth Police Department. ATTENTION: SASHA KANE, 350 W. Belknap, Fort Worth, Texas 76102. Reimbursements will not be made until after receipt of an acceptable and approved RFR and a monthly Program Activities Report from the Contractor. Reimbursements shall be made within 30 days receipt of said documents 2.3 Contractor is authorized to adjust any categories in the budget in an amount not to exceed 5% of those particular categories without prior approval of City, as long as the total sum does not exceed the amount of the Program Funds; however, Contractor must notify City in writing of any such adjustments. Any adjustment of more than 5% of each category must have written permission from City prior to any budget adjustment being made. Budget adjustments shall be submitted to the Grants and Contracts Management Section of the Fort Worth Police Department, ATTENTION: SASHA KANE, 350 W. Belknap, Fort Worth, Texas, 76102. 3. Term This Agreement shall commence upon the date that both the City and Contractor have executed this Agreement ("Effective Date') and shall end on September 30, 2013. All of Conti actor's expenditures under this Agreement must be completed prior to September 30, 2013. FY 2013 Community Based Program 2 Safe Haven of Tarrant County 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 and Effectiveness Measures Report to document the performance of the work described in Exhibit "D' and Exhibit "E" The Program Activities and Effectiveness Measuies 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 Measures shall be reported on a quarterly basis and included in the January, April, July and October RFR and Program Activities Report submittals. Additionally, the Project Effectiveness Measurement Report must include any successes realized in descriptive detail. The monthly Program Activities and quarterly Program Effectiveness Measurement Reports shall be submitted to City no later than the 15th day after the end of each month. 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 If for any reason at any time during any term of this Agreement, City Council of City fails to appropriate funds sufficient for City to fulfill its obligations under this Agreement, City may terminate this Agreement to be effective on the later of (i) thirty (30) days following delivery by City to Contractor of wntten notice of City's intention to terminate or (ii) the last date for which funding has been appropriated by City Council for the purposes set forth in this Agreement. 5.3 This Agreement may be terminated by City, in whole or in part, whenever such termination is determined by City to be in the best interest of City; in event of Contractor default, inability to perform or to comply with the terms herein; or for other good cause. 5.4 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: (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; FY 2013 Community Based Program 3 Safe Haven of Tarrant County (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. 5.5 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. 5.6 Within thirty (30) days following the date of termination of this Agreement, Contractor shall return to City any property provided hereunder or as so directed by the Contract Administrator (see paragraph 13.3). 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. Contractor shall maintain all equipment used in the administration and execution of the Children's Outreach Play Therapy program Contractor shall maintain, replace or repair any item of equipment used in support of the Children's Outreach Play Therapy piogram 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 Children's Outreach Play Therapy 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 Children s Outreach Play Therapy 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 Contracts Management Section at the address set forth in paragraph 2.3 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 light to investigate, examine and audit at any time any and FY 2013 Community Based Program 4 Safe Haven of Tarrant County all such records relating 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. 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 futui e contract(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. 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 Children's Outreach Play Therapy program assets as appropriate and as directed by City's Contract Administrator (see paragraph 13.3.). 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 respondeat 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. It is expressly understood and agreed that no officer, member, agent, employee, subcontractor, licensee or invitee of the Contractor, nor any program participant hereunder is in the paid service of City and that City does not have the legal right to FY 2013 Community Based Program 5 Safe Haven of Tarrant County 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. Indemnification 9.1 Contractor covenants and agrees to indemnify, hold harmless and defend, at its own expense, City and its officers, agents, servants and employees from and against any and all claims or suits for property loss or damage and/or personal injury, including death, to any and all persons, of whatsoever kind or character, whether real or asserted, arising out of or in connection with the execution, performance, attempted performance or nonperfotrnance of this agreement and/or the operations, activities and services of the program described herein, WHETHER OR NOT CAUSED, IN WHOLE OR IN PART, BY ALLEGED NEGLIGENCE OF OFFICERS, AGENTS, SERVANTS, EMPLOYEES, CONTRACTORS OR SUBCONTRACTORS OF CITY; and Contractor hereby assumes all liability and responsibility of City and its officers, agents, servants, and employees for any and all claims or suits for property loss or damage and/or personal injury, including death, to any and all persons, of whatsoever kinds or character, whether real or asserted, arising out of or in connection with the execution, performance, attempted performance or non-performance of this contract and agreement and/or the operations activities and services of the programs described herein, WHETHER OR NOT CAUSED IN WHOLE OR IN PART, BY ALLEGED NEGLIGENCE OF OFFICERS, AGENTS, SERVANTS, EMPLOYEES, CONTRACTORS OR SUBCONTRACTORS OF CITY. Contractor likewise covenants and agrees to and does hereby indemnify and hold harmless City from and against any and all injury, damage or destruction of property of City, arising out of or in connection with all acts or omissions of Contractor, its officers members, agents, employees, subcontractors invitees, licensees, or program participants, WHETHER OR NOT CAUSED, IN WHOLE OR IN PART BY ALLEGED NEGLIGENCE OF OFFICERS AGENTS SERVANTS, EMPLOYEES, CONTRACTORS OR SUBCONTRACTORS OF CITY. 9.2 Contractor agrees to and shall release City, its agents, employees officers and legal representatives from all liability for injury, death, damage or loss to persons or property sustained in connection with or incidental to performance under this agreement, even if the injury, death, damage or loss is caused by City's sole or concurrent negligence. 9.3 Contractor shall require all of its subcontractors to include in their subcontracts a release and indemnity in favor of City in substantially the same font' as set forth in Paragraphs 9 1 and 9.2 above. FY 2013 Community Based Program 6 Safe Haven of Tarrant County 10. Non -Assignment No assignment or delegation of duties under this Agreement by Contractor shall be effective without City's prior written approval. 11. Prohibition Against Interest 11.1 No member, officer or employee of City, or its designees or agents; no member of the governing body of the locality in which the Children's Outreach Play Therapy program is situated, and no other public official of such locality or localities who exercises any functions or responsibilities with respect to the Children's Outreach Play Therapy program during his tenure or for one year thereafter shall have any interest, direct or indirect, in any contract or subcontract, or the proceeds thereof, for work to be performed hereunder. Contractor shall incorporate, or cause to be incorporated, like language prohibiting such interest, in all contracts and subcontracts hereunder. 11.2 No officer, employee, member or program participant of Contractor shall have a financial interest, direct or indirect, in this Agreement or the monies transferred hereunder, or be financially interested, directly or indirectly, in the sale to Contractor of any land, materials, supplies, or services purchased with any funds transferred hereunder, except on behalf of Contractor, as an officer employee, member or program participant. Any willful 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. FY 2013 Community Based Program 7 Safe Haven of Tarrant County 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 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 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. 13.3 City designates Sasha Kane, Senior Contract Compliance Specialist 817-392- 4243, to act as Contract Administrator and delegates to this individual authority for Agreement administration, compliance, and monitoring 14. Waiver of Immunity If Contractor is a charitable or nonprofit organization and has or claims an immunity or exemption (statutory or otherwise) from and against liability for damages or injury, including death, to persons or property; Contractor hereby expressly waives its rights to plead defensively such immunity or exemption as against City. This section shall not be construed to affect a governmental entity's immunities under constitutional, statutory or common law. 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. FY 2013 Community Based Program 8 Safe Haven of Tarrant County 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 Willis of financial strength and solvency to the satisfaction of the City's Risk Manager. 15.3 Each insurance policy required herein shall be endorsed with a waiver of subrogation in favor of the City Each insurance policy required by this Agreement, except for policies of worker's compensation or accident/medical insurance shall list the City as an additional insured. City shall have the right to revise insurance coverage requirements under this Agreement. 15.4 Contractor further agrees that it shall comply with the Worker's Compensation Act of Texas and shall provide sufficient compensation insurance to protect Contractor and City from and against any and all Worker's Compensation claims arising from the work and services provided under this Agreement. 16. Miscellaneous Provisions 16.1 The provisions of this Agreement are severable, and, if for any reason a clause, sentence, paragraph or other part of this Agreement shall be determined to be invalid by a court or Federal or state agency, board or commission having jurisdiction over the subject matter thereof, such invalidity shall not affect other provisions which can be given effect without the invalid provision. 16.2 City's failure to insist upon the performance of any term or provision of this Agreement or to exercise any right herein conferred shall not be construed as a waiver or relinquishment to any extent of City's right to assert or rely upon any such teilmi 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 he in Tarrant County, Texas. 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 the exhibits attached hereto, which are incorporated by reference and made a part of this Agreement for all purposes, 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 tennis 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 FY 2013 Community Based Program 9 Safe Haven of Tarrant County 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. 1. CITY: Charles W. Daniels, Assistant City Manager City Manager's Office City of Fort Worth 1000 Throckmorton Street Fort Worth, TX 76102 Copies To: Sasha Kane Contract Administrator Fort Worth Police Department 350 W. Belknap Street Fort Worth, TX 76102 Charlene Sanders, Assistant City Attorney Law Department 1000 Throckmorton Street Fort Worth, TX 76102 2. CONTRACTOR: Mary Lee Hafley, President/CEO SAFE HAVEN OF TARRANT COUNTY 8701 W, Bedford Euless Road, Suite 600 Hurst, TX 76053 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 Contractor certifies that it has obtained a 501 (c) (3) Certificate from the Internal Revenue Service. Contractor shall notify City in writing of any changes to its 501 (c) (3) tax-exempt status during the term of this Agreement. 16.9 Captions and headings used in this Agreement are for reference purposes only and shall not be deemed a part of this Agreement. 16.10 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. FY 2013 Community Based Progiam 10 Safe Haven of Tarrant County IN WITNESS WHEREOF, the parties hereto have executed in Fojt Worth, Tarrant County, Texas, to be effective this, 20/ CITY OF FORT WORTH rles W. Daniels Assistant City Manager Jeffrey W. Halstead Chief of Police Date: is- 1 f-/3 APPROVED AS TO FORM AND LEGALITY: 4 Charlene Sanders Assistant City Attorney M&C ATTEST: Mar kryser City Secretar Date: / l root —w NO M&c RL dJtit his agreeme s t in multiples ay of �J 111•00.- • SAFE HAVEN OF TARRANT COUNTY, a Texas Non -Profit Corporation Mari Lie Hafley President/CEO �� crit�A* pi se c1/4N0 A?:inesoiet Dater//5//3 �o ��� o xd a��aaooa����,., a�gA��,A.a�. FY 2013 Community Based Program Date: i•-a 7-0/3-1, OFFICIAL RECORDp CITY SECRETARLb Haven ofTarrant CountyF7:MWRTN�TX Exhibit A FY 2013 CRIME CONTROL AND PREVENTION DISTRICT PROPOSAL COVER SHEET AGENCY: SafeHaven of Tarrant County DIRECTOR: Mary Lee Hafley, President/CEO P HONE NUMBER: (817) 535-6462 x 107 P HYSICAL ADDRESS: 8701 W. Bedford Euless Road, Suite 600 Hurst, Texas 76053 CONTACT PERSON: Stephanie Storey EMAIL ADDRESS: sstorey@safehaventc.org P HONE NUMBER: (817) 535-6462 x 117 FAX NUMBER: (817) 510-0230 P ROGRAM TITLE: Children's Outreach Play Therapy CCPD FUNDS REQUESTED: $ 19,240 AGENCY STATUS: [I Private Nonprofit ❑ Public Nonprofit Mark the goal(s) that your program addresses. ■ ■ S upport efforts to reduce violent crime and gang -related activities through enhanced enforcement activities and crime prevention programs S upport efforts to increase the safety of residents and to decrease crime throughout Fort Worth neighborhoods; and S upport efforts to increase the safety of youth and reduce juvenile crime through crime prevention and intervention programs. Additionally, does program address the priority consideration listed below? F' Program is a prevention or intervention program for youth and/or family violence. CERTIFICATION: I certify that the information contained in this proposal fairly represents the above -named agency's operating plans and budget for the proposed program. I acknowledge that I have read and understand the requirements and provisions of the Request for Proposal and that the above -named agency will comply with all applicable rules and regulations relating to the procurement process. I certify that I am authorized to sign this proposal and to enter into and execute a contract with the City of Fort Worth to provide the services authorized. TYPED NAME: Mary Lee Hafley TITLE President/CEO SIGNATURE ��7 DATE: /�// 4 SafeHaven of Tarrant County June 4, 2012 Page 1 PROPOSAL ABSTRACT Children witnessing domestic violence experience their own victimization as they try to understand and cope with the abuse through maladaptive behaviors, anxiety, depression and replicating the cycle of violence as perpetrator or victim. The experience of domestic violence most significantly impacts the cognitive and emotional development of affected children, as they are more likely to develop aggressive and antisocial behaviors ironically at the same time as fearful and inhibited behaviors than are other children, resulting in low self-esteem, depression, anxiety and desensitization of conflict. When children exposed to or experiencing domestic violence do not have access to appropriate and sustained counseling resources, this lack of service impacts the entire community. These victims develop into untreated adults who likely perpetuate the cycle of violence as abuser or victim. This violence can manifest itself within an intimate relationship; however it can also transfer into violent crimes against non -intimate partners and the community at large. These child victims and witnesses need dedicated play therapy provided by domestic violence experts that allows them to heal from their experiences so that they eventually become contributing members of the community rather than future victims or abusers. The Children s Outreach Play Therapy program will increase the safety of youth and reduce juvenile crime by addressing one of the root causes of youth violence: domestic violence SafeHaven will employ 2 fulltime, licensed therapists at its Fort Worth Counseling Center located at One Safe Place to provide therapeutic services to children who have experienced and/or witnessed domestic violence. Children typically meet with the play therapist for 1 session per week for 6-8 weeks. SafeHaven's children's professional therapy and counseling utilizes Trauma -Focused Cognitive Behavioral Therapy (TF-CBT). This nationally -recognized treatment approach is evidence -based and shown to help children recover from trauma -related experiences. The therapy addresses distorted self-images and beliefs resulting from these events. Within this model, the play therapist uses the client -centered methods of play, art and filial therapy to create a stable, safe space in which the child can honestly communicate her feelings. Children also attend support groups as appropriate to augment progress. SafeHaven of Tarrant County June 4, 2012 Page 1 PROPOSAL NARRATIVE 1) Describe in detail the problem that your program addresses. Domestic violence is a pattern of physical or psychological abuse one uses to exert power over another person within an intimate relationship. The vast majority of victims are women, and many of them are also mothers. Children witnessing domestic violence experience their own victimization as they try to understand and cope with the abuse through maladaptive behaviors, anxiety, depression and replicating the cycle of violence as perpetrator or victim. Additionally, many batterers are also child abusers, so many child witnesses of domestic violence have also been directly abused physically or psychologically These children live in a state of constant trauma and spend their childhoods managing crises rather than developing emotionally, mentally and socially. This misdirected energy can induce poor academic performance, chronic school absences and the inability to focus for very long on age -appropriate tasks. The experience of domestic violence most significantly impacts the cognitive and emotional development of affected children, as they are more likely to develop aggressive and antisocial behaviors ironically at the same time as fearful and inhibited behaviors than are other children, resulting in low self-esteem, depression, anxiety and desensitization of conflict. Tarrant County police departments reported 12,772 aggregate family violence incidents in 2010 involving 14,045 victims and 13,880 offenders. While the local data does not show victim age the statewide totals indicated that at least 15% of reported victims were under the age of 19 years, which means that more than 2,000 of reported Tarrant County victims were children (Texas Dept. of Public Safety, 2010 Crime in Texas, 2011). Moreover, the link between domestic violence and child abuse is well - documented. Approximately 50% of men who abuse their wives also abuse their children (MA Straus, Physical Violence in American Families, 1990). Further supporting this research is data showing Tarrant County had 6,222 confirmed child abuse/neglect cases in 2011 (Texas Dept. of Family and Protective Services, 2011 Data Book, 2011). Considering that nationally only 1 in 4 family violence incidents are reported to police (National Institute of Justice, 2000), the need for services in Tarrant County for child witnesses and victims of domestic violence could be as high as 24,000. Numerous research studies show conclusively that child victims and witnesses of domestic violence are likely to relive the cycle of violence in their adolescence or adulthood as victims or abusers (S Schechter, "Domestic Violence and Child Welfare Conference," 1994). Additionally, children who witness domestic violence exhibit increased aggression, depression, anxiety, sleep disturbances and learning problems and decreased social competencies (B Groves, Domestic Violence and Children, 1999). Children exposed to domestic violence exhibit more aggressive externalized behaviors co-occurring with inhibited internalized behaviors than non -exposed children (JW Fantuzzo, Journal of Consulting and Clinical Psychology, 1989). One study causally linked the witnessing of violence as a child to future approval of violence as an appropriate method for conflict resolution (S Spaccarelli, Violence and Victims, 1995). SafeHaven of Tarrant County June 4, 2012 Page 2 2) Describe what your program does to 1) support efforts to reduce violent crime and gang -related activities through enhanced enforcement activities and crime prevention programs, 2) support efforts to increase the safety of residents and to decrease crime throughout Fort Worth neighborhoods; and 3) support efforts to increase the safety of youth and reduce juvenile crime through crime prevention and intervention programs When children exposed to or experiencing domestic violence do not have access to appropriate and sustained counseling resources, this lack of service impacts the entire community. These victims develop into untreated adults who likely perpetuate the cycle of violence as abuser or victim. This violence can manifest itself within an intimate relationship; however, it can also transfer into violent crimes against non -intimate partners and the community at large. These child victims and witnesses need dedicated play therapy provided by domestic violence experts that allows them to heal from their experiences so that they eventually become contributing members of the community rather than future victims or abusers. The Children's Outreach Play Therapy program will increase the safety of youth and reduce juvenile crime by addressing one of the root causes of youth violence: domestic violence. SafeHaven will employ 2 fulitime, licensed therapists at its Fort Worth Counseling Center located at One Safe Place to provide therapeutic services to children who have experienced and/or witnessed domestic violence. SafeHaven's 24-hour hotline is the primary point of access for children's mothers to this project, although some are referred from outside agencies including police departments, the United Way's 211 service, other external service providers and even other SafeHaven programs. It is also expected that numerous clients will access this project through walk in inquiries at the justice center where the project is housed. If the mother and her children are not in immediate danger requiring safe shelter, the hotline responder refers her to an outreach center. Once SafeHaven's clinical coordinator at One Safe Place completes a family's intake, the mother and child begin meeting with the play therapist. Parents must demonstrate that they are committed to their child's progress and will support and interact with the process before the play therapy will begin The play therapist will use the first session as an exploratory time to create a rapport with the child and gauge which play themes to navigate in subsequent sessions. Children typically meet with the play therapist for 1 session per week for 6-8 weeks. Children also attend support groups as appropriate to augment progress When the child has reached the initial goals set for the counseling service plan, the play therapist reviews the child's progress with both the child and parent and provides both with tools for maintaining the child's new level of functioning. SafeHaven's children's professional therapy and counseling utilizes Trauma -Focused Cognitive Behavioral Therapy (TF-CBT). This nationally -recognized treatment approach is evidence -based and shown to help children recover from trauma -related experiences. The therapy addresses distorted self-images and beliefs resulting from these events. Eight components characterize the approach. PRACTICE —Psycho -education and parenting skills, Relaxation techniques, Affective expression and regulation, Cognitive coping and processing, Trauma narrative, In vivo exposure, Conjoint parent/child SafeHaven of Tarrant County June 4, 2012 Page 3 sessions and Enhancing personal safety and future growth. Within this model, the play therapist uses the client -centered methods of play art and filial therapy to create a stable, safe space in which the child can honestly communicate her feelings. Art therapy allows the child to creatively express herself and can include any kind of drawing or painting activity, as well as writing activities. The therapist will talk to the child during the activity to create a rapport, but the child will also reveal her inner world through the art she creates. The therapist can use this product to further understand the child's needs and challenges Play therapy encourages the child to express herself openly by talking during a common, comfortable activity. The play therapist uses many objects like toy cars, dolls, sports equipment, sandbox, stuffed animals, musical instruments, etc. to make the child feel comfortable enough to open up about her experiences. The play therapist will also structure future play and/or art activities to explore themes the child revealed previously, such as relationship building, self -soothing, power and control, neglect and abuse, secrecy, grief, and many others. Filial therapy is a type of play therapy that engages the parent in the process The sense of comfort and trust created through all three methods offers the child the best opportunity to reveal what she has experienced and begin to heal. This intervention also has the best possible chance of ending the cycle of violence so these young victims do not replicate their previous experiences in subsequent adolescent and adult relationships. 3) Does your program address the CCPD priority/special emphasis of the prevention or intervention of youth violence and/or family violence? Describe how your program addresses this priority? SafeHaven s Children's Outreach Play Therapy program meets both priorities by preventing both youth violence and family violence. SafeHaven's play therapy program addresses both the symptoms and causes of youth violence. Numerous research studies (many cited above) have linked the witnessing of domestic violence to future occurrence and acceptance of violence both during youth and adulthood. By providing counseling intervention now when children are just recovering from their experiences, the program helps to prevent the likelihood of future incidents of youth violence by child victims. 4) How will you measure the effectiveness of the program? You must include specific performance measures within the Activities and Outcomes Summary and describe evaluation tools and the method of data collection that you will use. If awarded funding, these performance measures will be included as an exhibit in the contract, and you will be required to report progress towards these measures, which will be reported to the CCPD Board. SafeHaven will track counseling sessions and progress through the Client Relationship Management System a relational database. Every time service is provided, the respective staff person enters that service information into the system. This data is checked daily for accuracy, and reports of numbers served, frequency of services and types of services rendered are compiled and reviewed monthly. SafeHaven of Tarrant County June 4, 2012 Page 4 The play therapist completes a Play/Activity Therapy Session Summary after each play therapy session. This form details the specific intervention used with the session, the affective and cognitive dispositions of the child during the session, the play themes discussed, and the toys used. The play therapist rates 5 qualities from 1 to 10 on the dynamics of the session and 9 qualities from 1 to 10 on the child's behavior/affect. This form enables the play therapist to measure the child's progress from session to session and chart the child's progress towards the established goal of increased functioning. This information is also entered into the relational database for reports. The play therapy sessions will yield the following outcome: • 80% of children receiving play therapy will exhibit an improvement in emotional functioning. The support groups will utilize pre- and post-tests to measure the increase in knowledge in participants. This type of method provides a beginning baseline of what children already know and what the program has likely helped them to know. The support groups will yield the following outcome: s 75% of children attending support groups will demonstrate an increase in knowledge regarding abusive behaviors. 5) Who will the program benefit? How many people? What age group? What geographic area will it serve? Please include geographic boundaries. The Children's Outreach Play Therapy project will office out of SafeHaven s Fort Worth Counseling Center located at the newly -created One Safe Place, a family justice center in Fort Worth, however, the project will be solely operated by SafeHaven of Tarrant County. The project will serve family violence victims pnmanly from the City of Fort Worth; however, SafeHaven does not restrict services to clients based on geographic residence. The agency can distinguish which clients are from Fort Worth and track that for this grant. The target population is child victims or witnesses of domestic violence in Fort Worth. The program will serve 324 youth ages 6-17 years old. 6) What makes this program unique from any other crime prevention program in Fort Worth? S afeHaven is the only agency in Fort Worth providing therapy services directly targeted at children experiencing domestic violence. All therapists are trained in Trauma -Focused Cognitive Behavioral Therapy (TF-CBT), a proven technique to help children recover from trauma -related events, such as witnessing domestic violence. In January 2012 S afeHaven relocated its Fort Worth -based counseling operation to Tarrant County s new family justice center, One Safe Place. Since this move, the program has expanded to e nsure meeting the demand for service to more children. The program will provide special groups for teen boys, which will promote positive character strengths and teach n onviolent coping skills. SafeHaven of Tarrant County June 4, 2012 Page 5 7) Is the program already in operation? If so, how long have you operated the program? What resources are currently used to operate the program? Why are CCPD funds necessary at this time? SafeHaven has provided play therapy services for child victims and witnesses of the crime of domestic violence in Fort Worth for over 15 years. The current play therapy program at One Safe Place includes 1.5 FTE play therapists. With the move to One Safe Place, the demand for services has increased. To meet this need, the program is expanding by 0.5 additional FTE SafeHaven was recently recommended by the North Central Texas Council of Governments for funding from the Texas Office of the Governor, Criminal Justice Division, which will support 80% of program costs. However, this funding requires a 20% match. SafeHaven requests that CCPD fund the remaining costs of the program. 8) is this a new program? If so, what other funds have you applied for? Also, please describe the sequence of steps needed to implement your program and the timeframe in which this will occur. While not a new program, this does constitute a considerable expansion of the existing program. As the program did not have restricted funding to support it, the current services were funded through unrestricted donations received by the agency. SafeHaven was recently recommended by the North Central Texas Council of Governments (NCTCOG) for funding from the Texas Office of the Governor, Criminal Justice Division, for a grant in the amount of $74,697.60 per year for three years. The program for the most part is already in place Once SafeHaven begins receiving restricted grant funds, it will make the current part-time play therapist full-time, anticipated to occur September 2012. 9) Briefly describe the specific expenditures planned for CCPD funding. You MUST fully complete attached budget forms. The CCPD funding will be utilized to leverage and support the efforts of two Masters - level play therapists. Specific expenses supported include the therapists' salaries, associated benefits, play therapy activity supplies and general office supplies utilized by the funded play therapists. 10) If funds are awarded, will this program continue beyond the CCPD funding period? Please explain your plan to sustain this program. The recent grant recommended by NCTCOG will continue for three years at the same level. SafeHaven just has to raise the 20% match each year. If necessary, SafeHaven can also support this program through unrestricted private funds raised by the agency's development department. SafeHaven has a diversified fundraising plan in place that includes funds from individuals, corporations, foundations, and government entities. PROGRAM ACTIVITIES & SCHEDULE Organization: SafeHaven of Tarrant County Program Title: Children's Outreach Play Therapy Please indicate month(s) when each program activity will occur by placing an "X" in the month column. ACTIVITY OCT NOV DEC JAN FEB MAR APR MAY JUN JULY AUG SEPT A Professional Therapy and Counseling X X X x x x x x x X X X B Peer Support Groups X X X X X X X X X X X X C a 6 PROGRAM ACTIVITIES SUMMARY Organization: SafeHaven of Tarrant County Program Title: Children's Outreach Play Therapy List Specific Program Activities A. Professional Therapy and Counseling B. Peer Support Groups D. E. Number of Unduplicated Duration: How does this activity relate to one of the three Participants Hours/Days/ CCPD goals? Served by this Weeks Activity 300 1400 hours Support efforts to increase the safety of youth and reduce juvenile crime through crime prevention and intervention programs. Support efforts to increase the safety of youth and 24 120 sessions reduce juvenile crime through crime prevention and (1.5hours each) intervention programs. * The CCPD Board and/or scoring committee may request modifications or additions to the activities measured as a condition of award. 7 PROGRAM EFFECTIVENESS MEASURE SUMMARY Effectiveness measures are to assess whether or not an activity is achieving its desired goals. The program's activities, identified of page 7, will be measured for their effectiveness in achieving the CCPD goal(s) the program is set to address. 1n the space below, provide three or more effectiveness measures for the program. Organization: SafeHaven of Tarrant County A. B. C. D. Effectiveness Measure 80% of children receiving counseling/play therapy sessions will exhibit an improvement in emotional functioning 75% of children attending support groups will demonstrate an increase in knowledge regarding abusive behaviors List the activity (activities) that relate to the effectiveness measure. Play Therapy Peer Support Groups Program Title: Children's Outreach Play Therapy How will data for the effectiveness measure be collected? Play Therapy Session Form Pre and Post Tests How does the effectiveness measure achieve the CCPD goal(s) the program is set to address? This form documents a child's progress during each session and from session to session, demonstrating improvement in emotional functioning and thereby preventing future youth violence. These tests show whether support groups are increasing participants' knowledge of abusive behaviors, thereby making them less likely to violent in the future because they can recognize the behavior as wrong. 8 LEVERAGE OF FUNDS S lease identify other sources of funding that have been secured for the proposed program. Please indicate the source of funding, dollar amount of each source, and describe in detail how these funds support the program. S ource 1: Texas Office of the Governor, Criminal Justice Division General Victim Assistance Direct Services Projects: $74,697.60 to support salaries, benefits, supplies, equipment against a total program cost of $93,937.60. S ource 2: S ource 3: S ource 4: S ource 5: BUDGET SUMMARY A. Personnel B. Fringe Benefits C. Travel D. Equipment E. Supplies F. Contracts/Consultants G. Other TOTAL BUDGET DETAIL Amount Requested $15,392 $3,848 $19,240 A. Personnel N ame Position Rate of Pay x # of Hours S tephen Eller Play Therapist $18.50/hr x 416 hrs Katherine Leath Play Therapist $18.50 /hr x 416 hrs TOTAL Personnel B. Fringe Benefits N ame Position Description of Benefits S tephen Eller Play Therapist FICA, Health, Workman's, Life Katherine Leath Play Therapist FICA, Health, Workman's, Life TOTAL Fringe Benefits C. Travel P urpose of Travel N A Location Item Cost $7,696 $7,696 $15,392 Cost $1,924 $1,924 $3,848 Cost TOTAL Travel $ D Equipment Item Cost per Item Quantity Cost Equipment included in overall program cost but support/reimbursement not requested from CCPD. TOTAL Equipment $ E Supplies Item Cost per Item Quantity Cost NA TOTAL Supplies F. Contracts/Consultants Description of the Service NA $ Cost TOTAL Contracts/Consultants $ G. Other Costs Item Cost per Item Quantity Cost NA TOTAL Other Costs $ BUDGET NARRATIVE Please attach a detailed budget narrative that explains the need for all proposed expenditures by individual item. The budget narrative should clearly explain how funds will be used and why expenditures are necessary for successful implementation of your program Please explain how costs are calculated. A. Personnel The annual salary of each Play Therapist position is $38,480.00. CCPD funds will support 416 hours of the total 2 080 hours provided by each FTE. These funds represent the actual work/activity of the program. Without funding for the staff providing the play therapy sessions, the program would not exist. B Fringe FICA $7,696 x .0765 x 2 FTE _ $1,176 Health Insurance: $1,120/year x 2 FTE _ $2,240 Life Insurance: $120/year x 2 FTE _ $240 Workman's Comp: $96/year x 2 FTE _ $192 Total Fringe: _ $3,848 The allocation of fringe benefits is based on the actual cost of the benefit allocated by the percentage of employees on direct payroll supported by the CCPD award. These costs represent part of the total compensation package received by play therapists funded through the program. C. Travel D Equipment E Supplies F. Contracts/Consultants G. Other Exhibit B BUDGET SUMMARY A. Personnel B. Fringe Benefits C. Travel D. Equipment E. Supplies F. Contracts/Consultants G. Other TOTAL BUDGET DETAIL Amount Requested $15 392 $3,848 $19,240 A. Personnel N ame Position Rate of Pay x # of Hours S tephen Eller Play Therapist $18.50/hr x 416 hrs Katherine Leath Play Therapist $18.50 /hr x 416 hrs TOTAL Personnel P Fringe Benefits N ame Position Description of Benefits Stephen Eller Play Therapist FICA, Health, Workman's, Life Katherine Leath Play Therapist FICA, Health, Workman's, Life TOTAL Fringe Benefits C. Travel P urpose of Travel N A Location Item Cost $7,696 $7,696 $15,392 Cost $1,924 $1,924 $3,848 Cost TOTAL Travel $ 10 D Equipment Item Cost per Item Quantity Cost Equipment included in overall program cost but support/reimbursement not requested from CCPD. TOTAL Equipment $ E Supplies Item Cost per Item Quantity Cost NA TOTAL Supplies F. Contracts/Consultants Description of the Service NA Cost TOTAL Contracts/Consultants $ G. Other Costs Item Cost per Item Quantity Cost NA TOTAL Other Costs $ BUDGET NARRATIVE Please attach a detailed budget narrative that explains the need for all proposed expenditures by individual item. The budget narrative should clearly explain how funds will be used and why expenditures are necessary for successful implementation of your program Please explain how costs are calculated. A. Personnel The annual salary of each Play Therapist position is $38,480.00. CCPD funds will support 416 hours of the total 2 080 hours provided by each FTE. These funds represent the actual work/activity of the program. Without funding for the staff providing the play therapy sessions, the program would not exist. B Fringe FICA Health Insurance: Life Insurance: Workman's Comp: Total Fringe: $7,696 x .0765 x 2 FTE $1,120/year x 2 FTE $120/year x 2 FTE $96/vear x 2 FTE _ $1,176 _ $2,240 _ $240 _ $192 _ $3,848 The allocation of fringe benefits is based on the actual cost of the benefit allocated by the percentage of employees on direct payroll supported by the CCPD award. These costs represent part of the total compensation package received by play therapists funded through the program. C. Travel D Equipment E Supplies F. Contracts/Consultant's G Other Exhibit C Monthly Request for Reimbursement (RFR) FY 2013 Community -Based Programs Program Period 12/01/12 to 09/30/13 Submit to: Fort Worth Police Department Sasha Kane 350 West Belknap Street 2nd Floor Fort Worth, TX 76102 Period covered by this request: Budget Category 1 Personnel 2 Fringe 3 Travel 4 Equipment 5 Supplies 6 Construction 7 Consultants/Contracts 8 Other -Direct Cost 9 Indirect Costs Total Programmatic Costs A Budget Amount 15,392.00 1 $ 3,848.00 $ Submitting Agency: Safe Haven of Tarrant County Agency Contact Name: Stephanie Storey Phone Number: 817.535.6462 xt 117 Email: sstorev ansafehaventc.orq Invoice Number: Address: 8701 W. Bedford Euless Rd. # Hurst, TX 76053 12/01/12 to 09/30/13 mm/dd/yy mm/dd/yy B Total of Previous Reimbursements Requested Please Attach: 1. Attach copies of invoices and the receipts on all expenditures 2. For Personnel Cost, include copies of signed times sheets 3. Attach a copy of Monthly Performance Report I have reviewed this request and certify that the listed expenses are accurate and are chargeable to the CCPD Community Based Program approved budget. Grantee Authorized Official Date Title C This Request Summary: Total Budget: $ Previous Requests: $ This Request: $ Total Spent: $ Balance left in grant: $ D (B+C) Total Requested 19,240.00 19,240.00 Fiscal Agent Use Only Fund Account E (A-)) Balance Available 15,392.00 I 3,848.00 Center Rxhib it D Period covered: FY 2013 Community -Based Programs Program Activities Report Program Period 10/01/12 to 09/30/13 Submit to: Fort Worth Police Department Sash° Kane 350 West Belknap Street 2nd Floor Fort Worth, TX 76102 10/01/12 to 09/30/13 Agency: Name: email: Phone Number: Address: Activities Monthly Total Number of professional therapy and counseling sessions 2 Number of unduplicated participants in professional therapy and counseling sessions 3 Percentage of children in therapy who have exhibited an improvement in emotional functionin5 4 Number of peer support group sessions held 5 Number of unduplicated participants in peer support group sessions 6 Percentage of children in peer support groups who have demonstrated an increase in knowledge of abusive behavior SafeHaven of Tarrant County Stephanie Storey sstorevc safehaventc.ora 817.535.6462 xt 117 8701 W. Bedford Euless Rd. #600 Hurst, Tx 76053 Cumulative Total Oct 1st- Present Year End Goal 300 65 80% 24 50 75% Exhibit E FY 2013 Community -Based Programs Program Effectiveness Measurement Report Program Period 10/01/12 to 09/30/13 Due Quarterly: Oct -Jan due Feb 15th, Feb -Apr due May 15th, May -Jul due Aug 15th , and Aug -Sep due Oct 15th Submit to: Fort Worth Police Department Sash° Kane 350 West Belknap Street 2nd Floor Fort Worth, TX 76102 Period covered: 10/01/12 to 09/30/13 Effectiveness Measurements Agency: Name: email: Phone Number: Address: SafeHaven of Tarrant County Stephanie Storey sstorev d safehaventc.ora 817.535.6462 xt 117 8701 W. Bedford Euless Rd. #600 Hurst, TX 76053 1 80% of children receiving counseling/play therapy sessions will exhibit an improvement in emotional functioning Please include a narrative of events and accomplishment that occurred during the reporting period 2 75% of children attending support groups will demonstrate an increase in knowledge regarding abusive behaviors Please include a narrative of events and accomplishment that occurred during the reporting period Please include a narrative of any success stories during the reporting period.