HomeMy WebLinkAboutContract 47059CITY EC TAr
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CONTRACT N
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STATE OF TEXAS
COUNTIES OF TARRANT, WISE
AND DENTON
9 ;.set4
BOYS & GIRLS CLUB OF GREATER FORT WORTH
SAFE HAVEN YOUTH PROGRAM — MARTIN
This Agreement is made between the City of Fort Worth ("City"), a municipal
corporation, acting herein by and through Valerie R. Washington, its duly authorized
Assistant City Manager, and Boys & Girls Club of Greater Fort Worth, ("BGCGFW")
acting by and through Daphne Barlow Stigliano, it duly authorized President.
RECITALS
WHEREAS, City has determined that Safe Haven Youth Programs are necessary
to support the City's commitment to crime prevention throughout the City. The Safe
Haven Youth Programs will enhance the prevention focus previously adopted by the
police department, support the community, and provide a secure environment for
children; and
WHEREAS, BGCGFW has agreed to operate a Safe Haven Youth Program
which will provide a secure environment in which children can receive educational
tutoring assistance; and support the adoption of a prevention focus by the police
department and the community; and
WHEREAS, City desires to enter into an agreement with BGCGFW to operate
the Safe Haven Youth Program at their Martin Community Center ("BGCGFW SHYP");
and
WHEREAS, City, as consideration for the performance of BGCGFW, has
appropriated monies in the Crime Control and Prevention District ("CCPD") Fund
Budget in the amount of $307,015.00 ("Program Funds") to provide to BGCGFW for the
operation of the BGCGFW SHYP;
NOW, THEREFORE, in consideration of the mutual covenants herein
expressed, the parties agree as follows:
AGREEMENT DOCUMENTS
The Agreement documents shall include the following:
1. This Agreement for the BGCGFW SHYP
2. Exhibit A — Scope of Work
3. Exhibit B — Budget
OFFICIAL RECORD
C14N SECRETARY
FT. WORTH, TX
BGCGFW SHYP
City of Fort Worth and Boys & Girls Club of Greater Fort Worth Page 1 of 12
4 Exhibit C — Request for Reimbursement
5 Exhibit D — Program Activities Report
6. Exhibit E — Program Effectiveness Measurement Report
7 Exhibit F — Request for Budget Modification
Exhibits A through F, which are attached hereto and incorporated herein made a part
of this Agreement for all purposes. In the event of any conflict between the terms and
conditions of Exhibits A through F, and the tei nis and conditions set forth in the body
of this Agreement, the terms and conditions set forth in the body of this Agreement
shall control.
AGREEMENT
1. Responsibilities of BGCGFW. BGCGFW covenants and agrees to fully
perform, or cause to be performed, with good faith and due diligence, all work and
services described in Exhibit "A" — Scope of Work. BGCGFW shall be responsible
for day-to-day administration of the BGCGFW SHYP. BGCGFW agrees to expend
the Program Funds in accordance with its BGCGFW SHYP budget, described in
Exhibit `B" — Budget. Program activities shall be reported in accordance with
Exhibit "D" Program Activities Report and effectiveness measurements shall be
reported in accordance with Exhibit "E" Program Effectiveness Measurement Report.
2. Program Funds.
2.1 In no event shall the total distribution from City made to BGCGFW during
the term of this Agreement exceed the total sum of $307,015.00 (` Program Funds").
2.2 Payment of the Program Funds from City to BGCGFW shall be made on a
cost -reimbursement basis following receipt by City from BGCGFW of a signed
Request for Reimbursement (RFR), as described in Exhibit "C, ' and copies of all
receipts and support documentation BGCGFW shall deliver to City a written detailed
Program Activities Report and Program Effectiveness Measurement Report as
described in Section 4 2 below with each RFR to support expenditure of Program
Funds. Such reports shall be signed by BGCGFW or duly authorized officer of
BGCGFW. The RFR and monthly Program Activities Report shall be submitted to
City no later than the 15`h day following the end of the month. Submittal of a monthly
RFR and Program Activities Report is required even if services are not provided.
Submit the monthly RFR with an original signature by an authorized representative to
the to the Research and Planning Section of the Fort Worth Police Department,
ATTENTION: Research and Planning, Bob Bolen Public Safety Complex, 505
W. Felix St , Fort Worth, Texas, 76115. Reimbursements will not be made until
after receipt of an acceptable and approved RFR and a monthly Program Activities
Report. Additionally, a quarterly Program Effectiveness Measurement Report from
BGCGFW is required as described in section 4.2 and must be approved prior to
BGCGFW SHYP
City of Fort Worth and Boys & Girls Club of Greater Fort Worth Page 2 of 12
reimbursements. Reimbursements shall be made within 30 days receipt of said
documents.
2.3 BGCGFW is authorized to modify up to five (5) percent of any budgeted
line -item in the original approved budget without prior written permission from City.
However, Vendor must submit the Budget Modification Form (Exhibit "F") to City,
with the monthly RFR, in the month when the modification took place. The new
modified budget cannot exceed the total amount of Program Funds
2.4 Any modifications of more than five (5) percent of any budgeted line -item
in the original approved budget must have prior written permission from City before
any budget modifications are made. The Budget Modification Form (Exhibit "F")
must be submitted, and request must be approved by City, before any money is
moved to the line -item. Once the Budget Modification is approved, the modified
budget will take effect on the first day of the following month. The new modified
budget cannot exceed the total amount of Program Funds.
2.5 Any modifications to zero line -items in the original approved budget must
have prior written permission from City before any budget modifications are made.
The Budget Modification Form (Exhibit "F") must be completed and approved by
City before money is transferred into the new line -item. Once the Budget
Modification is approved, the modified budget will take effect on the first day of the
following month The new modified budget cannot exceed the total amount of
Program Funds.
2.6 Budget modification can only occur within the Direct and Indirect costs.
Funds may not be moved from a Direct line -item into an Indirect line -item, or vise
versus. Modification of Direct and Indirect approved budgets must follow the
guidelines outlined in sections 2.3, 2.4 and 2.5.
The Budget Modification Form (Exhibit "F") shall be submitted to the Financial
Compliance Umt of the Fort Worth Police Department at Bob Bolen Public
Safety Complex at 505 W. Felix St., Fort Worth, Texas, 76115.
3. Term. This Agreement shall commence upon October 1, 2015 ("Effective
Date") and shall end on September 30, 2016 (` End Date' ). All of BGCGFW's
expenditures under this Agreement must be completed no later than September 30,
2016.
4. Program Performance.
4.1 BGCGFW agrees to maintain full documentation supporting the
performance of the work and fulfillment of the objectives set forth in Exhibit "A."
4 2 BGCGFW agrees to provide a monthly Program Activities Report and
BGCGFW SHYP
City of Fort Worth and Boys & Girls Club of Greater Fort Worth Page 3 of 12
quarterly Program Effectiveness Measurement Report to document the performance
of the work described in Exhibit ` D" and Exhibit "E, ' respectively. The Program
Activities and Effectiveness Measurements shall document the program activity
names, numbers of participants attending, details of the activities, and a description of
the goals achieved in support of the CCPD goals. Program Effectiveness
Measurement shall be reported on a quarterly basis and included in the January,
April, July, and October RFR and Program Activities Report submittals.
Additionally, the Program Effectiveness Measurement Report must include any
successes realized in descriptive detail. The monthly Program Activities and
quarterly Program Effectiveness Measurement Reports shall be submitted to City no
later than the 15th day after the end of each month.
4.3 BGCGFW agrees that the monthly RFR and Program Activities Report
and quarterly Program Effectiveness Measurement Report will be submitted to City
no later than the 15th day after the end of each month Should BGCGFW not meet
these requirements, BGCGFW will be given an additional 15 days to submit the
required reports to City. If, at the end of this 15-day extension period, BGCGFW has
not submitted the required reports, City will send a non-compliance letter notifying
BGCGFW s duly authorized representative of a possible suspension of program
funding
5. Default and Termination.
5.1 This Agreement is wholly conditioned upon the actual receipt by City of
Program Funds from the CCPD. All monies distributed to BGCGFW 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 BGCGFW under or in
connection with this Agreement.
5.2 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
BGCGFW default, inability to perform or to comply with the terms herein; or for
other good cause.
5.3 Teuirination will be effected by delivering to BGCGFW a notice of
termination, specifying the portion of the Agreement affected and the effective date
of termination Upon BGCGFW's receipt of notice of termination, BGCGFW 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;
BGCGFW SHYP
City of Fort Worth and Boys & Girls Club of Greater Fort Worth Page 4 of 12
(c) Terminate all orders and contracts to the extent that they relate to the perfoiinance
of the work terminated by the notice of termination and
(d) Cease expenditures of Program Funds, except as may be necessary for completion
of the work not terminated.
5.4 In the event City suspends or terminates this Agreement for cause, and the
cause for such suspension or termination is determined to be invalid, BGCGFW sole
remedy shall be reinstatement of this Agreement BGCGFW expressly waives any
and all rights to monetary damages, including but not limited to actual, consequential,
and punitive damages, court costs, and attorney's fees.
5.5 Within thirty (30) days following the date of termination of this
Agreement, BGCGFW shall return to City any property provided hereunder. City will
have no responsibility or liability for BGCGFW'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. BGCGFW shall maintain all
equipment used in the administration and execution of the BGCGFW SHYP.
BGCGFW shall maintain, replace, or repair any item of equipment used in support of
the BGCGFW SHYP 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 BGCGFW SHYP and/or for use under the terms of
this Agreement is the sole responsibility of BGCGFW. BGCGFW shall not use
Program Funds or City funds to repair or replace said equipment. BGCGFW shall use
any and all equipment purchased with Program Funds exclusively in support of the
BGCGFW SHYP. Within 10 days following the purchase of equipment BGCGFW
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 2.2 above. The equipment inventory shall include an itemized description
of each piece of equipment, the date each piece of equipment was purchased, the cost
of purchase for each piece of equipment, and the location of each piece of equipment
7. Administrative Requirements.
7 1 BGCGFW 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 teuuination or completion of this Agreement. City or its
representatives shall have the right to investigate, examine, and audit at any time any
and all such records relating to operations of BGCGFW under this Agreement
BGCGFW, 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
BGCGFW's operations will be undertaken and may be conducted either by City or an
BGCGFW SHYP
City of Fort Worth and Boys & Girls Club of Greater Fort Worth Page 5 of 12
independent auditor of City's choice. BGCGFW 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 BGCGFW by City. If
questions are not resolved within this period, City reserves the right to withhold
further funding under this and/or future contract(s) with BGCGFW.
7.3 If, as a result of any audit, it is determined that BGCGFW misused,
misapplied, or misappropriated all or any part of the Program Funds, BGCGFW
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 BGCGFW'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 BGCGFW
SHYP assets as appropriate, if deemed required by City in its sole discretion.
7.5 BGCGFW covenants and agrees to fully cooperate with City in
monitoring the effectiveness of the services and work to be performed by BGCGFW
under this Agreement and City shall have access at all reasonable hours to offices and
records of BGCGFW, its officers, members, agents, employees, and subcontractors
for the purpose of such monitoring.
8. Independent Contractor.
8.1 BGCGFW shall operate hereunder as an independent contractor and not as
an officer, agent or servant or employee of City. BGCGFW 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 BGCGFW, 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 BGCGFW. No federal, state, or local income ax,
nor any payroll tax of any kind, shall be withheld or paid by City on behalf of
BGCGFW BGCGFW shall not be treated as an employee with respect to the services
performed pursuant to this Agreement for federal or state tax purposes. It is expressly
understood and agreed that officers, members, agents, employees, subcontractors,
licensees, or invitees of BGCGFW, and any program participants hereunder are not
eligible for, and shall not participate in any employer pension, health, or other fringe
BGCGFW SHYP
City of Fort Worth and Boys & Girls Club of Greater Fort Worth Page 6 of 12
benefit plan provided by City. It is expressly understood and agreed that City does not
have the legal right to control the details of the tasks performed hereunder by
BGCGFW, 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 BGCGFW, its officers, members, agents, employees,
subcontractors, program participants, licensees, or invitees, which may be lost, stolen,
destroyed, or in any way damaged.
9. Liability and Indemnification.
BGCGFW SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND ALL
PROPERTY LOSS, PROPERTY DAMAGE, AND/OR PERSONAL INJURY,
INCLUDING DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR
CHARACTER, WHETHER REAL OR ASSERTED, TO THE EXTENT CAUSED
BY THE NEGLIGENT ACT(S) OR OMISSION(S), MALFEASANCE, OR
INTENTIONAL MISCONDUCT OF CONTRACTOR, ITS OFFICERS, AGENTS,
SERVANTS, OR EMPLOYEES
BGCGFW AGREES TO DEFEND, INDEMNIFY, AND HOLD THE CITY, ITS
OFFICERS, AGENTS, SERVANTS, AND EMPLOYEES HARMLESS AGAINST
ANY AND ALL CLAIMS, LAWSUITS, ACTIONS, COSTS, AND EXPENSES OF
ANY KIND, INCLUDING, BUT NOT LIMITED TO, THOSE FOR PROPERTY
DAMAGE OR LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO
OWNER'S BUSINESS AND ANY RESULTING LOST PROFITS) AND/OR
PERSONAL INJURY (INCLUDING DEATH) THAT MAY RELATE TO, ARISE
OUT OF, OR BE OCCASIONED BY (I) CONSULTANT'S BREACH OF ANY OF
THE TERMS OR PROVISIONS OF THIS AGREEMENT OR (II) ANY
NEGLIGENT ACT OR OMISSION OR INTENTIONAL MISCONDUCT OF
CONTRACTOR, ITS OFFICERS, AGENTS, ASSOCIATES, EMPLOYEES,
CONTRACTORS (OTHER THAN THE CITY), OR SUBCONTRACTORS
RELATED TO THE PERFORMANCE OF THIS AGREEMENT; EXCEPT
THAT THE INDEMNITY PROVIDED FOR IN THIS SECTION SHALL NOT
APPLY TO ANY LIABILITY RESULTING FROM THE SOLE NEGLIGENCE
OF THE CITY OR ITS OFFICERS, AGENTS, EMPLOYEES, OR SEPARATE
CONTRACTORS, AND IN THE EVENT OF JOINT AND CONCURRENT
NEGLIGENCE OF BOTH CONSULTANT AND CITY, RESPONSIBILITY, IF
ANY, SHALL BE APPORTIONED COMPARATIVELY IN ACCORDANCE
WITH THE LAWS OF THE STATE OF TEXAS. NOTHING HEREIN SHALL
BE CONSTRUED AS A WAIVER OF THE CITY'S GOVERNMENTAL
IMMUNITY AS FURTHER PROVIDED BY THE LAWS OF TEXAS.
BGCGFW shall require all of its subcontractors to include in their subcontracts a
release and indemnity in favor of City in substantially the same form as above.
BGCGFWSITYP
City of Fort Worth and Boys & Girls Club of Greater Fort Worth Page 7 of 12
This section shall survive the expiration or termination of this Agreement.
10. Non -Assignment. No assignment or delegation of duties under this Agreement
by BGCGFW 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 BGCGFW SHYP is
situated; and no other public official of such locality or localities who exercises any
functions or responsibilities with respect to the BGCGFW SHYP 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. BGCGFW
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 BGCGFW 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
BGCGFW of any land, materials, supplies, or services purchased with any fiords
transferred hereunder, except on behalf of BGCGFW, as an officer, employee,
member or program participant. Any willful violation of this paragraph with the
knowledge, expressed or implied, of BGCGFW 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,
BGCGFW 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 teinis, 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 BGCGFW will not unlawfully discriminate against any person or persons
because of age, race color, religion, sex, disability, national origin, or sexual
orientation nor will BGCGFW peiinit its officers, members, agents, employees,
subcontractors, or program participants to engage in such discrimination.
13. Compliance.
BGCGFW SHYP
City of Fort Worth and Boys & Girls Club of Greater Fort Worth Page 8 of 12
13.1 BGCGFW, 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 BGCGFW any such violation on the part of BGCGFW or any of its officers,
members, agents, employees, subcontractors, or program participants, then BGCGFW
shall immediately desist from and correct such violation.
13.2 BGCGFW shall utilize Progiam Funds strictly for those purposes and
goals intended under the terms and conditions of this Agreement. If City calls the
attention of BGCGFW to any such violations on the part of BGCGFW or any of its
officers, members, agents, employees, program participants, or subcontractors, then
BGCGFW shall immediately desist from and correct such violation.
14. Waiver of Immunity. If BGCGFW 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, BGCGFW
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 BGCGFW 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.
15.2 BGCGFW's insurer(s) must be authorized to do business in the State of
Texas for the fines 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
BGCGFW SHYP
City of Fort Worth and Boys & Girls Club of Greater Fort Worth Page 9 of 12
15.4 BGCGFW further agrees that it shall comply with the Worker's
Compensation Act of Texas and shall provide sufficient compensation insurance to
protect BGCGFW and City from and against any and all Worker's Compensation
claims arising from the work and services provided under this Agreement.
16. Miscellaneous Provisions.
16.1 The provisions of this Agreement are severable, and if for any reason a
clause, sentence, paragraph, or other part of this Agreement shall be determined to be
invalid by a court or Federal or state agency, board, or commission having
jurisdiction over the subject matter thereof, such invalidity shall not affect other
provisions which can be given effect without the invalid provision.
16.2 City's failure to insist upon the performance of any term or provision of
this Agreement or to exercise any right herein conferred shall not be construed as a
waiver or relinquishment to any extent of City's right to assert or rely upon any such
term or right on any future occasion.
16.3 Should any action, whether real or asserted, at law or in equity, arise out
of the execution, performance, attempted performance, or nonperformance of this
Agreement, venue for said action shall lie in state courts located in Tarrant County
Texas or the United States District Court for the Northern District of Texas, Fort
Worth Division
16.4 BGCGFW represents that it possesses the legal authority, pursuant to any
proper, appropriate, and official motion, resolution, or action passed or taken, to enter
into this Agreement and to perform the responsibilities herein required.
16.5 This written instrument including Exhibits A through F, constitute the
entire agreement between the parties concerning the work and services to be
performed hereunder, and any prior or contemporaneous, oral or written agreement
which purports to vary from the terms hereof shall be void. Any amendments to the
terms of this Agreement must be in writing and must be signed by authorized
representatives of each party.
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 1 eceived or the third day
following (i) deposit in a United States Postal Service post office or receptacle; (ii)
with proper postage (certified mail, return receipt requested); and (iii) addressed to
the other party at the address as follows or at such other address as the receiving party
designates by proper notice to the sending party:
CITY: Valerie R. Washington, Assistant City Manager
City Manager's Office
BGCGFW SHYP
City of Fort Worth and Boys & Girls Club of' Greater Fort Worth Page 10 of 12
Copies To:
BGCGFW:
City of Fort Worth
1000 Throckmorton Street
Fort Worth, TX 76102
Contract Compliance Section
Bob Bolen Public Safety Complex
505 W. Felix St.
Fort Worth, TX 76115
Jim Larkin, Program Director
Boys & Girls Club of Greater Fort Worth
3218 E. Belknap St.
Fort Worth, TX 76111
16.7 None of the performance rendered under this Agreement shall involve,
and no portion of the Program Funds received hereunder shall be used, directly or
indirectly, for the construction, operations, maintenance, or administration of any
sectarian or religious facility or activity, nor shall said performance rendered or funds
received be utilized so as to benefit, directly or indirectly, any such sectarian or
religious facility or activity.
16.8 Captions and headings used in this Agreement are for reference purposes
only and shall not be deemed a part of this Agreement.
16.9 The provisions and conditions of this Agreement are solely for the benefit
of City and BGCGFW and are not intended to create any rights, contractual or
otherwise, to any other person or entity.
IN WITNESS WHEREOF, the parties hereto have executed this agre ment in
mu ,tiples in F • rt Wort arrant County, Texas, to be effective this day of
29( .
BGCGFW SHYP
City of Fort Worth and Boys & Girls Club of Greater Fort Worth
APPROVED AND AGREED FOR
CITY OF FORT WORTH
Page 11 of 12
6t12'
Valerie R. Washington
Assistant City Manager
Date: '911 1/5-
APPROVAL RECOMMENDED
et\t,
Rhonda K. Robertson
Chief of Police
Date: ,QG/— 23, 1,5
APPROVED AS TO FORM AND
LEGALITY FOR CITY OF FORT
WORTH
Victoria D. Honey
Assistant City Attorney
Date: el 4' Li `_ ,011 7a-
APPROVED AND AGREED FOR
BOYS & GIRLS CLUB OF
GREATER FORT WORTH
ntrein
Daphne Barlow Stigliano
President
Date: VIA r
BGCGFW SHYP
City of Fort Worth and Boys & Girls Club of Greater Fort Worth
APPROVED AS TO FORM AND
LEGALITY FOR BOYS AND GIRLS
CLUB OF GREATER FORT
WORTH
•
/*c4A—A.-
BGCGFW Attorney
Date:
ary
City Secretary
Date:
M&C No C a7141•0 sit3
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Page 12 of 12
EXHIBIT A
SCOPE OF WORK
BGCGFW Safe Haven Youth Program
The Scope of Work is to be performed and documented in compliance with the monthly program
activities and quarterly effectiveness measurement reports outlined in exhibits D and E.
FORT WORTH
CRIME CONTROL
& PREVENTION DISTRICT
Exhibit B
Budget Summary
DIRECT PROGRAM COSTS (90% Minimum)
PERSONNEL
Salaries
FICA
Life Insurance
Health Insurance
Disability Insurance
Unemployment -State
PERSONNEL TOTAL
SUPPLIES AND EQUIPMENT
Office Supplies
Office Equipment Rental
Postage
Printing
Craft Supplies
Food Supplies
Teaching Aids
SUPPLIES AND EQUIPMENT TOTAL
PROGRAM SERVICES
PROGRAM SERVICES TOTAL
TRAVEL AND TRAINING
Travel
Training
Mileage
TRAVEL AND TRAINING TOTAL
OTHER APPROVED
Bus Fuel
Bus Repairs
Bus Insurance
PROGRAM SITE:
Telephones, Mobile Phones, Internet
Electric
Gas
Water & Wastewater
Cleaning, Cleaning Supplies
Building Maintenance
OTHER APPROVED TOTAL
INDIRECT PROGRAM COSTS (10% Maximum)
278,175.48
194,337.00
14,866.78
10,800.00
220,003.78
6,516.45
1,000.00
900.00
2,000.00
3,000.00
4,000.00
17,416.45
500.00
1,000.00
2,500.01
4,000.01
3,500.04
5,040.00
3,960.00
2,000.00
15,000.00
1,000.00
970.00
500.00
4,785.20
36,755.24
28,839.52
FORT WORTH
CRIME CONTROL
& PREVENTION DISTRICT
PERSONNEL
Salaries
FICA
Life Insurance
Health Insurance
Unemployment
Worker s Compensation
Retirement
PERSONNEL TOTAL
SUPPLIES AND EQUIPMENT
SUPPLIES AND EQUIPMENT TOTAL
OPERATIONAL SERVICES
OPERATIONAL SERVICES TOTAL
TRAVEL AND TRAINING
Travel
Training
Mileage
TRAVEL AND TRAINING TOTAL
FACILITY AND UTILITIES
Telephone
Electric
Gas
Water and Wastewater
Solid Waste Disposal
Rent (City needs copy of lease before expenses can be
reimbursed)
Custodial Services
Repairs
Cleaning Supplies
FACILITY AND UTILITIES TOTAL
LEGAL, FINANCIAL AND INSURANCE
Fidelity Bond or Equivalent
Directors and Officers
General Commercial Liability
Accounting/Auditing
LEGAL, FINANCIAL AND INSURANCE TOTAL
OTHER APPROVED
OTHER APPROVED TOTAL
GRAND TOTAL
25,415.25
1,944.27
27,359.52
1,480.00
1,480.00
$307,015.00
FORT WORTH..
CRIME CONTROI.
AND PREVENTION DISTRICT
Submit To:
Bob Bolan Public Safety Complex
Attn: Becky McGibson
Program Support Division
505 West Felix St.
Fort Worth, TX 76115
Budget Category
I Personnel
2 Supplies & Equipment
3 Program Services
4 Travel & Training
5 Other Approved
Total Direct Costs
Budget Category
I Personnel
2 Supplies & Equipment
3 !Operational Services
4 !Travel & Training
5 !Facilities & Utilities
6 !Legal, Financial & Insurance
!Total InDirect Costs
i
Exhibit C
Request for Reimbursement (RFR)
FY 2016
Submitting Agency:
Contact Name:
Phone Number.
Email:
Remit Address:
Invoice Number:
Month of Request:
A
Budget Amount
220,003.78
17,416.45
4,000.01
36,755.24
278,175.48 l $
A
Budget Amount
27,359.52
1
1
1,480.00 I
28,839.52 I $
Boys & Girls Club of Greater Fort Worth
DIRECT COSTS (90% Minimum)
B
Total of Previous
Reimbursements
Requested
B
C
This Month's
Request
1
D
(B+C)
Total Requested
To -Date
INDIRECT COSTS (10% Maximum)
Total of Previous
Reimbursements
Requested
C
This Month's
Request
AMP
D
(B+C)
Total Requested
To -Date
Summary:
Total Budget:
Previous Requests:
This Request:
Total Requested To -Date
Remaining Funds
E
(A-D)
Remaining Balance
Available
220,003.78
17,416.45
4,000.01
36,755.24
278,175.48
E
(A-D)
Remaining Balance
Available
$ 27,359.52
$
$
1$
I$
($
I $ 28,839.52
1,480.00
$ 307,015.00
I have reviewed this request and certify that these listed expenses and support documentation are accurate.
Authorized Signatory
Purchase Order #
RFRApprored For Pay;nent
Finance Staff Signature
Date
Finance Received Stamp Placed Below
Signatory Title
Fiscal Agent Use Only
Fund Account
Date
Center
307,015.00
i
FORT WORTH
CRIME CONTROL
& PREVENTION DISTRICT
Current Reporting Month
Submitting Agency
Contact Name
Phone Number and Email
Remit Address
Exhibit D
Fiscal Year 2016
Monthly Program Activities Report
Boys & Girls Clubs of Greater Fort Worth
Matthew Sinclair
(817)-834-4711, ext. 215
msinclair@fortworthkids.org
3218 E Belknap St. Ft. Worth, TX. 76111
Activity
1 Total Unduplicated Participants — number of total branch participants each
month
2 Power Hour - number of participant visits in power hour/homework help.
3 Literacy - number or participant visits in literacy activities.
4 Math - number of participant visits in math activities.
5 Daily Challenges/Exercise - number of participant visits in daily physical
challenges/exercise.
6 Healthy Habits/Nutrition - number of participant visits in healthy
habits/nutrition activities.
7 Practices/Clinics - number of participant visits in sports practices/clinics
8 Character & Leadership - number of participant visits in Leadership Clubs
including Keystone, Torch, Triple Play and Junior Staff.
9 High Yield Learning Activities - number of participant visits in high yield
learning activities.
Current To Date
Month Total
Total
Year
End
Goal
750
11,000
7,000
7,500
10,000
5,000
2,000
2,000
5,000
I have reviewed this report and cert0 that the measures provided are accurate and appropriately reflect the
CCPD goals set forth in the contract.
Authorized Signatory Signatory Title
Date
FORT WORTH
CRIME CONTROL
& PREVENTION DISTRICT
Current Reporting Quarter
Submitting Agency
Contact Name
Phone Number and hmail
Remit Address
Exhibit E
Fiscal Year 2016
Quarterly Program Effectiveness Measurement Report
Boys & Girls Clubs of Greater Fort Worth
Matthew Sinclair
(817)834-4711, ext. 215
msinclair@fortworthkids.org
3218E Belknap St.
Ft. Worth, TX. 76123
Please include outcome narrative that describes how measure was accomplished for each quarter.
Effectiveness Measures and Quarterly Outcomes
Measure 1 Average Daily Attendance (ADA) increases each quarter by 3%.
Outcome
Measure 2
Outcome
Measure 3
Outcome
Measure 4
Outcome
Measure 5
Outcome
Average Daily Attendance (ADA) for members between the ages of 13 — 18 increases each quarter
by 2%.
50% of members reach an annual goal of 52 visits per year.
85% of members progress to the next school grade on time (measured annually)
50% of overall membership is made up of renewing members.
I have reviewed this report and certify that the measures provided are accurate and appropriately reflect the
CCPD goals set forth in the contract.
Authorized Signatory
Signatory Title Date
Report due each quarter: 1st Quarter (Oct -Dec) due January 15 2nd Quarter (Jan -Mar) due April 15
3rd Quarter (Apr -June) due July 15 4th Quarter (Jul -Sep) due October 15
FORT WORTH
CRIME CONTROL
& PREVENTION DISTRICT
• Up to 5% of any budgeted line -item does not need prior approval but form must be sent to City with monthly RFR
• More than 5% of any budgeted line -item must have prior City approval
• An increase in a zero line -item must have prior City approval
• Modifications cannot be made between Direct and Indirect costs
Date
Submitting Agency
Contact Name
Phone Number and Email
Remit Address
Budget Category
Personnel
Supplies & Equipment
Program Services
Travel and Training
Other Approved
Total Direct Costs
Budget Category
Personnel
Supplies & Equipment
Operational Services
Travel and Trainmg
Facilities & Utilities
Other Approved
Total Indirect Costs
Exhibit F
Request for Budget Modification
Fiscal Year 2016
Boys & Girls Club of Greater Fort Worth.
DIRECT COSTS (90% minimum)
Approved Budget Change Requested
INDIRECT COSTS (10% maximum)
Approved Budget Change Requested
Revised Budget
Revised Budget
Modification Narrative (describe in detail what change is for)
I have reviewed this request and centifr that the listed modifications are correct.
Authorized Signatory
0 Modification Approved
FWPD Staff Signature
Signatory Title
FWPD STAFF USE ONLY
Date
QModification NOT Approved
Date
9/16/2015
M&C Review
ITY
OUNCIL GENDA
COUNCIL ACTION: Approved on 9/15/2015
Official site of the City of Fort Worth, Texas
FORT WORT I -I
DATE• 9/15/2015 REFERENCE **C-27449 LOG 35BOYS & GIRLS CLUB SAFE HAVEN
NO.: NAME• YOUTH PROGRAM FY 2016
EA
CODCODEC TYPE: CONSENTHPUBLIC NO
EARING•
SUBJECT: Authorize Execution of a Contract with the Boys and Girls Clubs of Greater Fort Worth in the
Amount of $307 015.00 for the Operation of a Safe Haven Youth Program at the Safe
Haven -Martin Boys and Girls Club Located at 3123 Avenue G (COUNCIL DISTRICT 8)
RECOMMENDATION:
It is recommended that the City Council authorize the execution of a contract with the Boys and Girls
Clubs of Greater Fort Worth in the amount of $307 015.00 for the operation of a Safe Haven Youth
Program at the Safe Haven -Martin Boys and Girls Club located at 3123 Avenue G.
DISCUSSION:
Youth Safe Havens are places where children in targeted neighborhoods can play and learn with other
children without the fear of being victims of a crime. The original Safe Haven Program was operated in
the southeast part of Fort Worth and was later expanded to other neighborhoods in Fort Worth. The
Boys and Girls Clubs of Greater Fort Worth provides a Youth Safe Haven Program for youth living
within a five -mile radius of the Safe Haven -Martin Boys and Girls Club located at 3123 Avenue G,
which is in Council District 8.
The program strives to offer character and leadership development, educational activities, cultural arts,
health and life skills, and recreational opportunities Program staff address additional educational,
social, psychological, and physical needs youth may experience. Program staff provide youth with the
tools they need to become responsible adults.
This contract will be effective October 1, 2015 through September 30, 2016.
FISCAL INFORMATION/CERTIFICATION.
The Financial Management Services Director certifies that, contingent upon adoption of the FY2016
Budget by City Council, funds will be available in the FY2016 Budget of the Crime Control and
Prevention District Fund and the Police Department is responsible for verifying the availability of funds
prior to an expenditure being made.
TO Fund/Account/Centers FROM Fund/Account/Centers
26001 5330201 0359808 $3071015.00
Submitted for City Manaaer's Office bv:
Oriainatina Department Head:
Additional Information Contact
Rudolph Jackson (6199)
Rhonda Robertson (4231)
James Rodriguez (4286)
http://apps.cfwnet.org/council_packeflmc_review.asp?ID=21470&counciidate=9/15/2015 1/2