Loading...
HomeMy WebLinkAboutContract 47082 (2)CITY aiffiGRETARY CONTRAcT Noe AGREEMENT FOR COMMUNITY BASED PROGRAM SAFEHAVEN OF TARRANT COUNTY FISCAL YEAR 2016 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 Valerie R. Washington, its duly authorized Assistant City Manager, and SAFEHAVEN OF TARRANT COUNTY, a Texas private non-profit corporation ("Contractor") acting by and through Kathryn Jacob, President and Chief Executive Officer, its duly authorized representative. RECITALS WHEREAS, City has determined that Community Based Programs are necessary to support crime prevention in City during Fiscal Year 2016 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 SafeChoices Program, which will support the police department's crime prevention efforts throughout the community; and WHEREAS, City desires to enter into an agreement with Contractor to operate the SafeChoices 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 $17,045.00 ("Program Funds") to provide to the Contractor for the operation of the SafeChoices Program; 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 2. Exhibit A — Proposal Abstract and Narrative 3. Exhibit B — Budget 4. Exhibit C — Request for Reimbursement 5. Exhibit D — Program Activities Report 6. Exhibit E — Program Effectiveness Measurement Report OFFICIAL REGARD CITY 9ECRETARY FT. WORTH, TX FY 2016 Community Based Program SafeHaven of Tarrant County Page 1 of 12 7. Exhibit F — Request for Budget Modification Exhibits A through F, which are attached hereto and incorporated herein, are made a part of this Agreement for all purposes. In the event of any conflict between the terms and conditions of Exhibits A through F and the terms and conditions set forth 1n the body of this Agreement, the terms and conditions of this Agreement control 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" — Proposal Narrative Contractor shall be responsible for day-to-day administration of the SafeChoices Program Contractor agrees to expend the Program Funds in accordance with the Budget as described in Exhibit "B". Program activities shall be reported in accordance with Exhibit "D ' and effectiveness measures shall be reported in accordance with Exhibit "E" 2. Program Funds. 2.1 In no event shall the total distribution from City made to the Contractor during the Term of this Agreement exceed $17,045.00 ("Program Funds"). 2.2 Payment of the Program Funds from City to Contractor shall be made on a cost - reimbursement basis following receipt by City from Contractor of a signed Request for Reimbursement (RFR), as described in Exhibit "C" along with supporting documentation. 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 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. The monthly RFR, with an original signature by an authorized representative, must be submitted to the Research and Planning Section of the Fort Worth Police Department, ATTENTION Grants Management Unit, 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 from the Contractor. Reimbursements shall be made within 30 days receipt of said documents. 2.3 Contractor is authorized to modify up to five (5) percent of any budgeted line -item in the original approved budget without prior written permission from City However, Contractor must submit the Request for Budget Modification Form (Exhibit `F") to City, with the monthly RFR, during the month the modification took place The new modified budget cannot exceed the total amount of Program Funds FY 2016 Community Based Program SafeHaven of Tarrant County Page 2 of 12 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 the 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 shall not 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 the 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 shall not 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. Budget adjustments shall be submitted to the Grants Management Unit 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 (` Term"). All of Contractor's expenditures under this Agreement must be completed no later than September 30, 2016. 4. Program Performance. 4.1 Contractor agrees to maintain full documentation supporting the performance of the work set forth in Exhibit "A." 4.2 Contractor agrees to provide a monthly Program Activities Report and quarterly Program Effectiveness Measurement Report to document the performance of the work described in Exhibit "D" and Exhibit "E," respectively. The Program Activities and Effectiveness Measures 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 Program Effectiveness Measurement Report must describe include any realized successes. 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 Contractor agrees that the monthly Request for Reimbursement 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 Contractor not meet these FY 2016 Community Based Program SafeHaven of Tarrant County Page 3 of 12 requirements, Contractor will be given an additional 15 days to submit the required reports to City. If, at the end of this 15-day extension period, Contractor has not submitted the required reports, City will send a non-compliance letter notifying Contractor's duly authorized representative of a possible suspension of program funding. 4.4 A representative of the program shall attend quarterly meetings of the Crime Control and Prevention District Board as requested. 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 In the event no funds or insufficient funds are appropriated by the City in any fiscal year for any payments due hereunder, City will notify Contractor of such occurrence and this Agreement shall terminate on the last day of the fiscal period for which appropriations were received without penalty or expense to the City of any kind whatsoever, except as to the portions of payments herein agreed upon for which funds have been appropriated. 5.3 The City may terminate this Agreement at any time and for any reason by providing the other party with thirty (30) days' written notice of termination. 5.4 Termination will be effected by delivering to Contractor written notice 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; (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. City will have no responsibility or liability FY 2016 Community Based Program SafeHaven of Tarrant County Page 4 of 12 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. Conti actor shall maintain all equipment used in the administration and execution of the SafeChoices Program Contractor shall maintain, replace or repair any item of equipment used in support of the SafeChoices Program and/or for use under the terms of this Agreement that no longer functions or is lost or stolen The cost for maintenance, replacement or repair of any equipment used in support of the SafeChoices 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 SafeChoices 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 2.2 above. The equipment inventory shall include an itemized description of each piece of equipment, the date each piece of equipment was purchased, the cost of purchase for each piece of equipment, and the location of each piece of equipment. 7. Administrative Requirements. 7.1 Contractor agrees to keep sufficient records to document its adherence to applicable local, state, and federal regulations, along with documentation and records of all receipts and expenditures of Program Funds Contractor agrees that the City shall, until the expiration of three (3) years after final payment under this Agreement, have access to and the right to examine any directly pertinent books, documents papers and records of the Contractor involving transactions relating to this Agreement Contractor agrees that the City shall have access during normal working hours to all necessary Contractor facilities and shall be provided adequate and appropriate workspace in order to conduct audits in compliance with the provisions of this section. The City shall give Contractor reasonable advance notice of intended audits 7.2 If any audit reveals a questioned practice or expenditure, City shall notify Contractor as soon as reasonably practical. Contractor shall have fifteen (15) days to provide City with a written explanation and any supporting documentation regarding the practice or expenditure. If Contractor fails to resolve or cure the questioned practice or expenditure, to the City's satisfaction, within the fifteen (15) day period, , City reserves the right to withhold further Program Funds under this and/or future agreement(s) with Contractor. 7.3 If as a result of any audit, it is determined that Contractor misused, misapplied or misappropriated all or any part of the Program Funds, Contractor agrees to reimburse City the amount of such monies so misused, misapplied or misappropriated, plus the amount of any sanction, penalty, or other charge levied against City because of such misuse misapplication or misappropriation. FY 2016 Community Based Program SafeHaven of Tarrant County Page 5 of 12 7.4 Contractor's obligation to City shall not end until all closeout requirements are completed. The closeout requirements shall include, but are not limited to: providing final Program Activities Report and Program Effectiveness Measurement Reports making final payments, and disposing of SafeChoices Program assets as appropriate. 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 8. Independent Contractor. 8.1 Contractor shall operate hereunder as an independent contractor and not as an officer, agent, or servant or employee of City. Contractor shall have exclusive control of, and the exclusive right to control the details of the work and services performed hereunder, and all persons performing same and shall be solely responsible for the acts and omissions of its officers, members, agents, servants, employees, subcontractors, program participants, licensees, or invitees. The doctrine of respondent superior shall not apply as between City and Contractor, its officers, members, agents, servants employees, subcontractors, program participants, licensees, or invitees, and nothing herein shall be construed as creating a partnership or joint enterprise between City and Contractor. 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. City does not have the legal right to control the details of the tasks performed hereunder by Contractor, its officers, members, agents employees, subcontractors, program participants, licensees, or invitees. 8.2 City shall in no way nor under any circumstances be responsible for any property belonging to Contractor, its officers, members, agents, employees, subcontractors program participants, licensees or invitees, which may be lost, stolen, destroyed, or in any way damaged. 9. Liability and Indemnification. CONTRACTOR 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. CONTRACTOR 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 FY 2016 Community Based Program SafeHaven of Tarrant County Page 6 of 12 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. Contractor shall require all of its subcontractors to include in their subcontracts a release and indemnity in favor of City in substantially the same form as above. This section shall survive the expiration or termination of this Agreement. 10. Non -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 SafeChoices Program is situated; and no other public official of such locality or localities who exercises any functions or responsibilities with respect to the SafeChoices 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. Contractor, for itself, its personal representatives assigns, subcontractors and successors in interest as part of the consideration herein, agrees that in the performance of Contractor's duties and obligations hereunder, it shall not discriminate in the treatment or employment of any FY 2016 Community Based Program SafeHaven of Tarrant County Page 7 of 12 individual or group of individuals on any basis prohibited by law. IF ANY CLAIM ARISES FROM AN ALLEGED VIOLATION OF THIS NON-DISCRIMINATION COVENANT BY CONTRACTOR, ITS PERSONAL REPRESENTATIVES, ASSIGNS, SUBCONTRACTORS OR SUCCESSORS IN INTEREST, CONTRACTOR AGREES TO ASSUME SUCH LIABILITY AND TO INDEMNIFY AND DEFEND THE CITY AND HOLD THE CITY HARMLESS FROM SUCH CLAIM. This section shall survive the expiration or termination of this Agreement. 13. Compliance. 13.1 Contractor, its officers, members, agents, employees, program participants, and subcontractors, shall abide by and comply with all laws, federal, state and local, including all ordinances rules and regulations of City If City calls to the attention of Contractor 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. 14. Governmental Powers. It is understood that by execution of this Agreement, the City does not waive or surrender any of it governmental powers. 15. 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. 16. Insurance Requirement. 16.1 Coverages and Limits. Contractor shall provide the City with certificates) of insurance documenting policies of the following minimum coverage limits that are to be in effect prior to commencement of any work pursuant to this Agreement: (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. FY 2016 Community Based Program SafeHaven of Tarrant County Page 8 of 12 (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. 16.2 Contractor's insurer(s) must be authorized to do business in the State of Texas for the lines of insurance coverage provided and be currently rated in terms of financial strength and solvency to the satisfaction of the City's Risk Manager. All insurers must have a minimum rating of A- VII in the current A.M. Best Key Rating Guide, or have reasonably equivalent financial strength and solvency to the satisfaction of Risk Management. If the rating is below that required, written approval of Risk Management is required. Evidence of self-insurance will also be accepted. 16.3 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. 16.4 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. 16.5 The commercial general liability policy shall name the City as an additional insured thereon, as its interests may appear. The term City shall include its employees, officers, officials agents, and volunteers in respect to the contracted services. 16.6 A minimum of Thirty (30) days notice of cancellation or reduction in limits of coverage shall be provided to the City. Ten (10) days' notice shall be acceptable in the event of non- payment of premium Notice shall be sent to the Risk Manager, City of Fort Worth, 1000 Throckmorton, Fort Worth, Texas 76102, with copies to the City Attorney at the same address. 16.7 Any failure on the part of the City to request required insurance documentation shall not constitute a waiver of the insurance requirement. 16.8 Certificates of Insurance evidencing that the Consultant has obtained all required insurance shall be delivered to the City prior to Consultant proceeding with any work pursuant to this Agreement. 17. Miscellaneous Provisions. 17.1 If any provision of this Agreement is held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired. FY 2016 Community Based Program SafeHaven of Tarrant County Page 9 of 12 17 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. 17.3 Should any action whether real or asserted, at law or in equity, arise out of the execution, performance attempted performance or non-performance of this Agreement, venue for said action shall lie in state courts located in Tarrant County, Texas or the United States District Court for the Northern District of Texas, Fort Worth Division.. 17.4 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. 17.5 This written instrument and Exhibits A through F, constitute the entire agreement between the parties concerning the work and services to be performed hereunder, and any prior or contemporaneous, oral or written agreement which purports to vary from the terms hereof shall be void 17.6 Any amendments to the terms of this Agreement must be in writing and must be signed by authorized representatives of each Party. 17.7 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. 17.8 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. 17.9 Captions and headings used in this Agreement are for reference purposes only and shall not be deemed a part of this Agreement 17.10 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. 18. Notice. Notices to be provided hereunder shall be sufficient if forwarded to the other party by hand -delivery or via U.S. Postal Service certified mail, postage prepaid, to the address of the other party shown below: CITY: Valerie R. Washington, Assistant City Manager City Manager's Office FY 2016 Community Based Program SafeHaven of Tarrant County Page 10 of 12 Copies To: City of Fort Worth 1000 Throckmorton Street Fort Worth, TX 76102 Tiffany Hayes Grants Management Unit Bob Bolen Public Safety Complex 505 West Felix St. Fort Worth, TX 76115 CONTRACTOR: Kathryn Jacob, President and Chief Executive Officer SAFEHAVEN OF TARRANT COUNTY 1100 Hemphill Street Suite 303 Fort Worth, TX 76104 FY 2016 Community Based Program SafeHaven of Tarrant County Page 11 of 12 IN WITNESS WHEREOF, the parties hereto have executed this agreement Fort Worth, Tarrant County, Texas, to be effective this 'Y ty of 20 i APPROVED AND AGREED FOR CITY OF FORT WORTH NM") Valerie R. Washington Assistant City Manager Date: it)( 5719- APPROVAL RECOMMENDED oi)ancibrittAS Rhonda K. Robertson Chief of Police Date: !0' 005'L7 APPROVED AS TO FORM AND LEGALITY FOR CITY OF FORT WORTH )011/21,1 0 , (7' Victoria D. Honey Assistant City Attorney Date: (Ofg I FY 2016 Community Based Program SafeHaven of Tarrant County APPROVED AND AGREED FOR SAFEHAVEN OF TARRANT COUNTY Kathryn . cob President and Chief Executive Officer Date: Q. I� APPROVED AS TO FORM AND LEGALITY FOR SAFEHAVEN OF TARRANT COUNTY SafeHaven of Tarrant County Attorney Date: ATTEST ary J. City Secretary Date: M&C No. OFFICIAL RECORD CITY SECRETARY FT. WORTH, TX NO Wiffir.0 . je tilt Page 12 of 12 1 Exhibit A Proposal Abstract and Narrative SafeHaven of Tarrant County RFP 15-0193 Program Abstract SafeHaven of Tarrant County respectfully requests $17,045 from the City of Fort Worth CCPD to support the SafeChoices project. SafeChoices is a dating violence prevention and intervention program designed to reduce relationship abuse among at -risk youth. It specifically targets 12-18 year old high -risk adolescents attending schools within FWISD, alternative schools within the City of Fort Worth, or Fort Worth teens receiving services through Tarrant County Juvenile Services. This program addresses the CCPD's goal to support efforts to increase the safety of youth and reduce juvenile crime through crime prevention and intervention programs Additionally, SafeChoices addresses the CCPD's priority as a prevention and intervention program for youth and/or family violence. SafeChoices is intended for youth exposed to or at risk of engaging in violent behavior and educates at -risk youth on the contributing factors and lasting consequences of dating violence. It intends to change norms, attitudes and behaviors associated with relationship abuse. During the course of the grant year, 800 male and female youth between the ages of 12-18 will participate in multi -session interactive educational groups designed to help youth recognize healthy versus abusive relationships, improve conflict resolution skills, and identify available community resources. This approach has been proven to reduce teen dating violence thus decreasing delinquent behaviors. It can be extrapolated that this will also reduce violence in the home and in the adult lives and families of participating teens. SafeHaven of Tarrant County REP 15-0193 Proposal Narrative 1) Describe in detail the problem that your program addresses. While often thought of as physical abuse, domestic or intimate partner violence also encompasses emotional, psychological, sexual and financial abuse and manipulation utilized to maintain power over another person within an intimate relationship. In 2013 the Texas Department of Public Safety reported 12,446 domestic violence incidents in Tarrant County. Approximately 73% of the reported victims were women with the most impacted age group being young women, ages 20-24. It is important to note that domestic violence is frequently underreported; the Texas Health and Human Services commission has concluded that the number of domestic violence cases reported by the TX Department of Public Safety was only 19% of the actual incidences experienced by victims. Therefore, the actual occurrence of domestic violence in Tarrant County is likely much higher. Furthermore, the final escalation of domestic violence is homicide: 119 women died in Texas as a result of domestic violence in 2013. The Texas Council on Family Violence documented that 11 of these deaths occurred in Tarrant County — up from 6 in 2012. Three of the victims were young women in the 20-24 age group. In addition to the primary victims, one unborn child died with its 22 year old mother, and 4 witnesses/family members lost their lives. The Texas Council on Family Violence also found that many of the women who were killed in 2013 had taken steps to leave their abuser, which has been shown to increase the threat of fatal violence. Teen dating violence is closely related to and predictive of domestic violence Like domestic violence, dating violence can include physical, sexual emotional and/or psychological abuse. It is usually demonstrated by controlling actions or through sexual coercion within the context of a romantic or dating relationship. Dating violence is commonly experienced face to face, but social media and mobile technology have added a new dimension to abusive teen relationships. The 2007 publication Tech Abuse in Teen Relationships Study, showed that technology has begun to play an increasingly alarming role in dating violence by giving abusers additional ways to harass their victim or track their whereabouts. Social media also is a very effective tool for emotional and psychological abuse. Studies have found that up to 76% of teens experience some form of dating violence and females ages 16-24 are most victimized (American Bar Association (ABA), National Teen Dating Violence Initiative,"Teen Dating Violence Facts'). According to the National Resource Center on Domestic Violence (NRCDV) an alarming 3 in 4 female high school students surveyed reported that they had experienced one or more incidents of unwanted sexual activity, including unwanted kissing hugging, groping and/or sexual intercourse. Research has found that teen intimate partner violence is associated with increased risk of substance use, unhealthy weight control behaviors, sexually risky behaviors, pregnancy and suicide. (Surface, et al., 2012). Intimate partner violence is not an isolated issue that just suddenly appears. Almost one-half of teens who reported that their families suffered from financial problems said that they witnessed some form of violent or abusive behavior between their parents (Love is Not Abuse Troubled Economy Linked to High Levels of Teen Dating Violence & Abuse Survey, 2009). Teens in domestic violence families bring few problem solving skills into their romantic relationships. When relationship norms in the home demonstrate the male's role is to control and the female's role is to please, this limits exposure to healthy relational roles. Violence seems to be the only way to solve problems and to interact with the opposite sex. The lack of skills to resolve differences and the lack of positive role models regarding healthy relationships put Fort Worth youth at risk of becoming both victims and perpetrators. Therefore exposure to violence, few positive examples of conflict resolution and a demonstrated lack of respect for women and girls endangers the safety of Fort Worth teens and the neighborhoods where they live. Further, Ron Snipe reported in Criminal Justice & Behavior (1998) that nearly half of adult sex offenders report committing their first sexual offenses prior to the age of 18 A study of 1,600 juvenile sexual assault offenders across the U.S. indicated that only about 33% of the juveniles perceives sex as a way to demonstrate love or caring for another person; 24% perceived sex as a way to feel power and control; others considered it a way to handle anger or punish the another person (California Coalition Against Sexual Assault, 2002). SafeHaven of Tarrant County RFP 15-0193 Proposal Narrative SafeChoices addresses these issues on FWISD campuses where high risk populations are identified, in alternative schools, pregnant and parenting teen programs and Tarrant County Juvenile Detention Center programs. Family violence or intimate partner violence and appropriate male/female relationships are often not addressed in school classrooms or probation groups due to lack of expertise and available resources. The prevention specialists teaching SafeChoices provide not only expertise, but are dedicated to reaching out to teens in difficult situations and modeling healthy conflict resolution. 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. In a report released by the World Health Organization in late 2010 Preventing Intimate Partner Violence and Sexual Violence Against Women, the authors conclude that "there is currently only one strategy for the prevention of intimate partner violence that can be classified effective at preventing actual violence. This is the use of school -based programs to prevent violence within dating relationships." SafeChoices reduces teen dating violence, increases youth safety and increases the safety of families and neighborhoods by providing a combination prevention/intervention services approach that targets at -risk Fort Worth youth through evidenced based curriculum in group settings. The program uses Safe Dates as a curriculum model and guide. Designated as a Model Program by the Substance Abuse and Mental Health Services Administration in 2006, Safe Dates was selected for the National Registry of Evidence -based Programs and Practices and received high ratings on all criteria. It is designed to interrupt stop and/or prevent the initiation of emotional, physical, and sexual abuse on dates or between individuals involved in a dating relationship. Intended for male and female students, the goals of the program include: (1) changing adolescent dating violence and gender -role norms, (2) improving peer help -giving and dating conflict -resolution skills (3) promoting victim and perpetrator beliefs in the need for help and seeking help through the community resources that provide it, and (4) decreasing dating abuse victimization and perpetration. Safe Dates is interactive in its application and allows for tailoring the messages to the specific audience, e.g., pregnant/parenting teens, juvenile offenders or more general at -risk populations. Topics are covered through multiple sessions offering flexibility to the host school or organization. Sessions include role-play, media analysis, small and large group discussion, art projects, writing exercises and other active learning modalities. Using Safe Dates the trained facilitator/instructor covers warning signs of abusive relationships, safety planning healthy vs. unhealthy relationships, technology and other issues relevant to the particular group. Ideally, this is presented in seven sessions which is the number research believes to be necessary for knowledge retention and behavior changes to occur. However, single sessions are available for environments where multiple sessions aren't possible. Effective participation and completion of this program within the SafeChoices context positively impacts the safety of not only dating teens but their current and future families. If families are safer in their homes, then Fort Worth neighborhoods are safer as well. If relationships and attitudes change then relationship violence will decrease thus decreasing crime in Fort Worth 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? SafeChoices addresses prevention of and intervention in both dating (youth) and family violence. SafeChoices takes a holistic approach to dating violence prevention and intervention for youth already exposed to or at risk of engaging in violent behavior. SafeChoices utilizes Safe Dates, an evidence -based curriculum proven to be effective in reducing the risk of dating abuse. In multi -session educational groups, program staff educates high -risk youth on the contributing factors and lasting consequences of dating SafeHaven of Tarrant County REP 15-0193 Proposal Narrative violence. This curriculum helps youth distinguish between relationships that are caring and supportive and those that are controlling, manipulative, and/or abusive. Each 50-minute session is interactive and appeals to various learning styles. Targeted populations include middle and high school age youth residing in the City of Fort Worth who are deemed at risk, attend alternative schools, or who are receiving services through Tarrant County Juvenile Services. Youth may attend alternative for various reasons designated by the local school district. Generally, these include truancy, inappropriate behaviors on the traditional school campus, inability to "fit in" at their normal campus or pregnant and parenting teens. Those served through Tarrant County Juvenile Services may be on probation or involved in some type of court diversion program. Program staff educates as many youth as campus staff or probation officers deem necessary through seven coordinated, connected sessions designed to create the optimal environment for knowledge and behavioral changes. 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. After participation in the SafeChoices program, participants will exhibit the following outcomes. 75% of program participants will be able to correctly identify types of abuse. 75% of program participants will exhibit increased knowledge of available resources. 75% of program participants will demonstrate increased understanding of the interpersonal skills necessary for healthy relationships. SafeChoices staff will conduct pre- and post-tests measuring participants' knowledge and skills gained in several categories: violence dynamics and consequences anger management and improved social skills. Middle and high school students test using a 5-point Likert Scale model at the beginning and end of the program The specialists examine the pre and post-test scores to determine behavioral changes in the indicated categories. These outcomes, along with total number served, are tracked in an agency database. At the conclusion of the last session, SafeChoices program staff is also evaluated by the classroom teacher or group leader using a survey that measures answers on a 5-point Likert scale. In addition to the survey, teachers have the option of adding comments at the end of the form one of which asks for areas of improvement. These methods provide an accurate evaluation of the program from the teachers/leader and students/participant points of view. 5) Who will the program benefit? How many people? What age group? What geographic area will it serve? Please include geographic boundaries. SafeChoices benefits not only the teens involved in program instruction, but their families as well. If it ends relationship violence, then it breaks the generational cycle and improves the entire community's health. SafeChoices will serve 800 at -risk teens, ages 12-18, who are enrolled in FWISD schools, alternative education programs or juvenile justice programs in the City of Fort Worth. 6) What makes this program unique from any other crime prevention program in Fort Worth? SafeHaven is the only service provider in Tarrant County whose primary mission is to end domestic violence. The Ft. Worth PD reported 5,725 domestic violence incidents in 2013 - which means there is still work to be done. SafeHaven s prevention program utilizes SafeChoices a highly respected evidence - based curriculum with a multi -session format to begin conversations with youth about their experiences at a time when they are forming their expectations about healthy relationships, appropriate behavior, and proper boundaries. While domestic violence is often perceived as a single issue, it is actually closely linked to other forms of violence (Swahn, et al., 2008) SafeChoices is unique in that the healthy SafeHaven of Tarrant County RFP 15-0193 Proposal Narrative relationship and communication skills taught in the program can not only help prevent dating and domestic violence, but can help our youth avoid abusive relationships and become stable, contributing members of our community 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? SafeChoices has operated since 2009. Originally supported through funding from the Office of the Governor's Criminal Justice Division (2009-2012), since 2013 SafeHaven has funded SafeChoices through a mix of local governmental and private sources. Funding from CCPD will be leveraged to secure the remaining portions of the prevention specialist's salary and program expenses which will allow S afeHaven to continue to offer opportunities for education about abusive behaviors and provide at -risk youth the tools to make healthy choices. 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. SafeChoices operated from 2009-2012, but the loss of funding for the project in 2012 greatly reduced its operating capacity. CCPD funding in FY 2015, combined with other resources, has allowed SafeHaven to meet an increased goal of providing violence prevention education to over 800 youth in Fort Worth. If funded, SafeChoices will be positioned to begin providing services immediately as programs will be scheduled and in progress by the start of a contract with the CCPD. 9) Briefly describe the specific expenditures planned for CCPD funding. You MUST fully complete attached budget forms. CCPD funding will be used to support 38% of one FTE Prevention Specialist position. Funds will be used to cover the cost of salary and benefits for staff delivering direct service in the SafeChoices program. S afeHaven will make every attempt to leverage this funding to obtain private funding for the remainder of the necessary salary and program costs. 10) If funds are awarded, will this program continue beyond the CCPD funding period? Please explain your plan to sustain this program. S afeHaven of Tarrant County is committed to sustaining prevention services for youth in Fort Worth. Two years of successful SafeChoices program history will increase SafeHaven s ability to gain foundation and other financial support for FY2017 youth violence prevention programming. S afeHaven will actively seek funding to sustain services provided in the SafeChoices program through funds from private individuals, foundations, corporations, and governmental sources. If necessary, the agency can support this program at a reduced level through unrestricted private funds while seeking additional funding. SafeHaven has an experienced development staff in place and a diversified fundraising plan that includes funds from individuals faith -based organizations, civic organizations, corporations, foundations, and other governmental entities. Exhibit B Budget FORT WORTH CRIME. CONTROL. & PREVENTION DISTRICT Budget Summary Total Project: $17,045.00 DIRECT PROGRAM COSTS (90% Minimum) A. PERSONNEL Prevention specialist 803 hrs/annually at $18.30/hour PERSONNEL TOTAL: B. FRINGE BENEFITS FICA: Prevention Specialist- $14,695 x 0765 Health Insurance- $4,840/year x 18.6 FTE Life Insurance- $240/year x .38 FTE Workman's Comp- $158/year x .38 FTE [FRINGE BENEFITS TOTAL C. TRAVEL AND TRAINING Local travel/mileage reimbursement for prevention specialist trips to provide the services. Mileage charged at .53/mile x 324 miles TRAVEL AND TRAINING TOTAL D. EQUIPMENT None EQUIPMENT TOTAL E. SUPPLIES None SUPPLIES TOTAL F. CONTRACTS/CONSULTANTS None [CONTRACTS/CONSULTANTS TOTAL Total: $14,020.00 11 $14,695.00 $14,695.001 $1,124.00 $903.00 $91.00 $60.00 $2,178.00 $172.00 $172.00 $0.00 $0.00 $0.00 $0.00 $0.00 $0.00 INDIRECT PROGRAM COSTS (10% Maximum) Total: $0.00 1 A. PERSONNEL None 1 $0.00 PERSONNEL TOTAL: I $0.00 B. FRINGE BENEFITS None FRINGE BENEFITS TOTAL G. OTHER APPROVED None OTHER APPROVED TOTAL $0.00 $0.00 $0.00 $0.00 Exhibit C Request for Reimbursement FORT WORTH CRIME ON OWL AND I'Kt %T,. I ICON I11St RR_1 Submit To: Bob Bolan Public Safety Complex Attn: Tiffany Hayes Program Support Division 505 West Felix St. Fort Worth, TX 76115 A B C D E F A B C D E F Budget Category Personnel Fringe Benefits Travel & Training Equipment Supplies Contracts/Consultants Total Direct Costs Budget Category Personnel Fringe Benefits Travel & Training Equipment Supplies Contracts/Consultants Total InDirect Costs $ Request for Reimbursement (RFR) FY 2016 A Budget Amount A Budget Amount Supporting documents required with monthly requests. This includes, timesheets depicting CCPD funded activities, copy of paychecks. invoices and receipts detailing all CCPD funded expenditures. i Submitting Agency: Contact Name: Phone Number: Email. Remit Address: Invoice Number: Month of Request: DIRECT COSTS (90% Minimum) B Total of Previous Reimbursements Requested C This Month's Request $ D (B+C) Total Requested To -Date INDIRECT COSTS (10 % Maximum) B Total of Previous Reimbursements Requested $ C This Month's Request 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 E (A-D) Remaining Balance Available I have reviewed this request and certify that these listed expenses and support documentation are accurate. Authorized Signatory Purchase Order# RFR Approved For Payment Grant Staff Signature Date Finance Received Stamp Placed Below Signatory Title Fiscal Agent Use Only Fund Dept ID Date Account Exhibit D Program Activities Report FORT WORTH CRIME ConRol. & PREIEN-110N DISTRICT Current Reporting Month Submitting Agency Contact Name Phone Number and Email Remit Address Fiscal Year 2016 Monthly Program Activities Report SafeHaven of Tarrant County Activity 1 Number of unduplicated attendees at Family Violence Prevention Classroom Presentations 2 Number of training sessions held 3 4 5 6 7 8 Current To Date Year Month Total End Total Goal 400 I have reviewed this report and cert fy that the measures provided are accurate and appropriately reflect the CCPD goals set forth in the contract. Authorized Signatory Signatory Title Date 75 Exhibit E Program Effectiveness Measurement Report FORT WORTH CRIME CONTROL. & PREVENTION DISTRRJT Current Reporting Quarter Submitting Agency Contact Name Phone Number and Email Remit Address Fiscal Year 2016 Quarterly Program Effectiveness Measurement Report SafeHaven of Tarrant County Please include outcome narrative that describes how measure was accomplished for each quarter. Effectiveness Measures and Quarterly Outcomes Measure 1 75% of program participants will be able to identify types of abuse. Outcome Measure 2 75% of program participants will exhibit increased knowledge of available resources. Outcome Measure 3 75% of program participants will demonstrate increased understanding of the interpersonal skills necessary for healthy relationships. Outcome Measure 4 Outcome Measure 5 Outcome I have reviewed this report and certiffi 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 2"d Quarter (Jan -Mar) due April 15 3rd Quarter (Apr -June) due July 15 4th Quarter (Jul -Sep) due October 15 Exhibit F Request for Budget Modification 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 Training Facilities & Utilities Other Approved Total Indirect Costs Exhibit F Request for Budget Modification Fiscal Year 2016 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 certifi) that the listed modifications are correct. Authorized Signatory Q Modification Approved FWPD Staff Signature Signatory Title FWPD STAFF USE ONLY Date QModification NOT Approved Date