HomeMy WebLinkAboutContract 47079 (2)STATE OF TEXAS
COUNTIES OF TARRANT, WISE
AND DENTON
CIP1
CONTRACT 0N -
AGREEMENT BETWEEN THE CITY OF FORT WORTH AND THE SAFE
CITY COMMISSION, INC., FOR FUNDING FROM THE CRIME CONTROL
AND PREVENTION DISTRICT FOR THE ADVOCACY PROGRAM
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 The Safe City Commission, Inc., ("SCC") acting by and
through Ken Shetter, it duly authorized Executive Director.
RECITALS
WHEREAS, City has determined that SCC crime prevention and education
program and a community advocacy for crime prevention program ("Advocacy
Program") are needed for all citizens of Fort Worth to make Fort Worth the safest major
city in the nation; and
WHEREAS, City and SCC have agreed to provide these programs in accordance
with the Agreement; and
WHEREAS, City desires to contract with SCC to provide these programs; and
WHEREAS, City, as consideration for the performance of SCC, has appropriated
monies in the Crime Control and Prevention District ("CCPD") Fund Budget in the
amount of $175,000.00 and an additional amount of $60,195.00 from
the General Fund to provide to SCC for the operation of the Advocacy 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 for the SCC Advocacy Program
2. Exhibit A — Scope of Work
3. Exhibit B — Budget
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
FY 2016 ADVOCACY PROGRAM
CFW and SCC
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Page 1 of 12
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 teuiis and conditions set forth
in the body of this Agreement, the terms and conditions set forth in the body of this
Agreement shall control.
The term "City" shall include City, its officers, agents, representatives, and
employees.
The tenn "SCC" shall include SCC, its officers, agents, representatives, employees,
servants, contractors, and subcontractors.
The term "Party" shall refer to either City or SCC.
The term "Parties" shall refer to both City and SCC.
AGREEMENT
1. Resnonsibilities of SCC SCC 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. SCC shall be responsible for day-to-day administration
of the Advocacy Program. SCC agrees to expend the Program Funds in accordance
with its Advocacy Program 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 hxhibit
`E '-Program Effectiveness Measurement Report.
2. Proaram Funds.
2.1 In no event shall the total distribution from City made to SCC during the
teuuii of this Agreement exceed the total sum of $235,195.00 ("Program Funds").
2.2 Payment of the Program Funds from City to SCC shall be made on a cost -
reimbursement basis following receipt by City from SCC of a signed Request for
Reimbursement (RFR), as described in Exhibit "C, ' and copies of all receipts and
support documentation. SCC 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 SCC or duly authorized officer of SCC. 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.
Submit the monthly RFR with an original signature by an authorized representative 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
FY 2016 ADVOCACY PROGRAM
CFW and SCC Page 2 of 12
after receipt of an acceptable and approved RFR and a monthly Program Activities
Report. Additionally, a quarterly Program Effectiveness Measurement Report from
SCC is required as described in section 4.2 and must be approved prior to
reimbursements. Reimbursements shall be made within 30 days receipt of said
documents.
2.3 SCC 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, SCC 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 SCC's expenditures
under this Agreement must be completed no later than September 30, 2016.
4. Program Performance.
4.1 SCC agrees to maintain full documentation supporting the performance of
the work and fulfillment of the objectives set forth in Exhibit "A."
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4.2 SCC 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 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 15t" day after the
end of each month.
4.3 SCC agrees that the monthly RFR and Program Activities Report and
quarterly Program Effectiveness Measurement Report will be submitted to City no
later than the 15"' day after the end of each month. Should SCC not meet these
requirements, SCC will be given an additional 15 days to submit the required reports
to City. If, at the end of this 15-day extension period SCC has not submitted the
required reports, City will send a non-compliance letter notifying SCC'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 SCC 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 SCC 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
SCC default, inability to perform or to comply with the terms herein; or for other
good cause.
5.3 Termination will be effected by delivering to SCC a notice of termination,
specifying the portion of the Agreement affected and the effective date of
termination. Upon SCC's receipt of notice of termination, SCC 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
FY 2016 ADVOCACY PROGRAM
CFW and SCC Page 4 of 12
(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 deteitnined to be invalid, SCC sole
remedy shall be reinstatement of this Agreement. SCC 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, SCC shall return to City any property provided hereunder. City will have
no responsibility or liability for SCC'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. SCC shall maintain all equipment used
in the administration and execution of the Advocacy Program SCC shall maintain,
replace, or repair any item of equipment used in support of the Advocacy 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 Advocacy Program and/or for use under the terms of this Agreement is
the sole responsibility of SCC. SCC shall not use Program Funds or City funds to
repair or replace said equipment. SCC shall use any and all equipment purchased with
Program Funds exclusively in support of the Advocacy Program. Within 10 days
following the purchase of equipment, SCC shall submit to City a detailed inventory of
all equipment purchased with Program Funds to the Research and Planning 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 SCC agrees to keep sufficient records to document its adherence to
applicable local, state and federal regulations, along with documentation and records
of all receipts and expenditures of Program Funds. All records shall be retained for
three (3) years following the termination or completion of this Agreement. City or its
representatives shall have the right to investigate, examine, and audit at any time any
and all such records relating to operations of SCC under this Agreement. SCC, 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 SCC's operations will be
undertaken and may be conducted either by City or an independent auditor of City's
choice. SCC shall submit a copy of any audit performed by their independent auditor
within 30 days of receipt of the final audit report.
FY 2016 ADVOCACY PROGRAM
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7.2 If any audit reveals a questioned practice or expenditure, such questions
must be resolved within fifteen (15) days after notice to SCC by City. If questions
are not resolved within this period, City reserves the right to withhold further funding
under this and/or future agreement(s) with SCC.
7.3 If, as a result of any audit, it is determined that SCC misused, misapplied,
or misappropriated all or any part of the Program Funds, SCC 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 SCC'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 the Advocacy Program assets as
appropriate.
7.5 SCC covenants and agrees to fully cooperate with City in monitoring the
effectiveness of the services and work to be performed by SCC under this Agreement,
and City shall have access at all reasonable hours to offices and records of SCC, its
officers, members, agents, employees, and subcontractors for the purpose of such
monitoring.
8. Indenendent Contractor.
8 1 SCC shall operate hereunder as an independent contractor and not as an
officer, agent, or servant or employee of City. SCC 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 SCC, 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 SCC. No federal state, or local income tax, nor any
payroll tax of any kind, shall be withheld or paid by City on behalf of SCC. SCC 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 SCC,
and any program participants hereunder are not eligible for, and shall not participate
in any employer pension, health, or other fringe 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 SCC, its officers, members, agents,
employees, subcontractors, program participants, licensees, or invitees.
FY 2016 ADVOCACY PROGRAM
CFW and SCC
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8.2 City shall in no way nor under any circumstances be responsible for any
property belonging to SCC, 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.
SCC 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.
SCC 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.
SCC 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 SCC shall be effective without City's prior written approval.
FY 2016 ADVOCACY PROGRAM
CFW and SCC Page 7 of 12
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 Advocacy Program is
situated; and no other public official of such locality or localities who exercises any
functions or responsibilities with respect to the Advocacy 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. SCC 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 SCC 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 SCC of any
land, materials, supplies, or services purchased with any funds transferred hereunder,
except on behalf of SCC, as an officer, employee, member, or program participant.
Any willful violation of this paragraph with the knowledge, expressed or implied, of
SCC 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, SCC
covenants that neither it nor any of its officers, members, agents, employees, program
participants, or subcontractors, while engaged in performing this Agreement shall in
connection with the employment, advancement, or discharge of employees, in
connection with the terms conditions or privileges of their employment, discriminate
against persons because of their age, except on the basis of a bona fide occupational
qualification, retirement plan, statutory requirement, or statutory or ordinance
exception.
12.2 SCC will not unlawfully discriminate against any person or persons
because of age, race, color, religion, sex, disability, national origin, or sexual
orientation, nor will SCC permit its officers, members, agents, employees,
subcontractors, or program participants to engage in such discrimination.
12.3 If any claim arises from an alleged violation of this non-discrimination
covenant by SCC, its personal representatives, assigns, subcontractors or successors
in interest SCC agrees to assume such liability and to indemnify and defend City and
hold City harmless from such claim.
This section shall survive the termination or expiration of this Agreement.
13. Compliance.
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CFW and SCC
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13.1 SCC, 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 SCC any such violation on the part of SCC or any of its officers, members, agents,
employees, subcontractors, or program participants, then SCC shall immediately
desist from and correct such violation.
13.2 SCC 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 SCC to any such violations on the part of SCC or any of its officers, members,
agents employees, program participants, or subcontractors, then SCC shall
immediately desist from and correct such violation.
14. Waiver of Immunity. If SCC 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, SCC 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 SCC 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 SCC'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.
15.3 Each insurance policy required herein shall be endorsed with a waiver of
subrogation in favor of the City teach 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.
FY 2016 ADVOCACY PROGRAM
CFW and SCC
Page 9 of 12
15.4 SCC further agrees that it shall comply with the Worker's Compensation
Act of Texas and shall provide sufficient compensation insurance to protect SCC 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 SCC 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
perfol fined hereunder, and any prior or contemporaneous, oral or written agreement
which purports to vary from the teams hereof shall be void Any amendments to the
to Ins of this Agreement must be in writing and must be signed by authorized
representatives of each party.
16.6 All notices required or permitted by this Agreement must be in writing and
are deemed delivered on the earlier of the date actually received or the third day
following (i) deposit in a United States Postal Service post office or receptacle; (ii)
with proper 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:
FY 2016 ADVOCACY PROGRAM
Valerie R. Washington, Assistant City Manager
City Manager's Office
City of Fort Worth
1000 Throckmorton Street
CFW and SCC
Page 10 of 12
Copies To:
SCC:
Fort Worth, TX 76102
Contract Compliance Section
Bob Bolen Public Safety Complex
505 W. Felix St.
Fort Worth, TX 76115
Ken Shetter, hxecutive Director
Safe City Commission, Inc.
201 Main Street, Suite 2
Fort Worth, TX 76104
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 perfoiniance 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 SCC and are not intended to create any rights, contractual or otherwise, to
any other person or entity.
FY 2016 ADVOCACY PROGRAM
CFW and SCC
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IN WITNESS WHEREOF, the parties hereto have executed this a ent in
m Iti les in Fort Worth Tarrant County, Texas, to be effective this ����'�.y of
, 20 )
APPROVED AND AGREED FOR
CITY OF FORT WORTH
Valerie R. Washington
Assistant City Manager
Date: Pi
APPROVAL RECOMMENDED
Ah94-noka)404401apirtot—
APPROVED AND AGREED FOR
SAFE C T COMMISSION
Ken Sheller
Executive Director
Date: 111/15
APPROVED AS TO FORM AND
LEGALITY FOR SAFE CITY
COMMISSION
Rhonda K. Robertson SCC Atfrne
y
Chief of Police
Date: oq a_fires
APPROVED AS TO FORM AND
LEGALITY FOR CITY OF FORT
WORTH
Victoria D. Honey
Assistant City Attorney
Date: /o.f _ �1 ,�
FY 2016 ADVOCACY PROGRAM
CFW and SCC
Date:
ATTEST
ary J. K
City Secretary
Pi/A
Date: 6k1 5 a '3015
M&C No. (1.-a17115.;?
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
Page 12 of 12
EXHIBIT A
SCOPE OF WORK
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
Exhibit B
BUDGET NARRATIVE FISCAL YEAR 2016
Please attach a detailed budget narrative that explains the need for all proposed expenditures by individual
item. The budget narrative should deafly explain how funds will be used and why expenditures are
necessary for successful implementation of your program. Please explain how costs are calculated.
INDIRECT COSTS CANNOT EXCEED 10% OF THE APPROVED BUDGET
DIRECT PROGRAM COSTS (90% Minimum):
A. Personnel: 60% of the Executive Director's salary and 100% of two Program Director's
salaries (182,100) as well as FICA calculated at 7.65% (13,930) and company paid Health
Insurance costs (17,200) for the same employees at the same percentages Total of $213,230 or
90.66%
B. Supplies and Equipment:
C. Program Services:
D. Travel and Training:
E. Other Approved:
INDIRECT COSTS (10% Maximum).
A. Personnel:
B. Supplies and Equipment:
C. Operational Services:
D. Travel and Training:
E. Facility and Utilities: $1,800 of a budgeted $2,850 for Telephone and Internet service. $9,000 of
a budgeted $9,150 for Electricity usage. $1,900 of a budgeted $1,950 for city water usage.
$7,200 budgeted for Cleaning & Custodial Services. Total of $19,900 or 8.46%
F. Legal, Financial, and Insurance: $2,065 of a budgeted $13,900 for Professional Accounting
Services or .88%
G. Other Approved:
FORT WORTH
CRIME CONTROL
& PREVENTION DISTRICT
Exhibit B —Advocacy
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
Field Trip Admission Expenses
Other Field Trip Expenses
OTHER APPROVED TOTAL
INDIRECT PROGRAM COSTS (10% Maximum)
PERSONNEL
Salaries
FICA
Life Insurance
Health Insurance
Unemployment
Worker's Compensation
Retirement
PERSONNEL TOTAL
SUPPLIES AND EQUIPMENT
Total
182,100.00
13,930.00
17,200.00
213,230.00
0.00
0.00
0.00
0.00
Total
0.00
FORT WORTH
CRIME CONTROL
& PREVENTION DISTRICT
SUPPLIES AND EQUIPMENT TOTAL
OPERATIONAL SERVICES
OPERATIONAL SERVICES TOTAL
TRAVEL AND TRAINING
Travel
Traming
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
Accountmg
LEGAL, FINANCIAL AND INSURANCE TOTAL
OTHER APPROVED
OTHER APPROVED TOTAL
GRAND TOTAL
0.00
0.00
0.00
1,800.00
9,000.00
1,900.00
7,200.00
19,900.00
2,065 00
2,065.00
0.00
$235,195.00
FORT WORTH.
CRIME CONTROI.
AND PREVENTION inflict -
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 IOther Approved
(Total Direct Costs
Budget Category
1 Personnel
2 Supplies & Equipment
3 Operational Services
4 Travel & Training
5 'Facilities & Utilities
6 (Legal, Financial & Insurance
(Total InDirect Costs
Exhibit C
Request for Reimbursement (RFR)
FY 2016
A
Budget Amount
$ 213,230.00
Is
Submitting Agency:
Contact Name:
Phone Number:
Email:
Remit Address:
Invoice Number:
Month of Request:
I
213,230.00 1 $
A
Budget Amount
19,900.00 I
2,065.00
21,965.00 1 $
B
Safe City Commission - Advocacy
DIRECT COSTS (90% Minimum)
C
Total of Previous
Reimbursements
Requested
B
This Month's
Request
D
(B+C)
Total Requested
To -Date
INDIRECT COSTS (10% Maximum)
Total of Previous
Reimbursements
Requested
C
This Month's
Request
D
(B+C)
Total Requested
To -Date
410
Summary:
Total Budget: $
Previous Requests: $
This Request: $
Total Requested To -Date $
Remaining Funds $
E
(A-D)
Remaining Balance
Available
213,230.00
dim
213,230.00
(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
Finance Staff Signature
Date
Finance Received Stamp Placed Below
Signatory Title
Fiscal Agent Use Only
Fund Account
Dale
Center
19,900.00
2,065.00
21,965.00
235,195.00
235,195.00
FORT WORTH
CRIME CONTROL
& PREVENTION DISTRICT
Current Reporting Month
Submitting Agency
Contact Name
Phone Number and Email
Remit Address
1
Exhibit D
Fiscal Year 2016
Monthly Program Activities Report
Safe City Commission — Advocacy
Brenda O'Quin
(817) 502-7113 / boauin(a,safecitvcommission.org
1100 Hemphill St, Fort Worth, TX 76104
Activity
Number of multi -disciplinary meetings (excluding meetings related solely to One
Safe Place programs and/or services).
2 Number of participants in training, education and outreach programs facilitated
by Safe City Commission.
3 Number of FWISD participants in Imagine No Violence Art Contest.
4 Number of Fort Worth ISD middle school and high school students who will
receive public education information about the Campus Crime Stoppers Friends
for Life program
5
6
7
8
Current
Month
Total
To Date Year
Total End
Goal
25
500
45,000
45,000
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
FORT WORTH
CRIME CONTROL
& PREVENTION DISTRICT
Current Reporting Quarter
Submitting Agency
Contact Name
Phone Number and Email
Remit Address
Exhibit E
Fiscal Year 2016
Quarterly Program Effectiveness Measurement Report
Safe City Commission — Advocacy
Brenda O' Quin
(817) 502-7113 / bouuin a,safecitvcommission.org
1100 Hemphill St, Fort Worth, TX 76104
Please include outcome narrative that describes how measure was accomplished for each quarter.
Effectiveness Measures and Quarterly Outcomes
Measure 1 59% of FWISD Students participate in the Imagine No Violence program
Outcome
Measure 2 75% of training attendees completed evaluations that rated trainings Good/Excellent.
Outcome
Measure 3 80% of training attendees received continuing educations credits.
Outcome
Measure 4 300 arrests and 650 cleared cases resulting from Crime Stoppers tips for the year.
Outcome
Measure 5
Outcome
I have reviewed this report and certifi) 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
Safe City Commission
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 certi6) that the listed modifications are correct.
Authorized Signatory
0 Modification Approved
FWPD Staff Signature
Signatory Title
FWPD STAFF USE ONLY
Date
DIVIodification NOT Approved
Date
9/16/2015 M&C Review
Official site of the Ciry of For Worth Texas
FORT WO RT H
OUNCIL ' GENDA
COUNCIL ACTION: Approved on 9/15/2015
REFERENCE** 35SAFE CITY COMMISSION
DATE 9/15/2015 NO.: C-27452 LOG NAME' ADVOCACY PROGRAM FY 2016
CODE- C TYPE' CONSENTHEHEARARICING: NO
S UBJECT: Authorize Execution of an Agreement with Safe City Commission in the Amount of
$235,195.00 to Continue Operation of a Community Advocacy Crime Prevention Program
for Fiscal Year 2016 (ALL COUNCIL DISTRICTS)
J
RECOMMENDATION:
It is recommended that the City Council authorize the execution of an Agreement with Safe City
Commission in the amount of $235,195.00 to continue operation of the Community Advocacy Crime
P revention Program.
DISCUSSION:
S afe City Commission (SCC) is a vital partner in the City of Fort Worth's crime prevention efforts. SCC
seeks to help make Fort Worth the safest major city in the United States through its partnerships with
the community, schools and law enforcement. To accomplish its goal, SCC operates the Community
Advocacy Crime Prevention Program, which provides crime prevention, education and community
advocacy throughout Fort Worth. Through its initiatives, SCC promotes a culture of non -violence
among Fort Worth's youth.
U nder the terms of the Agreement SCC will be reimbursed during Fiscal Year 2016 for costs related to
the operation of the Community Advocacy Crime Prevention Program. The total reimbursement
amount is $235,195 00 of which, $60,195.00 will be drawn from the General Fund and $175,000.00
from the Crime Control and Prevention District Fund.
This Agreement will be effective from October 1, 2015 to 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 Fiscal Year 2016 Budget of the General Fund and
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
10100 5330201 0351202 $60.195.00
26001 5330500 0359100 $175.000.00
Submitted for City Manaaer's Office by: Rudolph Jackson (6199)
O riginating Department Head: Rhonda Robertson (4231)
http://apps.cfwnet.org/council_packet/mc_review.asp?ID=21467&councildate=9/15/2015 1/2