HomeMy WebLinkAboutContract 47096 (2)F .RECEIviaL)
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Cffv C AN
MitRACT NO.
INTERLOCAL AGREEMENT
BETWEEN
THE WHITE SETTLEMENT INDEPENDENT SCHOOL DISTRICT
AND THE CITY OF FORT WORTH
10%
In consideration of the mutual covenants, promises, and agreements contained herein, this
INTERLOCAL AGREEMENT ("this Agreement") is made and entered into between the
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 the WHITE SETTLEMENT INDEPENDENT SCHOOL DISTRICT,
hereinafter referred to as ("WSISD") acting by and through Frank Molinar, its duly
authorized Superintendent .
RECITALS
WHEREAS, City has determined that After School Programs are necessary to
support crime prevention in the City during its Fiscal Year 2016 to meet the Crime Control
and Prevention District ("CCPD") goals which include(1) supporting efforts to reduce violent
crime and gang -related activities through enhanced enforcement activities and crime
prevention programs, (2) supporting efforts to increase the safety of residents and decreasing
crime throughout Fort Worth neighborhoods, and (3) supporting efforts to increase the safety
of youth and reducing juvenile crime through crime prevention and intervention programs;
and
WHEREAS, the City Council of Fort Worth and the White Settlement Independent
School District Board of Trustees have determined that the security and well-being of
students at middle and elementary schools during after -school hours of 3:00 PM to 6:00 PM
are of prime importance; and
WHEREAS, City and WSISD agree that the activities of elementary and middle
school children during these critical hours are of paramount importance to both government
entities; and
WHEREAS, Contractor proposes to continue the White Settlement Independent
School District After School Program (WSISD After School Program) in conjunction with
City.
NOW, THEREFORE, in consideration of the mutual covenants herein expressed,
the parties agree as follow:
AGREEMENT DOCUMENTS
The Agreement documents shall include the following:
1. This Agreement for the WSISD After School Program
FY 2016 Interlocal Agreement After School Program
City of Fort Worth & White Settlement Independent School District
OFFIGAIAL
UTY' a r ,rig }\ t%\ 7
Ft WORTH, TX
Page 1 of 12
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
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 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, and its officers, agents, employees, and representatives.
The term "WISD" shall include WISD, and its officers, agents, employees, representatives,
servants, contractors, and subcontractors.
The term "Party" shall refer to either City or WISD
The term "Parties" shall refer to both City and WISD.
AGREEMENT
1. Responsibilities of Contractor. WISD covenants and agrees to frilly perform, of cause
to be performed, with good faith and due diligence, all work and services described in
Exhibit "A" —Scope of Work. WISD shall be responsible for day-to-day administration of
the WSISD After School Program. WISD agrees to expend the Program Funds in
accordance with its WSISD After School 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 Exhibit "E"
Program Effectiveness Measurement Report.
2. Program Funds.
2.1 In no event shall the total distribution from City made to WSISD during the term
of this Agreement exceed the total sum of $50,000 ("Program Funds").
2.2 Payment of the Program Funds from City to WSISD shall be made on a cost -
reimbursement basis following receipt by City from WSISD of a signed Request for
Reimbursement ("RFR"), as described in Exhibit "C,' and copies of all receipts and support
documentation. WISD 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 the or duly
authorized officer of the WSISD. 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.
FY 2016 Interlocal Agreement After School Program
City of Fort Worth & White Settlement Independent School District Page 2 of 12
WISD must submit the monthly RFR (Exhibit "C"), the monthly Program Activities Report
(Exhibit "D") and the Quarterly Program Effectiveness Measurement Report (Exhibit ` E")
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 after receipt of an acceptable and approved RFR and
a monthly Program Activities Report. Additionally, a quarterly Program Effectiveness
Measurement Report from the WSISD 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 The WSISD 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,
WSISD 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 the City before any budget
modification are made. The Budget Modification Foini (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 vice versa.
Modification of Direct and Indirect approved budgets must follow the guidelines outlined in
sections 2.3 and 2.4.
The Budget Modification Fotin (Exhibit "F") shall be submitted to the Financial
Compliance 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"),
whichever occurs later, and shall end on September 30, 2016 (` End Date' ). All of WISD's
expenditures under this Agreement must be completed no later than September 30, 2016.
FY 2016 Interlocal Agreement After School Program
City of Fort Worth & White Settlement Independent School District Page 3 of 12
4. Program Performance.
4.1 WSISD agrees to maintain full documentation supporting the performance of the
work and fulfillment of the objectives set forth in Exhibit "A. '
4.2 WSISD 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 15th day after the end of each month.
4.3 WSISD 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 h
day after the end of each month Should WSISD not meet these requirements, WSISD will
be given an additional 15 days to submit the required reports to City. If, at the end of this 15-
day extension period, WSISD has not submitted the required reports, City will send a non-
compliance letter notifying WSISD's duly authorized representative of a possible suspension
of piogw am 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 WSISD 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 WSISD under or in connection with this Agreement.
5.2 This Agreement may be teuiiinated 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 WSISD
default, inability to perform or to comply with the terms herein; or for other good cause.
5.3 Teiinination will be effected by delivering to WSISD a notice of termination,
specifying the portion of this Agreement affected and the effective date of termination. Upon
WSISD's receipt of notice of termination, WSISD 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 teiniinated;
FY 2016 Interlocal Agreement After School Program
City of Fort Worth & White Settlement Independent School District Page 4 of 12
(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.
5.4 In the event the City suspends or teiininates 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. WSISD 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,
WSISD shall return to City any property provided hereunder. City will have no responsibility
or liability for WSISD's expenditures or actions occurring after the effective date of
termination of the Agreement.
6. Equinment and Maintenance. All equipment purchased with Program Funds must
meet all eligibility requirements of City and requires approval by the City prior to purchase.
WSISD shall maintain all equipment used in the administration and execution of the WSISD
After School Program. WSISD shall maintain, replace, or repair any item of equipment used
in support of the WSISD After School 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 after school program and/or
for use under the terms of this Agreement is the sole responsibility of WSISD. WSISD shall
not use Program Funds or City funds to repair or replace said equipment. WSISD shall use
any and all equipment purchased with Program Funds exclusively in support of the WSISD
After School 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 WSISD 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 WSISD under this Agreement. WSISD, 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 of WSISD's operations will be undertaken and may be conducted either by
City or an independent auditor of City's choice. WSISD shall submit a copy of any audit
performed by their independent auditor within 30 days of receipt of the final audit report.
FY 2016 Interlocal Agreement After School Program
City of Fort Worth & White Settlement Independent School District Page 5 of 12
7.2 If any audit reveals a questioned practice or expenditure, such questions must be
resolved within fifteen (15) days after notice to WSISD 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 WSISD.
7.3 If, as a result of any audit, it is determined that WSISD misused, misapplied, or
misappropriated all or any part of the Program Funds, WSISD 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 WSISD'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 WSISD After School Program assets, if deemed
required by City in its sole discretion.
7 5 WSISD covenants and agrees to fully cooperate with City in monitoring the
effectiveness of the services and work to be perfoiuned by WSISD under this Agreement, and
City shall have access at all reasonable hours to offices and records of the WSISD, its
officers, members, agents, employees, and subcontractors for the purpose of such monitoring.
8. Independent Contractor.
8.1 WSISD shall operate hereunder as an independent contractor and not as an
officer, agent, or servant or employee of the City. WSISD shall have exclusive control of,
and the exclusive right to control, the details of the work and services perfoinied 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 WSISD, 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 WSISD. No federal, state, or local income
tax, nor any payroll tax of any kind, shall be withheld or paid by the City on behalf of
WSISD. WSISD 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 the
WSISD, and any program participant 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 WSISD, 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 WSISD, its officers, members, agents, employees, subcontractors, program
FY 2016 Interlocal Agreement After School Program
City of Fort Worth & White Settlement Independent School District Page 6 of 12
participants, licensees, or invitees, which may be lost, stolen, destroyed, or in any way
damaged.
9. Liability and Indemnification.
TO THE EXTENT PERMITTED BY LAW, WSISD 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 WSISD, ITS OFFICERS,
AGENTS, SERVANTS, OR EMPLOYEES
TO THE EXTENT PERMITTED BY LAW WSISD 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
WSISD, ITS OFFICERS, AGENTS, A SSO CIA TES, 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. WSISD DOES
NOT WAIVE ANY IMMUNITY PROVIDED BY LAW.
AND NOTHING HEREIN SHALL EVER BE CONSTRUED AS A WAIVER BY WSISD
OF ANY IMMUNITIES IT HAS BYLA W.
WSISD shall require all of its subcontractors if any, 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
WSISD shall be effective without the City's prior written approval.
FY 2016 Interlocal Agreement After School Program
City of Fort Worth & White Settlement Independent School District 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 WSISD After School Program is situated;
and no public official of such locality or localities who exercises any functions or
responsibilities with respect to the WSISD After School Program during this Agreement 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. WSISD shall
incorporate, or cause to be incorporated, language prohibiting such interest, in all contracts
and subcontracts hereunder, if any.
11.2 No officer, employee, member, or program participant of WSISD 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 WSISD of any land, materials,
supplies, or services purchased with any funds transferred hereunder, except on behalf of
WSISD, as an officer, employee, member, or program participant. Any willful violation of
this paragraph with the knowledge, expressed or implied, of WSISD or its subcontractors,
shall render this Agreement voidable by the City .
12. Nondiscrimination.
12.1 In accordance with the federal, state, and local laws and ordinances, wsisd
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 WSISD will not unlawfully discriminate against any person or persons because of
age, race, color, religion, sex, disability, national origin, or sexual orientation, nor will
WSISD 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 WSISD, its personal representatives, assigns, subcontractors or successors in interest,
WSISD 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.
13.1 WSISD, 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 WSISD any such
FY 2016 Interlocal Agreement After School Program
City of Fort Worth & White Settlement Independent School District Page 8 of 12
violation on the part of WSISD or any of its officers, members, agents, employees,
subcontractors, or program participants, then WSISD shall immediately cease and desist
from and correct such violation.
13.2 WSISD 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 WSISD to
any such violations on the part of WSISD or any of its officers, members, agents, employees
program participants, or subcontractors, then WSISD shall immediately cease and desist
from and correct such violation.
14. Waiver of Immunity. The Parties and their respective governing bodies do not waive
any immunity by entering into this Agreement, and each fully retains all immunities and
defenses provided by law or otherwise with respect to any action based on or occurring as a
result of this Agreement.
15. Insurance Requirement.
15.1 WSISD 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 Milli 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 WSISD'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 Each insurance policy required by this Agreement except
for policies of worker s compensation or accident/medical insurance shall list the City as an
additional insured. City shall have the right to revise insurance coverage requirements under
this Agreement.
15.4 WSISD further agrees that it shall comply with the Worker's Compensation Act
of Texas and shall provide sufficient compensation insurance to protect WSISD and City
from and against any and all Worker's Compensation claims arising from the work and
services provided under this Agreement.
FY 2016 Interlocal Agreement After School Program
City of Fort Worth & White Settlement Independent School District Page 9 of 12
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, boaid, 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 herem 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 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.
16.4 WSISD represents that it possesses the legal authority, pursuant to any proper,
appropriate, and official motion, resolution, or action passed or taken, to enter into this
Agreement and to perform the responsibilities herein required.
16.5 This written instrument and Exhibits A through F, constitute the entire Agreement
between the parties concerning the work and services to be performed hereunder, and any
prior or contemporaneous, oral or written agreement which purports to vary from the terms
hereof shall be void. Any amendments to the terms of this Agreement must be in writing and
must be signed by authorized representatives of each party.
16.6 All notices required or permitted by this Agreement must be in writing and are
deemed delivered on the earlier of the date actually 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:
Copies To:
Valerie Washington, Assistant City Manager
City Manager's Office
City of Fort Worth
1000 Throckmorton Street
Fort Worth, TX 76102
Contract Compliance Section
Bob Bolen Public Safety Complex
505 W. Felix St.
Fort Worth, TX 76115
FY 2016 Interlocal Agreement After School Program
City of Fort Worth & White Settlement Independent School District Page 10 of 12
CONTRACTOR:
Frank Molinar, Superintendent
White Settlement Independent School District
401 S. Cherry Lane
Fort Worth, TX 76108
16.7 None of the performance rendered under this Agreement shall involve, and no
portion of the Program Funds received hereunder shall be used, directly or indirectly, for the
construction, operations maintenance, or administration of any sectarian or religious facility
or activity, nor shall said performance rendered or funds received be utilized so as to benefit,
directly or indirectly, any such sectarian or religious facility or activity.
16.8 Captions and headings used in this Agreement are for reference purposes only and
shall not be deemed a part of this Agreement.
16.9 The provisions and conditions of this Agreement are solely for the benefit of City
and WSISD and are not intended to create any rights, contractual or otherwise, to any other
person or entity.
FY 2016 Interlocal Agreement After School Program
City of Fort Worth & White Settlement Independent School District Page 11 of 12
IN WITNESS E,SS WH ERIIK',O F9 the parties hereto have executed t , . Agreement in 1 ultiples in
Fort Worth, Tarrant County, Texas, to be effective this -day of fl7' ) ,
20l .
APPROVED k ND AGREED ED FOR
CIF 'V 0111' FORT VVORII'H
Vov Vc
Valerie R. Washington
Assistant City Manager
Date: i°)(0115-
APPROVAL RECOMMENDED
APPROVED AND AGRJ K,IKD I100
VVH I FIR, SETT! ,IKIVE IKN T
INDEPENDENT SC H00 ►11
DIIS'kfr;
Fr MoI
ier int end ent
Date:
APPROVED AS ' II'0 lh O II" �/I1 AND
1LEGAIL1'I'V 170 1 WSISD
d4IftWAL9i ,(I/QPia
Rhonda K. Robertson WS1SAttorney
Chief of Police t�
Date: IOOfrf5
APPROVED AS TO IHORM AND
MEGA JT['1'V FOR CII'I V OIL FORT
WOR'11'H
Wart
Victoria D. Honey
Assistant City Attorney
Date: ioff
Date:
AT11'EST
ary J. K yse
City Secretary
Date: /0
M&c No. G9741P(P 9-15 ngoi5
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
FY 2016 Interlocal Agreement After School Program
City of Fort Worth & White Settlement Independent School District 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 clearly 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:
25,591.00- salaries- Director of site and three program staff that count into ratio (1:15) and
supervise the day to day operations at the afterschool site. Program runs 39 weeks out of the
year. Based on the following pay rates: Director- $13.50, Coordinator- $12.00, and other
Support Staff- $10.00.
Also covers any fringe benefits for these employees.
B. Supplies and Equipment:
450.00- office supplies such as binders, laminating sheets, posters, staplers, paper, files,
dividers etc.
75.00- postage- mailing surveys during program (3 scheduled mail outs).
125 00- printing- printing materials for program (flyers, worksheets, etc.)
8,264.5- craft supplies- any supplies to complete enrichment curriculum. $464.50 for startup
materials and 1.00 per child per day for other materials. 156 days of program with a goal of
50 children.
750.00-Teaching supplies
4,941 00- food- daily snacks for children in program.. 56 cents per day for snack items.
C. Program Services:
D. Travel and Training:
250.00-travel for program staff
350.00- training- 4 staff to attend Child Development Training through Camp Fire at
$60.00.
375.00-mileage- reimburse for any trips to obtain supplies or materials for the program.
E. Other Approved:
INDIRECT COSTS (10% Maximum):
A. Personnel:
Program Director Salary — 3,528.00
Also covers a percentage of employees fringe benefits
B. Supplies and Equipment:
C. Operational Services:
D. Travel and Training:
$150.00 for any training planned for grant review or required by our license.
$200.00 to cover mileage for visiting school site as well as any supply purchases that need to
be made for the site.
E. Facility and Utilities:
572.00- Site Cell phone- phone to use for parent communication and emergency calls during
the program.
50.00-Cleaning Supplies- wipes, cleaning solution, towels for daily clean up after activities.
F. Legal Financial, and Insurance:
500.00- General Commercial Liability. — Portion of annual amount paid to cover all
childcare programs.
G. Other Approved:
FORT WORTH
CRIME CONTROL
& PREVENTION DISTRICT
Exhibit B
Budget Summary
DIRECT PROGRAM COSTS (90% Minimum)
PERSONNEL
Salaries
FICA
Life Insurance
Health Insurance
Disability Insurance
Unemployment -State
PERSONNEL TOTAL
SUPPLIES AND EQUIPMENT
Office Supplies
Office Equipment Rental
Postage
Printing
Craft Supplies
Food Supplies
Teaching Aids
SUPPLIES AND EQUIPMENT TOTAL
PROGRAM SERVICES
PROGRAM SERVICES TOTAL
TRAVEL AND TRAINING
Travel
Training
Mileage
TRAVEL AND TRAINING TOTAL
OTHER APPROVED
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
25,591.00
1440.00
64.00
$27,095.00
450.00
75.00
125.00
8,264.00
4,941.00
750 00
14,605.00
0.00
250.00
350.00
375.00
975.00
2,325.00
2,325.00
Total
3,528.00
3,528.00
FORT WORTH
CRIME CONTROL
& PREVENTION DISTRICT
SUPPLIES AND EQUIPMENT TOTAL
OPERATIONAL SERVICES
OPERATIONAL SERVICES TOTAL
TRAVEL AND TRAINING
Travel
Training
Mileage
TRAVEL AND TRAINING TOTAL
FACILILTY 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 U I'1LITIES TOTAL
LEGAL, FINANCIAL AND INSURANCE
Fidelity Bond or Equivalent
Directors and Officers
General Commercial Liability
Accounting
LEGAL, FINANCIAL AND INSURANCE TOTAL
OTHER APPROVED
OTHER APPROVED TOTAL
GRAND TOTAL
0.00
0.00
150.00
200.00
350.00
572.00
50.00
622.00
500.00
500.00
0.00
$50,000.00
FORT WORTH:..
CRIME CONTROL
AND PREVENTION DISTRICT
Submit To:
Bob Bolan Public Safety Complex
Attn: Becky McGibson
Program Support Division
505 West Felix St.
Fort Worth, TX 76115
Budget Category
I Personnel
2 Supplies & Equipment
3 'Program Services
4 'Travel & Training
5 'Other Approved
'Total Direct Costs
Budget Category
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
Submitting Agency:
Contact Name:
Phone Number:
Email:
Remit Address:
Invoice Number:
Month of Request:
A
Budget Amount
27,095.00
14,605.00
1
975.00
2,325.00 I
45,000.00 1 S
A
Budget Amount
3,528.00
350.00
622.00
500.00
5,000.00
B
White Settlement ISD
DIRECT COSTS (90% Minimum)
C
Total of Previous
Reimbursements
Requested
B
I
1
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
Summary:
Total Budget:
Previous Requests:
This Request:
Total Requested To -Date
Remaining Funds
(A-D)
Remaining Balance
Available
27,095.00
14,605.00
975.00
2,325.00
45,000.00
(A-D)
Remaining Balance
Available
I have reviewed this request and tern, fy that these listed expenses and support documentation are accurate.
Authorized Signatory
Purchase Order #
RFRApproved For Payment
Finance Staff Signature
Date
Finance Received Stamp Placed Below
Signatory Title
Fiscal Agent Use Only
Fund Account
Date
Center
3,528.00
350.00
622.00
500.00
5,000.00
50,000.00
50,000.00
FORT WORTH
CRIME CONTROL
& PREVENTION DISTRICT
Current Reporting Month
Submitting Agency
Contact Name
Phone Number and Email
Remit Address
Exhibit D
Fiscal Year 2016
Monthly Program Activities Report
Westside YMCA
Holli Winn
817-244-4544, hwinn a,vmcafw.org
Activity
1 Number of unduplicated at -risk students in WSISD After School Program.
These "at -risk' students are identified by the school staff and are typically
kids with high truancy or absences and/ or failing grades.
2 Number of age -appropriate tutoring hours provided to students
3 Number of STEM activities provided to students
4 Number of physical and or health conscious activities provided to students.
5 Number of family events/ activities provided to students and parents
6 Number of presentations given by community organizations or providers to
students and or parents. This includes city presentations from police, fire,
etc.
7 Number of volunteer participants that assist with the program provided to
students This includes student groups from local colleges (TCU, TCC,
ATI, etc.).
8 Number of Character Development activities provided to students
Current To Date
Month Total
Total
Year
End
Goal
100
200
55
100
5
6
50
125
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
Westside YMCA
Holli Winn
817-244-4544, hwinn@ymcafw.org
Please include outcome narrative that describes how measure was accomplished for each quarter.
Effectiveness Measures and Quarterly Outcomes
Measure 1 50% of student participants will see an improvement in their grades.
Outcome
Measure 2 25% of student participants will show an increase in class attendance.
Outcome
Measure 3 75% of student participants will increase their health assessment level by the end of the program
year. Health assessments are conducted using the Fitnessgram Assessment It measures aerobic
capacity, percent body fat, and body mass index.
Outcome
Measure 4
Outcome
Measure 5
Outcome
35% of student participants in the program will increase their youth development assessment by the
end of the school year These evaluations are based on the Search Institutes 40 Developmental
Assets The areas of focus are Self Confidence, Self- Control, Listening/ Direction,
Communication, Cooperation, and Judgment
I have reviewed this report and certify that the measures provided are accurate and appropriately reflect the
CCPD goals set forth in the contract.
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
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 foam 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
White Settlement ISD
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 certifr that the listed modifications are correct.
Authorized Signatory
Modification Approved
FWPD Staff Signature
Signatory Title
FWPD STAFF USE ONLY
Date
QModification NOT Approved
Date
9/16/2015 M&C Review
ITY OUNCIL z.GENDA
COUNCIL ACTION: Approved on 9/15/2015
DATE• 9/15/2015 REFERENCE C-27466 LOG NAME
NO..
Gff icia! site of the City of Fort Worth Texas
FORT WORTH
35AFTER SCHOOL PROGRAMS
FOR FY 2016
CODE• C TYPE• NON- PUBLIC NO
CONSENT HEARING:
SUBJECT: Authorize Execution of After -School Program Agreements with Fort Worth, Keller, Crowley
and White Settlement Independent School Districts in the Total Program Amount of
$1,600,000.00 for Fiscal Year 2016 (ALL COUNCIL DISTRICTS)
RECOMMENDATION -
It is recommended that the City Council authorize the execution of After -School Program agreements
with Fort Worth Keller, Crowley and White Settlement Independent School Districts in the total
program amount of $1,600,000.00 to operate After -School Programs at select schools during Fiscal
Year 2016.
DISCUSSION:
National research shows that the time when adolescents are most at risk of being a crime victim or
committing a criminal act is between 3 00 p m. and 6:00 p.m. on school days. Beginning in Fiscal Year
2001, a multi -disciplinary task force consisting of City officials, school district personnel and related
service providers developed a coordinated program for schools throughout the City of Fort Worth that
have documented juvenile crime problems. This program supplements existing programs and offers
participants a myriad of activities, such as academics, arts, athletics and other enhancement
opportunities. Since its inception, the City of Fort Worth using fund appropriations from the Crime
Control and Prevention District, has dedicated funding on an annual basis to continue the
program. Although the participating Independent School Districts (ISD) include Fort Worth ISD, Keller
ISD, Crowley ISD and White Settlement ISD, the implemented After -School Programs will be limited
to schools located within the City of Fort Worth
Each ISD is responsible for the day-to-day administration of the After -School Program Each ISD is
required to establish program goals and objectives that are measurable and result in desired program
outcomes. The mission of the After -School Program is to provide a safe environment for educational,
physical, and social development.
Funding will be allocated as follows to each ISD in Fiscal Year 2016 on a reimbursement basis:
Fort Worth ISD will receive funding in the amount of $1,300,000.00;
Keller ISD will receive funding in the amount of $125,000 00,
Crowley ISD will receive funding in the amount of $125,000.00, and
White Settlement ISD will receive funding in the amount of $50,000.00.
The Agreements will be effective October 1, 2015 through September 30, 2016.
FISCAL INFORMATION/CERTIFICATION:
The Financial Management Services Director certifies that, contingent upon adoption of the Fiscal Year
2016 Budget by City Council, funds will be available in the Fiscal Year 2016 Budget of the Crime
Control and Prevention District Fund and the Police Department is responsible for verifying the
availability of funds prior to an expenditure being made.
http://apps.cfwnet.org/council_packetlmc_review.asp?ID=21466&councildate=9/15/2015 1/2