HomeMy WebLinkAboutContract 44644 (2)-� _� - - :
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MEMORANDUM OF UNDERSTANDING AND AGREEMENT
United Way Funded Summer Reading Loss Program 2013
The following are the terms of agreement between the City of Fort Worth ("City") and the Boys
& Girls Clubs of Greater Fort Worth, in the capacity as fiscal agent of the United Way funded
Summer Reading Loss Program ("Club").
The City is agreeing under this Memorandum of Understanding and Agreement ("Agreement")
to be a site service partner at two community centers operated by the Parks and Community
Services Department as a part of the proposed United Way funded Summer Reading Loss �C� ;,,;,,-,�-
Program (2013) ("Program"). This Agreement will be in full force and effect f� �,� �r� ��j
r i�-A�e�er�t-. The following terms and conditions are •Z�,r3,
agreed to by the signatories to this Agreement.
Pre-Award Period Terms and Conditions
A. The Recruitment period will end in early to mid-May, according to school-year program
end dates (May 16-23 depending on target school).
B. The City's obligations:
1. The City will assist the Club with basic coordination between Summer Program
staff and key participants from the City.
2. The City shall make facility, personnel, and database available and shall
participate in scheduling and any other needed preparation to allow for the
provision of programming space and support for the Summer Reading Loss
Program at Martin Luther King and Eugene McCray Community Centers
("Center(s)").
3. The City will designate a point of contact for the administration of the Program and
a point of contact at each Center, respectively, no later than May 1, 2013.
4. The City shall participate actively in the activities established by the Fort Worth
Independent School District ("FWISD"), the Club and the sub-contracted reading
program to recruit from the existing, pre-identified pool of reading-assisted
students from D. K. Sellars Elementary School, Sunrise Elementary, IM Terrell
Elementary, Lowery Road Elementary School, and W. M. Green Elementary
School. City recruitment activities shall be aimed at ensuring there are sufficient
participants to achieve the necessary participation to reach 25 minimum total
students enrolled at each Center, a 75% retention rate in the Program, and a 65°/o
participation rate in all instructional activities during the award period, with 65% of
all youth maintaining or increasing reading proficiency, and 50% of students will
have a parent or guardian participate in 1 or more events or meetings.
C. The Club obligations:
1. The Club will designate an administrative point of contact for the Proaram no later
than May 1, 2013.
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2. The Club will coordinate with FWISD on the recruitment process, including, but not
limited to, the dissemination of instructions regarding privacy disclosure of names
for targeted recruitment.
3. The Club will sub-contract with a qualified reading program by May 15, 2013.
II. Program Period Terms and Conditions
A. The Program period is effective from the end of the Recruiting Period, May 23, 2013 until
August 30, 2013 to allow for follow-up activities, evaluation, and documentation after final
reading assessments.
B. The City obligations:
1. The City shall provide all required reporting information requested by the Club for
the purposes of ineeting the requirements of the United Way and the independent
evaluator from University of North Texas Health Science Center ("UNTHSC") by
the deadline set by the fiscal agent.
2. The City will make every reasonable effort to attend meetings as needed with the
Club, the United Way, or the evaluator.
3. The City shall make facility, personnel, and database available and shall
participate in scheduling and other reasonable needed accommodations to
allow for the provision of programming space and support for the Program at the
Centers. City shall make reasonable efforts to provide the following: space for
reading interventions that accommodates 1 adult and 5 children at one time; space
that is conducive for reading activities; and space that is available at least four
days per week (excluding July 4, 2013), in blocks of three-or-more consecutive
hours, and during a time of day that promotes maximum participation.
4. The City shall cooperate fully with the Club in the planning and delivery of service
including the reading interventions and all associated activities, including, but not
limited to, providing feedback and coordinating on scheduling field trips, creating
a master calendar of activities, and making every reasonable effort to follow the
master calendar.
5. The City shall participate in training for the project to take place prior to program
start by sending at least one person from each Center and one management
level person not housed at either Center. Training to occur over a period of
approximately 8 hours.
6. The City shall follow all minimally established data tracking procedures for
enrollment, participation, and demographic information for all program participants.
Procedures are to be established by the Club with input from the United Way,
evaluator and reading intervention sub contractor, but will be aimed at maintaining
a balanced approached to data collection.
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7. The City shall designate a point of contact at each community center to coordinate
with the reading intervention subcontractor on issues related to scheduling and
service delivery.
8. City shall conduct recruitment and retention activities in an effort to ensure the
necessary participation to reach 25 minimum total students at each participating
community center site, a 75% retention rate in the program, and a 65%
participation rate in all instructional activities during the award period, with 65%
of all youth maintaining or increasing reading proficiency, and 50% of students
having a parent or guardian participate in 1 or more events or meetings.. Those
activities include, but are not limited to, making efforts to provide or arrange for
transportation for participants to the program site and to field trips as needed.
9. The City shall meet all the requirements for evaluation as determined by United
Way or the ("UNTHSC").
10. The City will provide membership at no cost for the Program participants in the
summer Program that will offer a fun and engaging environment for students
before and/or after the reading intervention that promotes recruitment and
retention. The Program activities will include, but are not limited to, weekly field
trips with educational focus.
11. The City will offer parenting support and activities, such as distributing materials
and hosting a parent reading event, to reinforce the overall importance of reading,
especially at home with their children.
12. The City will make reasonable efforts to create a harmonious working relationship
with the reading program subcontractor.
C. The Club obligations:
1. The Club will coordinate reporting requirements, deadlines, formats, and training
to meet the requirements for evaluation as determined by United Way or the
University of Texas at Arlington.
2. The Club will organize, announce and host meetings to coordinate activities of this
Program.
3. The Club will make the following installment payments to the City for performance
and services rendered consistent with the terms of this Agreement:
June 15, 2013 $6950.00
July 15, 2013 $6950.00
August 15, 2013 $6950.00
4. The Club will contract with a qualified individual to serve as a program coordinator
for the program to serve as an additional point of contact for the City by May
15, 2013. The Program Coordinator will: create a master calendar, assist in
coordinating UNTHSC and library field trips, conduct audits, purchase/setup site
software licenses, make/distribute certain reading materials, assist with training,
Summer Reading Program 2013 — City and Club Pagc 3 of 6
provide communication, assemble reports, troubleshoot and support the program
generally speaking.
5. The Club shall produce a master calendar of deadlines, reporting, events and field
trips by May 30, 2013.
6. The Club shall establish minimal data tracking procedures for enrollment,
participation, and demographic information for all program participants in
coordination with United Way, UNTHSC and the City.
7. The Club will conduct periodic audits of data to ensure perFormance to intended
Program outcomes and deliverables.
8. The Club shall monitor the perFormance of the contract with the reading program
subcontractor. Comments regarding the perFormance of the reading program
contractor may be directed to the Club, if necessary.
General
1. The City agrees to release and hold the Club harmless from any and all liability,
demands, claims, actions, losses, interests, costs of defense and expenses, to the extent
caused, or alleged to be caused, by the City, its employees, servants or agents.
2. Termination of this Agreement may be considered by the Club if pre-award period terms
and conditions are not satisfied or if award period terms or considerations are not
satisfied and reasonably threaten the successful completion of the program goals. The
Club shall provide the City with at least fourteen (14) days' advance written notice and an
opportunity to cure prior to termination. In the event this Agreement is terminated, Club
shall be obligated to pay City a prorated portion of the amounts listed in Section II.C.3
above to compensate for services rendered through the effective date of termination.
3. This Agreement is the final, entire and complete Agreement between the City and the
Club and supersedes any prior and contemporaneous negotiations, understandings,
representations and agreements between the parties relating to the Program.
4. This Agreement shall be construed in accordance with the laws of the State of Texas.
Exclusive venue for any lawsuits or actions of law or in equity arising hereunder shall be
in Tarrant County, Texas.
5. Club agrees that City will have the right to audit the financial and business records of
Club that relate to the this Agreement at any time during the Term of this Agreement and
for three (3) years thereafter in order to determine compliance with this Agreement.
Throughout the Term of this Agreement and for three (3) years thereafter, Club shall
make all Records available to City on 1000 Throckmorton Street, Fort Worth, Texas or at
another location in City acceptable to both parties following reasonable advance notice
by City and shall otherwise cooperate fully with City during any audit. Notwithstanding
anything to the contrary herein, this section shall survive expiration or earlier termination
of this Agreement.
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The Chief Operations Officer, telephone number (817) 834-4711 ext 214, will be the
representative for the Boys & Girls Clubs of Greater Fort Worth in regard to the implementation
of the terms of this Agreement.
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If you concur with all of the above terms and conditions of this Agreement, please sign in the
space provided below.
����}'y�,�„e, �7�-��r�-v ���
Dap ne Barlow Stigliano, `
President
Boys & Girls Clubs of Greater
Fort Worth
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Date .�'o,�usan Alanis
Assistant City Manager
APPROVED AS TO FORM
AND LEGALITY
istant City Attorney
ATTEST:
Mary J. K�s�e
City Secretary
No M&C Required
Swnmer Reading Program 2013 — City and Club
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Date
�FFICIAL RECp�� Page 6 of 6
CIiY SECRETARY
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