HomeMy WebLinkAboutContract 44720 (2)CITY SECRETARY
CONTRACT NO. _ �1N1 ZO
PERSONAL SERVICES CONTRACT BETWEEN
THE CITY OF FORT WORTH AND KATHERINE LIVINGSTON
This PERSONAL SERVICES CONTRACT ("Contract") is by and between the CITY OF
FORT WORTH ("City"), a home rule municipal corporation of the State of Texas ("City") acting by
and through its duly authorized Assistant City Manager, and KATHERINE LIVINGSTON, an
individual ("Consultant").
WHEREAS, in March 2012, the City applied for and received a grant from the Wallace
Foundation, which is a philanthropic organization whose mission is to improve learning and enrichment
opportunities for children, particularly those living in distressed urban areas;
WHEREAS, the City and The Wallace Foundation entered into a contract (City Secretary
Contract Number 43490) ("Grant") for the City to use the Grant funds to create a systemic approach for
ensuring high quality, accessible year-round out -of -school time programs for Fort Worth youth;
WHEREAS, during the term of the Wallace Foundation grant, the City of Fort Worth, through its
Parks and Community Services Department, will use the grant funds to initiate a citywide system to
support and strengthen the afterschool and summer programming in the local community;
WHEREAS, the Grant sets forth three building blocks to help the City achieve its citywide
initiative and certain key expected accomplishments and measures by which the Wallace Foundation will
track the City's progress of the initiative;
WHEREAS, the City desires to hire Consultant to assist with administering the citywide
initiative program and preparing the required reports and deliverables to the Wallace Foundation pursuant
to the terms and conditions of the Grant contract, along with any other Grant -related assignments required
by the City's Parks and Community Services Department's Director and/or his designee ("Project
Director");
WHEREAS, Consultant has experience and expertise in administering grant programs similar to
the Grant and in establishing collaboration between various school districts, government and non-profit
organization to support grant projects; and
WHEREAS, the City and Consultant wish to set out the terms and conditions under which said
services shall be carried out.
1.
Scope of Services
1.1 Consultant shall, with good faith and due diligence, use her experience and expertise in
grant administration to assist the City in achieving the Grant program goals and preparing all required
reports and deliverables for Year 2 of the Grant and a portion of Year 3 of the Grant (up to the
expiration of the Term) set forth in Exhibit A by performing the services _ :. Exhibits
Personal Services Contract — Katherine Livingston
OFFICIAL RECORD
RECEIVED AUG 15 2613 1 CITY SECRETARY
Ft WORTH, TX
1 of 22
A and B are attached hereto and incorporated herein by reference. The services to be performed
pursuant to Exhibit B shall be referred to as "Services." Consultant agrees to perform all Services in
accordance with the highest professional industry standards.
1.2 The Work Product (as hereinafter defined) delivered by the Consultant will be in a form
and content satisfactory to the City. Consultant will consult City sufficiently in advance of all delivery
dates regarding style, format, content, and other delivery requirements to ensure that the Work Product,
when delivered, will meet the City's specifications. Consultant will adhere to any further reasonable
schedule and process requirements established by City for the submission, review, and revision by
Consultant of the Work Product, and preliminary and draft versions of the Work Product. Consultant will
make any additions to, deletions from, alterations of or revisions to the Work Product that the City
determines are necessary to render the Work Product satisfactory to the City.
2.
Compensation; Payment Schedule
2.1 The City shall pay Consultant an amount not to exceed Fifty Thousand Dollars and No
Cents ($50,000.00) in accordance with the provisions of this Contract and the fee schedule set forth in
Exhibit A, which shall constitute full compensation for all Services to be performed and material to be
furnished by Consultant under this Contract.
2.2 Consultant shall not perform any additional services for the City not specified by this
Contract unless the City requests and approves in writing the additional services and costs for such
services. The City shall not be liable for any additional expenses of Consultant not specified by this
Contract unless the City first duly approves such expenses in writing.
2.3 The Consultant shall issue monthly payment invoices to the City that must contain a
detailed breakdown to include: the City's contract number, task or deliverables to the City and date
provided for the billing period, the amount billed for each task or deliverable, and the total amount due. If
the City requires additional reasonable documentation, it shall request the same promptly after receiving
the above -described information and the Consultant shall provide such additional reasonable
documentation to the extent the same is available.
2.4. Invoices shall be submitted no later than the l Oth day following the end of the month and
sent to Sheri Endsley, Parks and Community Services Department, 4200 South Freeway, Suite 2200, Fort
Worth, Texas 76115.
2.5 Payment for Services shall be due within thirty (30) days of the uncontested performance
of the particular Service and receipt by the City of Consultant's invoice for payment of the same,
including any additional documentation described in section 2.3.
2.6 In the event of a disputed or contested billing, only the portion being contested will be
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withheld from payment, and the undisputed portion will be paid. City will exercise reasonableness in
contesting any bill or portion thereof. No interest will accrue on any contested portion of the billing until
the contest has been mutually resolved. For contested billings, the City shall make payment in full to
Consultant within 60 days of the date the contested matter is resolved.
2.7 The City reserves the right to withhold payment based on Consultant's non-compliance
with any of the terms of this Contract.
3.
Term and Termination
3.1 Unless terminated earlier pursuant to the terms herein, this Contract shall be effective
beginning on April 1, 2013 and shall expire upon completion of the Services or on March 31, 2014,
whichever is earlier.
3.2 Termination for Convenience.
3.2.1 The City may terminate this Contract for its convenience upon ten (10) days
written notice to the Consultant. Upon receipt of such notice, Consultant shall
immediately discontinue all Services and work and the placing of all orders or
the entering into Contracts for all supplies, assistance, facilities and materials in
connection with the performance of this Contract and shall proceed to cancel
promptly all existing contracts insofar as they are chargeable to this Contract. If
the City terminates this Contract under this Section, the City shall pay Consultant
for Services actually performed in accordance herewith prior to such termination,
less such payments as have been previously made, in accordance with a final
statement submitted by Consultant documenting the performance of such work.
3.2.2 Consultant may, for any reason, terminate this Contract upon thirty (30) days
written notice to the City. Consultant shall provide the City with originals and
copies of all completed or partially completed documents prepared under this
Contract on or before the effective date of termination.
3.3 Termination for Cause. The City may terminate this Contract for cause in the event
Consultant fails to perform in accordance with the terms and conditions contained herein. In such event,
City shall give Consultant written notice of Consultant's failure to perform, giving Consultant fourteen
(14) calendar days to come into compliance with the Contract requirements. If the Consultant fails to
come into compliance with this Contract, City shall notify Consultant, in writing, and this Contract shall
be terminated as of the date of such notification. In such event, Consultant shall not be entitled to any
additional compensation.
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3.4 Non -appropriation of Funds. In the event no funds or insufficient funds are appropriated
by the City in any fiscal period for any payments due hereunder, City will notify Consultant of such
occurrence and this Contract shall terminate on the last day of the fiscal period for which appropriations
were received without penalty or expense to the City of any kind whatsoever, except as to the portions of
the payments herein agreed upon for which funds shall have been appropriated.
3.5 Upon termination of the Contract for any reason, Consultant shall provide the City with
all originals and copies of all completed or partially completed documents prepared under this Contract
within thirty (30) days after the effective date of termination.
3.6 The City's obligations under this Contact are contingent upon the actual receipt of grant
funds from The Wallace Foundation. If sufficient funds are not available to make payments under this
Contract or if the City's allocation of The Wallace Foundation funds changes, the City reserves the right
to amend or terminate this Contract without penalty to the City.
4.
Ownership and Intellectual Property Rights
4.1 City shall own all right, title, and interest in the work produced by Consultant under this
Contract (collectively, "Work Product") at all times throughout the world. Further, City shall be the sole
and exclusive owner of all copyright, patent, trademark, trade secret and other proprietary rights in and to
the Work Product. Ownership of the Work Product shall inure to the benefit of the City from the date of
conception, creation or fixation of the Work Product in a tangible medium of expression (whichever
occurs first). Each copyrightable aspect of the Work Product shall be considered a "work -made -for -hire"
within the meaning of the Copyright Act of 1976, as amended, and City will be considered the author of
the Work Product, with all rights appurtenant thereto. If, and to the extent such Work Product, or any part
thereof, is not considered a "work -made -for -hire" within the meaning of the Copyright Act of 1976, as
amended, Consultant hereby expressly assigns, sells, and transfers, and to the extent any such assignment,
sale, or transfer cannot be made at the present time to City, agrees to assign, sale, and transfer, all
exclusive right, title and interest in and to the Work Product, and all copies thereof, and in and to the
copyright, patent, trademark, trade secret, and all other proprietary rights therein, that the City may have
or obtain, without further consideration, free from any claim, lien for balance due, or rights of retention
thereto on the part of the City. Consultant shall have no copyright or other intellectual property interest in
the Work Product.
4.2 The City shall have access to and be entitled to review and copy any portion of the Work
Product at any time.
5.
Liability, Indemnification and Release
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5.1 LIABILITY. CONSULTANT SHALL BE LIABLE AND RESPONSIBLE FOR
ANY AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND PERSONAL INJURY,
INCLUDING, BUT NOT LIMITED TO, 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 CONSULTANT, ITS OFFICERS, AGENTS, SERVANTS OR EMPLOYEES.
5.2 INDEMNIFICATION. CONSULTANT COVENANTS AND AGREES TO AND
DOES HEREBY INDEMNIFY, HOLD HARMLESS, AND DEFEND, AT ITS OWN EXPENSE,
CITY FROM AND AGAINST ANY AND ALL CLAIMS, LAWSUITS, JUDGMENTS, ACTIONS,
CAUSES OF ACTION, LIENS, LOSSES, EXPENSES, COSTS, FEES (INCLUDING, BUT NOT
LIMITED TO, ATTORNEY'S FEES AND COSTS OF DEFENSE), PROCEEDINGS, DEMANDS,
DAMAGES, LIABILITIES, AND/OR SUITS OF ANY KIND OR NATURE, INCLUDING, BUT
NOT LIMITED TO, THOSE FOR PROPERTY LOSS (INCLUDING, BUT NOT LIMITED TO,
WORKERS' COMPENSATION ACT LIABILITY, LOST PROFITS, AND PROPERTY DAMAGE)
AND/OR PERSONAL INJURY (INCLUDING, BUT NOT LIMITED TO, DEATH) TO ANY AND
ALL PERSONS, OR OTHER HARM FOR WHICH RECOVERY OF DAMAGES IS SOUGHT, OF
WHATSOEVER KIND OR CHARACTER, WHETHER REAL OR ASSERTED, ARISING OUT
OF OR RESULTING FROM ANY ACTS, ERRORS, OR OMISSIONS OF CONSULTANT
AND/OR CONSULTANT'S CONTRACTORS AND THEIR RESPECTIVE OFFICERS, AGENTS,
EMPLOYEES, DIRECTORS, MEMBERS, PARTNERS, AND REPRESENTATIVES IN
CONNECTION WITH THE EXECUTION, PERFORMANCE, ATTEMPTED PERFORMANCE,
OR NONPERFORMANCE OF THIS CONTRACT, EXCEPT THAT THE INDEMNITY
PROVIDED FOR IN THIS PARAGRAPH SHALL NOT APPLY TO ANY LIABILITY
RESULTING FROM THE SOLE GROSS NEGLIGENCE OF THE CITY.
5.3 IF ANY ACTION OR PROCEEDING SHALL BE BROUGHT BY OR AGAINST
THE CITY IN CONNECTION WITH ANY SUCH LIABILITY OR CLAIM, CONSULTANT, ON
NOTICE FROM CITY, SHALL DEFEND SUCH ACTION OR PROCEEDING, AT
CONSULTANT'S EXPENSE, BY OR THROUGH ATTORNEYS REASONABLY
SATISFACTORY TO CITY.
5.4 This section shall survive the expiration or earlier termination of this Contract.
6.
Independent Contractor
6.1 Consultant shall perform all work and services hereunder as an independent contractor
and not an officer, agent or employee of the City. Consultant shall have exclusive control of, and
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exclusive right to control, the details of the work performed hereunder and all persons performing same
and shall be solely responsible for the acts and omissions of its officers, agents, employees and
subcontractors. Nothing herein shall be construed as the creation of a partnership or joint enterprise
between the City and Consultant, its officers, agents, servants, employees or subcontractors; and the
doctrine of respondeat superior shall have no application between the City and Consultant. It is further
understood that the City shall in no way be considered a co -employer or joint employer of Consultant,
or any officers, agents, servants and employees or subcontractors of Consultant. Neither Consultant, nor
any of its officers, agents, employees, servants, contractors and subcontractors shall be entitled to any
employment benefits from the City. Consultant shall be responsible and liable for any and all payment
and reporting of taxes on behalf of itself, its officers, agents, servants, employees or subcontractors.
7.
Disclosure of Conflicts, Confidentiality
7.1 Consultant warrants to the City that it has made full disclosure in writing of any
existing or potential conflicts of interest related to services to be performed hereunder. Consultant
further warrants that it will make prompt disclosure in writing of any conflict of interest that develop
subsequent to the signing of this Contract.
7.2 Consultant, for itself and its officers, agents and employees, further agrees that it shall
treat all information provided to it by the City as confidential and shall not disclose any such
information to a third party without the prior written approval of the City. The exception to this rule is
that information designed to be shared as part of the collaborative effort among the City, the Fort Worth
Independent School District and other partners involved in the project may be distributed as needed.
Consultant shall store and maintain the City information in a secure manner and shall not allow
unauthorized users to access, modify, delete or otherwise corrupt the City information in any way.
Consultant shall notify the City immediately if the security or integrity of any City information has been
compromised or is believed to have been compromised.
8.
Right to Audit
8.1 Consultant agrees that the City shall, until the expiration of three (3) years after final
payment under this Contract, have access to and the right to examine at reasonable times any directly
pertinent books, documents, papers and records of the Consultant involving transactions relating to this
Contract at no additional cost to the City. Consultant agrees that the City shall have access during
normal working hours to all necessary Consultant facilities and shall be provided adequate and
appropriate work space in order to conduct audits in compliance with the provisions of this section. The
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City shall give Consultant reasonable advance notice of intended audits. This section shall survive the
expiration or earlier termination of this Contract.
9.
Prohibition of Assignment
9.1 Consultant shall not assign or subcontract any of its duties, obligations or rights under
this Contract without the prior written consent of the City. If the City grants consent to an assignment, the
assignee shall execute a written agreement with the City and the Consultant under which the assignee
agrees to be bound by the duties and obligations of Consultant under this Contract. The Consultant and
assignee shall be jointly liable for all obligations under this Contract prior to the assignment. If the City
grants consent to a subcontract, the subcontractor shall execute a written agreement with the Consultant
referencing this Contract under which the subcontractor shall agree to be bound by the duties and
obligations of the Consultant under this Contract as such duties and obligations may apply.
10.
Notices
10.1 Notices required pursuant to the provisions of this Contract shall be conclusively
determined to have been delivered when (1) hand -delivered to the other party, its agents, employees,
servants or representatives, (2) delivered by facsimile with electronic confirmation of the transmission, or
(3) received by the other party by United States Mail, registered, return receipt requested, addressed as
follows:
To the CITY: To CONSULTANT:
City of Fort Worth
Attn: Sheri Endsley
4200 South Freeway, Suite 2200
Fort Worth TX 76115-1499
Facsimile: (817) 392-5736
With copies to:
City Attorney
City of Fort Worth
1000 Throckmorton Street, 3`d Floor
Fort Worth, Texas 76102
Katherine Livingston
116 Copperwood Drive
Lakeside, TX 76108
11.
Insurance
11.1 Generally. Consultant shall provide the City with certificate(s) of insurance documenting
policies of the following minimum coverage limits that are to be in effect prior to commencement of any
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work pursuant to this Contract. Consultant has an ongoing duty to provide the City with an annual
certificate of insurance to evidence coverage. Such insurance shall cover all insurable risks incident to or
in connection with the execution, performance, attempted performance or nonperformance of this
Contract. Consultant shall maintain the following coverages and limits thereof:
11.1.1 Professional Liability — Errors & Omissions
i. $1,000,000 Each Occurrence
ii. $1,000,000 Annual Aggregate Limit
iii. This coverage shall protect the insured against claims arising out of
alleged errors in judgment, breaches of duty and wrongful acts arising
out of their management duties.
11.2 Additional Requirements.
11.2.1 Insurers of Consultant's insurance policies shall be licensed to do business in the
state of Texas by the Department of Insurance or be otherwise eligible and
authorized to do business in the state of Texas. Insurers shall be acceptable to
City insofar as their financial strength and solvency and each such company
shall have a current minimum A.M. Best Key Rating Guide rating of A-: VII or
other equivalent insurance industry standard rating otherwise approved by City.
11.2.2 Coverage shall be claims -made, and maintained for the duration of the
contractual agreement and for two (2) years following completion of services
provided. The certificate of insurance shall state the coverage is claims made
and include the retroactive date.
12.
Non -Discrimination
12.1 Consultant, for itself, its personal representatives, assigns, subcontractors and successors
in interest, as part of the consideration herein, agrees that in the performance of Consultant's duties and
obligations hereunder, it shall not discriminate in the treatment or employment of any individual or group
of individuals on any basis prohibited by law. If any claim arises from an alleged violation of this non-
discrimination covenant by Consultant, its personal representatives, assigns, subcontractors or successors
in interest, Consultant agrees to assume such liability and to indemnify and defend the City and hold the
City harmless from such claim.
13.
Severability
13.1 If any provision of this Contract is held to be invalid, illegal or unenforceable, the
validity, legality and enforceability of the remaining provisions shall not in any way be affected or
impaired.
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14.
Force Majeure
14.1 The City and Consultant shall exercise their best efforts to meet their respective duties
and obligations as set forth in this Contract, but shall not be held liable for any delay or omission in
performance due to force majeure or other causes beyond their reasonable control (force majeure),
including, but not limited to, compliance with any government law, ordinance or regulation, acts of God,
acts of the public enemy, fires, strikes, lockouts, natural disasters, wars, riots, material or labor restrictions
by any governmental authority, transportation problems and/or any other similar causes.
15.
Choice of Law, Venue
15.1 This Contract shall be construed in accordance with the internal laws of the State of
Texas.
15.2 If any action, whether real or asserted, at law or in equity, is brought on the basis of this
Contract, venue for such 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.
Entirety of Contract
16.1 This Contract contains the entire understanding and agreement between the City and
Consultant, their assigns and successors in interest, as to the matters contained herein. Any prior or
contemporaneous oral or written agreement is hereby declared null and void to the extent in conflict with
any provision of this Contract.
17.
Compliance with Laws, Ordinances, and Grant Agreement
17.1 Consultant agrees to comply with all federal, state and local laws, ordinances, rules and
regulations. If the City notifies Consultant of any violation of such laws, ordinances, rules or regulations,
Consultant shall immediately desist from and correct the violation. Consultant also agrees to abide by all
applicable terms of the City's Grant Agreement with The Wallace Foundation, which shall be provided
to the Consultant upon request.
18.
Licenses and Permits
18.1 Consultant shall, at its sole expense, obtain and keep in effect all licenses and permits
necessary for it to carry out its duties and obligations hereunder.
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19.
Governmental Powers
19.1 It is understood and agreed that by execution of this Contract, the City does not waive or
surrender any of its governmental powers.
20.
No Waiver
20.1 The failure of the City or Consultant to insist upon the performance of any term or
provision of this Contract or to exercise any right granted herein shall not constitute a waiver of the
City's or Consultant's respective right to insist upon appropriate performance or to assert any such right
on any future occasion.
21.
Headings Not Controlling
21.1 Headings and titles used in this contract are for reference purposes only and shall not be
deemed a part of this Contract.
22.
Review of Counsel
22.1 The parties acknowledge that each party and its counsel have reviewed and revised this
Contract and that the normal rules of construction to the effect that any ambiguities are to be resolved
against the drafting party shall not be employed in the interpretation of this Contract or exhibits hereto.
23.
Amendments, Modifications, and Extensions
23.1 No extension, modification or amendment of this Contract shall be binding upon a party
hereto unless such extension, modification, or amendment is set forth in a written instrument, which is
executed by an authorized representative and delivered on behalf of such party.
24.
Confidential Information
Consultant shall treat all information provided to it by the City as confidential and shall not
disclose any such information to a third party without the prior written approval of the City. Consultant
further agrees that it shall store and maintain all City information in a secure manner and shall not allow
unauthorized users to access, modify, delete, or otherwise corrupt City information in any way.
Consultant shall notify the City immediately if the security or integrity of any City information has been
compromised or is believed to have been compromised.
Personal Services Contract — Katherine Livingston 10 of 22
"/.
WITNESS WHEREOF,
2013.
CITY OF FORT WORTH:
usan Alanis
Assistant City Manager
APPROVED AS TO FORM AND LEGALITY:
r F. Wallach
Assistant City Attorney
ATTEST:
Mary 1 a er
City ' ecretary
NO M&C REQUIRED
Personal Services Contract — Katherine Livingston
KATHERINE LIVINGSTON
U(tom
ps.
Katherine Livingston I
OFFICIAL RECORD
CITY SECRETARY
P% WORTH, TX
11 of 22
EXHIBIT A
Program Goals and Reports
CITY OF FORT WORTH
FORT WORTH, TX, 76115
APPENDIX A
REQUEST ID #20120016
Grant Amount: Up to $765,000 to be used over four years (from March 15, 2012 through
March 14, 2016) to support the work described in the proposal you submitted on March 26,
2011, which is incorporated herein by reference and summarized in this Appendix. In the event
of a conflict between the grant agreement (including this Appendix) and your proposal, the terms
of the grant agreement shall control.
Program Summary
Fort Worth's over -arching goal is to create a systemic approach for ensuring high quality,
accessible year-round opportunities for all of Fort Worth's youth, including those who are living
in the city of Fort Worth yet outside of the Fort Worth Independent School District (FWISD)
service area or are attending alternative or private schools. The primary focus of Fort Worth's
approach to achieving this goal is through support for the Reliable Information building block;
specifically by conducting geographical mapping, asset tracking, market research, data collection
and training in order to improve access to and participation in quality programs. The second
building block is Commitment to Quality. Fort Worth will develop city wide OST program
quality standards, assessment tools, training, and incentives for OST providers in Fort Worth in
order to improve program quality across the city. A final building block effort, Coordinating
Entity, will address the establishment, enhancement and/or revitalization of a 501(c)(3)
organization with a Board of Directors in order to ensure sustainability of the data and quality
efforts.
Program Goals and Goal Attainment Indicators
Key expected accomplishments of this grant and measures by which we will know goals are
being achieved, by Building Block
Building Block
1. Reliable Information
Goals
1.1 Improve access to quality
programming by identifying
locations of existing programs
and where service gaps occur,
using geo-mapping tools
1.2 Coordinate efforts of OST
providers citywide to collect
reliable data (including
attendance and program
effectiveness) utilizing a
common record keeping
system (MIS)
Goal Attainment Indicators
A database of year -long,
school term and summer OST
programs will be compiled
and made available to the
public in order to improve
access to programming.
A geographical map of Fort
Worth depicting the location
of OST providers will be
created and made accessible to
the public in order to improve
access to programming.
Personal Services Contract — Katherine Livingston 12 of 22
Building Block
Goals
1.3 Capture reliable
information about the demand
for quality OST programs
through conducting market
research
1.4 Build capacity of
individual providers to use a
common record keeping
system (MIS)
2. Commitment to Quality 2.1 Improve program quality
by defining City-wide quality
standards
2.2 Improve program quality
through identification of
quality components and the
development/adoption of a
common program quality
assessment tool
2.3 Develop a citywide
training system for OST
providers for quality
programming, evaluation, and
business practices
Goal Attainment Indicators
A detailed market research
study by geographic areas will
be made available to OST
partners showing the desire
and need for OST programs in
the city in order to better serve
under -served neighborhoods.
A citywide MIS will be in
place (either through an
agreement with FWISD to use
their MIS citywide or the
acquisition/development of a
new data system) and will be
used by providers to support
improved programming.
Common measures across
programs will be identified
and reported on.
A list of quality standards will
be developed and adopted
citywide by at least 60 % of
providers.
Comprehensive program
quality monitoring and
evaluation tools will be
developed and used by at least
60% of OST providers.
An incentive program that
rewards OST providers for
adherence to standards and
program quality will be
established, as well as support
for those needing assistance in
improving program quality.
1
Personal Services Contract — Katherine Livingston 13 of 22
Building Block
3. Coordinating Entity
Goals Goat Attainment Indicators
.
2.4 Implement a quality rating A collaborative citywide
system to guide funding system of ongoing training for
decisions OST providers will be in place
to improve quality and at least
60% of the providers citywide
are participating in training on
a yearly basis.
3.1 Establish a sustainable A cadre of 10-15 key
citywide OST coordinating providers and community
entity partners will meet at least
quarterly to identify and
address OST needs in Fort
Worth, during the grant period
and beyond.
An identified user group of
children, parents, educators
and community members will
meet annually to help inform
decision makers about impact.
A 501(c)(3) organization will
be created or an existing one
will be named as the
coordinating entity for the Fort
Worth OST system; this
organization will include a
coordinating board to provide
oversight and community
input.
Personal Services Contract — Katherine Livingston 14 of 22
Required Reports, Deliverables to Wallace
Work products and specific due dotes
Due October 15, 2012: Annual progress report (for work completed March 15 — September 15,
2012), including critical analysis of performance against plan for each Building Block using
Appendix C, Grantee Reporting Form; financial summary of expenditures; and, Action Plan for
Year 2 (beginning March 15, 2013) with a detailed budget (including updated goal attainment
indicators as needed). This report should include any work products such as memoranda of
understanding, data -sharing agreements, work plans, program quality standards and assessments
developed, and other tools that have been generated through the Next Generation After School
System Building Initiative. Please also include with this report verification that you are a
government instrumentality.
Due October 15, 2013: Annual progress report (for work completed September 16, 2012 —
September 15, 2013), including critical analysis of performance against plan for each Building
Block using Appendix C, Grantee Reporting Form; financial summary of expenditures; and,
Action Plan for Year 3 (beginning March 15, 2014) with a detailed budget (including updated
goal attainment indicators as needed). This report should include any work products such as
memoranda of understanding, data -sharing agreements, work plans, program quality standards
and assessments developed, and other tools that have been generated through the Next
Generation After School System Building Initiative. Please also include with this report
verification that you are a government instrumentality.
Due October 15, 2014: Annual progress report (for work completed September 16, 2013 —
September 15, 2014), including critical analysis of performance against plan for each Building
Block using Appendix C, Grantee Reporting Form; and, financial summary of expenditures. This
report should include any work products such as memoranda of understanding, data -sharing
agreements, work plans, program quality standards and assessments developed, and other tools
that have been generated through the Next Generation After School System Building Initiative.
Please also include with this report verification that you are a government instrumentality.
Due April 15, 2015: Final progress report (for work completed September 16, 2014 — March 15,
2015, the last six months of the project -related activities), including a critical analysis of
performance against plan for each Building Block using Appendix C. Grantee Reporting Form;
and, final financial summary of expenditures related to the project -related expenses. This report
should include any work products such as memoranda of understanding, data -sharing
agreements, work plans, program quality standards and assessments developed, and other tools
that have been generated through the Next Generation After School System Building Initiative.
Due April 15, 2016: Narrative reflection on participation in the Initiative in a format to be
determined six -months prior to due date. Final financial summary of expenditures from
March 16, 2015 — March 15. 2016.
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APPENDIX C
THE WALLACE FOUNDATION
NEXT GENERATION AFTER SCHOOL SYSTEM BUILDING INITIATIVE
GRANTEE PROGRESS REPORT GUIDELINE
To provide cm opportunity to reflect on the funded Project, its accomplishments. challenges. progress.
and lessons learned Wallace requires periodic narrative and financial reports on the progress of the
work supported by this grant. The due dates of such reports, and the substance of such reports, are
detailed in Appendix A of your grant agreement.
Wallace highly values and seeks your critical analysis of the progress made compared to your goals (a
plan vs. performance analysis); your reflections about what worked, what did not, and why; and
explanation of revisions to your next year's plan. The insights and data provided may be used as source
material for future knowledge products; you will be consulted in the event that we would like to share
information provided in your report for research purposes.
Please, refer to Appendix A of your grant agreement, and focus answers on evidence related to the
agreed anon Program Goals and Attainment Indicators.
Organization Name: CITY OF FORT WORTH, PARKS AND COMMUNITY SERVICES DEPARTMENT
Request ID #: 20120016
Period covered by report:
Report Deadline:
Preferred Report Length: up to 15 pages, single-spaced
I. Plan vs. Performance
Restate each goal in Appendix A of your grant agreement below, organized by Building Blocks. For each
goal please list the Key Activities (the Action Steps from Appendix A of the grant agreement or any
subsequent amendments) and assess yow• progress toward the results, using the agreed upon measures
listed in Appendix A of your work plan or any subsequent amendments. If any of the proposed activities
and results that relate to the goals varied from what was outlined in Appendix A please explain variation
and any lessons learned from the implementation (in the Assessment & Identification of Changes
column). Add additional rows, for goals and additional matrices as needed .f rr each Building Block listed
in Appendix A.
Building Block:
GOAL l:
Key Activities
Progress Toward Results Assessment & Identification of
Changes in Strategy Needed
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GOAL 2:
GOAL 3:
Overall summary of progress and challenges:
11, Common Measures that All Cities are Reporting Against
Please respond to the following three sets of questions (half a page for each question):
I , What progress have you made toward being able to report site -level youth participation by
program session and grade, as measured by average daily attendance? If you have a data
system in place at this time, how many programs are currently entering data into the system?
What was your average daily attendance for the last reporting period of your programming?
2. What progress have you made toward establishing common program quality standards for the
providers in your city? What percentage of providers has agreed to adopt the standards?
What progress have you made toward developing and implementing an assessment tool used
by the providers in your system? What percentage of providers undertook program quality
assessment in this reporting period? How many providers have been trained on program
quality? If you are working on staff credentialing, how many providers currently have an
OSTcredential?
3, What progress have you made toward building the capacity of your providers to use your city's
MIS and program quality data to improve programming? Please provide examples dhow
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data has been used to support programming and/or policy (for example, using data to build
public support for afterschool, to advocate for funding, to expand program slots).
III. Overall Reflections (half page)
Reflecting on the activities and results described above, what have been your City's most important
successes in this reporting period?
What are your greatest concerns about the work moving forward?
IV. Leadership Changes (half page if needed)
Were there any major changes in leadership positions that affect this grant/contract'? If so, what is your
assessment of the likely effect of those changes on the funded work?
V. Continuous Improvement (one page)
In your opinion could anything have been done differently during the grant period that would have led to
better results, as well as communication and partnership?
• By you:
• By the lead Wallace staff on this grant:
• By the foundation:
• By NLC, the Technical Assistance Coordinator:
VI. Technical Assistance and the Learning Network (half page)
Please critique your experience with the technical assistance provided during this reporting period.
• What has been most beneficial aspect of the TA to your work so far?
• Looking ahead, what technical assistance do you anticipate needing to carry out your next year of
work?
VII. Publications, Communications, and Media
• Please provide any notable press clippings, major publications, or other tools (including web sites)
that have been developed or released in this reporting period. This includes strategic plans, evaluation
reports, program quality standards, memorandum of understanding, etc.
• Please provide the following information about key public events in which your organization's work
was highlighted and/or your leadership presented: Tide, location, date, venue and size of audience for
events
VIII. Financial Assessment (half page)
Was the grant money spent as anticipated in the budget attached as Appendix B to the grant agreement or
any subsequent amendments? Please, include an expenditure report that compares proiected to actual,
expenses. if there is a balance left to be spent please propose and explain how and when the grant will be
spent in full.
IX. Attachments
• Please provide documentation that you are a government instrumentality.
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• Please provide a Year 2 action plan.
• Please provide an updated project budget and overall system budget using the forms provided.
• Please provide a Year 2 budget narrative and match documentation using the forms provided.
Submitted By:
Executive Director Date Board Chair Date
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Exhibit B
Scope of Work, The Wallace Grant, Phase 2
Revisions including additions or deletions may be made to Scope of Work by mutual written
consent; however, not to exceed the amount authorized in Section 2.1
reparecl July ,j, tD'.:i
ADMINISTRATIVE SERVICES
Coordination services with city departments and consultants
Coordinate with Sheri Endsley, the Wallace Grant's Project Director, via
phone or email
Coordination services with PACS part time staff, 10 hours per month x 2
months
Provide facilitation services for 9 meetings by preparing for, creating
agendas, conducting meeting, and preparing action item lists for
Management Team Meetings or other staff meetings
Serve on interview panels for new employees
Provide information and train the new staff about the initiatives and
databases, Constant Contact, etc.
Provide support for meetings/conference calls with The Wallace
Foundation, technical assistance Team, and funder visits
Monthly preparation for and participation in 8 Wallace "check in"
monthly conference calls
Participation in 12 NLC and technical assistance teams conference
calls/office hours, webinars, etc.
Attend Wallace out-of-town cross -site meetings; expenses paid by PACS
For meetings with funders, prepare agenda, create handouts, attend
meeting, follow up, if needed
Provide information and coordinate with other consultants
Provide information to Nancy Marchant about SPARC and grant needs
Provide information to Murray Branding
Provide information to the Balcom Agency - 2 page
Provide information to Crawford (pro bono work)
Provide information to Cindy Johnson
Create draft scope of work, and provide information to consultant TBD
inventorying other full and partial service providers
Provide information to Market Research consultant
Output Measure
Total amount for 7
months
Work completed
Facilitation
Participation
Training delivered
Facilitation
Participation
Participation
Meetings held
Data provided
Data provided
Data provided
Data provided
Data provided
Data provided
Total
$2,800
$1,000
$1,350
$1,000
$1,500
$ 7,650
$1,400
$900
$1,200
$500
$4,000
$1,000
$300
$400
$300
$300
$400
Data provided $800
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Provide information for new website design and implementation
Prepare Year 2 Progress Report to Wallace and the budget for Year 3
RELIABLE DATA
Create an Access database -with geo-coded locations that can link to GIS
system
Create Access tables for contact information for community leaders,
Wallace contacts, and individuals involved in afterschool
2012 afterschool and summer participation data: Analyze and prepare
handout
2013 Afterschool: Collect data, prepare list and analyze participation
data collected by location from large providers for school year 2013
2013 Summer, Prepare list and analyze from participation data
collected by summer programs 2013
Create Access database tables of 2013 information about participation
in districts, zip codes or other useful areas
Collect data and update Access with 2014 providers and locations
Coordinate creation of a 2013 map of locations with city GIS staff
Compile sample data sharing documents for use as a basis for MOUs
between school districts and providers; create a model draft MOU
Prepare for and attend meetings with personnel from two school
districts to discuss afterschool programing, participation data and data
collection
Convene meeting of Police Department and FWISD to replicate Grand
Rapids Study
COORDINATING ENTITY
Plan and execute Leadership Team/Advisory Group, Governance
Committee and subcommittees meetings -8 sessions
Schedule and attend meetings, program site visits, conference calls,
coordinate with Mayor's office, Chair, PACS, Wallace and technical
assistance
Draft agenda and working agenda, conduct research, create documents
for meetings and coordinate with presenters or facilitators
Coordination when out-of-town facilitators are here
Data provided
Report Submitted
Access database
created
List prepared,
Tables Access
Handout prepared
List prepared,
analyzed
List prepared,
analyzed
Tables and queries
created
Data Entered
Map created
Samples collected
Meetings held,
minutes
Meeting held
Meetings held
Documents &
Presentations
coordinated
Pa rticipation
$1,000
$4,000
$8,500
$20,150
$700
$1,500
$1,500
$2,500
$1,000
$850
$200
$500
$400
$400
$200
$9,750
$6,000
$6,000
$750
$12,750
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COMMITMENT TO QUALITY
Develop standards and indicators for quality programs in
collaboration with area providers
Collect research about standards/assessment, create library of research
Provide administrative support for Quality Task Team meetings and
subcommittee meetings
Schedule meetings, coordinate with PACS, create the agenda and work
agenda
Coordinate room arrangements and refreshments
Coordinate printing of meeting materials with PACS
Creating minutes and following up on assigned tasks to be done
Submit refreshment costs for reimbursement
Send email notices and reminders to team members
Create and prepare handouts for meetings
Represent SPARC to TXPost; sit on committee for state standards, trips
to Austin (costs to be reimbursed), conference calls with committee
$1,250
Meetings held $2,800
Materials
distributed
Participation
SUBTOTAL
$1,400
$1,000
$6,450
$49,100
REIMBURSABLE EXPENSES
Mileage to and from meetings at $.55/mile
List of trips
TOTAL
$880
$880
$49,980
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