HomeMy WebLinkAboutContract 44784 (2)OW&
CITY SECRETARY
CONTRACT NO.....:.
INTERLOCAL COOPERATION CONTRACT
THE STATE OF TEXAS
COUNTY OF HAYS
uncLi
This Interlocal Cooperation Contract (this "Contract") is entered into by and between the
Contracting Parties shown below pursuant to authority granted in and in compliance with the
Interlocal Cooperation Act, Chapter 791, Texas Government Code.
I. Contracting Parties
The Receiving Party:
The Performing Party:
Texas State University ("Texas State") an institution of higher
education and agency of the State of Texas.
Texas School Safety Center
Florence C. Raymond
415 N. Guadalupe, PMB 164
San Marcos, Texas 78666
877-304-2727
City of Fort Worth a local government of the
State of Texas
Charles W. Daniels, Asst. City Manager
1000 Throckmorton
Fort Worth, TX 76102
II. Statement of Services to be Performed
Performing Party will perform the following service(s):
Conduct 600 Controlled Buy/Stings and Follow-ups of tobacco permitted retail outlets using
minors as decoys, to determine compliance with applicable laws in accordance with Health
and Safety Code 161.082 — Sale of ciaarettes or tobacco products to persons vounaer than
18 years of aae prohibited: Proof of aae required. Work shall be performed following the
details outlined in attached Scope of Work — Exhibit A, Performance Measures, and Exhibit B.
III. Basis for Calculating Reimbursable Costs
Performing Party shall be paid $75.00 for each correct and completed Controlled Buy/Sting and
Follow-up reported on the Cigarette and Tobacco Controlled Buv/Sting Report form (for a
maximum of 600 Controlled Buy/Stings and Follow-ups x $75.00 each for a total of
$45,000.00). Payment will be based on the receipt and approval of an invoice for services. All
costs incurred for the purpose of conducting a complete Control Buy/Sting and Follow-up are
the responsibility of the contractor. In order to receive full payment for the Controlled
buy/Stings and Follow-ups billed for each performance reporting period, a completed Cigarette
and Tobacco Controlled Buy/Sting Report must be attached for each along with additional
information outlined in Exhibit C, Payment For Services.
Pt` rrIUrni AUG 21. 2013
September 2013
OFFICIAL MOW
CITY SECRETARY
FT. WORTH, % 1 EDof 8 SEP
IV. Contract Amount
The total amount of this Contract shall not exceed FORTY-FIVE THOUSAND DOLLARS AND
NO/100 CENTS ($45,000.00). This is the maximum amount collectable under the Contract as
written.
V. Payment of Services
Receiving Party will remit payments to Performing Party for services satisfactorily performed
under this Contract in accordance with the Texas Prompt Payment Act, Chapter 2251, Texas
Government Code.
Payments made under this Contract will (1) fairly compensate Performing Party for the services
performed under this Contract, and (2) be made from current revenues available to Receiving
Party in the form of a contract from the Department of State Health Services to fund local law
enforcement agencies to enforce Health and Safety Code •161.082 — Sale of cigarettes or
tobacco products to persons vounaer than 18 years of aae prohibited: Proof of ape required.
VI. Warranties
Receiving Party warrants that (1) the services are necessary and authorized for activities that
are properly within its statutory functions and programs; (2) it has the authority to contract for
the services under authority granted in Texas Government Code 403.105 — Permanent Fund
for Health and Tobacco Education and Enforcement; (3) it has all necessary power and has
received all necessary approvals to execute and deliver this Contract; and (4) the
representative signing this Contract on its behalf is authorized by its governing body to sign this
Contract.
Performing Party warrants that (1) it has authority to perform the services under authority
granted in Chapter 161.088. Texas Health and Safety Code and Chapter 791, Texas
Government Code: (2) it has all necessary power and has received all necessary approvals to
execute and deliver this Contract; and (3) the representative signing this Contract on its behalf
is authorized by its governing body to sign this Contract.
VII.Term of the Contract
This Agreement is effective September 1, 2013 and shall terminate on August 31, 2014.
VIII. Termination
In the event of a material failure by a Performing Party to perform its duties and obligations in
accordance with the terms of this Contract, the other party may terminate this Contract upon 30
days' advance written notice of termination setting forth the nature of the material failure; provided
that, the material failure is through no fault of the terminating party. The termination will not be
effective if the material failure is fully cured prior to the end of the 30-day period.
September 2013 Page 2 of 8
Executed effective as of the Effective Date by the following duly authorized representatives
of the Contracting Parties:
Performing Party
City of Fort Worth
By Name(e:Ae:g•J
s W. Daniels
Title Assistant City Manager
Date: 08. 2 /. /3
APPROVAL RECOMMENDED:
By 4i ''"6La
Name Jeffrey W. Halstead
Title Chief of Police
Date Qp- / ?-/3
APPROVED
By
Name
AS TO FORM AND LEGALITY:
sica Sangsvang
Title Assistant City Attorney
Date Z\
ATTEST:
By 14 / 10
Name Mary J.
yser
Title City Secretary
Date "//ipt--//-
Contract Authorization:
M&C: C —
Date Approved: -107U Z
September 2013
Receiving Party
Texas State Univ: ity
By
Name: W �c tfErwin
Title Director of Sponsored Programs
Date:
OFFICIAL RECORD
1 CITY A SIATARY
FT. WORTH, TX
EXHIBIT A
SCOPE OF WORK
The Contractor shall diligently render the following performance:
Contract funds shall be used to support the enforcement activities and additional programs
requirements outlined in 1-4 of Exhibit A. Scope of Work. Contractor shall meet the assigned
Performance Measures assigned in Exhibit B.
1. Enforcement Activities
Contractor shall:
a. Conduct Controlled Buy/Stings and Follow-ups of tobacco permitted retail outlets
using minors as decoys, to determine compliance with applicable laws in accordance
with Health and Safety Code 161.082 — Sale of ciaarettes or tobacco products to
persons vounaer than 18 vears of aae prohibited: Proof of aae reauired. Refer to
Exhibit B Schedule — Performance Measures, for the number of Controlled Buy/Stings
to be conducted.
b. Record the results of the Controlled Buy/Stings conducted using the Texas Department
of State Health Services (DSHSI Ciaarette and Tobacco Controlled Buv/Stina Report
form provided by the Texas School Safety Center at Texas State University.
c. Use non-smoking male and female minors ages 14 — 16 in accordance with Health and
Safety Code, Chapter 161.088 — Enforcement: Announced Inspections.
d. Use the State Comptroller of Public Accounts most recent Tobacco Permitted Retail
Outlet List for the Controlled Buy/Stings to obtain Retail Outlet name, address, and
tobacco permit numbers.
e. Conduct Follow-up Controlled Buys/Stings of retail outlets found to be in violation of
state laws. Reasons for follow-up may include: 1) repeated violations, 2) knowledge of
historical perspective of previous sales to minors, and /or 3) complaints received where
a follow-up is needed. Follow-up Controlled Buys/Stings shall be conducted within two
to ten (2-10) days of original Controlled Buy/Sting.
f. Conduct Follow-up Inspections on complaints regarding retailer and/or other violations
received on the state's 1-800 tobacco hotline.
September 2013 Page 4 of 8
2. Training Activities
Contractor shall:
a. Assign agency representatives to participate in the appropriate web -based training
session conducted by Texas School Safety Center. Representatives shall include
the person(s) assigned to the implementation of the contract activities, and/or the
line supervisor overseeing the day-to-day activities of this contract, and the
person(s) conducting the enforcement activities outlined in Exhibit A, Scope of
Work. Training sessions will be conducted as follows:
1. New Funded Agencies for FY2014 shall participate in a required 6-hour
Tobacco Enforcement Proaram Training_ prior to implementation of the contract
activities.
2. Agencies that participated in the FY2013 Tobacco Enforcement Program shall
participate in a required 3-hour Tobacco Enforcement Proaram Uadate Training
to achieve training compliance requirements.
b. Participate in any and all ongoing technical assistance and training activities offered by the
Texas School Safety Center at Texas State University.
3. Reporting Requirements
Contractor shall:
a. Submit a monthly activity summary report for the Controlled Buy/Stings and Follow-
ups conducted, using the Monthly Summary and Invoice form provided by the Texas
School Safety Center at Texas State University.
b. Provide a short summary of challenges and obstacles encountered in the course of
conducting Controlled Buys/Stings and Follow-ups for performance reporting period,
using the Monthly Summary and Invoice form provided by the Texas School Safety
Center at Texas State University.
c. Submit the Monthly Summary and Invoice form to include the number of Controlled
Buy/Stings conducted along with the number of Citations issued within the
performance reporting period. Controlled Buy/Stings conducted as part of a Follow-
up shall also be included in the total of Controlled Buys/Stings conducted.
d. Submit billing information for services provided in the invoice section of the Monthly
Summary and Invoice form. Payment amount for services is outlined in Exhibit C,
Payment for Services. The Monthly Summary and Invoice form shall be signed by
the designated authorized official.
e. The Monthly Summary and Invoice form shall be submitted to the Texas School
Safety Center on the 4th of the month for activities of the previous month. The report
September 2013 Page 5 of 8
may be mailed or faxed to the Texas School Safety Center, 415 N. Guadalupe, PMB
164, San Marcos, Texas 78666. Fax # 512-245-1133.
f. Texas School Safety Center will provide violation information to the Comptroller of
Public Accounts as required by law, (Health & Safety Code, Section 161.090 Reports
of Violation) by the 10th working day of the month for activity of the previous month.
4. Additional Program Requirements
Contractor shall:
a. Assign a minimum of one (1) agency representative to the implementation of the
activities of this contract, and provide the name(s) of any key personnel changes that
impact the requirements of this contract.
b. Coordinate enforcement activities with other law enforcement agencies in the area.
Coordination of services shall include but not limited to resources such as officers and
minor decoys to maintain integrity of the undercover operation in testing compliance
with tobacco sales to minors.
c. Contractor shall maintain specific, detailed supporting documentation of all
programmatic records used in the course of conducting the Controlled Buy/Stings for a
minimum of 4 years.
September 2013 Page 6 of 8
EXHIBIT B
PERFORMANCE MEASURES
The following performance measures will be used to measure compliance with the services
rendered as described in Exhibit A, Scope of Work.
Contractor shall:
1. Conduct the number of activities for this contract period as follows:
a. Number of Controlled Buys/Stings and Follow-ups using minors as decoys: 600
b. A performance measure will not be assigned for Follow-up of Controlled Buys/Stings
as a result of local perspective of previous sales to minors and/or complaints received.
However, contractor is required to conduct Follow-up of retail outlets not in
compliance and report the activity monthly.
2. Contractor shall follow the Contractor's Program Work Plan monthly goal pre -established
upon inception of the contract. The Contractor's Program Work Plan outlines monthly goals
to follow from September 2013 to August 2014.
a. Deviation from the pre -established Contractor's Program Work Plan requires prior
approval from TxSSC staff.
September 2013 Page 7 of 8
EXHIBIT C
PAYMENT FOR SERVICES
Payment will be based on the receipt and approval of an invoice for services.
Contractor shall:
1. Be paid monthly upon submission of Parts 1-5 of the Monthly Summary and Invoice form
and attachments as confirmation of services rendered.
2. Record the number of Controlled Buy/Stings conducted and attach complete Cigarette and
Tobacco Controlled Buv/Sting Report forms for each Controlled Buy/Sting conducted for the
Performance Reporting Period. The total activity reported shall correspond to the pre-
established monthly goal listed in the Contractor's Program Work Plan.
3. Be paid $75.00 for each correct and completed Controlled Buy/Sting reported on the
Cigarette and Tobacco Controlled Buv/Sting Report form. All costs incurred for the purpose
of conducting a complete Control Buy/Sting are the responsibility of the contractor. In order
to receive full payment for the Controlled buy/Stings including follow-ups billed for each
performance reporting period, a completed Cigarette and Tobacco Controlled Buy/Sting
Report must be attached for each.
4. Submit invoices and attachments to:
Tobacco Enforcement Program
Tobacco Prevention & Community Services Division
Texas School Safety Center
Texas State University
415 N. Guadalupe, PMB 164
San Marcos, Texas 78666
Phone: 877.304.2727
Fax: 512-245-1133
Email: Chad L. Nolte - cn1082e.txstate.edu, or
Alexia Cox — ac45e.txstate.edu
The Monthly Summary and Invoice form shall be reviewed by the 15th of the month and submitted
for payment if information included in the report and attachments are correct. Payment shall be
subject to laws of the State of Texas including Prompt Payment.
Notwithstanding the foregoing, the cumulative amount of Service Fees remitted by University to
Contractor shall not exceed $45,000.00 without the prior written approval of the University.
September 2013 Page 8 of 8
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 7/9/2013 - Ordinance No. 20795-07-2013
DATE: Tuesday, July 09, 2013
LOG NAME: 35FY14TOBACCO FUNDS
SUBJECT:
REFERENCE NO.: **C-26325
Ratify Application for and Authorize Acceptance of a Grant, if Awarded, in the Amount Up to $60,000.00
from the Texas School Safety Center at Texas State University -San Marcos, Authorize Execution of
Related Agreement with Texas State University -San Marcos for Operations to Discourage the Sale of
Tobacco Products to Minors and Adopt Appropriation Ordinance (ALL COUNCIL DISTRICTS)
RECOMMENDATION:
It is recommended that the City Council:
1. Ratify the application for and authorize acceptance of a grant, if awarded, in the amount up to
$60,000.00 from the Texas School Safety Center at Texas State University -San Marcos;
2. Authorize the execution of related Agreement with Texas State University -San Marcos for operations to
discourage the sale of tobacco products to minors; and
3. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the
Grants Fund in the amount of $60,000.00, upon receipt of the grant.
DISCUSSION:
The Texas School Safety Center at Texas State University -San Marcos coordinates the Tobacco
Enforcement Program, which is funded by the Department of State Health Services. This program awards
grants to local law enforcement agencies for the purpose of conducting controlled buys/sting operations of
tobacco permitted retail outlets. The controlled buys/sting operations are conducted in order to
discourage retailers from selling tobacco products to minors. If the City of Fort Worth's grant application is
approved, Texas State University -San Marcos will grant the City of Fort Worth Police Department funds in
the amount up to $60,000.00 to perform the sting operations.
FISCAL INFORMATION / CERTIFICATION:
The Financial Management Services Director certifies that upon approval of the above recommendations,
receipt of the grant, and adoption of the attached appropriation ordinance, funds will be available in the
current operating budget, as appropriated, of the Grants Fund.
FUND CENTERS:
TO Fund/Account/Centers
3) GR76 451989 035498641000
3) GR76 5(VARIOUS) 035498641010
CERTIFICATIONS:
FROM Fund/Account/Centers
$60.000.00
$60,000.00
Logname: 35FY14TOBACCO FUNDS Page 1 of 2
Submitted for Citv Manager's Office bv:
Originating Department Head:
Additional Information Contact:
ATTACHMENTS
1. 35FY14TOBACCO FUNDS A013.doc (Public)
Charles Daniels (6199)
Jeffrey W. Halstead (4210)
Aya Ealy (4239)
Logname: 35FY14TOBACCO FUNDS Page 2 of 2