HomeMy WebLinkAboutContract 58252 CSC No. 58252
AGREEMENT FOR COMMUNITY BASED PROGRAMS
CAPACITY AND PLANNING PROGRAMS
SAFE AND HAPPY TRAILS, INC.
FISCAL YEAR 2023
In consideration of the mutual covenants, promises and agreements contained herein, this
agreement("Agreement")is made and entered into between CITY OF FORT WORTH,a home
rule municipal corporation of the State of Texas,("City")acting by and through Fernando Costa
its duly authorized Assistant City Manager and SAFE AND HAPPY TRAILS, INC., a Texas
non-profit corporation ("Contractor") acting by and through Don Arnold, its duly authorized
representative.
RECITALS
WHEREAS, City has determined that Community-Based Programs are necessary to
support crime prevention in City during Fiscal Year 2023 to meet one or more of the Crime
Control and Prevention District ("CCPD") goals, which are (1) to support efforts to reduce
violent crime and gang-related activities through enhanced enforcement activities and crime
prevention programs, (2) to support efforts to increase the safety of residents and to decrease
crime throughout Fort Worth neighborhoods, and (3) to support efforts to increase the safety of
youth and reduce juvenile crime through crime prevention and intervention programs; and
WHEREAS, Contractor has agreed to operate a Community-Based Program called
"Safe+Happy Trails" (Program), which will support the police department's crime prevention
efforts throughout the community; and
WHEREAS, City desires to enter into an agreement with Contractor to operate the
Program; and
WHEREAS, City, as consideration for the performance of Contractor, has appropriated
monies in the CCPD Budget in the amount of $50,000.00 ("Program Funds") to provide to
Contractor on a reimbursable basis for the operation of the Program subject to and in accordance
with this agreement.
NOW, THEREFORE, in consideration of the mutual covenants herein expressed, the
parties agree as follows:
AGREEMENT DOCUMENTS
The Agreement documents shall include the following:
1. This Agreement between City and Contractor
2. Exhibit A—ZoomGrants Narrative & Scope of Work
3. Exhibit B—Budget Form
4. Exhibit C—Request for Reimbursement (RFR)
5. Exhibit D—Monthly Action Plan Status Report OFFICIAL RECORD
CITY SECRETARY
FT.WORTH, TX
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6. Exhibit E—Quarterly Progress Report
7. Exhibit F—Request for Budget Modification
8. Exhibit G—Corrective Action Plan
9. Exhibit H—Prior Year Corrective Action Plan Template—if applicable
10. Exhibit I—Plan of Action
Exhibits A through I, 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 I and the terms and conditions set forth in the body of this Agreement, the
terms and conditions of this Agreement control.
DEFINITIONS
The term "City" shall include City, and its officers, agents, employees, and representatives.
The term "Contractor" shall include Contractor, and its officers, agents, employees,
representatives, servants, contractors, and subcontractors.
The term "Party" shall refer to either City or Contractor. The term "Parties" shall refer to both
City and Contractor.
AGREEMENT
1. Responsibilities of Contractor.
1.1 Contractor covenants and agrees to fully perform, or cause to be performed, with good
faith and due diligence, all work and services described in Exhibit"A"—Scope of Work and the
subsequently approved Exhibit "I"—Plan of Action. Contractor shall be responsible for day-to-
day administration of the Program. Contractor agrees to expend the Program Funds in
accordance with the Budget as described in Exhibit"B". Program activities shall be reported in
accordance with Exhibit"D"-Monthly Action Plan Status Report and Quarterly Progress Report
shall be reported in accordance with Exhibit"E"- Quarterly Progress Report.
1.2 Contractor agrees that this agreement is to build capacity in outlined objectives as defined
in the Exhibit A Project Plan and approved Exhibit I Plan of Action. Contractor agrees that these
identified capacity objectives are to benefit the City of Fort Worth residents. The City reserves
the right to request additional information evaluating how the Contractor's capacity objectives
contribute to their effectiveness in serving Fort Worth residents.
2. Program Funds.
2.1 In no event shall the total distribution from City made to the Contractor during the Term
of this Agreement exceed$50,000.00 ("Program Funds").
2.2 Payment of the Program Funds from City to Contractor shall be made on a cost-
reimbursement basis following receipt by City from Contractor of a signed Request for
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Reimbursement (RFR), as described in Exhibit "C" along with copies of all receipts and other
supporting documentation. Contractor shall deliver to City a written detailed Monthly Action
Plan Status Report and Quarterly Progress Report as described in Section 4.2 below with each
RFR to support expenditure of Program Funds. Such reports shall be signed by the Contractor
or duly authorized officer of the Contractor.
2.3 Due Dates Contractor agrees that the RFR with supporting documentation will be
submitted to the City no later than the 15th of each month. If this obligation of the Contractor falls
due on a weekend or Federal holiday, then that obligation shall be due the next business day
following such weekend day or Federal holiday. Should the Contractor not be able to meet these
requirements in the given month, the Contractor shall provide written notification prior to the
deadline that details the justification and expected date of submission. If no notification is received
by the 15th, the City may document for future corrective action. If, by the last day of the same
month, Contractor has not submitted the required reports, the City will send a non-compliance
letter notifying Contractor duly authorized representative of a possible suspension of program
funding. Submittal of a monthly RFR is required even if expenses do not occur.
2.4 The last day for the City to receive RFRs and supporting expense documentation from the
Contractor for this agreement is October 15, 2023. No corrections or additional documentation
will be allowed after this date. Any discrepancies on the final RFR or expense documentation will
be adjusted from the final reimbursement amount.
2.5 The monthly RFR should be sequentially numbered and include expense documentation
that is detailed, clear and concise. The submission shall include applicable monthly and quarterly
reports as applicable. Submissions must be scanned and submitted to the Grants and Program
Management Section of the Fort Worth Police Department. Submissions should be titled
"AGENCY RFR Month" and sent either via email to PSM@fortworthtexas.gov, or via mail to
ATTENTION: Contract Compliance Specialist,Financial Management Division,Bob Bolen
Public Safety Complex,and 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 Action Plan
Status Report from the Contractor. Additionally, the Quarterly Progress Report from Contractor
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. Incomplete or incorrect
submissions will be returned to the Contractor for resubmission, restarting the 30-day
reimbursement schedule.
2.6 Contractor is authorized to receive reimbursement for up to 25% of allowable budgeted
expenses submitted by RFR. To access remaining contracted amounts, Contractor shall have an
approved Exhibit "I" — Plan of Action by the first quarter report submission. The City may
review and request changes to Exhibit "I" in order to determine if the submitted document is
likely to achieve the intent of the contract. Upon approval, contractor will be able to submit
reimbursement requests on the remaining 75%of allowable budgeted expenses for the remainder
of the contract period. In the event the Contractor is unable to gain approval on "Exhibit I" by
the stated deadline, the City will terminate the contract and approve up to an additional 10% of
allowable budgeted expenses for cover remaining expenses incurred prior to the termination
date.
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2.7 Contractor 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, Contractor must
submit the Request for Budget Modification Form (Exhibit "F") to City, with the monthly RFR,
during the month the modification took place. The request must include justification for
modification to the budget, and the new modified budget cannot exceed the total amount of
Program Funds.
2.8 Any modifications of more than five (5) percent of any budgeted line-item in the original
approved budget must have prior written permission from City before the modifications are made.
The Budget Modification Form(Exhibit"F")must be submitted, and request must be approved by
City, before any money is moved to the line-item. Once the Budget Modification is approved, the
modified budget will take effect on the first day of the following month. The new modified budget
shall not exceed the total amount of Program Funds.
2.9 Any modifications to zero line-items in the original approved budget must have prior
written permission from City before the 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 shall not exceed the total amount of
Program Funds. The last day the City will approve a budget modification for this agreement is
August 1, 2023.
2.10 Budget modification can only occur within the Direct and Indirect costs. Funds may not be
moved from a Direct line-item into an Indirect line-item, or vise versus. Modification of Direct
and Indirect approved budgets must follow the guidelines outlined in sections 2.7, 2.8, 2.9.
2.11 Contractor will document cost allocations for all budgeted expenses throughout the entirety
of the Agreement and will be responsible for having a policy and procedure in place for this
documentation. Specifically, Contractor will document how all shared costs, personnel time, or
equipment that was fully or partially paid for using CCPD funds, were used in furtherance of the
program activities described in this Agreement. Documentation of these cost allocations, as well
as a copy of the Contractor's policy and procedures for the documentation of the cost allocations
shall be made available to the City upon request.
2.12 The City reserves the right to reject any budget modification that the City believes, in its
sole discretion, is not clearly aligned with the program activities and any requests for
reimbursement expenses that the City believes, in its sole discretion, are not specified in Exhibit
"B" of this Agreement or an approved budget modification form.
2.13 Request for Budget Modification Form(Exhibit"F") shall be submitted via either email to
PSM(a,fortworthtexas.gov or via mail addressed to the Contract Compliance Specialist,
Financial Management Division, Bob Bolen Public Safety Complex at 505 W. Felix St., Fort
Worth, Texas, 76115.
3. Term. This Agreement shall commence upon October 1, 2022 ("Effective Date"), and
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shall end on September 30, 2023 ("End Date"). All of Contractor's expenditures under this
Agreement must be completed no later than September 30, 2023. The City reserves the right to
withhold the final request for reimbursement until all required documents have been received by
the contractor.
4. Program Performance.
4.1 Contractor agrees to maintain full documentation supporting the performance of the work
and fulfillment of the capacity/planning objectives set forth in the Exhibit A and approved
Exhibit I Plan of Action.
4.2 Plan of Action Approval Contractor agrees that an approved Exhibit "I" — Plan
of Action must be approved by the first quarter report submission on January 15, 2023.
Prior to this date, the City may review and request changes to Exhibit "I" in order to
determine if the submitted document is likely to achieve the intent of the contract. Upon
approval, contractor will be eligible to submit reimbursement requests on the remaining 75%
of allowable budgeted expenses for the remainder of the contract period. In the event the
Contractor is unable to gain approval on "Exhibit I" by the stated deadline, the City will
terminate the contract and approve up to an additional 10% of allowable budgeted expenses for
cover remaining expenses incurred prior to the termination date.
4.3 Due Dates In addition to the deadlines stated in Section 4.2, Contractor agrees that all
progress reports will be submitted to the City no later than the 15th of each month. If this
obligation of the Contractor falls due on a weekend or Federal holiday,then that obligation shall
be due the next business day following such weekend day or Federal holiday. Should the
Contractor not be able to meet these requirements in the given month, the Contractor shall
provide written notification prior to the deadline that details the justification and expected date
of submission. If no notification is received by the 15th, the City may document for future
corrective action. If,by the last day of the same month, Contractor has not submitted the required
reports, the City will send a non-compliance letter notifying Contractor's duly authorized
representative of a possible suspension of program funding. Submittal of program reports is
required even if expenses do not occur.
4.4 Monthly Reports In addition to the requirements outlined in Section 4.2 Contractor
agrees to provide a Monthly Action Plan Status Report ("Exhibit D") to document progress and
completion of capacity/planning objectives outlined in the approved Exhibit I. The Monthly
Project Plan Status report shall document program activity names, details of activities, and a
description of goals achieved in accomplishing capacity/planning objectives. Submission of an
Exhibit D report is required even if new activities do not occur.
4.5 Quarterly Reports In addition to the requirements outlined in Section 4.2 & 4.4,
Contractor agrees to provide a Quarterly Progress Report to document performance of work
("Exhibit E"). The Quarterly Progress Report shall be included in the January, April, July and
October report submissions. The Quarterly Outcomes Report shall document details of the
quarterly progress toward capacity/planning objectives, and must include descriptions of any
realized successes. Submission of an Exhibit E is required even if new activities do not occur.
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4.6 Contractor agrees to complete a Corrective Action Plan (CAP) in the event of three (3)
consecutive months or six(6)non-consecutive months with incomplete or incorrect submissions
of an RFR, Action Plan Status Report, or Quarterly Progress Report. Contractor also agrees to
complete a Corrective Action Plan for recurring late submissions of an RFR,Action Plan Status,
or Quarterly Progress Report or for failing to take corrective actions and responding to audit
reports by the City. The CAP will contain the identified issue found by the City, how the
Contractor will correct that issue, who the responsible person will be to ensure completion, and
a target completion date. An example of this form is attached as Exhibit G.
4.7 A representative of the program shall attend quarterly meetings of the Crime Control and
Prevention District Board as requested.
4.8 Final progress reports will be due with the final RFR submission on October 15, 2023.
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 Contractor 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 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
Contractor under or in connection with this Agreement.
5.2 In the event no funds or insufficient funds are appropriated by the City in any fiscal year
for any payments due hereunder, City will notify Contractor of such occurrence and this
Agreement 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 payments herein agreed upon for which funds have been appropriated.
5.3 The City may terminate this Agreement at any time and for any reason by providing the
other party with thirty(30) days' written notice of termination.
5.4 Termination will be effected by delivering to Contractor written notice of termination.
Upon Contractor's receipt of notice of termination, Contractor shall:
(a) Stop work under the Agreement on the date and to the extent specified in the notice of
termination;
(b) Place no further order or subcontracts, except as may be necessary for completion of the
work not terminated;
(c) Terminate all orders and contracts to the extent that they relate to the performance of the
work terminated by the notice of termination; and
(d) Cease expenditures of Program Funds, except as may be necessary for completion of the
work not terminated.
5.5 In the event City suspends or terminates this Agreement, Contractor expressly waives any
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and all rights to monetary damages, including but not limited to actual, consequential, and
punitive damages, court costs and attorney's fees.
5.6 Within thirty (30) days following the date of termination of this Agreement, Contractor
shall return to City any property provided hereunder. City will have no responsibility or liability
for Contractor's expenditures or actions occurring after the effective date of termination of the
Agreement.
6. Equipment and Maintenance. All equipment purchased with Program Funds must meet
all eligibility requirements of City. Contractor shall maintain all equipment used in the
administration and execution of the Program. The Contractor shall maintain, replace, or repair
any item of equipment used in support of the Program 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 Program and/or for use under the terms of this
Agreement is the sole responsibility of Contractor. Contractor shall not use Program Funds to
repair or replace said equipment. Contractor shall use any and all equipment purchased with
Program Funds exclusively in support of the 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 Program 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 Contractor 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
Contractor under this Agreement. Contractor, 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
Contractor's operations will be undertaken and may be conducted either by City or an
independent auditor of City's choice. Contractor shall submit a copy of any audit performed by
their independent auditor within 30 days of receipt of the final audit report.
7.2 If any audit reveals a questioned practice or expenditure, City shall notify Contractor as
soon as reasonably practical. Contractor shall have fifteen (15) days to provide City with a
written explanation and any supporting documentation regarding the practice or expenditure. If
Contractor fails to resolve or cure the questioned practice or expenditure, to the City's
satisfaction, within the fifteen (15) day period, City reserves the right to withhold further
Program Funds under this and/or future agreement(s) with Contractor.
7.3 If, as a result of any audit, it is determined that Contractor misused, misapplied or
misappropriated all or any part of the Program Funds, Contractor agrees to reimburse City the
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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 Contractor's obligation to City shall not end until all closeout requirements are completed.
The closeout requirements shall include, but are not limited to: providing final status on action
plan items and quarterly progress reports, making final payments, and disposing of Program
assets as appropriate, if deemed required by the City in its sole discretion.
7.5 Contractor covenants and agrees to fully cooperate with City in monitoring the
effectiveness of the services and work to be performed by Contractor under this Agreement, and
work to be performed by Contractor under this Agreement and City shall have access at all
reasonable hours to offices and records of Contractor, its officers, members, agents, employees,
and subcontractors for the purpose of such monitoring.
7.6 Throughout the term of this Agreement and for up to three months after its expiration, the
City may periodically request, and the Contractor will be required to provide, information for
the purposes of evaluating the overall effectiveness of Crime Control and Prevention District
(CCPD) funding. This information will include, but may not be limited to, the zip-codes of
participating individuals of the program(s)receiving CCPD funding, if applicable.
If applicable, requested information will consist solely of aggregated data without any personal
identifiers. Further, any information requested will not be used in a way that would violate local,
state, or federal statutes, regulations, or policies.
If the Contractor maintains the information the City is requesting, the Contractor shall provide
the requested information to the City within 30 days of receipt of the request. If the Contractor
does not maintain the requested information as of the date it receives the City's request, the
Contractor shall begin collecting such information as of that date, shall provide an initial
response regarding that information within sixty days, and shall thereafter update that
information on request.
If necessary, an amendment may be brought forward to identify additional specific metrics that
Contractor will be required to maintain and provide to the City to evaluate the effectiveness of
the Crime Control and Prevention District Funding.
Section 7 shall survive the expiration or termination of this Agreement.
8. Independent Contractor.
8.1 Contractor shall operate hereunder as an independent contractor and not as an officer,
agent, or servant or employee of City. Contractor shall have exclusive control of, and the
exclusive right to control, the details of the work and services performed hereunder, and all
persons performing same, and shall be solely responsible for the acts and omissions of its
officers, members, agents, servants, employees, subcontractors, program participants, licensees,
or invitees. The doctrine of respondent superior shall not apply as between City and Contractor,
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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 Contractor. No federal, state, or local income tax, nor any payroll
tax of any kind, shall be withheld or paid by City on behalf of Contractor. Contractor 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 Contractor, and any program participants
hereunder are not eligible for, and shall not participate in any employer pension, health, or other
fringe benefit plan provided by City. It is expressly understood and agreed that City does not
have the legal right to control the details of the tasks performed hereunder by Contractor, 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 Contractor, its officers, members, agents, employees, subcontractors, program
participants, licensees or invitees, which may be lost, stolen, destroyed, or in any way damaged.
9. Liability and Indemnification.
ONLY TO THE EXTENT PERMITTED BY THE CONSTITUTION AND LAWS OF THE
STATE OF TEXAS AND LIMITED BY THE LIMITS OF LIABILITY AS SET FORTH IN
THE TEXAS TORT CLAIMS ACT (TEXAS CIVIL PRACTICE AND REMEDIES CODE
CHAPTER 101), CONTRACTOR SHALL BE LIABLE AND RESPONSIBLE FOR ANY
AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY,
INCLUDING DEATH, TO ANYAND ALL PERSONS, OF ANY KIND OR CHARACTER,
WHETHER REAL OR ASSERTED, TO THE EXTENT CAUSED BY THE NEGLIGENT
ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL MISCONDUCT OF
CONTRACTOR, ITS OFFICERS,AGENTS, SERVANTS OR EMPLOYEES.
ONLY TO THE EXTENT PERMITTED BY THE CONSTITUTION AND LAWS OF THE
STATE OF TEXAS AND LIMITED BY THE LIMITS OF LIABILITYAS SET FORTH IN
THE TEXAS TORT CLAIMS ACT (TEXAS CIVIL PRACTICE AND REMEDIES CODE
CHAPTER 101), CONTRACTOR AGREES TO DEFEND,INDEMNIFY,AND HOLD THE
CITY,ITS OFFICERS,AGENTS,SERVANTS,AND EMPLOYEES HARMLESSA GAINST
ANY AND ALL CLAIMS, LAWSUITS, ACTIONS, COSTS, AND EXPENSES OF ANY
KIND, INCLUDING, BUT NOT LIMITED TO, THOSE FOR PROPERTY DAMAGE OR
LOSS(INCL UDING ALLE GED 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)
CONTRACTOR'S BREACH OF ANY OF THE TERMS OR PROVISIONS OF THIS
AGREEMENT OR (II) ANY NEGLIGENT ACT OR OMISSION OR INTENTIONAL
MISCONDUCT OF CONTRACTOR, ITS OFFICERS, AGENTS, ASSOCIATES,
EMPLOYEES, CONTRACTORS (OTHER THAN THE CITY), OR SUBCONTRACTORS
RELATED TO THE PERFORMANCE OF THIS AGREEMENT, EXCEPT THAT THE
INDEMNITY PROVIDED FOR IN THIS SECTION SHALL NOT APPLY TO ANY
LIABILITY RESULTING FROM THE SOLE NEGLIGENCE OF THE CITY OR ITS
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OFFICERS, AGENTS, EMPLOYEES, OR SEPARATE CONTRACTORS, AND IN THE
EVENT OF JOINT AND CONCURRENT NEGLIGENCE OF BOTH CONTRACTOR 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
IMMUNITYAS FURTHER PROVIDED BY THE LAWS OF TEXAS.
Contractor shall require all of its subcontractors to include in their subcontracts a release and
indemnity in favor of City in substantially the same form as above.
This section shall survive the expiration or termination of this Agreement.
10. Non-Assignment. No assignment or delegation of duties under this Agreement by
Contractor shall be effective without City's prior written approval.
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 Program is situated; and no other public official of
such locality or localities who exercises any functions or responsibilities with respect to the
Program during his tenure or for one year thereafter, shall have any interest, direct or indirect, in
any contract or subcontract, or the proceeds thereof, for work to be performed hereunder.
Contractor shall incorporate, or cause to be incorporated, like language prohibiting such interest,
in all contracts and subcontracts hereunder.
11.2 No officer, employee,member, or program participant of Contractor 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 Contractor of any land, materials,
supplies, or services purchased with any funds transferred hereunder, except on behalf of
Contractor, as an officer, employee, member, or program participant. Any willful violation of
this paragraph with the knowledge, expressed or implied, of Contractor or its subcontractors,
shall render this Agreement voidable by City of Fort Worth.
12. Nondiscrimination.
12.1 In accordance with the federal, state, and local laws and ordinances, Contractor 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 Contractor will not unlawfully discriminate against any person or persons because of age,
race, color, religion, sex, disability, national origin, or sexual orientation, nor will Contractor
permit its officers, members, agents, employees, subcontractors, or program participants to
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engage in such discrimination.
ONLY TO THE EXTENT PERMITTED BY THE CONSTITUTION AND LAWS OF
THE STATE OF TEXAS AND LIMITED BY THE LIMITS OF LIABILITY AS SET
FORTH IN THE TEXAS TORT CLAIMS ACT (TEXAS CIVIL PRACTICE AND
REMEDIES CODE CHAPTER 101), IF ANY CLAIM ARISES FROM AN ALLEGED
VIOLATION OF THIS NON-DISCRIMINATION COVENANT BY CONTRACTOR,
ITS PERSONAL REPRESENTATIVES, ASSIGNS, SUBCONTRACTORS OR
SUCCESSORS IN INTEREST, CONTRACTOR AGREES TO ASSUME SUCH
LIABILITY AND TO INDEMNIFY AND DEFEND THE CITY AND HOLD THE CITY
HARMLESS FROM SUCH CLAIM.
This section shall survive the expiration or termination of this Agreement.
13. Compliance.
13.1 Contractor, 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 Contractor in writing to
any such violation on the part of Contractor or any of its officers, members, agents, employees,
subcontractors or program participants, then Contractor shall immediately desist from and
correct such violation.
13.2 Contractor 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 Contractor in writing to
any such violations on the part of Contractor or any of its officers, members, agents, employees,
program participants or subcontractors, then Contractor shall immediately desist from and
correct such violation.
14. Governmental Powers. It is understood that by execution of this Agreement, the City
does not waive or surrender any of it governmental powers.
15. Waiver of Immunity. If Contractor is a charitable or nonprofit organization and has or
claims an immunity or exemption(statutory or otherwise) from and against liability for damages
or injury, including death, to persons or property; Contractor hereby expressly waives its rights
to plead defensively such immunity or exemption as against City. This section shall not be
construed to affect a governmental entity's immunities under constitutional, statutory or common
law.
16. Insurance Requirement.
16.1 Coverages and Limits. Contractor 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 work pursuant to this Agreement:
(a) Commercial General Liability(CGL): Contractor is self-insured in keeping with
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the terms of the Texas Tort Claims Act. Contractor will furnish a Certificate of Self- Insurance
in lieu of the required general liability insurance certificate.
(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: (If Contractor owns or operates vehicles under Scope of Services)
$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.
(d) Any other insurance the City may reasonably require to protect the interest of the City
16.2 Contractor'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. All insurers must have a minimum rating of A-
VII in the current A.M. Best Key Rating Guide, or have reasonably equivalent financial strength
and solvency to the satisfaction of Risk Management. If the rating is below that required, written
approval of Risk Management is required.
16.3 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.
16.4 Contractor further agrees that it shall comply with the Worker's Compensation Act of
Texas and shall provide sufficient compensation insurance to protect Contractor and City from
and against any and all Worker's Compensation claims arising from the work and services
provided under this Agreement. Contractor will furnish a Certificate of Self-Insurance in lieu of
the required Worker's Compensation insurance certificate.
16.5 A minimum of Thirty(30) days' notice of cancellation or reduction in limits of coverage
shall be provided to the City. Ten (10) days' notice shall be acceptable in the event of non-
payment of premium. Notice shall be sent to the Risk Manager, City of Fort Worth, 200 Texas
Street, Fort Worth, Texas 76102, with copies to the City Attorney at the same address.
16.6 Any failure on the part of the City to request required insurance documentation shall not
constitute a waiver of the insurance requirement.
16.7 Certificates of Insurance evidencing that the Contractor has obtained all required insurance
shall be delivered to the City prior to Contractor proceeding with any work pursuant to this
Agreement.
17. Miscellaneous Provisions.
FY23 Community Based Programs Agreement 12
Between CFW& Safe and Happy Trails,Inc.
17.1 The provisions of this Agreement are severable, and, if for any reason a clause, sentence,
paragraph, or other part of this Agreement shall be determined to be invalid by a court or Federal
or state agency, board, or commission having jurisdiction over the subject matter thereof, such
invalidity shall not affect other provisions which can be given effect without the invalid
provision.
17.2 City's failure to insist upon the performance of any term or provision of this Agreement
or to exercise any right herein conferred shall not be construed as a waiver or relinquishment to
any extent of City's right to assert or rely upon any such term or right on any future occasion.
17.3 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.
17.4 Contractor 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.
17.5 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.
17.6 Any amendments to the terms of this Agreement must be in writing and must be signed
by authorized representatives of each Party.
17.7 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.
17.8 The parties acknowledge that each party and its counsel have reviewed this Agreement
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 Agreement or exhibits
hereto.
17.9 Captions and headings used in this Agreement are for reference purposes only and shall
not be deemed a part of this Agreement.
17.10 The provisions and conditions of this Agreement are solely for the benefit of City and
Contractor and are not intended to create any rights,contractual or otherwise,to any other person
or entity.
FY23 Community Based Programs Agreement 13
Between CFW& Safe and Happy Trails,Inc.
17.11 Contractor certifies that it has obtained a 501(c) (3) Certificate from the Internal Revenue
Service. Contractor shall notify City in writing of any changes to its 501(c) (3)tax-exempt status
during the term of this Agreement.
17.12 Contractors are required to conduct criminal background screenings for all volunteers or
employees who will be working with children under the proposed program. All criminal
background checks shall be in compliance with Texas Department to Family and Protective
Services standard, the Texas Administrative Code and all other applicable law. Contractors will
be responsible for conducting criminal background screening and for maintaining appropriate
records, which will be subject to review by the City. CONTRACTORS SHALL INDEMINFY
CITY AND HOLD CITY HARMLESS FROM ANY PENALITIES, LIABILITIES, OR
LOSSES DUE TO VIOLATIONS OF THIS PARAGRAPH BY CONTRACTOR,
CONTRACTOR'S EMPLOYEES, SUBCONTRACTORS, AGENTS, OR LICENSEES.
18. Notice.
Notices to be provided hereunder shall be sufficient if forwarded to the other party by hand-
delivery or via
U.S.Postal Service certified mail,postage prepaid,to the address of the other party shown below:
CITY: Fernando Costa, Assistant City Manager
City Manager's Office
City of Fort Worth
200 Texas Street
Fort Worth, TX 76102
Copies To: Contract Compliance Specialist
Financial Management Division
Bob Bolen Public Safety Complex
505 West Felix St.
Fort Worth, TX 76115
City Attorney's Office
Attn: Police Contracts
200 Texas Street
Fort Worth, TX 76102
CONTRACTOR: Safe and Happy Trails
Don Arnold, President/Co-Founder
1501 Chase Oaks Dr
Keller TX 76248
FY23 Community Based Programs Agreement 14
Between CFW& Safe and Happy Trails,Inc.
19. Counterparts, Electronically Transmitted Signature.
This Agreement, as well as any associated documents to this Agreement, including RFR's and
Budget Modifications may be executed in one or more counterparts, each of which when so
executed and delivered shall be considered an original, but such counterparts shall together
constitute one and the same instrument and agreement. Any signature delivered by a party by
facsimile or other electronic transmission (including email transmission of a portable document
file (pdt) or similar image) shall be deemed to be an original signature hereto.
20. Immigration Nationality Act.
Contractor shall verify the identity and employment eligibility of its employees who perform
work under this Agreement,including completing the Employment Eligibility Verification Form
(I-9). Upon request by City, Contractor shall provide City with copies of all I-9 forms and
supporting eligibility documentation for each employee who performs work under this
Agreement. Contractor shall adhere to all Federal and State laws as well as establish appropriate
procedures and controls so that no services will be performed by any Contractor employee who
is not legally eligible to perform such services. CONTRACTOR SHALL INDEMNIFY CITY
AND HOLD CITY HARMLESS FROM ANY PENALTIES,LIABILITIES, OR LOSSES DUE
TO VIOLATIONS OF THIS PARAGRAPH BY CONTRACTOR, CONTRACTOR'S
EMPLOYEES, SUBCONTRACTORS, AGENTS, OR LICENSEES. City, upon written notice
to Contractor, shall have the right to immediately terminate this Agreement for violations of this
provision by Contractor.
FY23 Community Based Programs Agreement 15
Between CFW& Safe and Happy Trails,Inc.
IN WITNESS WHEREOF, the parties hereto have executed this agreement in
multiples in Fort Worth, Tarrant County, Texas, to be effective this day of
, 20_
[Executed effective as of the date signed by the Assistant City Manager below.] /
[ACCEPTED AND AGREED:]
City: Vendor:
By By:Don Arnold(Oct 6,2022 1a2:52 CDT)
Name: Fernando Costa Name: Don Arnold
Title: Assistant City Manager Title: President/Co-Founder
Date: Oct 14, 2022 Date: Oct 6, 2022
CITY OF FORT WORTH INTERNAL ROUTING PROCESS:
Approval Recommended: Contract Compliance Manager:
By signing I acknowledge that I am the
person responsible for the monitoring
and administration of this contract,
By.Robert hildre ge(Oct 14,202208:49 CDT) including ensuring all performance and
Name: Neil Noakes reporting requirements.
Title: Chief of Police
I 'aaai£�%�arasei
Approved as to Form and Legality: By.
Name: Sarah Shannon
o
/I�"/1 Title: Supplemental Funding Manager
ByNic Arias(Oct 1213:28 CDT)
NamNica Arias City Secretary: a0on'Cy a�
00
Title: Assistant City Attorney ado0���
Mao o
o
Contract Authorization: Bylannette S.Goodall(Oct 14,202215:34 CDT) oo *,cy
M&C: Name: Jannette S. Goodall da�� E0005daa
Title: City Secretary
OFFICIAL RECORD
CITY SECRETARY
FT.WORTH,TX
FY23 Community Based Programs Agreement 16
Between CFW& Safe and Happy Trails,Inc.
EXHIBIT A
ZoornGrants Narrative and Scope of Work
FORT WORTH® Email This Preview SaveasPDF Print Close Window A11
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Fort Worth Police Department
FY23-Development Grants(Community Based Programs)
Deadline:4/1 512 022
SAFE+Happy Trails,Inc.
SAFE+Happy Trails
Jump to:Agency Info&Narrative Section Prolect Plan&Budget Uploaded Documents
$50,000.00 Requested SAFE+Happy Trails,Inc.
Submitted:4/1512022 1:55:39 PM (Pacific) 1501 CHASE OAKS DR Telephone8176928609
Keller,TX 76248 Fax
Project Contact United States Web safeandhappytrails.org
Jesca Arnold EIN 87-1559198
info al,safeandhappvtrails.ora President
Tel:8176928609 Don Arnold
info@safeandhappytrails.org
Additional Contacts
jescapilar@gmail,com,donandconniearnold@gmail.com
Agency Info&Narrative Section rol)
Some answers will not be presented because they are not part of the selected group of questions based on the answer to
#2.
1.Please select an Eligible CCPD Goal.
Refer to List of Defined Terms in RFP guides when making your selection-
F- Reduce crime through prevention projects
f- Reduce crime through intervention project
✓ Increase safety through Direct Neighborhood Projects
F- Increase safety through youth crime prevention projects
F- Increase safety through youth crime intervention projects
2.Please select which Development Grant category you are applying for:
See instructions for descriptions and eligibility requirements.
✓ Capacity Building Project
F- Planning Project
] Strategic Enhancement Project
3.Please select the eligible target program/group(s)your agency addresses.
See instructions for descriptions and eligibility requirements.
r Children in foster care
r Adjudicated Youth
Current/previously incarcerated adults
r Victim Services
✓ Special Emphasis: Police/Community Relations
4.Do you have a required Letter of Commitment for your project?
FY23 Community Based Programs Agreement 17
Between CFW& Safe and Happy Trails,Inc.
See instructions for descriptions and eligibility requirements.Agencies will be expected to provide a Letter of Commitment if
required.
✓ Yes
f No
5.Select Entity Type.
See instructions for descriptions and eligibility requirements
✓ Private Non-Profit 501 c3
r Public Non-Profit
r Individual(Capacity Projects Only)
6.If applicable,will you be working with a fiscal sponsor?
See instructions for descriptions and eligibility requirements.Agencies will be required to provide a letter of commitment from
a Fiscal Sponsor if required.
r Yes
✓ No
7.What is your organization's annual revenue?
✓ Less than$100,000
r More than$100,000
r More than$500,000
8.Are you funded through any other CCPD Partners with a Shared Mission programs
(i.e.After School Programs,Alliance for Children, etc.)
r Yes
✓ No
9.Will your project address Special Emphasis:Police/Community Relations?
Projects must have measurable activities or outcome objectives that"increase existing or create new collaborations between
Fort Worth Police Department and minority community members/stakeholders."See RFP guide for more information.
✓ Yes
r No
10.What Council Districts will this project serve?
Mark all that apply.
r District 2
✓ District 3
✓ District 4
r District 5
✓ District 6
r District 7
✓ District 8
✓ District 9
11.What do you believe is the most significant crimelsafety problem the community faces?What causes it?How
do you know?
We believe that one of the most urgent and alarming developments in society
at large is the increase in unprovoked attacks and violent crimes committed
against innocent victims in public spaces.The statistics overwhelmingly show that
violent crime rates have soared in the last two years,with no signs of future attenuation.
It is impossible to accurately identify the exact catalysts for the increase in violent crime,as it is a multi-layered and complex
problem. Even criminal justice practitioners and academics struggle to pinpoint the specific reasons for the rise in violent
crime because the trends are so heavily influenced by variables.While we can't definitively identify a single force of
momentum behind the rise in violence,we CAN work diligently to implement proactive strategies that will help mitigate the
crisis.With crime statistics skyrocketing in all metropolitan areas in the United States, including DFW,we need to employ
every tool at our disposal to equip and support our law enforcement and emergency service providers as they perform the
essential work of protecting the citizens in Fort Worth.
The Trinity Trails are a treasured commodity in Fort Worth,and on the best of
FY23 Community Based Programs Agreement 18
Between CFW& Safe and Happy Trails,Inc.
days they are transportation avenues which promote recreation,exercise,an
serenity in nature.On the worst of days they provide a perfect opportunity for
perpetrators to commit heinous and violent crimes,due to the secluded nature of
many portions on the trail and the lack of police presence,security cameras,or
emergency phones
Our co-founder Jesca Arnold knows the dangers of these trails first-hand.The impetus that inspired the creation of
SAFE+Happy Trails was a brutal attack which she suffered in 2017 while walking in a section of the Trinity Trails near
Clearfork. Her traumatic ordeal will be detailed out in Question 13.
Weaving through neighborhoods and forests for over 100 miles,the Trinity Trails present a formidable challenge for law
enforcement in the sense that they cannot possibly patrol these trails in their entirety.Currently most of the Trinity Trails
system is left unmonitored by police and organically provides an auspicious environment for criminal activity to occur.
According to Runner's World Magazine in 2019,84%of women report having been harassed while alone on a public trail.This
harassment ranges from catcalls and being followed to violent andlor sexual assault,causing severe emotional and physical
trauma and sometimes resulting in kidnapping and death. Because women,children,the elderly,and people with disabilities
are especially vulnerable to these types of violent incidences we are especially motivated by knowing that our mission will
greatly impact citizens in these susceptible demographics.We must take proactive steps to protect those who most need
increased security while out and about in our city.
12.What is the situation your agency faces in order to respond to this crime/safety problem?
SAFE+Happy Trails is a new non-profit organization that is dedicated to
improving safety and reducing crime along the Trinity Trails in Fort Worth,
Texas.Our organization has identified tangible solutions which will assist police in
locating victims of violent crime along the Trinity Trails and,equally important,will potentially prevent these crimes from
occurring.These strategies will also serve to protect and empower the citizens of Fort Worth,especially the people that are
statistically
most vulnerable to these crimes—women,children,the elderly,and people with disabilities. It is our mission to bring together
multiple agencies within our city to execute a plan to install life-saving technology along the Trinity trails.
We are confident that we can create an extension of law enforcement presence
throughout the Trinity Trails by installing a network of emergency posts along the
pathways.These posts not only provide a citizen in danger the ability to alert
emergency personnel and ping their location with the press of a button, but they
also have cameras that would help identify perpetrators and record the incidents
to aid in eventual prosecution. Having these posts would create a sense of security and
confidence for the travelers along the trails,and would also present a strong deterrent
for any individuals intent on nefarious activity.
We are fortunate that we have garnered the attention of several Fort Worth leaders
who have expressed sincere interest and support of the goals of SAFE+Happy Trails to make our goal and mission a reality.
We have hosted conversations with several agencies that will be crucial collaborators with our organization.Among our
supporters are Fort Worth Mayor Mattie Parker and Fort Worth Police Department's Assistant Director over Fiscal Command
Keith Morris,who personally encouraged us to apply for this program.
Jesca's brave decision to go public with her story has touched the hearts of many influential move-makers in Fort Worth,
hence we are confident that we can rally interest and raise funds via multiple events and channels to support the mission once
we employ the right strategies to ensure success.
In order to accomplish our overarching agency mission we must build our organization from the ground up first,and receiving
these funds would enable us to fulfill our project plan and set us on a great foundation.As we are a non-profit in the infancy
stages of development,our most immediate challenge is obtaining the capital needed to initiate the projects. In order to grow
into an effective organization we need to invest in technology,goods,and services,especially in the arenas of content
creation, marketing,and web development.We also need to hire contract professionals to provide expertise in the areas of
fundraising and organizational structuring. Laying down this framework will put us on a firm path toward improving safety in
Fort Worth's public spaces.
13.What is your experience with the identified crimelsafety problem(s),and what is the target grouplprogram?
Our cofounder Jesca Arnold has direct and profound experience with the violent crime we are seeking to prevent on the Trinity
Trails.While enjoying an afternoon walk in the Clearfork section of the Trinity Trails Jesca was cornered by a nude man on a
bicycle.She tried to call 911 but he proceeded to strip her of her cell phone and throw it into the Trinity River before her
location could be pinned down. He then beat her into unconsciousness and sexually assaulted her while she was
incapacitated. It is a miracle that the perpetrator granted her the chance of keeping her life in exchange for remaining silent
while he fled the scene. It would take nearly a year before the assailant would be apprehended in another state found guilty in
FY23 Community Based Programs Agreement 19
Between CFW& Safe and Happy Trails,Inc.
a court of law,and sentenced to 50 years in prison.Jesca suffered a traumatic brain injury from the assault and now struggles
with memory loss, processing information,fatigue,debilitating chronic pain,and severe PTSD.After dedicating the last five
years to healing,learning,and letting go,Jesca is now ready to convert her pain into momentum and use her experience as a
catalyst for pursuing tangible and effective safety improvements in the Trinity Trails in Fort Worth.
Her own words best document her experience:
"SAFE+Happy Trails was founded because I became another statistic on September 16,2017—attacked by a complete
stranger,assaulted,and nearly beaten to death(in broad daylight on a public trail,despite being in a very nice area).The
attacker even admitted to police when he was caught in another state over a year later that he was trying to kill me to"see
what it felt like."
Three-and-a-half years of fear,exhaustion,and chronic physical pain later,after learning of another woman's attack on the
same trail, I finally decided that me shutting down was not helping anyone. I finally let myself get ANGRY ENOUGH to feed
the fire of change that would prevent any other woman or more vulnerable individual from suffering through what I did.
Because I have personally experienced the horror of what we are trying to stop, I know that the story behind SAFE+Happy
Trails has enough resonation power to attract the support needed for long-term success. I am a survivor who so fervently
desires to protect and empower other women and vulnerable individuals that I am willing to stand up front and tell my story,
even though it is so very hard to do.
If I can save one person from facing what I faced--if I can empower others to walk and run and hike for FUN and NOT in fear--
then I can reconcile my horrific experience by turning everything I lost that day into a mission-driven purpose.We are doing
this because EVEN ONE more attack is ONE TOO MANY."
In compliance with the parameters established for eligibility for a Capacity
Project,our target group falls within the category of"Special Emphasis—
Police/Community Relations."
14.What is your strategy to address the crime/safety problem(s)you identified in Question 411?
The specific strategy of SAFE+Happy Trails is to reduce crime on the Trinity
Trails by embracing technological advancements which provide security for
citizens and tools for law enforcement.We plan to install emergency posts along
the Trinity Trails paths a quarter mile apart,each equipped with a distress button
and a surveillance camera with tracking capabilities.We would inaugurate our
project by placing the initial post at the site of Jesca Arnold's attack and from there we will
build out a connected network of cameras.There is potentially an opportunity
to incorporate surveillance drones that would connect into the system of posts.
Eventually we would like to develop and release a phone application that would
connect your device to the emergency posts and send immediate location
information to emergency dispatch services.This app will be meant to serve as an
additional layer of security and would be intended as a supplementary extension of the emergency poles, not a standalone
solution.As Jesca's experience fully demonstrates,an app is insufficient in ensuring adequate safety. Her assailant stripped
her of her phone and threw it into the river before 911 could pinpoint her location(according to emergency services your phone
call must stay connected for ten minutes in order for them to determine your exact location.)These emergency call posts will
provide a permanent safety resource that cannot be commandeered or interfered with by the perpetrator during an incidence of
violent crime.They are also vandal-resistant,operate with great reliability,and require little maintenance,making them a great
long-term investment for our organization to provide to the city of Fort Worth and beyond.
15.What will change if you receive funding?How will you measure this project's success?
SAFE+Happy Trails would benefit immeasurably from receiving these funds,as
it would empower us to further develop our emerging non-profit organization into a community service organization that has the
resources available to develop a healthy,sustainable,and scalable organization from the ground up. It would allow us to
purchase software,equipment,and needed operational supplies,as well as equip us to design and produce marketing
materials.We would also be able to provide financial compensation to contractors that will assist us in web development,
content creation,adopting sound fiscal strategy, and organizational structuring.Council from our consultant and advisors will
provide invaluable expertise that will help us align with best practices and focus on our most immediate priorities.
We will consider this project a success when we have utilized these resources to
build a solid foundation and launching pad for our organization to grow and
thrive.At the end of this project,we will have:
--Fully secured a strong bench of directors to serve on our Board.Our board
members will represent a broad spectrum of expertise and experience,and will
FY23 Community Based Programs Agreement 20
Between CFW& Safe and Happy Trails,Inc.
have demonstrated evidence of exceptional character.
--Developed a logistical plan for eventually building out a staff roster, by
consulting with our advisors about which roles hold imminent priority and
developing a long-term strategy for hiring and staff development.Created a
hierarchy of responsibility and job descriptions for current and future paid and volunteer positions_ Held exploratory sessions
to determine the availability or necessity of employee
benefits.
--Established a solid and engaging online presence with a fully maturated web page and dependable web communication
services.This requires the services of a content creator to expand our liturgy of messaging,and the services of a web
developer.
--Outlined our initial marketing strategies.Secured the content we will present, both in print,digital realm media,and in
appearances/events. Produced and distributed marketing materials.
--Identified our target partners and collaborators,and established working
relationships with them.
--Secured advisors to help us brainstorm opportunities for fundraising.Converted our ideations about specific fundraising
activities into actual events.
16.Who will help you make these changes?If your project requires collaboration with a Consultant/Contractor,
what is their experience and how will they support this project's success?
In compliance with the parameters established for eligibility for a Capacity
Project,we have secured a Consultant to assist us in the establishment of
SAFE+Happy Trails. Missy Gale,CFRC has committed to helping us navigate the
inception of our agency by extending her time,energy,and acumen to our
mission.She currently serves as the President and CEO of M.Gale and Associates LLC,a firm dedicated to consulting with
non-profits to establish solid infrastructure that will poise them for success.They specialize in training organization leaders
how to employ sound fiscal strategies to raise funds and utilize effective marketing campaigns to multiply cause awareness.
Her team has a combined 220 years of experience in developing strategic philanthropic solutions for non-profits,and we look
forward to our partnership and the galvanized culture she will help us build at SAFE+Happy Trails.
In addition to our Consultant we have also secured a diverse and competent
panel of advisors that are providing great council and support.Collectively they hold a wealth of fluency in the arenas of non-
profit management and business practices,they
provide a sounding board as we learn,and they continually steer us toward best
practices.
17.If applicable,describe how your project will address the CCPD Special Emphasis:Police/Community Relations.
For Capacity and Planning Projects,describe how this project will benefit the Target GrouplProgram focus.
To receive points for Special Emphasis, agency must include a Special Emphasis outcome or activity in the Project Plan
section.If this is not applicable to this project,please list N/A
Our project falls under the umbrella of CCPD Special Emphasis:
Police/Community Relations.
The mission at SAFE+Happy Trails to integrate technology advancements into the
Trinity Trails via the installation of emergency call stations will undoubtedly serve
to improve rapport between the police and the public.The addition of these
emergency posts will provide a dependable way for citizens to secure emergency
services in the event of crisis.The activation of an emergency post will allow for
dispatchers and police to immediately locate the address of the incident and send
units to the scene.This will decrease response times and thus increase the
likelihood of an officer potentially thwarting a violent crime in progress and
apprehending the suspect in real time.A drop in the number of violent crimes, in tandem with an increase in prosecution of
perpetrators,will improve citizens'confidence in the
proficiency and aptitude of law enforcement.The visibility and availability of
these posts will provide an added sense of security to citizens utilizing the Trinity
Trail. In turn the public's perception of the police department's commitment to
crime reduction will grow favorably,as the presence of these posts will communicate that the city is investing resources into
initiatives that reduce violent offenses and
promote safety initiatives.
This will especially endear law enforcement officers to the underserved demographics of people who stand to benefit the most
--the vulnerable sectors of women,children,elderly,and disabled individuals. Persons who fall into these categories are at a
particular disadvantage in the event of an emergency or violent incident.They might not possess the mental agency to
process what's happening and respond quickly,or perhaps they lack the physical ability to flee or thwart an attack.Our
FY23 Community Based Programs Agreement 21
Between CFW& Safe and Happy Trails,Inc.
emergency posts will give these individuals a greatly increased confidence to enjoy the Trinity Trails,and that confidence will
organically translate into a commending impression of the law enforcement officers who honorably serve this community.
FY23 Community Based Programs Agreement 22
Between CFW& Safe and Happy Trails,Inc.
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Partners with a Shared Mission
EXIIIBIT B-BUDGET NARRATIVE
FY23 Development Grants-Sate&Happy Trails(Capacity Project)
DESCRIPTION/JUSTIFICATION QUANTITY QUANTITY RATE TOTAL
MEASURE
REVENUE
S0.0
S0.0
Total Revenue SO.00
A.SALARY
S0.0
S0.0(
TOTAL SALARY1 S0.0
B.FRINGE
S0.0
TOTAL FRINGE1 S0.00
C.TRAVEL
S0.00
S0.00
TOTAL TRAVELI S0.00
D.EQUIPMENT
Computer,Copy Machine,Database software
CRM softwarc licensee(e.g.Salesforce,or alternative),Design software,Computers 1.00 Equipment $7,750.00 $7,750.0(
for the or anization,printer,mictosoft office licenses.
S0.0(
TOTAL FQUIPMFNT $7,750.0
I,.SUPPLIES
Office supplies,paper,ink,etc.for making miscellaneous hard copy brochures,reports
and various utarketing collateral to use in recruiting board incinbcrs,as well as 1.00 Supplies $500.00 $500.0
attracting the fund raising team and voluntccra.
S0.0
TOTAL SUPPLIES $500.0
F.CONSULTING/CONTRACTING
Board Consultant
With a focus on recruiting a highly qualiticd boatel to drive the organimtim's impact and
success.Make recommendations to build a strong organizational irnfi-astincture,
specifically strong board leadership,which will provide expertise and guidance in every
tacet of the organization to achieve the mission.Conduct and facilitate work sessions 1.00 Consultant $17,500.00 $17,500.0
with leadership(Board of Directors and advisors)to clarify the aspirations of Safe and
Happy Trails,and to determine how the organization can best execute on building a safe
and sarong comnnunity.
At.Gale&Associates,Fundraising Consultant.
With a focus on development planning,M.Galc&Associates delivers strategic
philandnapie solutions that are effective and practical implementation techniques that
that help achieve success.They will identify fundraising opportunities and determine
optunal nncdiods to solicit donations.Build relationships and processes necessary to1.00 Consultant $7r OODO $7,500.0
attract and cultivate don ms and position the organization ton ongoing philanthropic
investment into the mission of Safe and Happy Trails.Build an annual fundraising plan
for the organization and establish goals for growth over several years.
Additional contracted pr f-ssinnal services to assist in the deliverables needed to
execute the(—d-i,ing plan are detailed hek-
Cr-eating community fluottgh email and direct mail newsletters and pomotional materials
L00 Conrad Service $2,000.0
to raise awareness and raise foods.
Social Media TAlanagcment to broaden reach through content creation,copywriting,
Lflll Contract Service $2,2511.00
posting at most oppot nne times,etc.-to promote growth of the organization.
Website,enhancement and maintencnce.Setting up a mcnnbcrsbip section of the
,vcbsitc for year donors with IT that supports the CRM and Donation
collection functions on the mrebsitc.Also,sct up and maintenance of merchandizing 1.00 Contract Service $3,500.0
incentives available m the website litcc t-shirts,unugs,etc.that also would serve as
promotional and i—ruic oppor intones for SAFE+Happy Rails.
Press Releases to ptoniote fundraising activities LOO Contract Service $500.0
Graphic Design assistance for creating intonnational and promotional iteins for raising
awareness and fundraising,also for designs for the sponsored emergency posts(when a 1.00 Contract Service $3,500.(1(
business donates to cover all or poi of the post and installation costs)
TOTAL CONSULTING/CONTRACTING $3(,750.0
G.SUB-GP%1NTS
0.001 1 $0.001 S0.0
TOTAL SUB-GI"NTSI S0.0
H.00CUPANCY
0.001 1 $0.001 S0.0
TOTAL OCCUPANCY S0.0(
INDIRECT
Indirect expenses will be for atltninishative expenses related to maintaining this project's I0'% PERCENT S 50,0(10.0() $5't00_(1(
expenses.
TOTAL INDIRECT $5,000.001
Total Expense $50,000.00
FY23 Community Based Programs Agreement 24
Between CFW& Safe and Happy Trails,Inc.
FORT FORTH:. Exhibit C
Request for Reimbursement(RFR)
FY 2023
CRIME CONTROL
AND PREVENTION DISTRICT
By Email: Submit To: Submitting Agency: SAFE and Happy Trails,Inc.
PSMLfortwortldexas.gov Contact Name: Jesca Arnold
Phone Number: 817-692-8609
Mail:
Bob Bolen Public Safety Complex EmaiL infoCv7safeandhaoovtrails.ora
Attn: Contract Compliance Specialist Remit Address: 1501 Chase Oaks Dt.,Keller,TX 76248-7210
Financial Management Division Invoice Number:
505 West Felix St. Month ofRcquest
Fort Worth, TX 76115
DIRECT COSTS(90'%Minimum)
A B C D E
Total of Previous (R+C) (A-D)
Budget Catega Budget Amaunt Reimbursements This Month's Tatal Rc
rY Request quested Remaining Balance
Requested Tn-Date Available
A Personnel $
B Fringe Benefits -
C Travel&Training -
D Equipment $7,750.00 $ - $ 7,750.00
E Supplies $500.00 S - $ 500.00
F Contracts/Consultants $36,750.00 $ - $ 36,750.00
G Sub-Awards $ - $ -
H Occupancy $ - S -
Total Direct Costs $ 45 000.00 IS IS $ I$ 45 OOOAO
In IIIRFCT COSTS(10%Maximmm)
rH.dg.tAa—.t
B C D E
Total of Previous (R+C) (A-D)
This Mnn th's
Budget/_'ategury:::: Reimbursements' Tu[al Requested RemainingRequested Request To-Dte Available
Toml lnllirect Coss $ $ $ S,000AO
Suppo,Lmgdocum kn;qui%dwith monthly rcqucsta. Summary:
Scc P.equestJ�r Reimbursern Whafi-wns forrcfcr— Total Budget $ 511,1111f1.on
Previous Requests: $
This Rcqucst: $
Total Requested To-Date $
Remaining Funds $ 50,000.00
I have reviewed this request and cerlift that these listed expenses and support documentation are accurate.
ALLthorlLed Signatory Signatory Title Date
Fiscal Agent Use only
7
Purchase Order# Fund Dept ID Accoant 1
RFRAppruved F—Papment(Fodh Wodh Pnti-Department CCPD Staff U.se Only)
Reviewed by: Approved by.
Gant Statr Signature Date Gant Statr Signature Date
Finance Received Stamp Placed Below
FY23 Community Based Programs Agreement 25
Between CFW& Safe and Happy Trails,Inc.
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Exhibit E
Crime Control and Prevention District
Partners with a Shared Mission
Quarterly Action Plan Progress Report
Date:
Agency Name: Safe &Happy Trails
Program/Project Title: Capacity Building—Board Development&Fundraising Strategy
Fiscal Period: Reporting Period:
Contact Name: Don Arnold Email: info@safeandhappytrails.org
Instructions: Report progress capacity-building outcome and respond to the questions below with
detailed commentary on the implementation of the project. If there are additional documents or
deliverables that were completed this quarter,include those with this report.
Percentage Overall
Completed Percentage
Capacity Building Outcome(Action Plan) This Completed
Quarter (fear-to-
Date
Increasing agency capacity through the development of a Board
of Directors.
Increasing agency capacity through the development of a
—fundralsing strategy.
1. What goals and objectives from the action plan were accomplished during this quarter?
Highlight specific aspects of the project contributing to its success.
2. Describe any challenges(i.e. frustrations,barriers, disappointments)with progress toward
action plan deliverables, and provide detail on how they were addressed or resolved.
3. Is the agency on track to spend all funds and complete the project on time? If no,explain why.
Certification: I have reviewed the above financial and program requirements. I verify that the enclosed
report materials accurately reflect the status of the aforementioned program/project.
Name: Date:
Title:
FY23 Community Based Programs Agreement 27
Between CFW&Safe and Happy Trails,Inc.
Exhibit F:
Crime Control and Prevention District
Partners with a Shared Mission
REQUEST FOR BUDGET MODIFICATION
Fiscal Year 2023
Date
Submitting Agency Safe and Happy Trails,Inc
Contact Name Jesca Arnold
Phone Number and Email 817-692-8609,info safeandha rails.or
Remit Address 1501 Chase Oaks Dr,Keller TX 76248-7210
DIRECT COSTS 90% minimum
Budget Category Approved Budget Change Requested Revised Budget
A. Personnel
B. Fringe Benefits
C. Travel and Training
D. Equipment 7,750.00
E. Supplies 500.00
F. Contracts/Consultants $36 750.00
G. Sub-Awards
H. Occupancy
Total Direct Costs 45,000.00
INDIRECT COSTS (10% maximum)
Approved Budget Change Requested Revised Budget
$5 000.00
Modification Narrative describe in detail what change is for)
J have revielved this request and certify that the listed modifications are correct.
Authorized Signatory Signatory Title Date
FWPD STAFF USE ONLY
❑ Modification Approved ❑ Modification NOT Approved
FWPD Staff Signature Date
FY23 Community Based Programs Agreement 28
Between CFW&Safe and Happy Trails,Inc.
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E=T I—Plan of Action
Community Eased Programs—Development Grants
DLI RTER 1 PEOPLE RWOLVEDMESPON BLE DATE OF
MILESTONES CONEPLETION
1.Develop and complete Plan of 1115112023
Action
QUARTER2 PEOPLE ESTIIUTED DATE OF
MILESTONES EWOLVEDIRESPONSIBLE COST C OMPL E I:ION
E�';D OF QUARTER2 41"15,2023
_%.ARTER 3 PEOPLE ESTII4iATF.D DATE OF
NULESTOXES LNI'OLVEDMESPONSIELE COST CONEPLETION
Ebb OF QUARTER3 71I512023
_p11 Al =4 PEOPLE EST UTED DATE OF
'MILESTONES Fig-VOLVEDRESPONSIELE COST COMPLETION
END OF QUARTERA 10f1
Nome of Authorized Repre—�entasise—P.;Fa s P�-a_r _SiuthorLzed Repre:entatn-e Solature Dote
niN smtwn-CC-PD&1qff0u44
Name&Title Stmff Sigoalare Date
AppTinved
FY23 Community Based Programs Agreement 30
Between CFW& Safe and Happy Trails,Inc.