HomeMy WebLinkAboutContract 58298 CSC No. 58298
AGREEMENT FOR COMMUNITY BASED PROGRAMS
CAPACITY AND PLANNING PROGRAMS
DIAMOND HILL NORTH SIDE YOUTH ASSOCIATION
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 Diamond Hill North Side Youth Association,
a Texas non-profit corporation("Contractor")acting by and through Roxanne Martinez,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
"BoardNolunteer Development" (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 $36,932.00 ("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"P'—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 $36,932.00 ("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 "P' — Plan of Action by the first quarter report submission. The City may
review and request changes to Exhibit "P' 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@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 10/1/2022 ("Effective Date"), and shall end
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on 9/30/2023 ("End Date"). All of Contractor's expenditures under this Agreement must be
completed no later than 9/30/2023. 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 1. 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
and all rights to monetary damages, including but not limited to actual, consequential, and
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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
amount of such monies so misused, misapplied or misappropriated, plus the amount of any
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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,
its officers, members, agents, servants, employees, subcontractors, program participants,
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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 ANYKIND 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 LIABILITY AS 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 HARMLESS AGAINST
ANY AND ALL CLAIMS, LAWSUITS, ACTIONS, COSTS, AND EXPENSES OF ANY
KIND, INCLUDING, BUT NOT LIMITED TO, THOSE FOR PROPERTY DAMAGE OR
LOSS(INCL UDINGALLEGED 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 CITI), OR SUBCONTRACTORS
RELATED TO THE PERFORMANCE OF THIS AGREEMENT, EXCEPT THAT THE
INDEMNITY PROVIDED FOR IN THIS SECTION SHALL NOT APPLY TO ANY
LIABILITY RESULTING FROM THE SOLE NEGLIGENCE OF THE CITY OR ITS
OFFICERS, AGENTS, EMPLOYEES, OR SEPARATE CONTRACTORS, AND IN THE
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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
engage in such discrimination.
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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
the terms of the Texas Tort Claims Act. Contractor will furnish a Certificate of Self- Insurance
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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 and Diamond Hill North Side Youth Association
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.
17.11 Contractor certifies that it has obtained a 501(c) (3) Certificate from the Internal Revenue
FY23 Community Based Programs Agreement 13
Between CFW and Diamond Hill North Side Youth Association
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: Diamond Hill North Side Youth Association
Roxanne Martinez, President
PO Box 162253
Fort Worth TX 76161
FY23 Community Based Programs Agreement 14
Between CFW and Diamond Hill North Side Youth Association
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 (pdf) or similar image) shall be deemed to be an original signature hereto.
20. Immigration Nationalitv 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 and Diamond Hill North Side Youth Association
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:
7 A%aeee
By: By:Roxanne Martinez(Oct 13,2022 10:51 CDT)
Name: Fernando Costa Name: Roxanne Martinez
Title: Assistant City Manager Title: President
Date: Oct 23, 2022 Date: Oct 13, 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: Neil Noakes(Oct 2 ,2O22 11:59 CDT) including ensuring all performance and
Name: Neil Noakes reporting requirements.
Title: Chief of Police
�aaa�G�l�a�ei
Approved as to Form and Legality: By.
Name: Sarah Shannon
Title: Supplemental Funding Manager
ALL
By: Nico Arias(Octt 2213:35 CDT) 'Al"1 oOO� (�
Name:Nico Arias City Secretary: ��►o °O��d
Title: Assistant City Attorney vo 00
0
0
° 0° d
7G�l11E22E' Ciao �� 0 0
o0O 0°°° �
By:
JannetteS.Goodall(Oc7t24,202209:35CDT) 00000 A'
Contract Authorization:
M&C: N/A Name: Jannette S. Goodall
Title: City Secretary
OFFICIAL RECORD
CITY SECRETARY
FT. WORTH, TX
FY23 Community Based Programs Agreement 16
Between CFW and Diamond Hill North Side Youth Association
EXHIBIT A
ZoomGrants Narrative and Scope of Work
FORT WO T H.. EmalI MsPravtew Save as PDF Prinl CloseYAndaw A..
Pax�ered t7w ZoamGranfs�
Fart WOO Police Depa*nertt
FY23-Dndopmettd Grmnts(Cmvnmity Based Protg"nna)
Deadine:4JI FV 22
Diamond Hill North Side Youth Athletic Association
Board[Volunteer Development
Jump in:Agency In6o-$Nanaure Section Project Plan&Uudaet Uploaded documents
$36,932.00 diamond Hill Nash Side Youth
A1He6e Asscaahm
Submitted:411 24:29,M PM(Pacific) TelephvrreB17DIMU 4
P4 Slix 18= Fax
PrDject Contact Fat 4Wofth,TX 76161 Web srrrw.dhnsyoutfi.crg
Roxanne Martinez United States EIN 27-255572B
7 r _
Tel:8172NOW President
Roxanne Martinez
Additional C-Dntacts infai�ahns5routh.arg
now entered
Agmey hfo&Narrative Section
Some answers will not be pFesenrad because they are not part of the selected group of questions based on the answer to
4.2-
1.Please select an Eligible CCPD Goal.
Refer to List of Defined Terms in RFF guides when rnaloirg your set wrt .
Reduce crime through prevention project
r Reduce crime through intervention project
r Increase safety through Direct Nfthbodxcod Projects
} Increase safety through youth crime prevenion projects
Increase safety through yauth mine intervention project?
2.P lease select which development Grant category you are applying far:
See rosUua-Pore for descrptions and eNgibdity requirements.
Capacity Building Project
Planning Project
Strategic Enhancement Project
3.Please select theeligible targetpi-DoMmFgroup(s)yourageney addresses.
See rrrsUucr m#or descriptions and Ogibrfrty requirements.
Chidten in faster care
r Adjudicaled Youth
r CurFerrUpreviously in,arrerated adults
r victim samims
4e Special Emphasis:PofaatCommunity Relations
4-fro you have a required Lkirw of Commihnent for your project?
FY23 Community Based Programs Agreement 17
Between CFW and Diamond Hill North Side Youth Association
See instructions for descriptions and eligibility requirements.Agencies will be expected to provide a Letter of Commitment if
required.
r Yes
✓ 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:PolicelCommunity 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 PFP guide for more information.
✓ Yes
r No
10.What Council Districts will this project serve?
Mark all that apply.
✓ District 2
r District 3
r District 4
r District 5
r District 6
r District 7
r District 8
r District 9
11.What do you believe is the most significant crimelsafety problem the community faces?What causes it?How
do you know?
One of the most significant crimelsafety problems faced by our community at the current time is an increase in violent crime
impacting youth. In 2021,the City of Fort Worth recorded 118 homicides,which is a 27-year high.Gang-related offenses are
up citywide. In the 4th quarter of 2021, District 2(which encompasses the Diamond Hill and North Side communities)had 5
homicides,according to FWPD quarterly reports.Specifically in District 2,crimes against persons have increased by 23%
last quarter,per FWPD quarterly reports.
We know by reading recent Star-Telegram articles that several of the homicides in District 2 have involved youth and young
adults.Our organization maintains regular communication with our neighborhood police officers.They have expressed their
concerns over violent crime involving youth in the North Side community.Violent crime involving youth has also been a
concern expressed in our Diamond Hill and North Side neighborhood groups on Facebook and discussed in neighborhood
meetings.
Some explanations for the increase in violent crime has to do with economic hardship and social disruptions during the
pandemic,especially for communities already strained by poverty and structural disadvantage_Many times,youth involved in
FY23 Community Based Programs Agreement 18
Between CFW and Diamond Hill North Side Youth Association
violent crime lack a positive adult roe model in their lite to help steer them away from a lite or crime.Youth impacted y
violent crime also need a caring adult to encourage them and offer guidance and support.
12.What is the situation your agency faces in order to respond to this crimelsafety problem?
Diamond Hill North Side Association has partnered with FWPD Northwest Division and Fort Worth Police Athletic League
(FWPAL)for the past 4 years to implement youth mentorship and athletic programs in our community.With the success of
our expansion to youth flag football,youth basketball,youth soccer and STEM sports programs,our organization has seen a
significant growth in the number of youth seeking these opportunities annually.
Given this increase,our organization must staff a full-time Volunteer Coordinator to successfully implement our programs and
strategy. In addition,our organization has not been able to secure enough trained volunteer mentors/coaches to meet our
demand.These volunteers are essential to help steer young people away from violent crime and toward safe, healthy
alternatives.The opportunity to serve these youth is one that we simply cannot let pass us by due to being under-resourced.
In order to help respond to the increase in violent crime impacting youth,our organization must ensure that we have sufficient
board and volunteer development to best serve the youth of our community through youth crime prevention programs.We also
need our current board members to enhance their leadership and nonprofit management skills to help our organization raise
more funds and secure available grants to serve more youth and consider expanding our programs to other high-need areas of
Fort Worth.Acquiring additional skills and trainings will help our organization develop more volunteer mentors/coaches,serve
more youth and build greater community capacity to respond to crime/safety issues within our community.
13.What is your experience with the identified crimelsafety problem(s),and what is the target grouplprogram?
Diamond Hill North Side Youth Association has been a long time provider of youth out-of-school programs within the
community.The origin of our organization dates back to the 1960s when it first began as Diamond Hill Pee Wee Football.
During the 1990s,the organization served as an agency addressing gang violence through youth crime prevention programs.
In 2010,the organization changed its name and expanded its offering to include mentorship, literacy,wellness and social
change programs.
Since 2018,our organization has partnered with Fort Worth Police Athletic League(FWPAL)to offer youth crime prevention
programs in the north Fort Worth community.Together,we have offered youth flag football,youth basketball and youth soccer
to underserved, high-risk youth in our community.Through this partnership, FWPD officers engage with kids and parents at
practices and games.Through a collaboration between police and volunteer coaches and mentors,our programs provide
guidance and leadership to ensure the safety of our youth, improve their lives, reduce crime and better serve the community
by building strong and trusting relationships.
Our program's target population is marginalized youth(both boys and girls)ages 4-18 residing in the 76106,76164 and 76179
zip codes.While our youth programs primarily serve children ages 4-14,our organization recruits and engages youth ages 15-
18 to serve as volunteer referees and youth coaches.This volunteer involvement benefits both the young person and the
organization.Our general target population to serve as volunteer mentors/coaches is Hispanic/Latino and African American
adults age 19 and older.We seek to provide trained mentorstcoaches that youth can relate to and identify with.
14.What is your strategy to address the crimelsafety problem(s)you identified in Question#11?
Research shows that youth mentorship and athletic programs help reduce crime and provide safe, healthy alternatives for
youth in high-risk neighborhoods.According to a study published in the Institute of Education Sciences, positive mentoring
relationships can transform the trajectory of young peoples'lives by leading them away from violent and risky behavior and
toward sustainable and productive opportunities. Furthermore,the Centers for Disease Control and Prevention lists mentoring
as one of four strategies that holds the most promise for youth violence prevention.
Our organization's strategy to address the crime/safety issue of violent crime impacting youth is to recruit more volunteer
mentors/coaches within the community to serve our youth and to build community capacity in partnership with FWPD. Not
only do we seek to train and prepare caring adults to serve as mentors to youth but we plan to build and strengthen their
relationships and trust with our neighborhood police officers through community engagement projects.
15.What will change if you receive funding?How will you measure this project's success?
Grant funding to help build our organization's volunteer capacity as well as community capacity will have a significant impact
in the growth of our organization,translating into more trained mentors/coaches, more youth served and a greater impact on
neighborhood safety and crime prevention.
The performance measurements for this initiative will include:tracking the number of trained and available volunteer
mentors/coaches,tracking the number of training hours completed by volunteers,tracking the number of youth participants in
our programs and the ratio of mentors to youth participants in our programs,evidence of satisfaction among youth and
mentors in our programs;tracking of engagement touchpoints between volunteer mentors/coaches and police;evidence of
community capacity reported by involved police officers.
16.Who will help you make these changes?If your project requires collaboration with a ConsultantlContractor,
what is their experience and how will they support this ro'ect's success?
FY23 Community Based Programs Agreement 19
Between CFW and Diamond Hill North Side Youth Association
Our organization will work with the following agencies to help us develop our board/volunteer leadership and provide training
programs for our volunteers.
Positive Coaching Alliance/Coaching Corps trains and supports dedicated community members to use sport to teach kids
living in under-resourced communities valuable life lessons and inspire them to reach their full potential.We seek to utilize
their expertise to provide evidence-based training to our volunteer coaches and mentors.We will leverage the agency's
strengths to deepen and broaden our impact so that the lives of thousands of young people can be transformed through the
power of youth sports and community engagement. Positive Coaching Alliance was established in 1998 and has now
partnered with roughly 3,500 schools and youth sports organizations nationwide to deliver more than 20,000 group workshops
and trainings.
The Center for Nonprofit Management(CNM)offers board training and nonprofit certificate programs that will build a strong
foundation of operational and functional knowledge.Through CNM's Nonprofit Management and Program Leaders certificate
programs,our board members will expand their capacity to help our organization manage growth.CNM has been serving local
DFW nonprofit organizations for 40 years.Local organizations that have recently worked with CNM include Fortress Youth
Development Center and The Ladder Alliance.
The National Association of Police Athletic/Activities Leagues, Inc.(NPAL)seeks to continue implementation of its
successful NPAL Mentoring Program to serve at-risk youth throughout the country.The NPAL Mentoring Program will
strengthen and expand mentoring services to at-risk/high-risk youth populations and youth with enlisted parents.Through PAL
Chapters,mentors and mentees will participate in positive youth development activities,providing greater opportunities for
individual/group mentoring and academic achievement.The performance measurements for this initiative will include
increasing the participating youth's understanding of personal,community and interpersonal safety and increasing their
perception of social support.
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 Group/Program 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
Youth mentorship and youth athletic programs that incorporate law enforcement help to build trust and positive community
relations between a community and its police force.
According to the National PAL,young people, if reached early enough,can effectively increase social-emotional skills,
develop positive classroom behavior,increase school attendance and even improve high school graduation rates through
structured out-of-school-time initiatives and mentorship.Children who are not enrolled in afterschool and/or out-of-school
programming, particularly unsupervised youth,are prone to using their free time negatively, potentially engaging in crime and
drugs. By engaging kids in structured youth sports and mentorship programs,we can significantly decrease their chances of
participating in vandalism,violence,and other crime-related activities.
Moreover,our project seeks to build community capacity by strengthening the relationships between our organization and
police.Through training and community engagement touchpoints,our volunteer mentors/coaches will work with, learn from
and engage with neighborhood police officers and officers involved in FWPAL. Engagement with police officers will lead
volunteer mentors/coaches to hold a more positive attitude toward police officers.
Project Plan&Budget top
Project Plan Outcomes
Outcome How is it measured?
Objective Measurable Outcome Objective State what tool is used to
track the outcome.
Outcome Grow number of trained volunteer mentors/coaches Mobilize volunteer
Objective 1 management software
Outcome Enhance board leadership skills and capacity Mobilize volunteer
Objective 2 management software
Outcome Increase safety through Direct Neighborhood Projects,Youth Crime Every Action software
Objective 3 Prevention,or Intervention Projects
FY23 Community Based Programs Agreement 20
Between CFW and Diamond Hill North Side Youth Association
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EXHIBIT B-BUDGET NARRATIVE
FY23 Development Grants-Diamond Hill Youth Association(Capacity Project)
DESCRIPTION/JUSTIFICATION QUANTITY QUANTITY RATE TOTAL
MEASURE
REVENUE
$0.00
$0.00
Total Revenue $0.00
A.SALARY
Volunteer Coordinator(0.5 FIE)Purpose:To facilitate volunteer management,recruitment,
screening,engagement and training needed to execute CCPD grant project;allotted 20 hours
weekly;this position is designed to develop and build mutually beneficial relationships that 0.50 FTE $24,960.00 $12,480.00
will increase organization's sustainability and capacity.
TOTAL SALARY $12,480.00
B.FRINGE
Fringe benefits for 0.5 FIE Volunteer Coordinator-Purpose:To facilitate volunteer
management,recruitment,screening,engagement and training needed to execute CCPD grant 0.50 FIE $2,792.00 $1,396.00
project;allotted 20 hours weekly;this position is designed to develop and build mutually
beneficial relationships that will increase organization's sustainability and capacity.
TOTAL FRINGE $1,396.00
C.TRAVEL&TRAINING
Hotel for National PAL Conference and Training($115 hotel rate per night for 4 nights for
Volunteer Coordinator&1 Board Member)Purpose:Train volunteer coordinator and 1 board
member to build capacity by reimagining community policing and the role of community
engagement as well as access to capacity building sessions,including mentor/volunteer 8.00 Nights(Hotel) $115.00 $920.00
development,grant writing and abuse prevention.
Airfare/Travel for National PAL Conference and Training($320 allotted for airfare/travel for
Volunteer Coordinator&1 Board Member)Purpose:Train volunteer coordinator and 1 board
member to build capacity by reimagining community policing and the role of community
engagement as well as access to capacity building sessions,including mentor/volunteer 2.00 Airfare/Travel $320.00 $640.00
development,grant writing and abuse prevention.
Hotel for NAYS Youth Sports Congress($239 hotel rate per night for 4 nights for Volunteer
Coordinator&1 Board Member)Purpose:Gain Certified Youth Sports Administrator
(CYSA)credentials for Volunteer Coordinator&1 Board Member;designed to build capacity
by providing a foundation and tools needed to positively impact youth and gain knowledge on 8.00 Nights(Hotel) $239.00 $1,912.00
developing workable solutions to challenges and issues.
Airfare/Travel for NAYS Youth Sports Congress($239 hotel rate per night for 4 nights for
Volunteer Coordinator&1 Board Member)Purpose:Gain Certified Youth Sports
Administrator(CYSA)credentials for Volunteer Coordinator&1 Board Member;designed to
build capacity by providing a foundation and tools needed to positively impact youth and gain 2.00 Airfare/Travel $604.00 $1,208.00
knowledge on developing workable solutions to challenges and issues.
National Alliance of Youth Sports(Certified Youth Sports Administrator Training&Youth
Sports Congress Registration for Volunteer Coordinator&1 Board Member)Purpose:
Educational training for youth sports administrators,which includes ability to earn Certified
Youth Sports Administrator(CYSA)credential upon completion;designed to build capacity 2.00 Registrations $490.00 $980.00
by providing foundation and tools needed to positively impact youth and gain knowledge on
developing workable solutions to challenges and issues.
National PAL Conference&Training(Registration Fee and Conference Materials for
Volunteer Coordinator&1 Board Member)Purpose:Train Volunteer Coordinator and 1
board member to build capacity by reimagining community policing and the role of
community engagement as well as access to capacity building sessions,including 2.00 Registrations $550.00 $1,100.00
mentor/volunteer development,grant writing and abuse prevention.
TOTAL TRAVELI $6,760.00
D.EQUIPMENT
FY23 Community Based Programs Agreement 22
Between CFW and Diamond Hill North Side Youth Association
Start Smart Kit-Purpose:Build volunteer capacity by providing standardized youth
development training manuals and supplemental materials to equip Volunteer Coordinator
with ability to facilitate evidence-based trainings for volunteer coach-mentors annually. 2.00 Kits $1,550.00 $3,100.00
$0.00
TOTAL EQUIPMENT $3,100.00
E.SUPPLIES
Mobilize Software-Purpose:Volunteer management;fundraising/grant management;
designed to increase efficiency,optimize connections,manage data,track outcomes and 12.00 Months $200.00 $2,400.00
cultivate volunteer leadership in order to build organizational capacity.
Jotform-Purpose:Data collection;designed to create customizable forms and surveys used to 12.00 Months $58.00 $696.00
collect data for volunteer registration and evaluation to build organizational capacity.
TOTAL SUPPLIES1 $3,096.00
F.CONSULTING/CONTRACTING IPM
Positive Coaching Alliance(1-Year Partnership)Purpose:Provide board leadership and
volunteer development to build organization capacity so that every child in under-resourced
communities can have a great mentor.Partnership includes access to consulting services, 1.00 Annual Partnership $5,000.00 $5,000.00
customized training workshops,print deliverables and online resources and tools for up to
100 volunteer coach-mentors.
Center for Nonprofit Management(1-Year Membership Fee)Purpose:Membership gains
access to capacity building education classes,consulting services,certification programs and 1.00 Annual Membership $100.00 $100.00
workshops at discounted member rate.
Center for Nonprofit Management(Consulting Services)Purpose:Provides 20 hours of
capacity building consulting services and customized training for board development and 20.00 Hours $150.00 $3,000.00
volunteer management.
National Alliance of Youth Sports(1-Year Membership for up to 100 coach-mentors)
Purpose:Access to coach-mentor resources and training opportunities;build volunteer
capacity and offer a strong foundation in coaching,as well as Bullying Prevention,Protecting 100.00 Annual Membership $20.00 $2,000.00
Against Abuse and Coaching Children with Mental Health Challenges modules for volunteer
coach-mentors.
TOTAL CONSULTING/CONTRACTING $10,100.00
G.SUB-GRANTS
$0.00
TOTAL SUB-GRANTS1 $0.00
H.00CUPANCY
$0.00
TOTAL OCCUPANCYJ $0.00
INDIRECT
$0.00
TOTAL INDIRECTI $0.00
Total Expense $36,932.00
Total Requested II
FY23 Community Based Programs Agreement 23
Between CFW and Diamond Hill North Side Youth Association
Fo�H Exhibit
Request for Reimbursement(RFR)
FY2023
CRIME CONTROL
AND PRFVENTION DISMCP
Submit To: Diamond UM North Side Youth Athletic
By Email: Submitting Agency: Assoc.
P SM a fortworlhtexas.gov Contact Name: Roxanne Martinez
Phone Number: 817-809-8244
Mail: Email: infe(5X hnsvouth.ora
Bob Bolen Pubic Safety Complex
Attu: Contract Compliance Specialist Remit Address: PO Box 162253,Fort w orth,Tx 76161
Financial Management Division Invoice Number:
505 West Felix St Month of Request
Fort Worth,TX 76115
DniECr COSTS(90%Maim
A B C D E
Total of Previou (B+C) (AD)
This Mouths
Budget Categoryy Budget Amount Retmbursemeuts Total Requ ested Remaiutug Balance
Requested Request To-Date Available
A Personnel $12,480.00 $ $ 12,480.00
B Fringe Benefits $1,396.00 $ - $ 1,396.00
C Travel&Training $6,760.00 $ $ 6,760.00
D Equipment $3,100.00 $ - $ 3,100.00
E Supplies $3,096.00 $ $ 3,096.00
F Contracts/Consuhants $10,100.00 $ - $ 10,100.00
O Sub-Awards $ $
H Occupancy $ - $ -
Total DirectCosts $ 36,932.00 S $ $ $ 36,932.00
INDIRECT COSTS(10%NEudmi
A B C D E
Total or Previous (B+C) (AD)
Budget Category BudgetAmouut Rei mbursemeuts This Mouths Total Requested Remaining Balance
Requested Request To-Date Available
Total InDirect Costs $ $ $
Supporting cl—ts requnal with monthly requests. Summary:
SeeR prestfs"—bursaneMinshuctwns forrd'ereace Total Budget: $ 36,932.00
Previous Requests: $
This Request: $
Total Requested To-Date $
Remain mg Funds $ 36,932.00
I have reviewed this request and certify that these listed expenses and support documentation are accurate.
Authorized Signatory Signatory Title Date
Fiscal Agent Use Only
ra chase Ord®a pand Dpt ID A�ant
a Rnppmrm Form—t(p dh wodhrbI—Dp�tc Dsry)-1-only)
Reviewed by: Approved by:
Grant Stat£Signature Date Grant Stat£Signature Date
Finance Received Stamp Placed Below
FY23 Community Based Programs Agreement 24
Between CFW and Diamond Hill North Side Youth Association
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Exhibit E
Crime Control and Prevention District
Partners with a Shared Mission
Quarterly Action Plan Progress. Report
Date:
Agency Name: Diamond Hill North Side Youth Athletic Association
Program/Project Title: Capacity Building—Board and Volunteer Development
Fiscal Period: Reporting Period:
Contact Name: Roxanne Martinez Email: info(&dhnsyouth.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 Volunteer
program.
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 26
Between CFW and Diamond Hill North Side Youth Association
Exhibit F:
Crime Control and Prevention District
Partners with a Shared Mission
REQUEST FOR BUDGET MODIFICATION
Fiscal Year 2023
Date
Submitting Agency Diamond Hill North Side Youth Athletic Association
Contact Name Roxanne Martinez
Phone Number and Email 817-809-8244
Remit Address PO Box 162253,Fort Worth TX 76161
DIRECT COSTS 90% minimum
Budget Category Approved Budget Change Requested Revised Budget
A. Personnel 12,480.00
B. Fringe Benefits 1,396.00
C. Travel and Training 6,760.00
D. Equipment 3,100.00
E. Supplies 3,096.00
F. Contracts/Consultants 10,100.00
G. Sub-Awards
H. Occupancy
Total Direct Costs 36,932.00
INDIRECT COSTS 10% maximum
Approved Budget Change Requested Revised Budget
Modification Narrative describe in detail what change is for
I have reviewed 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 27
Between CFW and Diamond Hill North Side Youth Association
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EXHIBIT I—Plan of Action
Community Based Programs—Development Grants
QUARTER 1 PEOPLE INVOLVED/RESPONSIBLE DATE OF
MILESTONES COMPLETION
1. Develop and complete Plan of 1/15/2023
Action
QUARTER 2 PEOPLE ESTIMATED DATE OF
MILESTONES INVOLVED/RESPONSIBLE COST COMPLETION
END OF QUARTER 2 1 4/15/2023
QUARTER 3 PEOPLE ESTIMATED DATE OF
MILESTONES INVOLVED/RESPONSIBLE COST COMPLETION
END OF QUARTER 3 7/15/2023
QUARTER 4 PEOPLE ESTIMATED DATE OF
MILESTONES INVOLVED/RESPONSIBLE COST COMPLETION
END OF QUARTER 4 10/15/2023
Name of Authorized Representative—Please Print Authorized Representative Signature Date
This Section-CCPD Staff Only
Name&Title Staff Signature Date
Approved ❑
FY23 Community Based Programs Agreement 29
Between CFW and Diamond Hill North Side Youth Association