HomeMy WebLinkAboutContract 30011 �ITY SECRETARY
C U JTRACT NO . ZOO II
STATE OF TEXAS §
COUNTY OF TARRANT §
AGREEMENT
This agreement, dated April 26, 2004, is between the City of Fort Worth (City)
and Texas State University-San Marcos. In this agreement the university is operating
through its Center for Initiatives in Education's Texas School Safety Review Project
RECITALS
WHEREAS, Texas School Safety Review Project currently operates within the
Center for Initiatives in Education at Texas State University-San Marcos; and
WHEREAS, On September 28, 2003, the City of Fort Worth was awarded a one-
year grant allocation of $1,013,357.00 by the Texas Education Agency of the State of
Texas;
WHEREAS, as a condition of the grant, a sub-grant of$250,000 must be awarded
to Texas State University-San Marcos for its Texas School Safety Review Project to
design a review process to assess safety for six Texas schools that initially qualified for
the Safe Schools Choice Option;
NOW THEREFORE, in consideration of the mutual covenants herein expressed,
the parties agree as follows:
AGREEMENT
1. OBJECTIVES.
A. The primary objectives in the implementation of the Texas School Safety
Review Project shall include the following:
1. To design and conduct an audit review instrument to be used to assess
safety planning, process, procedures and school climate for Texas
schools;
2. To assist the City of Fort Worth in conducting similar review in the
Fort Worth after-school program; and
2. TERM. The term of this Agreement is for a period beginning upon
execution by all the parties and ending on July 30, 2004.
3. CONTINGENCY. This Agreement is subject to availability of funds
appropriated by legislative act and the Texas Education Agency for the purposes
of the grant. All amendments and/or extensions or subsequent contracts entered
into for the same or continued purposes are executed c nti rtl. , r 1�,
'� S l
availability of appropriated funds. Notwithstanding any other provision in this
Agreement or any other document, this Agreement is void upon appropriated
funds becoming unavailable.
4. ADMINISTRATION. CITY and TXSSRP agree to cooperate in
implementing and operating the Texas Education Agency's grant. Both
parties agree that the CITY's Community Services Manager shall serve as
the Project Director with the services provided on an in-kind basis by the
City. In addition, the CITY will employ a project coordinator to work
with TXSSRP on project services implementation.
5. FUNDING REQUIREMENTS.
All funding, including administrative costs, payroll, professional and contracted
services, travel, printing, supplies and materials and other operations costs shall
be limited to the funds acquired by the TXSSRP from the CITY.
A. The total amount of expenditures to the TXSSRP and the obligation of the
CITY under this Agreement shall be limited to the funds received by the
Texas Education Agency grant, but in no event shall exceed $250,000.
B. Included in the total amount of this Agreement is $11,945 for TXSSRP for
administration coordination of programs , including project oversight,
technical assistance and financial record keeping. Texas Education
Agency does not allow indirect costs to be included in grant expenditures.
Invoices to the City must include appropriate documentation of actual
expenditures, including, but not limited to, receipts, payroll and/or other
expenses.
C. TXSSRP will submit one invoice to City of Fort Worth for reimbursement
for all program expenditures. City will hold in reserve ten percent (10%)
of the final amount until the final activity report and final evaluation report
are received and approved by the City.
D. TXSSRP shall use invoicing systems, which reflect Texas Education
Agency's expenditure codes.
E. No invoices received by the CITY later than July 30, 2004, will be
processed for expenditures.
F. The City will pay invoices submitted by TXSSRP within 30 days of
receipt of invoice.
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G. Funds may only be used for eligible items. It is TXSSRP's responsibility
to ensure TXSSRP is spending the funds only on eligible supplies and
activities and all subcontractor and vendors are paid per the grant terms
and conditions. If audited, TXSSRP will reimburse the City for the total
amount for any expenditure that that is not allowed by the grant and/or by
the Texas Education Agency. All refunds will be due within 30 days of
receipt of written notice that such money is due to the CITY. If TXSSRP
fails to make timely payment, CITY may obtain such funds from TXSSRP
by any means permitted by law, including but not limited to offset,
counterclaim, cancellation, termination suspension, withholding of
additional funds.
H. No funds may be used to pay for religious worship, instruction or
proselytization, or for any equipment or supplies for such, or for
construction, remodeling, repair, operation, or maintenance of any facility
or part of a facility to be used for religious worship, instruction or
proselytization
7. RECORD REPORTING KEEPING AND OVERSIGHT.
CITY and TXSSRP shall comply with the Reporting Requirements listed and
required in Exhibit A and this Section, including, but not limited to, the
Expenditure Reporting Requirements, the Revised Final Expenditure Report,
Activity Progress Reports and the following:
A. TXSSRP staff will ensure that the programs are in accordance with the
requirements and guidelines required by Texas Education Agency.
B. TXSSRP will track and report the amount of money spent on the project.
Detailed records on program expenditures must be kept in an organized
manner and be readily available by the City of Fort Worth and the Texas
Education Agency if requested.
C. TXSSRP shall provide the CITY project reporting and Evaluation Plan as
required by the Texas Education Agency. TXSSRP will provide electronic
copies of its activities and evaluation final reports to the CITY no later
than July 30, 2004. The CITY is responsible for drafting the final report
for all programs funded under this grant submitted to Texas Education
Agency.
D. TXSSRP shall maintain its records and accounts in a manner which shall
assure a full accounting for all funds received and expended by TXSSRP
on this project. All records and accounts shall be retained by TXSSRP
and made available for programmatic or financial audit by the CITY and
the Texas Education Agency and by others authorized by law or regulation
to make such an audit for a period of not less than five years from the date
of completion of the contract project or the date of the receipt by the Texas
Education Agency of the CITY's final claim for payment or final
expenditure report in connection with this Agreement, whichever is later.
If an audit is announced, all records shall be retained until such audit has
been completed.
8. PROGRAM AND PROGRAM REQUIREMENTS.
A. TXSSRP shall conduct and carry out all activities of the project in strict
conformance with the applicable program descriptions outlined in Exhibit A in
order to accomplish the objectives of the Texas Education Agency grant.
B. TXSSRP shall comply with the all Program Requirements listed and required
in Exhibit A and those outlined in this Section as follows:
1. TXSSRP will design a review instrument to be used to assess the
safety planning, process, procedures, and school climate at each of the
six Texas schools which were initially qualified for the Safe Schools
Choice Option (SSCO) required under federal law.
i. The project will send a team of at least three reviewers to each
school for a period of two and one-half days.
ii. The reviewers will conduct the review to include:
1. An entry conference with district and campus
administrators and their invitees;
2. Meetings with staff, administrators, parents and
students;
3. Review of specified campus documents;
4. Campus observations before school, during passing
periods, at lunch, and after school; and
5. An exit conference in which the campus and district
staff review a draft of the review documents.
iii. All students at each campus will take an on-line survey that is a
joint project of the Texas School Safety Review Project and
ChooseToCare entitled "The School Safety and Drug
Awareness Survey." The TXSSRP review team will use the
survey to identify student safety issues and trends.
2. TXSSRP shall assist the City of Fort Worth in developing capacity to
conduct similar reviews in the Fort Worth after-school program that
will include a trainer of trainers model in order to build capacity for
the City of Fort Worth after-school programs to conduct their own
future regular safety reviews.
9. INDEPENDENT CONTRACTOR. TXSSRP shall operate hereunder as an
independent contractor and not as an officer, agent, servant o e of the
i.e,.
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CITY. TXSSRP shall have the exclusive control of, and the exclusive right to
control the work designated to the TXSSRP to be performed hereunder, and all
persons performing the same, and shall be solely responsible for the acts and
omissions of its officers, members, agents, and employees. CITY shall not be
responsible under the Doctrine of Respondeat Superior for the acts and omissions
of TXSSRP, its officers, members, agents, employees, or officers.
No provision of this agreement shall operate or be construed as a waiver by either
party of any immunity from liability which it has or could be asserted under the
doctrine of governmental immunity or any other immunity which it has under
law.
10. INDEMNITY.
A. TO THE EXTENT PERMITTED BY LAW, THE TXSSRP
COVENANTS AND AGREES TO AND DOES HEREBY INDEMNIFY,
HOLD HARMLESS, AND DEFEND CITY AND THE TEXAS
EDUCATION AGENCY, ITS OFFICERS, EMPLOYEES, AGENTS OR
SERVANTS ACTING IN THE COURSE AND SCOPE OF THEIR
EMPLOYMENT, FROM ANY AND ALL SUITS, CLAIMS OR CAUSES
OF ACTION FOR PROPERTY LOSS OR DAMAGE AND/OR
PERSONAL INJURY, INCLUDING DEATH, WHICH MAY ARISE OUT
OF THE NEGLIGENCE OF TXSSRP EMPLOYEES, OFFICERS,
AGENTS OR SERVANTS; PROVIDED, HOWEVER, THAT THIS
INDEMNITY AGREEMENT DOES NOT COVER OR INCLUDE:
(1) ANY LIABILITY OR OBLIGATION TO THIRD PARTIES BASED
ON ANY CONTRACT TO WHICH THE TXSSRP IS NOT A
PARTY; OR
(2) ANY TORT CLAIM OR LIABILITY ARISING OUT OF THE
SOLE NEGLIGENCE OF CITY AND/OR THE TEXAS
EDUCATION AGENCY; ITS OFFICERS, EMPLOYEES, AGENTS
OR SERVANTS; OR
(3) ANY TORT CLAIM OR LIABILITY FOR WHICH THE TXSSRP
WOULD NOT BE LIABLE IF THE SAME WERE ASSERTED
DIRECTLY AGAINST THE TXSSRP; OR
(4) ANY TORT CLAIM OR LIABILITY ARISING OUT OF THE
GROSS NEGLIGENCE, MALICIOUS INTENT, BAD FAITH, OR
OTHER INTENTIONAL, DELIBERATE, WILLFUL OR
MALICIOUS ACT OF CITY AND/OR THE TEXAS EDUCATION
AGENCY, ITS OFFICERS, AGENTS, EMPLOYEES OR
SERVANTS.
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B. TXSSRP agrees to notify the CITY promptly upon the receipt of any
claim or lawsuit brought in connection with any injury, death or damages related
to this Agreement. TXSSRP agrees to make its officers, agents, and employees
available to the CITY at all reasonable times for any statements and case
preparation necessary for the defense of any claims or litigation for which the
CITY may be responsible hereunder.
C. Nothing herein shall be deemed to constitute a waiver of any immunity or
affirmative defense, which may be asserted by TXSSRP or the CITY as to any
claim of any third party.
D. Nothing herein shall be construed in any manner, to create a cause of
action for the benefit of any person not a party to this Agreement, or to create any
rights for the benefit of any person not a party to this Agreement not otherwise
existing at law.
E. TXSSRP agrees to require its contractors to furnish CITY with certificate
of insurance, acceptable to the CITY, as proof that they secured and paid for a
policy of public liability insurance covering all public risks related to work
performed under this Agreement. To the extent permitted by law, TXSSRP
hereby waives subrogation rights for loss or damage against CITY, its officers,
agents and employees for personal injury (including death), property damage or
any other loss relating to construction or any other activity related to this
Agreement
11. NOTICES. Any notice provided for or permitted under this Agreement shall
be made in writing and may be given or served by (i) delivering the same in
person to the party to be notified, or (ii) depositing the same in the mail, postage
prepaid, certified with return receipt requested, and addressed to the party to be
notified, or (iii) sending by telecopy, with a copy thereof sent by registered mail
on the same day. If notice is deposited in the mail pursuant to (ii) or (iii) of this
Section 10, it will be effective upon receipt or refusal. For the purpose of notice,
the addresses of the parties are, until changed as provided below, as follows:
If to City:
City of Fort Worth
1000 Throckmorton Street
Fort Worth, Texas 76102
Attention: Kathy Livingston, Community Services Manager
Telephone: 817- 392-6219
Telecopy: 817-392-2850
With Copy to:
David Yett _
City Attorney "rfJ; ' i r
1000 Throckmorton Street
Fort Worth, Texas 76102
If to TXSSRP:
Mr. Scott Erwin
Interim Director
Grants and Contracts Administration
601 University Drive
Texas State University
San Marcos, TX 78666
With Copy to"
Dr. Emily Payne
Center for Initiatives in Education
Texas School Safety Review Project
601 University Drive
Texas State University
San Marcos, TX 78666
However, the parties may from time to time change their respective addresses,
and each shall have the right to specify as its address any other address upon at
least ten days written notice to the other party.
12. NONDISCRIMINATION. Neither TXSSRP, nor any of its employees, program
participants or subcontractors, while engaged in performing this agreement, shall
discriminate for or against persons on any illegal basis, including age, sex, race,
religion, color, national origin or sexual orientation.
13. SEVERABILITY. 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.
14. WAIVER OF DEFAULT. No waiver by the parties hereto of any default or
breach or the failure to insist upon the performance of any term, condition,
provisions or covenant of this Agreement shall be deemed to be a waiver or
relinquishment to any extent of any other breach of the same or any other term,
condition, provision, or covenant contained herein or the right of the parties to
assert or rely upon any such term.
15. APPLICABLE LAW.
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(a) This contract shall be construed in accordance with the laws of the State of
Texas.
(b) 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 contract and agreement, venue for said action shall lie in Tarrant
County, Texas or the Federal Court of the Northern District.
16. SUBCONTRACTING. TXSSRP shall not assign or subcontract any of its
rights or responsibilities under this contract, except as may be otherwise provided
for in Exhibit A, without prior formal written amendment to this Agreement
properly executed by the CITY and TXSSRP.
17. USE OF CONSULTANTS. Notwithstanding any other provisions in Exhibit A,
TXSSRP shall not use or pay any consultant in the conduct of this Agreement if
the services to be rendered by any such consultant can be provided by TXSSRP's
employees.
18. UNFAIR BUSINESS PRACTICES. TXSSRP certifies that no funds provided
under this Agreement shall be used to purchase supplies, equipment, or services
from any companies found to be guilty of unfair business practices within 12
months from the determination of guilt.
19. SOLE AGREEMENT. This written instrument and any attached exhibits
constitutes the entire agreement by the parties hereto concerning the work and
services to be performed and any prior or contemporaneous, oral or written
agreement, which purports to vary from the terms hereof, shall be void.
20. AMENDMENT. No amendment, modification or alteration of the terms
hereof shall be binding unless the same is in writing, dated subsequent to the date
hereof and duly executed by the parties hereto.
21. PARTIES BOUND. This Agreement shall be binding upon the successors and
assigns of both parties in like manner as upon the original parties.
22. SEVERABILITY OF PROVISIONS. If any of the provisions contained in
this Agreement shall be held, for any reason, to be invalid, illegal, or
unenforceable in any respect, such invalidity, illegality, or unenforceability, shall
be construed as if such invalid, illegal, or unenforceable provision had never been
contained herein.
23. SIGNATURE AUTHORITY. TXSSRP certifies that the person signing
this Agreement has been properly delegated this authority.
8 lno
IN WITNESS WHEREOF, the parties hereto have executed this Agreement and
any attachments and exhibits in multiples in Fort Worth, Tarrant County, Texas, this the
Cd day of L( {/\p 21 , 2004.
ATTEST: CITY OF FORT WORTH
L By:
City Secretary Libby V atson
Assistant City Manager
L4rL
APPROVED AS TO FORM 'ontract Authorization
AND LEGALITY:
David Yett, City Attorney
B
A sist t City Attorney
Texas State University-San Marcos
By: ~
Wscot
I Director, Grants and
Contracts Administration
A-
-William L. Fly
University Attorney
f4T�i�f1/E�V i A
Texas School Safety Center
Scope of Work
The Texas School Safety Center(TxSSC) will design an audit review instrument to be
used to assess the safety planning, process, procedures, and school climate at each of the
six Texas schools which were initially qualified for the Safe Schools Choice Option
(SSCO) required under federal law. The TxSSC will send a team of at least three
reviewers to each school for a period of two and one-half days. During that time, the
reviewers will conduct the review, which will include (a) an entry conference with
district and campus administrators and their invitees; (b) meetings with staff,
administrators, parents, and students; (c) review of specified campus documents-, (d)
campus observations before school, during passing periods, at lunch, and after school; (e)
and an exit conference in which the campus and district staff review a draft of the review
document. Additionally, all students at each campus will take an on-line survey, "The
School Safety and Drug Awareness Survey," a joint project of the Texas School Safety
Center and ChooseToCare. This Web-based, survey will allow the review team and
campus to identify student safety issues and trends.
Having developed a prototype for the safety review, the TxSSC will work with the City
of Fort Worth to conduct-similar reviews in the Fort Worth after school programs. This
will include a trainer of trainers model to build capacity for the City of Fort Worth after
school programs to conduct their own future regular safety reviews
7,7
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TEXAS EDUCATION AGENCY Applicant Name:
City of Fort Worth
Abbreviated Standard Application System (SAS) ESC Region No.
11
SCHEDULE #1--General City of Fort Worth After-School Programs for Students Project NOJNOGA ID No.
Information 02471131200124
School Year 2003-2004 Amendment No.
1A. Applicant Agency: 1B. Applicant Contact Person: 2. Purpose of Application:
(Name, Address, City, State, Zip) (Name, Title, Address[if different]):
Z Application
City of Fort Worth Kathy Livingston, Community Services Manager
1000 Throckmorton E-mail: Kathy.livingston@fortworthgov.org ❑ Amendment No.
Fort Worth, TX 76102 Phone: 817-B7'1-621-9_ U\
FAX: 81
3. Use of the Standard Application System: This system provides a series of standard schedules to be used as formats by
applicants who apply for funds administered by the Texas Education Agency. If additional clarification is needed, please call
Geraldine Kidwell (512)463-9269.
4. Program Authority: General Appropriations Bill, Rider 66, 770'Texas Legislature
Project Beginning Date: August 31, 2003 Project Ending Date: August 15, 2004
5. Index to this Application:An X has been placed in the New Application Column to indicate each schedule that must be submitted
as a part of the application. The applicant must place an X in this column for each additional schedule submitted to complete the
application. For amendments, the applicant must place an X in the Amendment Application Column next to the schedule(s) being
submitted as part of the amendment.
Schedule New Amended
No. Schedule Name Application Application
1 General Information X
2 Certification for Shared Services Arrangements NIA
3 Budget Summary X
3A Purpose of Amendment NIA
Su pori Schedules for.
3B Payroll Costs 6100 X
3C Professional and Contracted Services 6200 X
3D Supplies and Materials 6300 X
3E Other Operating Costs 6400 X
3G Capital Outlay 6600 Exclusive of 6619 and 6629 N/A
4A Program Evaluation Results X
4B Program Description X
4C Reporting Requirements X
4D Equitable Access and Participation
5 Private School Participation
6A Provisions and Assurances X
6B Debarment and Suspension Certification
6C Lobbying Certification
6D Disclosure of Lobbying Activities
6E NCLB Act Provisions and Assurances
6.CERTIFICATION AND INCORPORATION
I hereby certify that the information contained in this application is,to the best of my knowledge, correct and that the local education agency named above has
authorized me as its representative to obligate this agency. I further certify that any ensuing program and activity will be conducted in accordance with all
applicable Federal and State laws and regulations, application guidelines and instructions, the Provisions and Assurances, Debarment and Suspension,
lobbying requirements, NCLB Act Provisions and Assurances, and the schedules attached as applicable. It is understood by the applicant that this application
constitutes an offer and,if accepted by Agency or renegotiated to acceptance,will form a binding agreement-
Typed Name of Authorized Official Telephone Number Date Signed %
Libby Watson / /J
Typed Title of Authorized Official 817-871-61_83
Assistant City Manager
- Signatlureof-Auth d'Offfds�(Wueiink preferred)
Return 3 sets with original signature to: / J 'Fof TEA Use Only.
Texas Education Agency Adjus nts and/ r annotations"e-on this page have been confirmed with
Document Control Center,Room 6-108 by telephon&lax/e-mail on
1701 N.Congress Ave.,W.B.Travis Bldg. , by rJ— of TEA.
Austin,TX 78701-1494 7 7-
1 LL7�IIJ'I SAS-A 831
TEXAS EDUCATION AGENCY Applicant Name:
City of Fort Worth
Abbreviated Standard Application System(SAS) ESC Region No.
11
SCHEDULE#1—General City of Fort Worth After-School Programs for Students Project No./NOGA ID No.
Information 202471131200124
School Year 2003-2004 Amendment No.
1A. Applicant Agency: 113. Applicant Contact Person: 2. Purpose of Application:
(Name, Address, City, State, Zip) (Name, Title, Address [if different]):
® Application 1 IC
City of Fort Worth Kathy Livingston,Community Services Manager
1000 Throckmorton E-mail: Kathy.livingston@fortworthgov.org ❑ Amendment No.
Fort Worth, TX 76102 Phone: 4 t1 -b2 /3 17_ 312-Co
FAX:8t7=2t2 2856-
3. Use of the Standard Application System:This system provides a series of standard schedules to be used as formats by
applicants who apply for funds administered by the Texas Education Agency. If additional clarification is needed, please Call
Geraldine Kidwell (512)463-9269.
4. Program Authority: General Appropriations Bill, Rider 66, 77'h Texas Legislature
Project Beginning Date: August 31, 2003 Project Ending Date: August 15, 2004
5. Index to this Application:An X has been placed in the New Application column to indicate each schedule that must be submitted
as a part of the application. The applicant must place an X in this column for each additional schedule submitted to complete the
application. For amendments, the applicant must place an X in the Amendment Application column next to the schedule(s)being
submitted as part of the amendment.
Schedule New Amended
No. Schedule Name Application Application
1 General Information X
2 Certification for Shared Services Arrangements NIA
3 Budget Summary X
3A Purpose of Amendment N/A
Support Schedules for:
3B Payroll Costs 6100 X
3C Professional and Contracted Services 6200 X
3D Supplies and Materials 6300 X
3E Other Operating Costs 6400 X
3G Capital Outlay 6600 Exclusive of 6619 and 6629 N/A
4A Program Evaluation Results X
48 Program Description X
4C Reporting Requirements X
4D Equitable Access and Participation
5 Private School Participation
6A Provisions and Assurances X
68 Debarment and Suspension Certification
6C Lobbying Certification
6D Disclosure of Lobbying Activities
6E NCLB Act Provisions and Assurances
6.CERTIFICATION AND INCORPORATION
I hereby certify that the information contained in this application is,to the best of my knowledge, correct and that the local education agency named above has
authorized me as its representative to obligate this agency. I further certify that any ensuing program and activity will be conducted in accordance with all
applicable Federal and State laws and regulations, application guidelines and instructions, the Provisions and Assurances, Debarment and Suspension,
lobbying requirements, NCLB Act Provisions and Assurances, and the schedules attached as applicable. It is understood by the applicant that this application
constitutes an offer and, if accepted by Agency or renegotiated to acceptance,will form a binding agreement.
Typed Name of Authorized Official Telephone Number Date Signed
Libby Watson /
Typed Title of Authorized Official 817-871-6183
Assistant City Manager �Offlcial
a re of Autho ze (blue ink preferred)
Return 3 sets with original signature to:
g 9 '� - - - For TEA Use Only:
Texas Education Agency Adjustments and/ nnotations made on this page have been confirmed with
Document Control Center,Room 6-108 ,
��t,H ..._.,��� by telephonelfaxle-mailon
1701 N.Congress Ave.,W.B.Travis Bldg of TEA.
1—
Austin,TX 78701-1494 by ;I
1 2ql J SAS-A 831
TEXAS EDUCATION AGENCY Applicant Name:
City of Fort Worth
Abbreviated Standard Application System (SAS) ESC Region No.
11
SCHEDULE#3—Budget City of Fort Worth After-School Program Project NoJNOGA ID No.
Summary—Part A 202471131200124
School Year 2003-2004 Amendment No.
Program Authority: 77f'Texas Legislature,General Appropriations Bill,Rider 66
Fund Code: 384
Project Period: August 31, 2003-August 31, 2004
Line No. ClasslObject Description Schedule C/Object Administration Budget
Number Code
01 Payroll Costs 3B 6100 $21,471 $117,196
02 Professional and Contracted Services 3C 6200 722,049
03 Supplies and Materials 3D 6300 8,100 � ,
04 Other Operating Costs 3E 6400 49,150
05 Debt Service 3F 6500
06 Capital Outla Exclusive of 6619 and 6629 3G 6600
07 Building Purchase, Construction or 3H 6629
Improvements
08 Total Direct Costs (Sum of lines 1-7) �.
09 Indirect Costs
10 Total Costs $4&,33�
-27, z 1 X13 �1
' Refer to instructions for calculating indirect costs.
3)"These costs must be included in lines 01-10 as applicable and must be reflected in the appropriate support schedules.
(2) Administrative Cost Calculation (1) Limited to 5%_
Enter total amount from Schedule #3 (2)—Districts receiving funds under this initiative
must limit administrative expenses in each fiscal
-Budget Summary, Line 10, Last Column $ 1`0T3 53-7_ year to five percent (5%) of the total amount
Multiply by 0.05 (5% limit) X 0.05 received under this application.
*' Enter Maximum Allowable for Y;
Administration $ -58:677
The amount in Line 10, Administrative Costs, may not exceed this
amount.
For TEA Use Only:
Adjustments and/or annotations made on this page have
�J I
been confirmed with rl� �. , t\ ., j _'by
i ON THI:JAGE HAV EEN C- WITH telephone/fax/e-mailon
NE
ON ._....... ._._.� By = 1. Oj�A
I
2 SAS-A 831
TEXAS EDUCATION AGENCY Applicant Name:
City of Fort Worth
(Submit this schedule only with an Abbreviated Standard Application System (SAS) ESC Region No.
amendment) 11
SCHEDULE#3A—Purpose of City of Fort Worth After-School Program Project No./NOGA ID No.
Amendment 202471 1 31 2001 24
School Year 2003-2004 Amendment No.
Reason for Amendment:
Indicate the reason(s)an amendment is requested. Refer to the detailed instructions for this schedule for more
information.
For grants greater than $25,000, For grants greater than
For all grants regardless of dollar amount but less than orequal to $200,000 $200,000
❑ 1. Addition of a class/object code not previously budgeted O 1. Increase in amount budgeted O 1. Increase the amount
on Budget Summary. for payroll by more than 25% budgeted for payroll by
❑ 2. Addition of a new line item on a supporting budget of amount previously more than 10% of amount
schedule. approved. previously approved.
O 3. Change in the number of positions budgeted on Payroll O 2. Increase amount for capital O 2. Increase amount for
Costs schedule. outlay by more than 25% of capital outlay by more than
O 4. Addition of a new item, change in use/purpose, or amount previously approved. 10% of amount previously
increase in quantity by more than 20 percent of approved.
computer hardware/equipment approved on
Supplies and Materials schedule.
O 5. Addition of a new item or increase in quantity of capital
outlay item(s)>_ $5,000 approved on Capital Outlay 0
schedule line 01. I
O 6. Addition of a new item, change in use/purpose, or
increase in quantity by more than 20 percent of capital ot
outlay items<$5,000 approved on Capital Outlay
schedule line 02.
O 7. Reduction of funds allotted for training costs.
❑ .
O 9. Additional funds needed.
010. Change in scope or objectives(regardless of whether
there is an associated budget revision requiring prior
approval)
O 11. Request an extension of the ending date:
From: to
(If requesting to extend the ending date of the grant by
more than 3 months, attach a narrative
explanation/justification for the need to extend.)
NOTES:
1) For an amendment, also complete and submit a revised Schedule#3 Budget Summary if there are any budgetary
changes. Complete and submit a signed Schedule#1 and any supporting budget schedules where there are changes.
2) The last day to submit an amendment is 90 days prior to the ending date of the grant.
3) An amendment will not be accepted, processed, or approved if it is received in TEA after this date.
For TEA Use Only:
Adjustments and/or annotations made on this page have been confirmed with
by telephonetfax/e-mail on
by of TEA.
SA S-A 831
TEXAS EDUCATION AGENCY Applicant Name:
City of Fort Worth
Abbreviated Standard Application System (SAS) ESC Region No,
11
SCHEDULE#313—Payroll Costs City of Fort Worth After-School Program Project No./NOGA ID No,
6100 202471131200124
School Year 2003-2004 Amendment No.
Line Description of Payroll Costs Number of Estimated % Administration Total Payroll
No. (Include gross salaries,wages, and benefits) Positions of Time Costs
Charged to
Grant
Project coordinator, $17/hr x 15 hrs/wk x 8.5 0
01 months + benefits i %%A, H',;1I� 100/o $11 ,833 $11,833
Public Education Specialist-$17/hr x 1c5 hrs/wk 1, 100% 11,832
02 x 8.5 months+benefits ( _,4w - yam, , ') ;
Administrative Technician- $12.39/hr x 20 I 1 100% 9,638 9,638
03 hrs/wk x 7 months +benefits
Community Center After-school/summer project 70 100% 83,893
04 staff (see detail in Appendix, page 23)
05
06
07
08
Extra Duty Pay for Personnel Not Listed Above
09 (Explain purpose)
10 TOTAL COSTS
$21,471 $117,196
For TEA Use Only-
Adjustments
nlyAdjustments and/or annotations made on this page have been confirmed with
1/\ 4t,- ;-`-,t- a t c.--I by telephone/taxle-mail on
G T' by kOz K,A ul of TEA.
4 SAS-A 831
TEXAS EDUCATION AGENCY Applicant Name:
City of Fort Worth
Abbreviated Standard Application System (SAS) ESC Region No.
SUPPORT SCHEDULE#3C— 11
Professional and Contracted City of Fort Worth After-School Program Project NoJNOGA ID No.
Services 6200 202471131200124
School Year 2003-2004 Amendment No.
Line
No. Description of Expense Items Administration Amounts
Fort Worth Independent School District
01 Contract for operation of 19 after-school/summer programming sites $416,800
detail in A endix, page 24
Fort Worth Country Day School
02 Contract for operation of Summerbridge Program 15,000
detail in A endix, page 24
Texas State University–Center for Initiatives in Education, Texas School
03 Safety Review project 250,000
Contract for Safety Audit Review
detail in A endix, page 25-26
Computer Maintenance and support: (billed through internal City of Fort Worth
04 services) Initial Installation networking &service fee $1,341, 10mon fees fgr 2,161 2,161
service, network& maintenance $820 �, (r�
TelephonefTelecommunications: (billed through internal City of Fort Worth
05 services) 10 months@ $50/mo. C UGC 500 _ 500
Project Training–consultants to be determined
06 Topics: Creative involvement of academic enhancement and character 4,000
development in After-school and Summer Programming for youth
07 External Evaluation Consultant, Dr. Peter Witt 5,000
08 Miscellaneous class contractors at community centers, less than $10,000 per 25,588
program/site (see detail in appendix, page 23)
Project Development Consultant for grant implementation and compliance
09 assistance 3,000
Tuition Services (Explain purpose:) Not allowable for purposes of this grant.
10
11 TOTAL COSTS $2,661 $722,049
All contracted services must be provided by persons not employed by the applicant.The applicant shall not use or pay any consultant if the services could
have been rendered by applicant's employees."Honorariums"are not allowable expenditures.See instructions.
Copyright/Ownership: The grantee must ensure that the Texas Education Agency retains copyright and ownership of any and all materials/products
conceived or developed under the grant by any and all contractors. Grantee must ensure that such copyright/ownership is clearly stated in any and all
written agreements/contracts for services.
For TEA Use Only:
Adjustmen s and/or a.rotations made gn this page have been confirmed with
by telephone/fax/e-mail on
by of TEA.
5 SAS-A 831
TEXAS EDUCATION AGENCY Applicant Name:City of Fort
Worth
Abbreviated Standard Application System (SAS) ESC Region No.
11
SUPPORT SCHEDULE#3D— City of Fort Worth After-School-Program Project No./NOGA ID No.
Supplies and Materials 6300 202471131200124
School Year 2003-2004 Amendment No.
Line
No. Description of Expense Items Administration Amounts
Administration Office supplies $3,500
01 Project Training supplies$1,340 $3,500 $4,840
Administration Computer, basic software and color laser printer
02
Computers, printers and/or scanners for 14 community center programs 4,600 38,437
(see detail in appendix, page 23)
Community Center program supplies —7Z
03 (see detail in appendix, page 23) ( // 3r
04 Printing and graphics through city printshop:
Major pieces include reports to stakeholders, program recruitment materials 4,333
a -^ 7_A v ill)
05
06
07
08
09 TOTAL COSTS I aq
$8,100 $+25,442
All costs include shipping and handling costs.
NOTE: If non-capitalized computer hardware or other equipment is budgeted on this schedule, an amendment is required if the
use/purpose of the hardware/equipment changes, if the estimated quantity increases by more than 20 percent, or if a new item is
requested.
For TEA Use Only:
ADJUSTMENTS AND/OR ANNOTATIONS MADE Adjustments and/or annotations made on this agee_have been confirmed with
ON T IS P E HAVE B EN CONFIRMED 'KITH w byteWhonatdx/e-mail on
BY TELEPHCNE b 1 ofTFA.
ON
BY OF TE.A.
6 SAS-A 831
TEXAS EDUCATION AGENCY Applicant Name:City of Fort
Worth
Abbreviated Standard Application System (SAS) ESC Region No.
11
SUPPORT SCHEDULE#3E— City of Fort Worth After-School-Program Project NoJNOGA ID No.
Other Operating Costs 6400 202471131200124
School Year 2003-2004 Amendment No.
Line
No. Description of Expense Items Administration Amounts
01
Travel Costs for Employees, Students, and Non-Employees (6410), $ $
including: (Enter the total
a. In-State Travel,which includes lowest available airfare; amount requested actual cost for for travel. Do not
lodging not to exceed$80/day(not including tax)and meals not to exceed split out the costs
$30/day or local policy,whichever is less; and effective 9/1/02 mileage not to
among sub-items.
exceed 35 cents per mile or local policy, whichever is less.
b. Out-of-State Travel, which includes lowest available airfare; actual cost of
lodging and meals not to exceed maximum allowable federal govemment rates
for the,locale or local policy, whichever is less; and reimbursement for mileage
not to exceed 35 cents per mile (effective 9/1/02) or local policy,whichever is
less. Out-of-State Meal and Lodging Rates are available on the Comptroller's
website at: http://www.vAndow.state.tx.us/comptrol/san/fm1.html. Select
"Travel"under the"Topics" heading; select"Out-of-State Meal and Lodging
Rates" under the"Publications"heading; select the state to which you will be
traveling.
C. Conference/Workshop/Seminar Registration Fees: (Identify relevance
to the grant)
02 Transportation to/from community center programs, and for service learning trips
directly related to TEKS-based curriculum 49,150
City of Fort Worth may contract with local nonprofit organizations or governmental entities,
such as FWISD or YMCA, to provide transportation services related to the transportation
budgets provided in the budget details. See page 23 for locations.
04
05
06
07 Stipends to Non-employees. Explain purpose:
08 TOTAL COSTS $ $49,150
For TEA Use Only:
Adjustments and/or annotations made on this pagehave.been confirmed
with by telephone/faxle-mail _.
on by of TFA__. ..
7 SAS-A 831
TEXAS EDUCATION AGENCY County-District No.
Applicant Name: of Fort
Worth
Abbreviated Standard Application System (SAS) ESC Region O.
SUPPORT SCHEDULE#3G— 11
Capital Outlay 6600 City of Fort Worth After-School-Program Project o./NOGA ID No.
(Exclusive of 6619 and 6629) 2024 131200124
School Year 2003-2004 A ndment No.
Line No. Description of Expense Items Quantity /Administration Amounts
01 List all equipment and furniture requested having a unit
cost of$5,000 or more. Do not list brand names. Useeg neric $ �0
descriptions. Enter the cost of each item. Explain the use/purpose of
each item in accomplishing the objectives of the project. Attach an
additional page if necessary. An amendment is required to increase
the quantity or to request a new item. No furniture is allowed to be
purchased with these grant funds. r /
"\A
02 List Fixed Assets—Costing less than $5,000 that must Abe Estimated (Enter the total 0.
capitalized according to local policy. For each different a of item Quantity for items costing
requested, enter the estimated quantity and explain the use/purpose less than $5,000
of the item in accomplishing the objectives 6f the project. It is not that must be
necessary to include the cost of individual items. Attach an additional capitalized.)
page if necessary. An amendment is re uired if the use/purpose of
the equipment changes, if the estima11 d quantity of an item increases
by more than 20 percent, or if a ney/item is requested. No furniture
is allowed to be purchased with hese grant funds.
$ $0
03 TOTAL COSTS
All costs include shipping and handling.
For TEA Use Only:
Adjustments andlor annotations made on this page have been confirmed with
by telephoneft(e-mail on
by of TEA.
8 SAS-A 831
TEXAS EDUCATION AGENCY County-District No.
Applicant Name City of Fort
Worth
Abbreviated Standard Application System (SAS) ESC Region No.
11
SCHEDULE#4B—Program City of Fort Worth After-School-Program Project No./NCGA ID No.
Description—Part 1 Narrative 202471131200124
School Year 2003-2004 Amendment No.
Narrative Description of the Purpose and Goals of the Program, including evaluation plan/design:
The primary school district that serves residents of the city of Fort Worth is Fon Worth ISD. With a student population of 80,534 in
grades pre-kindergarten through 12, it is among the fastest-crowing urban public school districts in the nation. Fort Worth ISD has a
high poverty rate with 60.1%of students eligible for free or reduced-price meals and 82 of I I 1 schools receiving Title I funding. Fort
Worth ISD is a large, diverse, urban school district with 133 schools and a student ethnic - -
distribution of 48.1%Hispanic,29.7%African American,20.0% White, 1.9%Asian/Pacific Table 1: Fort Worth ISD 2002
Islander,and 0.2%Native American. Poverty Rate
Limited English Proficient LEP students comprise more than one-fourth of the district population- 70`'°
(LEP) P P P MA
20,730 students. The annual dropout rate in grades 7-12 increased during a recent 8-year period so%
from 1.8% in 1994 to 2.8%in 2001, nearly triple the state average,which has fallen from 2.8% in 40%
70
1994 to 1.0% in 2001. Just as unfavorable as the annual dropout rate is the 2000-2001 attendance 209/e
rate of 93.8%, nearly 2%below the state average. Provision of increased academic and cultural to%
enrichment activities outside the school da has been identified as a major need by teachers, o%
y J J Fort Worm ISD State Average
students, parents and community members.
The City of Fort Worth conducted planning meetings with representatives from the City of Fort Worth Parks and Ccommunity Services,
Fort Worth ISD, Fort Worth After School,and various community agencies. Participants reviewed statistical and community information
to assess neighborhood needs of students ages 10-14 in the City of Fort Worth. The sites proposed for this project have similar needs in
that: l)each is associated with neighborhood schools that require improved student achievement in core subject areas, with a high
population of economically disadvantaged students, minority population, and many with high percentages of Limited English Proficient
(LEP)students; 2) high crime is an issue within each site's neighborhood; and 3)surrounding neighborhoods of each site have limited
resources to meet educational, recreational, health and social service needs of children and their families.
Risk factors qualifying students for participating in this after-school project include:
• Students who did not advance from one grade level to the next for one or more years.
• Math or reading skills two or more years below grade level.
• Students did not maintain an average passing equivalent in two or more courses in the current
• Student is pregnant or a parent.
• Students with Limited English Proficiency(LEP).
• Failure to pass one or more parts of the Texas Assessment of Knowledge and Skills(TAKS).
• Recurrent pattern of absences.
• Counselor, parental, teacher, principal or special programs referrals
• Referrals from Juvenile Justice System and school disciplinary referrals.
Middle school campuses, fifth grade elementary students and community center programs for youth ages 10-14 are the focus of this
program due to the increased risk factors for this age group. The middle school years are a critical point in determining future directions
for youth.and a comprehensive after-school program is an essential strategy to keep students engaged and moving toward academic
success. Fort Worth ISD students begin to show a decline in state standardized test scores at grade 6 with the low point reached in Grade
8 with approximately 55%passing all tests taken. Historically, the greatest numbers of students who drop out of school are in grades 7
through 10.
Six Texas schools were initially qualified for the Safe Schools Choice Option(SSCO)required under ederal law; 4nd their i4e records
document a need for assistance with providing a safe and secure environment for students. Under the enter-focIh tiatives in
Education The Texas School Safety Review project of Texas State University will design an audit review instruinetit tobe usec to
assess safety planning, process,procedures,and school climate. Having developed a prototype for the safety reviewil the the project will
prepare the City o Fort Worth to conduct similar reviews in the Fort Worth after-school programs.
[;1 o&-t� (' '�wru zG' wl 16Ii` �:in�%VI-rIlly
\,I!d- VI 40 � � �tir ��' 9 SAS-A 831
s I SCHEDULE#4B—Program
Description—Part 1 Narrative
Project NO.tNOGA ID No.
202471131200124
In response to these needs, the City of Fort Worth proposes an after-school program based at 13 elementary school
campuses,6 middle school campuses and 14 city community center sites enrolling 1,685 students grades 5-9,ages 10-
14,with a goal of increasing academic achievement and reducing juvenile crime. Primary objectives include:
(1) to advance the academic and educational skill and attainment of all participants through TEKS-based academic enrichment;
(2) to provide quality supervised recreational and cultural enrichment activities for children and youth in the community that will
contribute to reduced referrals to the juvenile justice system;
(3) to promote the principles ofgood character.- respect, trustworthiness,good citizenship, and fairness through mentoring,
parent-involvement and service learning.
Additionally, the City of Fort Worth will work with the Center for Initiatives in Education, the Texas School SafetX
Review proiect, working in collaboration with the Texas School Safety Center (TxSSC) with the objective:
(4) to design and conduct an audit review to be used to assess the safety planning, process, procedures, and school climate for
Texas schools.
Project Management
The City of Fort Worth Community Services Manager, Kathy Livingston,will be the project director, with her services provided on an in-
kind basis by the City. A project coordinator and Public Education Specialist will be hired to manage the day-to-day administration of the
project(half time–8.5 months), and to work with individual sites on project services implementation(half time–8.5 months). All
program sites will fulfill the basic program activity goals and objectives as described in Section#413, with programs specifically designed
to meet the needs of individual neighborhoods and youth populations. Management structure for the various program locations will be as
follows:
• City of Fort Worth Parks and Community Services Department will manage 14 community center sites that will provide after-school
activities at 6 sites, and summer programming in cooperation with nearby schools at all 14 sites. Some of these sites have existing
after-school and summer recreation programs, some will be newly instituted programs. In each case, the project is designed to
increase services and program offerings for students age 10-14, with liaison to a nearby Fort Worth ISD campus to provide new
program emphasis on academic enhancement. Site staff funded through this project will be group leaders and academic
liason/teachers from nearby schools to implement academic enhancement components.
• Fort Worth Independent School District will contract to operate programming at 19 school campuses. Fourteen of these campuses
have school-based after-school care programs operated through the joint City of Fort Worth/Fort Worth ISD Fort Worth After School
program. This project will allow additional students age 10-14 to be served at these locations, with activities specifically designed to
appeal to older students who have been historically under-served by after-school programs. Site staff funded through this project will
include group leaders and academic liason/teachers to implement academic enhancement components. Five additional campuses have
had prior year after-school programs operated under the TEA-funded TASI(Texas After-school Initiative),and they will reinstate the
type of programming provided in the past under TASI. Additionally, Fort Worth ISD will provide project compliance, training,
technical assistance and evaluation components. Each of these elements is designed to improve the overall capacity of Fort Worth to
continue to provide quality after-school programming at the end of this grant.
In those campus locations where existing non profrt agencies already provide afterschool services to students through FWISD's
Fort Worth After School contracts,FWISD will subcontract with those non profits for services under this grant to avoid
creating duplicate administrative structures. Non profit agencies providing such services include Clayton YES, YiVICA, Campfire
USA and Communities in Schools.
• Fort Worth Country Day School will expand their Summerbridge program to include greater numbers of at-risk youth through this
grant. Summerbridge is a"Students Teaching Students"program where talented high school and college student volunteers engage
inner-city middle school students in a variety of activities to encourage goaksetting and future orientation. Activities include
mentoring, tutoring,college and career seminars, and on-going support for academic achievement. The Summerbridge staff,
including academic teachers, and volunteers will coordinate their activities with after-school and summer programming primarily at
Rosemont Middle School, which is located in one of the highest-crime areas of Fort Worth.
Texas State University Under the Center for Initiatives in Education,the Texas School Safety Review project (TSSRP)will
• work in collaboration with the Texas School Safety Center(TxSSC) to design an audit review instrument to be used to assess the
safety planning,process,procedures, and school climate at each of the six Texas schools which were initially qualified for the Safe
Schools Choice Option(SSCO)required under federal law. The TSSRP will send a team of at least three reviewers to each school
for a period of two and one-half days. During that time,the reviewers will conduct the review,which will include aJanentconference with district and campus administrators and their invitees;(b)meetings with staff, a ministrators, parectstudents;
(c)review of specified campus documents; (d)campus observations before school,during pas ing periods, at lunch, fter-
school;and (e)an exit conference in which the campus and district staff review a draft of the r iew document. Addly, all
students at each campus will take an on-line survey, "The School Safety and Drug Awareness Survey,"a faint project of the Texas
School Safety Center and ChooseToCare.This Web-based,survey w 11 allow the review team and campus to idrntif�.studt nt safety
SAS-A 831
SCHEDULE 0413—Program
Description—Part 1 Narrative
issues and trends. (Staff roles and desc, ons in Appendix, page 25.) Project No./NOGA ID No.
202471131200124
Having developed a prototype for the safety review,the TSSRP will prepare the City of Fort Worth to conduct similar reviews in the
Fort Worth ISD after-school programs. This will include a trainer of trainers model to build capacity for the City of Fort Worth
after-school programs to conduct their own future regular safety reviews.
The project will also develop an online interactive school safety review model to be made available via the Internet for the use of
schools across the state.A safe schools review manual will be developed for use by the Te-vas schools and will be available online.
Evaluation plan
The City of Fort Worth, in collaboration with Fort Worth ISD, will provide project reporting as required by TEA, with specific data
collection to include number of FWISD students ages 10-14 and/or grades 5-9 who participate in the After-School Project, attendance
records and the number of parents and adult mentors who are involved with the program.
The evaluation plan employs a process and product design that focuses on progress toward the project goals, objectives, and performance
indicators.The process component documents the implementation of the stated strategies and activities, measures interim progress and
provides periodic feedback to use for potential program adjustments. The product component examines the program's impact on youth
involved in the program. Evaluation criteria used to determine effectiveness will be based on performance measures stated in activity
plans. Process and product results will be shared with the Public Education Specialist, site coordinators,program staff,cooperating
agencies and organizations, and other educational stakeholders to improve means for attaining project goals, quality improvement and
meeting the needs of youth, parents and the community. General evaluation design and reporting will fol low the model developed by Dr.
Peter Witt for Fort Worth After School.
The Center of Initiatives in Education-at Texas State University will provide on-going evaluation of their audit development and
implementation that includes at minimum reports on audit review progress, implementation status, and response from stakeholders to their
instrument and program design.
The grantee agrees to comply with any evaluation requirements that may be established by the Texas Education Agency.
DESCRIBE ON THIS SCHEDULE ONLY THOSE ACTIVITIES TO BE PAID FROM THESE GRANT FUNDS. GRANT
FUNDS WILL BE USED TO PAY ONLY FOR ACTIVITIES BUDGETED ON SCHEDULES#3 -3G
For TEA Use Only:
Adostm nts andlor annotations made on this page have bee confirmed with
telephonelfax/e-mail on � 0 by
Ll. of TEA.
�� SAS-A 831
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TEXAS EDUCATION AGENCY County-District No.
Applicant Name:City of Fort
Worth
Abbreviated Standard Application System (SAS) ESC Region No.
11
SCHEDULE#4C—Reporting City of Fort Worth After-School Program Project No./NOGA ID No.
Requirements 202471131200124
School Year 2003-2004 Amendment No.
Expenditure Reporting Requirements: Payment is by reimbursement only. The grantee will provide written no more
than monthly and final expenditure reports on a properly completed and certified Report of Proiect Expenditures, SAS-E-
831. Interim expenditure reports are due within 15 days after the end of each quarter. The Final Expenditure Report is due
within 30 days after the ending date of the project_ Attach supporting summary documentation (i.e., accounting ledger)that
lists the individual expenditures by object code claimed for the reporting period to each expenditure report. Reports will be
submitted to the Document Control Center of the Texas Education Agency unless otherwise specified.
Revised Final Expenditure Report: In the event the grantee finds it necessary to submit a revised final expenditure
report, any revised Final Expenditure Report claiming expendituresrg eater than the amount initially reported in the
final report must be received by TEA within 30 days of the due date of the Final Expenditure Report (i.e., within 60 days of
the ending date of the grant. Any such revised Final Expenditure Report received after that date, where the grantee
is claiming expendituresrg eater than the amc,,:nt initially reported in the final report, will not be approved,
processed, or paid by TEA.
Any revised Final Expenditure Report claiming expenditures less than the amount initially reported in the final report must
be submitted as soon as it is determined expenditures were less than the amount originally reported. Refunds will be
accepted at any time. A refund check must accompany the revised Final Expenditure Report
Final payment is contingent upon receipt of the final report, any requested supporting documentation, and the final program
report, if required.
Activity Progress Reports
Grantees will be expected to submit progress/activity reports thirty days after the completion of each term, specifically fall
term as of December 31, spring term as of May 31, of each year, and summer session as of August 31, of each year. The
reports will focus on data and information gathered through the effectiveness indicators included in program activities as
well as through the required performance indicators discussed in C. Product Evaluation.
Documentation serves as proof of achievement and can be used to establish a foundation for sustainability after the grant
funds are no longer available. Logs and records of program activities and participants accomplishments are also records
that demonstrate the impact the program has immediately and over time.
Report As of Due date
Progress/activity August 31, 2003-December 31, 2003 January 31, 2004
Progress/activity January 1, 2004- May 31, 2004 June 30, 2004
Progress/activity and August 31, 2004
Final Cumulative Report Including Cumulative Results 2003–2004 September 30, 2004
This schedule is used to describe the elements of performance assessment and program evaluation. Included is a
description of the methods used to monitor progress and provide for continuous improvement, methods of collecting both
qualitative and quantitative data, process evaluation, and performance measures and targets.
The overall purpose of the evaluation is to determine whether the program met its stated goals and achieved the desired
results based on the objectives and performance targets established by the grantee.
Grantees selected for funding must provide a final evaluation which addresses, in general, the following:
❑ The extent to which the activities of the project were implemented as planned
❑ The effectiveness of the activities in achieving the goals and objectives of the project
❑ The impact of the project activities on the participants
16 SAS-A-831
TEXAS EDUCATION=System
Abbreviated Standard ApplicSAS) Applicant Name:City of Fort Worth
SCHEDULE#6A—Provisions and City of Fort Worth After-S
Assurances School Year 2003-2004
Statement of provisions and assurances for the program(s)in this application:
A. Terms defined:As used in these Provisions and Assurances,
"Contract"means the entire document, whatever its name or form, of which these Provisions and Assurances and other
attachments and schedules, if any, are a part;
"Agency'means the Texas Education Agency;
"Contractor" means the party or parties to this contract other than Agency;
"Project Administrator"means the person representing Agency or Contractor, as indicated by the contract, for the purposes of
administering the contract project;
"Contract Project"means the purpose intended to be achieved through the contract of which these Provisions and Assurances are
a part;
"Applicant"means the same as"Contractor;"
"SAS"means the Standard Application System of which the application document is a part;
"Application"means the entire package submitted by the Applicant including the schedules contained in the application and so
indicated on the General Information page of the application package;
"Amendment"means an application that is revised in budget categories and/or in program activities. It includes both the original
application and any subsequent amendments;
"Grant"means the same as"Contract,"
"Grantee" means the same as"Contractor;"
"Grantor" means the same as"Agency;"and
"DCC" means the Document Control Center of Agency.
B. Contingency:This contract is executed by Agency subject to the availability of funds appropriated by legislative act for the
purposes stated. All amendments and/or extensions or subsequent contracts entered into for the same or continued purposes are
executed contingent upon the availability of appropriated funds. Notwithstanding any other provision in this contract or any other
document, this contract is void upon appropriated funds becoming unavailable. In addition, this contract may be terminated by
Agency at any time upon notice to Contractor. Expenditures and/or activities for which Contractor may claim reimbursement shall
not be accrued or claimed subsequent to receipt of such notice from Agency. This contract may be extended or otherwise
amended only by formal written amendment properly executed by both Agency and Contractor. No other agreement,written or
oral, purporting to alter or amend this contract shall be valid.
C. Contractor's Application: Fumished to Agency in response to a request for application, is incorporated in this contract by
reference for all necessary purposes. It is specifically provided, however, that the provisions of this contract shall prevail in all
cases of conflict arising from the terms of Contractor's application whether such application is a written part of this contract or is
attached as a separate document.
D. Requirements, Terms, Conditions,and Assurances:Which are stated in the Request for Application, in response to which
Applicant is submitting this application, are incorporated herein by reference for all purposes. The instructions to the Standard
Application System are incorporated herein by reference.
E. Signature Authority:Applicant certifies that the person signing this application has been properly delegated this authority.
F. State of Texas Laws: In the conduct of the contract project, Contractor shall be subject to Texas State Board of Education and
Commissioner rules pertaining to this contract and the contract project and to the laws of the State of Texas governing this
contract and the contract project. This contract constitutes the entire agreement between Agency and Contractor for the
accomplishment of the contract project. This contract shall be interpreted according to the laws of the State of Texas except as
may be otherwise provided for in this contract.
G. Monitoring: Desk reviews or on-site monitoring reviews may be conducted by Agency to determine compliance with the approved
application and the applicable statute(s), law(s), regulations, and guidelines.
H. Sanctions for Failure to Perform or for Noncompliance: If Contractor, in Agency's sole determination, fails or refuses for any
reason to comply with or perform any of its obligations under this contract, Agency may impose such sanctions as it may deem
appropriate. This includes but is not limited to the withholding of payments to Contractor until Contractor complies; the
cancellation, termination, or suspension of this contract in whole or in part; and the seeking of other remedies as may be provided
by this contract or by law. Any cancellation, termination, or suspension of this contract, if imposed, 5h-all bewme-p_ffective at the
close of business on the day of Contractor's receipt of written notice thereof from Agency.
1. Contract Cancellation, etc.: If this contract is canceled, terminated, or suspended by Agency prior to its expiration date, the
monetary value of services properly performed by Contractor pursuant to this contract shall be;determined by Agency and paid to
Contractor as soon as reasonably possible.
17 SAS-A-831
TEXAS EDUCATION AGENCY
Abbreviated Standard Application System (SAS) Applicant Name: City of Fort
SCHEDULE#6A---cont. Worth
PROVISIONS &ASSURANCES City of Fort Worth After-School Program
School Year 2003-2004
J. Indemnification:
For local educational agencies (LEAs), regional education service centers (ESCs), and institutions of higher education
(IHEs): Contractor, to the extent permitted by law, shall hold Agency harmless from and shall indemnity Agency against any and all
claims, demands, and causes of action of whatever kind or nature asserted by any third party and occurring or in any way incident
to, arising from, or in connection with, any acts of Contractor, its agents, employees, and subcontractors, done in the conduct of
the contract project.
For all other grantees, subgrantees, contractors, and subcontractors, including nonprofit organizations and for-profit
businesses: Contractor shall hold Agency harmless from and shall indemnity Agency against any and all claims, demands, and
causes of action of whatever kind or nature asserted by any third party and occurring or in any way incident to, arising from, or in
connection with, any acts of Contractor, its agents, employees, and subcontractors, done in the conduct of the contract project.
K Encumbrances/Obligations:
For Discretionary Programs:All encumbrances shall occur on or between the beginning and ending dates of the contract. All
goods must be received and services rendered and subsequently liquidated (recorded as an expenditure or accounts payable)
within the contract dates. In no manner shall encumbrances be considered or reflected as accounts payable or as expenditures.
Obligations that are liquidated and recognized as expenditures must meet the allowable cost principles in OMB Circular A-87, A-
21, or A-122 (as applicable)and program rules, regulations, and guidelines contained elsewhere.
For Formula Programs:All encumbrances shall occur on or between the beginning and ending dates of the contract. Contractor
must liquidate (record as an expenditure)all obligations (encumbrances) incurred under the contract not later than 30 days after
the end of the contract(or as specified in a program regulation, the standard application system rules, or a request for application)
to coincide with the submission of the final expenditure report, due 45 days after the end of the contract. "Obligations"mean the
amounts of orders placed, contracts and subgrants awarded, goods and services received, and similar transactions during a given
period that will require payment by the contractor during the same or a future period. Obligations representing orders placed are
reflected in the accounting records as encumbrances. In no manner shall encumbrances be considered or reflected as accounts
payable or as expenditures. Obligations that are liquidated and recognized as expenditures must meet the allowable cost principles
in OMB Circular A-87, A-21, or A-122 (as applicable) and program rules, regulations, and guidelines contained elsewhere.
L. Financial Management and Accounting: Grantee assures it will maintain a financial management system that provides for
accurate, current, and complete disclosure of the financial results of each grant project. The financial management system records
will identify adequately the source and application of funds and will contain information pertaining to grant awards, authorizations,
obligations, unobligated balances, assets, outlays(i.e., expenditures), income, and interest. Fiscal control and accounting
procedures will permit the tracing of funds to a level of expenditure adequate to establish that funds have been used in accordance
with the approved grant application. The applicant agrees to maintain effective control over and accountability for all funds,
property, and other assets. Public school districts, open enrollment charter schools, and regional education service centers in
Texas must comply with the accounting requirements in the Financial Accounting and Reporting module of the Financial
Accountability System Resource Guide,Texas Education Agency(34 CFR 74.21; 34 CFR 80.20;TEA Financial Accountability
System Resource Guide).
M. Expenditure Reports: Contractor shall submit expenditure reports in the time and manner requested by Agency as specified in the
instructions to the Standard Application System (SAS)which are incorporated by reference. Unless otherwise specified, interim
reports are due to TEA within 15 days after the end of each reporting period. The final expenditure report is due within 30 days
after the ending date of the grant. Revised expenditure reports, where the grantee is claiming additional expenditures beyond that
originally requested, must be submitted within 60 days after the ending date of the grant.
N. Refunds Due to TEA: If Agency determines that Agency is due a refund of money paid to Contractor pursuant to this contract,
Contractor shall pay the money due to Agency within 30 days of Contractor's receipt of written notice that such money is due to
Agency. If Contractor fails to make timely payment, Agency may obtain such money from Contractor by any means permitted by
law, including but not limited to offset, counterclaim, cancellation, termination, suspension, total withholding, and/or disapproval of
all or any subsequent applications for said funds.
O. Records Retention: Contractor shall maintain its records and accounts in a manner which shall assure a full accounting for all
funds received and expended by Contractor in connection with the contract project. These asseer# be retained
by Contractor and made available for programmatic or financial audit by Agency and by oth m authorized by taw or re ulation to
make such an audit for a period of not less than five years from the date of completion of the contract-project-or the date of the
receipt by Agency of Contractor's final claim for payment or final expenditure report in connection With'-this:,contract,whichever is
later. If an audit has been announced, the records shall be retained until such audit has be n completed.,/:
is SAS-A-831
TEXAS EDUCATION AGENCY
Abbreviated Standard Application System (SAS) Applicant Name:City of F
SCHEDULE#6A—cont. Wow
PROVISIONS &ASSURANCES City of Fort Worth After-School Program
School Year 2003-2004
P. Time and Effort Recordkeeping: For those personnel whose salaries are prorated between or among different funding sources,
time and effort records will be maintained by Applicant that will confirm the services provided within each funding source. Applicant
must adjust payroll records and expenditures based on this documentation. This requirement applies to all projects, regardless of
funding source, unless otherwise specified. For federally funded projects, time and effort records must be in accordance with the -
requirements in the applicable OMB cost principles.
Q. Forms, Assurances, and Reports: Contractor shall timely make and file with the proper authorities all forms, assurances and
reports required by federal laws and regulations. Agency shall be responsible for reporting to the proper authorities any failure by
Contractor to comply with the foregoing laws and regulations coming to Agency's attention, and may deny payment or recover
payments made by Agency to Contractor in the event of Contractor's failure so to comply.
R. Copyright/Ownership:
For School Districts and Nonprofit Organizations: All materials, conceptions, and products created or conceived by Contractor, its
employees, agents, consultants or subcontractors arising out of the contract shall be the sole property of Agency. Agency shall hold
the copyright and shall have the exclusive right to patent and trademark all materials, conceptions, and products, created or
conceived under this contract. Contractor shall so bind all concerned through written agreement with subcontractors.
For Education Service Centers(ESCs):Ali materials, conceptions and products created or conceived by Contractor hired by the
Education Service Center(ESC), its employees, agents, consultants or any subcontractors arising out of the contract shall be the
sole property of the Texas Education Agency(TEA), and the TEA shall hold the copyright to all materials, conceptions, and products,
created or conceived under this contract. Contractor shall so bind all concerned through written agreement with subcontractors. If
Contractor/Subcontractor(s) express an interest in obtaining a license agreement to modify, market, or sell the derived material or
product developed using grant or contract funds given any of the above parties, then contact shall be made with the TEA Legal
Division prior to any action being taken.
For Colleges and Universities: All materials, conceptions and products created or conceived by Contractor, its employees, agents,
consultants, or subcontractors arising out of the contract shall be the sole property of Agency. Agency shall hold the copyright to all
materials, conceptions, and products created or conceived under this contract. Contractor shall so bind all concemed through written
agreement with subcontractors. For all materials, conceptions and products created or conceived under the contract, Contractor is
granted a non-exclusive, non-transferable, royalty-free license to use the materials for its academic mission purposes only, provided,
however, that Contractor is prohibited from selling or marketing said materials, conceptions, and products, created or conceived
under this contract.
S. Unfair Business Practices: Contractor certifies that no funds provided under this grant shall be used to purchase supplies,
equipment, or services from any companies found to be guilty of unfair business practices within 12 months from the determination
of guilt.
T. Subcontracting: Contractor shall not assign or subcontract any of its rights or responsibilities under this contract, except as may
be otherwise provided for in this application,without prior formal written amendment to this contract properly executed by both
Agency and Contractor.
U. Use of Consultants: Notwithstanding any other provision of this application, Applicant shall not use or pay any consultant in the
conduct of this application if the services to be rendered by any such consultant can be provided by Applicant's employees.
V. Capital Outlay: If Contractor purchases capital outlay(fumiture and/or equipment) to accomplish the objective(s) of the project,
title will remain with Contractor for the period of the contract. Agency reserves the right to transfer capital outlay items for contract
noncompliance during the contract period or as needed after the ending date of the contract. This provision applies to any and all
fumiture and/or equipment regardless of unit price and how the item is classified in Contractor's accounting record.
W. Agency Property(terms): In the event of loss, damage or destruction of any property owned by or loaned by Agency while in the
custody or control of Contractor, its employees, agents, consultants or subcontractors, Contractor shall indemnify Agency and pay
to Agency the full value of or the full cost of repair or replacement of such property,whichever is the greater, within 30 days of
Contractor's receipt of written notice of Agency's determination of the amount due. This applies whether the property is developed
or purchased by Contractor pursuant to this contract or is provided by Agency to Contractor for use in the contract project. If
Contractor fails to make timely payment, Agency may obtain such money from Contractor by any means permitted by law,
including but not limited to offset or counterclaim against any money otherwise due to Contractor by Agency.
X. Travel Costs:Amounts authorized for maximum recovery for travel and per diem costs against any state or federal funding source
are restricted to those amounts which are approved in the State of Texas Appropriations Bill in effect for the particular funding
period. Any amount over this limit must come from local funding sources. Applicant must recover funds at a lesser rate if local
policy amounts are less than the maximum allowed by the state. Out-of-state travel may not exceed the federal govemment rate
for the locale. Travel allowances are not allowable costs.
19 SAS-A-831
TEXAS EDUCATION AGENCY
Abbreviated Standard Application System(SAS) rWorth
Name:City of Fort::,.!
SCHEDULE#6A-cont.
PROVISIONS &ASSURANCES City of Fort Worth After-School Program
School Year 2003-2004
Y. Funds for Religious Worship, Instruction: No funds will be used to pay for religious worship, instruction, or proselytization, or for
any equipment or supplies for such, or for any construction, remodeling, repair, operation, or maintenance of any facility or part of
a facility to be used for religious worship, instruction, or proselytization (34 CFR 76.532 and P. L. 107-110, section 9505).
Z. Disclosure of Gifts and Campaign Contributions: The grantee shall file disclosures of gifts and campaign contributions as
required by State Board of Education Operating Rule 4.3,which is incorporated as if set out in full. The grantee has a continuing
obligation to make disclosures through the term of the contract. Failure to comply with State Board of Education Operating Rule
4.3 is grounds for canceling the grant_
AA. Federal Rules, Laws, and Regulations That Apply to all Federal Programs: Contractor shall be subject to and shall abide by all
federal laws, rules and regulations pertaining to the contract project, including but not limited to:
1. Americans With Disabilities Act, P. L. 101-336, 42 U.S.C. sec. 12101, and the regulations effectuating its provisions
contained in 28 CFR Parts 35 and 36, 29 CFR Part 1630, and 47 CFR Parts 0 and 64;
2. Title VI of the Civil Rights Act of 1964, as amended (prohibition of discrimination by race, color, or national origin), and the
regulations effectuating its provisions contained in 34 CFR Part 100;
3. Title IX of the Education Amendments of 1972, as amended (prohibition of sex discrimination in educational institutions)and
the regulations effectuating its provisions contained in 34 CFR Part 106, if Contractor is an educational institution,-
4.
nstitution;4. Section 504 of the Rehabilitation Act of 1973, as amended (nondiscrimination on the basis of handicapping condition), and
the regulations effectuating its provisions contained in 34 CFR Part 104;
5. the Age Discrimination Act of 1975, as amended (prohibition of discrimination on basis of age), and any regulations issued
thereunder, including the provisions contained in 34 CFR Part 110;
6. the Family Educational Rights and Privacy Act(FERPA)of 1975, as amended (ensures access to educational records for
students and parents while protecting the privacy of such records), and any regulations issued thereunder, including Privacy
Rights of'Parents and Students (34 CFR Part 99), if Contractor is an educational institution(20 USC 12328);
7. Section 509 of H.R. 5233 as incorporated by reference in P. L. 99-500 and P. L. 99-591 (prohibition against the use of
federal grant funds to influence legislation pending before Congress);
8. Pro-Children Act of 2001,which states that no person shall permit smoking within any indoor facility owned or leased or
contracted and utilized for the provision of routine or regular kindergarten, elementary, or secondary education or library
services to children [P. L. 107-110, Section 4303(a)]. In addition, no person shall permit smoking within any indoor facility(or
portion of such a facility) owned or leased or contracted and utilized for the provision of regular or routine health care or day
care or early childhood development(Head Start) services[P. L. 107-110, Section 4303(b)(1)]. Any failure to comply with a
prohibition in this Act shall be considered to be a violation of this Act and any person subject to such prohibition who commits
such violation may be liable to the United States for a civil penalty, as determined by the Secretary of Education (P. L. 107-
110, Section 4303(e)(1)].
9. Fair Labor Standards Act(29 USC 207), Davis Bacon Act(40 USC 276(a),and Contract Work Hours and Safety
Standards Act(40 USC 327 et seq.), as applicable, and their implementing regulations in 29 CFR 500-899, 29 CFR Parts
1,3,5, and 7, and 29 CFR Parts 5 and 1926, respectively.
10. Buy America Act: Contractor certifies that it is in compliance with the Buy America Act in that each end product purchased
under any federally funded supply contract exceeding $2,500 is considered to have been substantially produced or
manufactured in the United States. End products exempt from this requirement are those for which the cost would be
unreasonable, products manufactured in the U. S. that are not of satisfactory quality,or products for which the agency head
determines that domestic preference would be inconsistent with the public interest. Contractor also certifies that
documentation will be maintained that documents compliance with this requirement (FAR 25.1-.2).
BB. Federal Regulations Applicable to All Federal Programs:
1. For Local Educational Agencies(LEAs):28 GFR 35 Subparts A-E, 28 CFR 36 Subparts C & D,Appendix A, 29 CFR 1630,
34 CFR 75 or 76 as applicable, 77, 79, 80, 81, 82, 85, 99, 104, 47 CFR 0 and 64, and OMB Circulars A-87 (Cost Principles),
A-133(Audits),and A-102(Uniform Administrative Requirements);
2. For Education Service Centers(ESCs):28 CFR 35 Subparts A-E, 28 CFR 36 Subparts C& D,Appendix A, 29 CFR 1630,
34 CFR 75 or 76 as applicable, 77, 79, 80, 81, 82, 85, 99, 104,47 CFR 0 and 64, and OMB Circulars A-87 (Cost Principles),
A-133 (Audits),and A-102 (Uniform Administrative Requirements);
3. For Institutions of Higher Education (IHEs):28 CFR 35 Subparts A-E, 28 CFR 36 Subparts C& D, Appendix A,29 CFR
1630, 34 CFR 74, 77, 79, 81, 82, 85, 86, 99, 104, 47 CFR 0 and 64, and OMB Circulars A-21 (Cost Principles), A-133
(Audits), and A-110 (Uniform Administrative Requirements);
4. For Nonprofit Organizations:28 CFR 35 Subparts A-E, 28 CFR 36 Subparts C & D,Appendix A, 29 CFR 1630, 34 CFR 74,
77, 79, 81, 82, 85, 99, 104, 47 CFR 0 and 64, and OMB Circulars A-122 (Cost Principles), A-133 (Audits), and A-110
(Uniform Administrative Requirements);
5. For State Agencies:28 CFR 35 Subparts A-E, 28 CFR 36 Subparts C& D, Appendix A, 29 CFR 1630,34 CFR 76, 80, 81,
82, 85, 99, 104, 47 CFR 0 and 64, OMB Circulars A-87 (Cost Principles), A-133(Audits), and A-102 (Uniform Administrative
Requirements); and
6. For Commercial(for-profit)Organizations: 29 CFR 1630 and 48 CFR Part 31.
20 SAS-A-831
TEXAS EDUCATION AGENCY
Abbreviated Standard Application System (SAS) Applicant Name:City of Fort
SCHEDU7#6A--cont. WOE'
PROVISIOURANCES City of Fort Worth After-School Program
School Year 2003-2004
CC. General Education Provisions Act(CEPA),as Amended, Applicable to All Federal Programs Funded or Administered
Through or By the U. S. Department of Education_
1. Participation in Planning:Applicant will provide reasonable opportunities for the participation by teachers, parents, and
other interested parties, organizations, and individuals in the planning for and operation of each program described in this
application (20 USC 1232(e)).
2. Availability of Information:Any application, evaluation, periodic program plan, or report relating to each program described
in this application will be made readily available to parents and other members of the general public(20 USC 1232(e)).
3. Sharing of Information: Contractor certifies that it has adopted effective procedures for acquiring and disseminating to
teachers and administrators participating in each program described in this application significant information from
educational research, demonstrations, and similar projects, and for adopting, where appropriate, promising educational
practices developed through such projects (20 USC 1232(e)).
4. Prohibition of Funds for Busing:The applicant certifies that no federal funds (except for funds appropriated specifically for
this purpose)will be used for the transportation of students or teachers(or for the purchase of equipment for such
transportation) in order to overcome racial imbalance in any school or school system, or for the transportation of students or
teachers (or for the purchase of equipment for such transportation) in order to carry out a plan of racial desegregation of any
school or school system (20 USC 1228).
S. Direct Financial Benefit: Contractor certifies that funds expended under any federal program will not be used to acquire
equipment (including computer software) in any instance in which such acquisition results in a direct financial benefit to any
organization representing the interests of the purchasing entity or its employees or any affiliate of such an organization [20
USC 1232(b)(8)].
Rev.04/02
The signing of Schedule#1 -General Information by applicant indicates acceptance of and co iancs-with.aliiequil&Mf nts described
on this schedule. I
J
21 SAS-A-831
APPENDIX
22 SAS-A-831
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Texas State University Budget Detail
Texas School Safety Center
6100 Payroll— Description and Amount
Principal Investigator (8%) Manage the contract at Texas State University, $8,396
serve as account manager, ensure that objectives
are fulfilled and reports are submitted
TxSSC Director (15%) Supervise and evaluate the work of the Coordinator, 9,293
Specialist, Consultants, and Reviewers; oversee
collaboration between safety review project staff and
TxSSC staff.
Grant Secretary (10%) Set up and maintain records for the project. 3,640
Coordinator (100%) Plan and implement activities to achieve project 48,048
objectives; supervise the day-today work of the
Specialist, Consultants, and Reviewers; oversee the
development of safe schools review procedures and
documents.
Specialist (100%): Develop online resources: collect and analyze data 35,268
from reviews; provide web support for project.
Fringe Benefits on 36,013
above
Total $140,658
6200 Contract
Consultant #days unit cost Totals
Interactive Website Designer 14 500 $ 7,000
Safety Review Manual Writer 14 500 7,000
Reviewers 20 500 30,000
Totall $ 44,000
6300 Supplies and materials
Description # Units Unit Price Total
Sony VAIO FRV26 Notebook 6 $1,500 $9,000
Sony W Series Desktop Computer 2 1,700 3,400
Brother HL-1440 Laser Printer 2 400 800
Olympus C-750 Digital Camera 2 550 1,100
Digital Camera Carrying Case 2 35 7
Electronic Whiteboard 1 3,000 3,000
Whiteboard Mobile Stand 1 496 496
Whiteboard Accessories 1 900 900
Whiteboard Access. Carrying
Case 1 44 44
General Office Supplies 1,486
Total $20,296
25 SAS-A-831
fr•exas State University Sub-Coi.,ractor Budget Detail, Page 2
6400 Other Operating
Costs
Airfare Hotel Rental Car Meals Trip Unit Totals
Travel (plus taxes) (plus taxes) (plus taxes) (21/2 days) Cost
Crystal City 0 120 72 108 300
Ft Worth 160 175 108 75 518
EI Paso 340 1750 108 75 698
Unit cost #Trips #Participants
EI Paso $698/trip 16 tris 3 reviewers $33,504
Ft Worth $51 8/trip 4 tris 3 staff 6,216
Crystal Cit $300/trip 4 tris 3 reviewers 3,60
Other
Printing 100
Telephone 1,526
Postage 100
Total $45,046
26 SAS-A-831
City of Fort Worth, Texas
Mayor and Council Communication
COUNCIL ACTION: Approved on 11/11/2003 - Ordinance No. 15742
DATE: Tuesday, November 11, 2003
LOG NAME: 02TEAGRANT REFERENCE NO.: G-14149
SUBJECT:
Apply and Receive Grant Funds from the Texas Education Agency for Afterschool Programming
and Student Safety
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the City Manager to apply and receive grant funding on a reimbursable basis in the amount
of $1,013,537.34 from the Texas Education Agency (TEA) for the grant period of August 31, 2003 to
August 15, 2004; and
2. Adopt the attached appropriation ordinance increasing estimated receipts and appropriations in the
Grants Fund by $1,013,537.34 from available funds; and
3. Authorize the waiver of indirect costs in the amount of 16.68% of salaries and fringe benefits, because
the indirect costs are not an allowable expense in this grant; and
4. Contingent on grant approval, authorize the execution of an interlocal agreement with Fort Worth
Independent School District (FWISD) in an amount not to exceed $ 420,000.00 for afterschool
programming, attendance tracking and training services; and
5. Contingent on grant approval, authorize the execution of a contract with Fort Worth Country Day
School in an amount not to exceed $15,000.00 programing for the Summerbridge program; and
6. Contingent upon grant approval, authorize the execution of a contract with Texas State University-San
Marcos, Center for Initiatives in Education, for its Texas School Safety Center in an amount not to
exceed $250,000.00 for services regarding school safety audits and review in qualified districts.
DISCUSSION:
Background:
On September 28, 2003, the City of Fort Worth was informed that it had been awarded a one-time, one-
year grant allocation of $1,013,537.34 by the TEA of the State of Texas. The City did not apply for the
funding; instead, TEA chose to direct funds to the City.
The City was instructed to develop plans and submit a formal grant application for approval that includes
the following requirements: all funds must be spent between August 31, 2003 and August 15, 2004; a
subgrant of $250,000.00 must be awarded to Texas State University-San Marcos for its Texas School
Safety Center; and the remainder of the funds must be used in school districts with high juvenile crime to
implement afterschool and summer programming to serve primarily children aged 10-14 and at risk of
academic failure or at risk of committing criminal offenses. No supplanting of current funds dedicated to
afterschool programs is permitted.
Discussion:
Staff developed a plan for the grant application and presented it to the City's Governmental and
Neighborhood Relations Committee on November 4, 2003 as an action item. The Committee approved the
plan.
Forty afterschool and summer programs will be developed or enhanced with the funding. Because of the
limited planning time and extensive reporting, monitoring and school-based evaluation requirements, City
and FWISD-based programs, such as Fort Worth After School, that could serve the student target market
were chosen for funding. The programs will include, at a minimum, an academics-based curriculum linked
to the Texas Essential Knowledge and Skills requirements, a character/citizenship educational component,
and a plan for parental and/or mentor involvement. TEA requires that programs must be offered at no cost
to the children participating.
Parks and Community Services Department and the FWISD collaborated to develop the implementation
plan that encourages coordination of services to reach the maximum number of eligible students during the
spring semester and summer. Extensive training of program staff will ensure quality programming.
All FWISD locations will begin serving students no later than January 2004. Some school and community
center locations will have both afterschool programming and summer programming. Locations where
children will be served and the amounts allocated to each location are on the attached sheet.
The Texas School Safety Center will conduct school safety audits and reviews on campuses and in school
districts designated by TEA.
FISCAL INFORMATION/CERTIFICATION:
The Finance Director certifies that upon approval of the above recommendations, receipt of the grant, and
adoption of the attached appropriation ordinance, funds will be available in the current operating budget, as
appropriated, of the Grants Fund.
TO Fund/Account/C enters FROM Fund/Account/Centers
GR76 451722 007403893000 $1,013,537.34
GR76 5 O $1,013,537.34
(VARIOUS) 077403893010
Submitted for City Manager's Office by: Libby Watson (6183)
Originating Department Head: Libby Watson (6183)
Additional Information Contact: Kathy Livingston (6129)