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HomeMy WebLinkAboutContract 45987 CITY i SEM CONTRACT NO. _qVilr7 AGREEMENT FOR COMMUNITY BASED PROGRAM PRESBYTERIAN NIGHT SHELTER FISCAL YEAR 2015 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 Charles W. Daniels, its duly authorized Assistant City Manager, and PRESBYTERIAN NIGHT SHELTER, a Texas private non-profit corporation ("Contractor") acting by and through Toby Owen, Chief Executive Officer, its duly authorized representative. RECITALS WHEREAS, City has determined that Community Based Programs are necessary to support crime prevention in City during Fiscal Year 2015 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 "Near Eastside Neighborhood Vehicle Security Patrol," which will support the police department's crime prevention efforts throughout the community; and WHEREAS, City desires to contract with Contractor to operate the Near Eastside Neighborhood Vehicle Security Patrol program; and WHEREAS, City, as consideration for the performance of Contractor, has appropriated monies in the CCPD Budget as reimbursed by the CCPD in the amount of $39,874.72 ("Program Funds") to provide to the Contractor for the operation of the Near Eastside Neighborhood Vehicle Security Patrol program; NOW, THEREFORE, in consideration of the mutual covenants herein expressed, the parties agree as follows: CONTRACT DOCUMENTS The contract documents shall include the following: 1. This Agreement for the Near Eastside Neighborhood Vehicle Security Patrol program 2. Exhibit A—Program Abstract and Proposal Narrative pFFIC1A1.RECORD FY 2015 Community Based Program CITY SECRETARY Presbyterian Night Shelter FT. TX RECEIVED SEP 2 9 2014 3. Exhibit B—Budget 4. Exhibit C —Request for Reimbursement 5. Exhibit D—Program Activities Report 6. Exhibit E—Program Effectiveness Measurement Report 7. Exhibit F—Request for Budget Modification All exhibits attached hereto are incorporated herein and made a part of this Agreement for all purposes. In the event of any conflict between the documents, the terms and conditions of this Agreement shall control. AGREEMENT 1. Responsibilities of Contractor. 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" — Program Abstract and Narrative, attached, and incorporated herein for all purposes incident to this Agreement. Contractor shall be responsible for day-to-day administration of the Near Eastside Neighborhood Vehicle Security Patrol program. Contractor agrees to expend the Program Funds in accordance with its Near Eastside Neighborhood Vehicle Security Patrol program budget, described in Exhibit "B," attached. Program activities shall be reported in accordance with Exhibit "D," attached and effectiveness measures shall be reported in accordance with Exhibit "E,"attached. 2. Program Funds. 2.1 In no event shall the total distribution of Program Funds from City made to the Contractor during the term of this Agreement exceed the total sum of$39,874.72. 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 Reimbursement (RFR), as described in Exhibit "C," attached, and copies of all receipts. Contractor shall deliver to City a written detailed Program Activities Report and Program Effectiveness Measures 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. The RFR and monthly Program Activities Report shall be submitted to City no later than the 15th day following the end of the month. Submittal of a monthly RFR and Program Activities Report is required even if services are not provided. The monthly RFR, with an original signature by an authorized representative, must be submitted to the Grants and Contracts Management Section of the Fort Worth Police Department, ATTENTION: JACOB BROWNING, 350 W. Belknap St., Fort Worth, Texas, 76102. Reimbursements will not be made until after receipt of an acceptable and approved RFR and a monthly Program Activities Report from the Contractor. Reimbursements shall be made within 30 days receipt of said documents. FY 2015 Community Based Program Presbyterian Night Shelter Page 2 of 11 2.3 Contractor is authorized to adjust any categories in the budget in an amount not to exceed 5% of those particular categories without prior approval of City, as long as the total sum does not exceed the amount of the Program Funds; however, Contractor must notify City in writing of any such adjustments. Any adjustment of more than 5% of each category must have written permission from City prior to any budget adjustment being made which shall be described in Exhibit "F." If the City gives written approval of the Contractor's proposed Budget amendment, then the Amended Budget will take effect on the first day of the month following the month in which it was approved by City, unless otherwise specified in the amendment. Budget adjustments shall be submitted to the Grants and Contracts Management Section of the Fort Worth Police Department, ATTENTION: JAMI HOFFMAN, 350 W. Belknap Street, Fort Worth, Texas, 76102. 3. Term. This Agreement shall commence upon October 1, 2014, or the date that the City has executed this Agreement ("Effective Date"), whichever occurs later, and shall end on September 30, 2015. All of Contractor's expenditures under this Agreement must be completed no later than September 30, 2015. 4. Program Performance. 4.1 Contractor agrees to maintain full documentation supporting the performance of the work set forth in Exhibit"A." 4.2 Contractor agrees to provide a monthly Program Activities Report and quarterly Program Effectiveness Measurement Report to document the performance of the work described in Exhibit "D" and Exhibit "E," respectively. The Program Activities and Effectiveness Measures shall document the program activity names, numbers of participants attending, details of the activities, and a description of the goals achieved in support of the CCPD goals. Program Effectiveness Measures shall be reported on a quarterly basis and included in the January, April, July, and October RFR and Program Activities Report submittals. Additionally, the Program Effectiveness Measurement Report must include any successes realized in descriptive detail. The monthly Program Activities and quarterly Program Effectiveness Measurement Reports shall be submitted to City no later than the 15th day after the end of each month. 4.3 Contractor agrees that the monthly Request for Reimbursement and Program Activities Report and quarterly Program Effectiveness Measurement Report will be submitted to City no later than the 15th day after the end of each month. Should Contractor not meet these requirements, Contractor will be given an additional 15 days to submit the required reports to City. If, at the end of this 15-day extension period, Contractor has not submitted the required reports, City will send a non-compliance letter notifying Contractor's duly authorized representative of a possible suspension of program funding. FY 2015 Community Based Program Presbyterian Night Shelter Page 3 of 11 4.4 A representative of the program shall attend quarterly meetings of the Crime Control and Prevention District Board as requested. 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 timely 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 If for any reason at any time during any term of this Agreement, City Council of City fails to appropriate funds sufficient for City to fulfill its obligations under this Agreement, City may terminate this Agreement to be effective on the later of(i) thirty(30) days following delivery by City to Contractor of written notice of City's intention to terminate or (ii) the last date for which funding has been appropriated by City Council for the purposes set forth in this Agreement. 5.3 This Agreement may be terminated by City, in whole or in part, whenever such termination is determined by City to be in the best interest of City; in event of Contractor default, inability to perform or to comply with the terms herein; or for other good cause. 5.4 Termination will be effected by delivering to Contractor a notice of termination, specifying the portion of the Agreement affected and the effective date 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 for cause, and the cause for such suspension or termination is determined to be invalid, the Contractor's sole remedy shall be reinstatement of this Agreement. Contractor expressly waives any and all rights to monetary damages, including but not limited to actual, consequential, and punitive damages, court costs and attorney's fees. 5.6 Within thirty (30) days following the date of termination of this Agreement, Contractor shall return to City any property provided hereunder. City will have no FY 2015 Community Based Program Presbyterian Night Shelter Page 4 of 11 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 Near Eastside Neighborhood Vehicle Security Patrol program. Contractor shall maintain, replace or repair any item of equipment used in support of the Near Eastside Neighborhood Vehicle Security Patrol program and/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 the Near Eastside Neighborhood Vehicle Security Patrol program and/or for use under the terms of this Agreement is the sole responsibility of Contractor. Contractor shall not use Program Funds or City funds to repair or replace said equipment. Contractor shall use any and all equipment purchased with Program Funds exclusively in support of the Near Eastside Neighborhood Vehicle Security Patrol 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 Contracts 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 Contractors' 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, such questions must be resolved within fifteen (15) days after notice to Contractor by City. If questions are not resolved within this period, City reserves the right to withhold further funding under this and/or future contract(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 FY 2015 Community Based Program Presbyterian Night Shelter Page 5 of 11 amount of any sanction, penalty, or other charge levied against City because of such misuse, misapplication or misappropriation. 7.4 Contractor's obligation to City shall not end until all closeout requirements are completed. Activities during this closeout period shall include, but are not limited to: providing final Program Activities Report and Program Effectiveness Measurement Reports, making final payments, disposing of Near Eastside Neighborhood Vehicle Security Patrol program assets as appropriate. 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 City shall have access at all reasonable hours to offices and records of the Contractor, its officers, members, agents, employees, and subcontractors for the purpose of such monitoring. 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 respondeat superior shall not apply as between City and Contractor, its officers, members, agents, servants, employees, subcontractors, program participants, licensees, or invitees, and nothing herein shall be construed as creating a partnership or joint enterprise between City and Contractor. It is expressly understood and agreed that no officer, member, agent, employee, subcontractor, licensee, or invitee of the Contractor, nor any program participant hereunder is in the paid service of City and 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. CONTRACTOR SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND ALL PROPERTY LOSS, PROPERTY DAMAGE AND/OR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, TO THE EXTENT CAUSED BY THE NEGLIGENT ACT(S) OR OMISSION(S), MALFEASANCE OR INTENTIONAL MISCONDUCT OF CONTRACTOR, ITS OFFICERS,AGENTS, SERVANTS OR EMPLOYEES. FY 2015 Community Based Program Presbyterian Night Shelter Page 6 of 11 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 (INCLUDING ALLEGED 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) CONSULTANT'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, ASSOCLATES, EMPLOYEES, CONTRACTORS (OTHER THAN THE CITY), OR SUBCONTRACTORS RELATED TO THE PERFORMANCE OF THIS AGREEMENT, EXCEPT THAT THE INDEMNITY PROVIDED FOR IN THIS SECTION SHALL NOT APPLY TO ANY LIABILITY RESULTING FROM THE SOLE NEGLIGENCE OF THE CITY OR ITS OFFICERS, AGENTS, EMPLOYEES, OR SEPARATE CONTRACTORS, AND IN THE EVENT OF JOINT AND CONCURRENT NEGLIGENCE OF BOTH CONSULTANT 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 Near Eastside Neighborhood Vehicle Security Patrol program is situated; and no other public official of such locality or localities who exercises any functions or responsibilities with respect to the Near Eastside Neighborhood Vehicle Security Patrol 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. FY 2015 Community Based Program Presbyterian Night Shelter Page 7 of l 1 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. 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 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 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. 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. FY 2015 Community Based Program Presbyterian Night Shelter Page 8 of 11 15. Insurance Requirement. 15.1 Contractor shall procure and shall maintain during the term of this Agreement the following insurance coverage: (a) Commercial General Liability(CGL): $1,000,000 per occurrence, with a $2,000,000.00 annual aggregate limit, in a form that is acceptable to the City's Risk Manager. (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: $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. 15.2 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. 15.3 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. 15.4 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. 16. Miscellaneous Provisions. 16.1 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. 16.2 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. 16.3 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 Tarrant County, Texas. FY 2015 Community Based Program Presbyterian Night Shelter Page 9 of I1 16.4 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. 16.5 This written instrument and the exhibits attached hereto, which are incorporated by reference and made a part of this Agreement for all purposes, 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. Any amendments to the terms of this Agreement must be in writing and must be signed by authorized representatives of each party. 16.6 All notices required or permitted by this Agreement must be in writing and are deemed delivered on the earlier of the date actually received or the third day following (i) deposit in a United States Postal Service post office or receptacle; (ii) with proper postage (certified mail, return receipt requested); and (iii) addressed to the other party at the address as follows or at such other address as the receiving party designates by proper notice to the sending party. CITY: Charles W. Daniels, Assistant City Manager City Manager's Office City of Fort Worth 1000 Throckmorton Street Fort Worth, TX 76102 Copies To: Jacob Browning, Planner Fort Worth Police Department 350 W. Belknap Street Fort Worth,TX 76102 CONTRACTOR: Toby Owen, Chief Executive Officer PRESBYTERIAN NIGHT SHELTER 2400 Cypress Street Fort Worth,TX 76102 16.7 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. 16.8 Contractor certifies that it has obtained a 501 (c) (3) Certificate from the Internal Revenue Service. Contractor shall notify City in writing of any changes to its 501 (c) (3) tax-exempt status during the term of this Agreement. FY 2015 Community Based Program Presbyterian Night Shelter Page 10 of 11 16.9 Captions and headings used in this Agreement are for reference purposes only and shall not be deemed a part of this Agreement. 16.10 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. IN WITNESS WHEREOF, the parties hereto have exec is agreement in multiples in Fort Worth, Tarrant County,Texas, to be effective thamay o 20) . CITY OF FORT WORTH PRESBYTERIAN NIGHT SHELTER a Texas Private Non-Profit Corporation By: Charles W. D aniels I My O n Assistant City Manager Chief Executive Officer w, lefVey W. Halstead C?,ZT', I LI Chief of Police APPROVED AS TO FORM AND LEGALITY: Charlene Sanders Assistant City Attorney ATTEST- of O°pC0000 ° firy Ka& (j S -0 City Secretary $ �°;U °000,0000 S OFFICIAL RECORD CITY SECRETARY FT WORTH,TX FY 2015 Community Based Program Presbyterian Night Shelter Page 11 of 11 EXHIBIT A PROGRAM ABSTRACT The Presbyterian Night Shelter is located in the Near Eastside Neighborhood along with all of the shelters that service the homeless population. On any given day over 1,200 homeless citizens call this area home in addition to the hundreds of citizens that work in the area. The Near Eastside Neighborhood is small when compared to other local Fort Worth neighborhoods but it has the highest concentration of ex-offenders and registered sex offenders which creates an environment of serious safety issues for residents and a high concentration of crime. The Presbyterian Night Shelter is applying for a Crime Control and Prevention District grant to support efforts to increase the safety of residents and to decrease crime in the Near Eastside Neighborhood. The proposed program will consist of a vehicle security patrol of the entire Near Eastside Neighborhood during the busiest time of the day. If funded, this vehicle security patrol will make a dramatic difference by increasing the safety of all residents and decreasing the crime rate in this neighborhood. RFP No.14-0106, FY 2015 Community Based Programs, Page 7 of 25 EXHIBIT A PROPOSAL NARRATIVE: 1. Describe in detail the problem that your program addresses The Presbyterian Night Shelter provides services for the homeless including shelter, food, clothing, showers, basic toiletries and access to case management. These services are provided for single men &women, women with children, the severe mentally ill, and veterans. Since 1984 the Presbyterian Night Shelter has been the only homeless shelter in Fort Worth that provides shelter to anyone in need, does not charge for its basic services, and does not have any length of stay restrictions. In 2013 we served a total of 4,439 homeless individuals, a 7% increase over 2012. Services offered in all programs includes emergency shelter, three meals a day, access to showers, case management, mail, access to in house service providers including JPS, Alcoholics Anonymous, Tarrant County Health Department, Goodwill, Tarrant County Homeless Coalition and MHMR. Clients enrolled in case management progress through a multi level system where they can learn an employable skill through our vocational program. The end result of the case management process is housing and gainful employment. The women&children's program offers similar services including those specifically designed for children such as case management by an onsite Cook's Children employee, employment services offered by the Women's Center and numerous volunteer groups offering a wide range of services. One of the goals of the Presbyterian Night Shelter is to provide safe shelter, clothing and meals to the homeless of Tarrant County. By providing these services, we support the City's strategic goals of making Fort Worth a clean and safe City and in making homelessness rare, short-term and non- reoccuring. 2. Describe what your progem does to Support effort s to increase the safety of residents and to decrease crime throughout Fort Worth neighborhoods The Presbyterian Night Shelter is located in the Near East Side Neighborhood (see attached map) which has as its boundaties I-35 to the west, I-30 to the North, Riverside Drive to the east, and Union Pacific Railroad to the south. This neighborhood is very small in comparison to other neighborhoods but it is the neighborhood for all of the homeless shelters in Fort Worth. On any given night, over 1,200 homeless individuals will sleep in this neighborhood. Unfortunately, this neighborhood also has one of the highest concentration of ex-offenders as well as registered sex-offenders. In 2013 a"Homeless Women's Health and Victimization Study"was conducted by the University of North Texas Health Science Center and it found that 60.7% of respondents to the survey reported at least one form of physical or sexual violence, threats, stalking or verbal abuse in the prior 12 months while homeless. One in six women reported experiences that met the legal definition of rape (sexual assult) in Texas, 46% were physically or sexually attacked, and 20.7% reported intimate painter violence. As the report discusses, "these findings portray an environment in the East Lancaster street area that poses serious threats to the safety and well-being of women who are homeless." Even though this study was centered on women, as the largest provider of services to the homeless, the Presbyterian Night Shelter believes strongly that the same level of violence towards homeless men also exists. One of the recommendations given by the RFP No.14-0106,FY 2015 Community Based Programs, Page 8 of 25 EXHIBIT A women interviewed for the study was to "increase police/security presence and response to confrontations." In the Near East Side Neighborhood a non-profit called Feed by Grace operates a park on Saturday & Sunday's which provides a safe place for the homeless to congregate rather than being on the street. In March 2014, in collaboration Feed by Grace, Mental Health Mental Retardation, and Paulos Properties, the Presbyterian Night Shelter opened the park Monday-Friday by providing a staff member to supervise the park. In addition, the Shelter also began providing security 10 hours a day 7 days a week for the park, sidewalks, streets, ajoining property, and the property of the Presbyterian Night Shelter. This addition has greatly improved the safety of the area surrounding the shelter, but more can be done for the entire Near East Side Neighborhood area. The Presbyterian Night Shelter is writing to request funding that supports efforts to increase the safety of residents and to decrease crime throughout the Near East Side Fort Worth neighborhood by providing a vehicle security patrol of the neighborhood during the busiest time of the day. The vehicle patrol would provide a security presence for the entire Near East Side Neighborhood by working with all of the local non-profits and businesses to increase safety and decrease crime. The hours of the patrol would take place seven days a week between 3:00pm-9:00pm, which is the busiest time of day for the shelters and the homeless population. The vehicle security patrol would observe the Near East Side Neighborhood area for compliance with city of Fort Worth laws such as loitering, storage of belongings on private property, consuming alcohol within 1,000 ft. of a shelter, public lewdness, and illegal activity such as drugs and prostitution. The officer would observe these actions, if appropriate request compliance, and report all illegal activity to the Fort Worth police department. We believe this addition to the Near East Side Neighborhood will greatly improve the safety and well being of those that utilize the local homeless shelters. Not only will it address the needs of homeless women as mentioned in the UNT study, but all of the homeless population as well as the hundreds of citizens that are employed in the Near East Side Neighborhood area. 3. Does your program addres the CCPD priority/special empahsis of the prevention or intervention of youth violence and/or family violence? Describe how your program addresses this priority. In the Near East Side Neighborhood area three organizations offer services to homeless families. In total, about 90 families and 180 children call this area home everyday for the time they are homeless. These families and children must engage the greater homeless community as they come and go from each facility. It was also just announced that the Can Academy will be locating a charter school in this area with an estimated 350 students. The proposed security patrol would certainly help deter any family, youth, or student violence. If funded, special attention will be given to those families, children, and students as they interact with the greater community in regards to special patrols, escorts to and from their vehicle, and other safety and security needs specific to families, youth, and students as they ari se. RFP No.14-0106, FY 2015 Community Based Programs, Page 9 of 25 EXHIBIT A 4. How will you measure effectiveness of the program? The following outcomes will be measured to demonstrate program success: A. Decrease in offense reports. This will be measured by reviewing Near East Side Neighborhood specific arrests reports from the Fort Worth police department. Each month these will be reviewed and compared to the month prior and the corresponding month of the previous year. B. Decrease in loitering. This will be measured by monthly self reports received from local non-profits and businesses within the Near East Side Neighborhood area. C. Decrease in storage of belongings on private/city property. This will be measured by monthly self reports from local non-profits and businesses within the Near East Side Neighborhood area as well as self reports from the city of Fort Worth code compliance department. The Presbyterian Night Shelter provides a storage building for the homeless to store their beloningings. This outcome will also be measured by reviewing the monthly storage utilization reports. D. Increase in the safety of the area. This will be measured by monthly self reports generated from at least 25 randomly selected homeless people living in the area. 5. Who will the program benefit? How many people? What age group? What geographic area will it serve? The program will benefit the non-profits,.the Fort Worth police department, Fort Worth code complaince, business, citizens, and the homeless population within the Near East Side Neighborhood area. It is estimated that 1,200 homeless individuals sleep each night in the Near East Side Neighborhood area and several hundred more work in the area. The age of those that will be impacted include all ages from new born infants to the elderly. All ages live and work in the Near East Side Neighborhood area. The specific area will be the Near Eastside Neighborhood which is a concentrated area with the boundaries being I-35 to the west, I-30 to the north, Riverside to the east, and the Union Pacific railroad to the south. 6. What makes this program unique from any other crime prevention program in Fort Worth? This would be the only CCPD funded program serving the homeless community and it would also be the only dedicated security patrol for the entire Near East Side Neighborhood. 7. Is the program already in operation? If so, how long have you operated the program? What resources are currently used to operate the program? Why are CCPD funds necessary at this time? The Presbyterian Night Shelter provides security for the sidewalks, streets, adjacent property, and shelter property but there is no dedicated security patrol for the entire Near Eastside Neighborhood area. The Presbyterian Night Shelter has provided outside security since March 2014. There are no fiords currently being used for neighborhood vehicle patrol security but the Presbyterian Night Shelter will spend $53,000 a year on the security as RFP No.14-0106, FY 2015 Community Based Programs, Page 10 of 25 EXHIBIT A mentioned above. The CCPD funds spefically address issues of neighborhood safety and the decreasing of crime, these funds are ideal for this type of programming. 8. Is this a new program? If so, what other funds have you applied for? Also, please describe the sequence of steps needed to implement your program and the timeframe in which this will occur. This program is new and no other funds have been requested from other sources at this time. If funded, the security company that provides services to the Presbyterian Night Shelter will also be company that provides the neighborhood security patrol. If funded, the security company and the Presbyterian Night Shelter will begin the planning and implementation with the homeless, local non-profits, and businesses to solicit their feedback and direction in July. Communication to the homelss population about the security patrol will begin in August & September. If funded, the program will start October 1, 2014 at 3:OOpm. 9. Briefly describe the specific expenditures planned for CCPD funding. A. Direct Contracts/Consultants Security patrol will be provided 7 days a week 6 hours a day between 3:00pm-9:00pm $17.90 X 6 hours X 365 days= $39,201 B. Indirect Costs Program supervision and security support at 10% of costs. 10% of$39,201= $3,920 TOTAL BUDGET 543,121 10. If funds are awarded, will this program continue beyond the CCPD funding period? This program will be successful. The outcomes will demonstrate that this program must continue once the CCPD funds are no longer available. Because of that, sustainable funding will be a major goal starting in October, 2014. Local foundations and the businesses in the Near Eastside Neighborhood area will be identified as a source of funding. The local businesses within the Near Eastside Neighborhood area will benefit greatly and they will be approached as the first source of long-term funding beyond the CCPD grant. RFP No.14-0106,FY 2015 Conununity Based Programs,Page I I of 25 EXHIBIT B BUDGET NARRATIVE FY 2015 Please attach a detailed budget narrative that explains the need for all proposed expenditures by individual item. The budget narrative should clearly explain how funds will be used and why expenditures are necessary for successful implementation of your program. Please explain how costs are calculated. A. Program Personnel— n/a B. Supplies and Services— When the neighborhood security program begins, the assigned security officer will need a walkie talkie to communicate with other security and Shelter personnel. We will also need to purchase and post additional signage to deter loitering and abandonment of belongings. We estimate that we will spend $200 on a new walkie talkie (based on historical pricing with our existing supplier), and the remaining$473.72 on signage. C. Miscellaneous— Presbyterian Night Shelter will contract with Texas Industrial Security, a licensed, local security firm with whom the Shelter already contracts to secure the area around the Shelter's campus and adjoining areas. Costs are calculated at an hourly rate of$17.90, at six hours per day, 365 days per year, for a total of$39,201.00. D. Facility and Utilities—n/a E. Direct Assistance—n/a F. Indirect Costs—Administrative—n/a G. Indirect Costs—Legal, Financial,and Insurance—n/a EXHIBIT B—BUDGET SUMMARY Contract TOTAL _ Budget MT b Salaries FICA Life Insurance Health Insurance Unemployment Worker's Compensation Retirement Office Supplies Office Equipment Rental/Purchase $200.00 $200.00 Postage Printing $473.72 $473.72 Contract Labor(City needs copy of contract before expenses can be reimbursed) $39,201.00 $39,201.00 Craft Supplies Field Trip Admission Expenses Other Field Trip Expenses Food Supplies Teaching Aids Travel Ix VACHM AMUTH TM Telephone Electric Gas Water and Wastewater Solid Waste Disposal Rent(City needs copy of lease before expenses can be reimbursed Custodial Services Repairs Cleanina Su lies STANCE Childcare Scholarships IV,OWMCT COSTS-AD IS'T]UTIVE Salaries FICA Life Insurance Health Insurance Unemployment Worker's Compensation Retirement X"U=C I S-LEGAL,FINANCIAL, ,��I�RANCE Fidelity Bond or Equivalent Directors and Officers General Commercial Liability Contract Accounting TOTAL INDIRECT COSTS F+G TOTAL BUDGET $39,874.72 $39,874.72 EXHIBIT B—BUDGET DETAIL Contractor may make changes to any column except the "Position Name" column in the "Salary Detail" table without the City's consent so long as the total amounts charged to the grant do not exceed the line items on the first page of the EXHIBIT B—BUDGET. Changes to the column labeled"Position Name" may only be made with the prior written consent of the City. SALARY DETAIL Position Name Rate Annual Hours Percent to Grant Amount to Grant FRINGE DETAIL Percent of Payroll Amount Percent to Grant Amount to Grant FICA Life Insurance Health Insurance Unemployment Worker's Compensation Retirement SUPPLIES AND SERVICES Total Budget Percent to Grant Amount to Grant Office Supplies Office Equipment $200.00 100% $200.00 Rental/Purchase Postage Printing $473.72 100% $473.72 MISCELLANEOUS Total Budget Percent to Grant Amount to Grant Contract Labor 39,201.00 100% 39,201.00 Craft Supplies Field Trip Admission Expenses Other Field Trip Expenses Food Supplies Teaching Aids Travel FACILITY AND UTILITIES Total Budget Percent to Grant Amount to Grant Telephone Electric Gas Water and Wastewater Solid Waste Disposal Rent Custodial Services Repairs Cleaning Supplies DIRECT ASSISTANCE Total Budget Percent to Grant Amount to Grant Childcare Scholarships INDIRECT COSTS—ADMINISTRATIVE Total Budget Percent to Grant Amount to Grant Salaries FICA Life Insurance Health Insurance Unemployment Worker's Compensation Retirement INDIRECT COSTS—LEGAL,FINANCIAL,AND INSURANCE Total Budget Percent to Grant Amount to Grant Fidelity Bond or Equivalent Directors and Officers General Commercial Liability Contract Accounting Exhibit C Monthly Request for Reimbursement (RFR) FY 2015 Community Based Program Program Period 10/01/14 to 09/30/15 Submit to: Fort Worth Police Department Submitting Agency: Presbyterian Night Shelter Attn:Jami Hoffman Agency Contact Name: Toby Owen Program Support Division Phone Number: (817)632-7440 350 West Belknap Street Email: towentcDlourneyhome.org Fort Worth,TX 76102 Remit Address: 2400 Cypress Street Fort Worth,TX 76102 Invoice Number: Period covered by this request: 10/01/14 to 09/30/15 mm/ddyy mm/ddW A B C D E Total of Previous (B+C) (A-D) Reimbursements This Total Balance Budget Category Budget Amount Requested Request Requested Available 1 Program Personnel $ - $ - $ - $ - $ - 2 Supplies and Services $ 673.72 $ $ - $ - $ 67332 3 Miscellaneous $ 39,201.00 $ $ - $ - $ 39,201.00 4 Facility and Utilities $ - $ - $ - $ - $ - 5 Direct Assistance $ - $ - $ - $ - $ 6 Indirect Costs- Administrative $ - $ - $ - $ $ - 7 Indirect Costs-Legal, Financial,and Insurance $ - $ - $ - $ - $ - Total Costs $ 39,874.72 $ - $ - $ - $ 39,874.72 Please Attach: 1. Copies of invoices and the receipts on all expenditures 2. For Personnel Cost, copies of signed times sheets 3. Copy of Monthly Performance Report Summary: Total Budget: $ 39,874.72 Previous Requests: $ - This Request: $ - I have reviewed this request and certify that the listed Total Spent: $ - expenses and support documentation are accurate. Balance left in grant: $ 39,874.72 Fiscal Agent Use Only Grantee Authorized Official Date Fund Account Center Title Exhibit D FY 2015 Program Activities Report Program Period 10/01/14 to 09/30/15 Submit to: Fort Worth Police Department Agency: Presbyterian Night Shelter Jacob Browning Contact Name: Toby Owen 350 West Belknap Street Email: towenc iourneyhome.or 2nd Floor Phone Number: (817)632-7440 Fort Worth,TX 76102 Address: 2400 Cypress Street Fort Worth,TX 76102 Period covered: 10/01/14 to 09/30/15 Cumulative Total # Activities Monthly Total Oct Ist-Present Year End Goal 1 Number of hours spent patrolling the Near Eastside Neighborhood. 2,190 2 Number of reports made by security officer to FWPD. 264 3 Number of citations given to offenders that were reported by security officer. 132 Number of reports received from local businesses and non-profit agencies 4 regarding loitering on private property. 156 Number of reports received from local businesses and non-profit agencies 5 regarding the improper storage of personal belongings on private property. 156 Number of contacts made with the vulnerable population,including single 6 females,in target area regarding the provision of shelter and related services. 1,092 I have reviewed this report and certify that the measures provided are accurate and appropriately reflect the CCPD goals set forth in the contract. Authorized Official Signature Date Title Exhibit E FY 2015 Program Effectiveness Measurement Report Program Period 10/01/14 to 09/30/15 Due Quarterly: 1 st Qtr(Oct-Dec)due Jan 15th,2nd Qtr(Jan-Mar)due Apr 15th,3rd Qtr(Apr-Jun) due Jul 15th,and 4th Qtr(Jul-Sep)due Oct 15th Submit to: Fort Worth Police Department Agency: Presbyterian Night Shelter Jacob Browning Contact Name: Toby Owen 350 West Belknap Street Email: towen(�,iourneyhome.org 2nd Floor Phone Number: (817)632-7440 Fort Worth,TX 76102 Address: 2400 Cypress Street Fort Worth,TX 76102 Period covered: 10/01/14 to 09/30/15 # Effectiveness Measurements 1 In FY 2015,there will be a 10%decrease in criminal offenses within the Near Eastside Neighborhood. Please include a narrative of events and accomplishment that occurred during the reporting period. 2 In FY 2015,there will be a 25%decrease in the number of reports made to FWPD by the security officer. Please include a narrative of events and accomplishment that occurred during the reporting period. 3 In FY 2015,there will be a 50%decrease in the number of reports received from local businesses and non-profit agencies regarding loitering on private property. Please include a narrative of events and accomplishment that occurred during the reporting period. 4 In FY 2015,there will be a 50%decrease in the number of reports received from local businesses and non-profit agencies regarding the improper storage of personal belongings on private property. Please include a narrative of events and accomplishment that occurred during the reporting period. 5 In FY 2015,there will be a 10%decrease in criminal offenses involving vulnerable population within the Near Eastside Neighborhood. Please include a narrative of events and accomplishment that occurred during the reporting period. Please include a narrative of any success stories during the reporting period. Use additional pages if necessary. 7 have reviewed this report and certify that the measures provided are accurate and appropriately reflect the CCPD goals set forth in the contract. Authorized Official Signature Date Title EXHIBIT F REQUEST FOR BUDGET MODIFICATION DATE: TO: FROM: REASON: Budget Category Approved Budget Change Requested Revised Budget A. Program Personnel B. Supplies& Services C. Miscellaneous D. Facility& Utilities E. Direct Assistance F. Indirect Costs - Administrative G. Indirect Costs - Legal, Financial, and Insurance TOTAL COST Signature Date BUDGET NARATIVE (DESCRIBE IN DETAIL WHAT THE GRANT FUNDS WILL PURCHASE) JUSTIFICATION: