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HomeMy WebLinkAboutContract 46098 CITY SECRETARY CONTRACT NO, STATE OF TEXAS § COUNTIES OF TARRANT, WISE § AND DENTON § BOYS & GIRLS CLUBS OF GREATER FORT WORTH SAFE HAVEN YOUTH PROGRAM - MARTIN THIS Agreement is made between the City of Fort Worth ("City"), a municipal corporation, acting herein by and through Charles W. Daniels, its duly authorized Assistant City Manager, and Boys and Girls Clubs of Greater Fort Worth ("BGCGFW") acting by and through Daphne Barlow Stigliano, it duly authorized President. RECITALS WHEREAS, City has determined that Safe Haven Youth Programs are necessary to support crime prevention in the City during FY 2015 to support the adoption of a prevention focus by the police department and the community and to provide a secure environment for children; and WHEREAS, BGCGFW has agreed to operate a Safe Haven Youth Program which will provide a secure environment in which children can receive educational tutoring assistance; and support the adoption of a prevention focus by the police department and the community; and WHEREAS, City desires to contract with BGCGFW to operate the Safe Haven Youth Program at their Martin Community Center("BGCGFW SITYP"); and WHEREAS, City, as consideration for the performance of BGCGFW, has appropriated monies in the CCPD Budget as reimbursed by the CCPD in the amount of $307,015.00 ("Program Funds") to provide to BGCGFW for the operation of the BGCGFW SITYP; NOW, THEREFORE, in consideration of the mutual covenants herein expressed, the parties agree as follows: CONTRACT DOCUMENTS The Contract documents shall include the following: M 1. This Agreement for the BGCGFW SITYP M 2. Exhibit A—Scope of Work � 3. Exhibit B—Budget C=) 4. Exhibit C—Request for Reimbursement OFFICOA ® 5. Exhibit D—Program Activities Report o7C�2 M 6. Exhibit E—Program Effectiveness Measurement Report ® BGCGFW SITYP CFW and BOYS&GIRLS CLUBS Page 1 of 11 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 BGCGFW. BGCGFW 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 Scope of Work, attached, and incorporated herein for all purposes incident to this Agreement. BGCGFW shall be responsible for day-to-day administration of the BGCGFW SHY-P. BGCGFW agrees to expend the Program Funds in accordance with its BGCGFW SITYP budget, described in Exhibit`B," attached. Program activities shall be reported in accordance with Exhibit "D," attached and effectiveness measurements shall be reported in accordance with Exhibit`B," attached. 2. Program Funds. 2.1 In no event shall the total distribution of Program Funds from City made to BGCGFW during the term of this Agreement exceed the total sum of$307,015.00. 2.2 Payment of the Program Funds from City to BGCGFW shall be made on a cost-reimbursement basis following receipt by City from BGCGFW of a signed Request for Reimbursement (RFR), as described in Exhibit "C," and copies of all receipts and support documentation. BGCGFW shall deliver to City a written detailed Program Activities Report and Program Effectiveness Measurement Report as described in Section 4.2 below with each RFR to support expenditure of Program Funds. Such reports shall be signed by BGCGFW or duly authorized officer of BGCGFW. 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. Submit the monthly RFR with an original signature by an authorized representative 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. In addition, a quarterly Program Effectiveness Measurement Report from BGCGFW will be required as described in section 4.2 and must be approved prior to reimbursements. Reimbursements shall be made within 30 days receipt of said documents. 2.3 BGCGFW is authorized to adjust any categories in the budget, as outlined in Exhibit `B," 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 BGCGFW SITYP CFW and BOYS&GIRLS CLUBS Page 2 of 11 Program Funds; however, BGCGFW 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 BGCGFW'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: JAMES RODRIGUEZ, 350 W. Belknap Street, Fort Worth, Texas, 76102. 3. Term. This Agreement shall commence upon October 1, 2014 and shall end on September 30, 2015. All of BGCGFW's expenditures under this Agreement must be completed no later than September 30, 2015. 4. Program Performance. 4.1 BGCGFW agrees to maintain full documentation supporting the performance of the work and fulfillment of the objectives set forth in Exhibit"A." 4.2 BGCGFW 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 Measurements 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 Measurement 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 BGCGFW 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 BGCGFW not meet these requirements, BGCGFW will be given an additional 15 days to submit the required reports to City. If, at the end of this 15-day extension period, BGCGFW has not submitted the required reports, City will send a non-compliance letter notifying BGCGFW's duly authorized representative of a possible suspension of program funding. BGCGFW SITYP CFW and BOYS&GIRLS CLUBS Page 3 of 11 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 BGCGFW 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 BGCGFW under or in connection with this Agreement. 5.2 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 BGCGFW default, inability to perform or to comply with the terms herein; or for other good cause. 5.3 Termination will be effected by delivering to BGCGFW a notice of termination, specifying the portion of the Agreement affected and the effective date of termination. Upon BGCGFW's receipt of notice of termination, BGCGFW 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. 5.4 In the event City suspends or terminates this Agreement for cause, and the cause for such suspension or termination is determined to be invalid, BGCGFW sole remedy shall be reinstatement of this Agreement. BGCGFW 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. 5.5 Within thirty (30) days following the date of termination of this Agreement, BGCGFW shall return to City any property provided hereunder. City will have no responsibility or liability for BGCGFW'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. BGCGFW shall maintain all equipment used in the administration and execution of the BGCGFW SITYP. BGCGFW shall maintain, replace, or repair any item of equipment used in support of the BGCGFW SITYP 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 BGCGFW SITYP and/or for use under the terms of BGCGFW SITYP CFW and BOYS&GIRLS CLUBS Page 4 of 11 this Agreement is the sole responsibility of BGCGFW. BGCGFW shall not use Program Funds or City funds to repair or replace said equipment. BGCGFW shall use any and all equipment purchased with Program Funds exclusively in support of the BGCGFW SITYP. Within 10 days following the purchase of equipment, BGCGFW 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 BGCGFW 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 BGCGFW under this Agreement. BGCGFW, 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 BGCGFW's operations will be undertaken and may be conducted either by City or an independent auditor of City's choice. BGCGFW 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 BGCGFW 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 BGCGFW. 7.3 If, as a result of any audit, it is determined that BGCGFW misused, misapplied, or misappropriated all or any part of the Program Funds, BGCGFW agrees to reimburse City the amount of such monies so misused, misapplied, or misappropriated, plus the amount of any sanction, penalty, or other charge levied against City because of such misuse,misapplication, or misappropriation. 7.4 BGCGFW'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 BGCGFW SITYP assets as appropriate, if deemed required by City in its sole discretion. 7.5 BGCGFW covenants and agrees to fully cooperate with City in monitoring the effectiveness of the services and work to be performed by BGCGFW under this Agreement, and City shall have access at all reasonable hours to offices BGCGFW SITYP CFW and BOYS&GIRLS CLUBS Page 5 of 11 and records of BGCGFW, its officers, members, agents, employees, and subcontractors for the purpose of such monitoring. 8. Independent Contractor. 8.1 BGCGFW shall operate hereunder as an independent contractor and not as an officer, agent, or servant or employee of City. BGCGFW 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 BGCGFW, 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 BGCGFW. It is expressly understood and agreed that no officer, member, agent, employee, subcontractor, licensee, or invitee of BGCGFW, 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 BGCGFW, 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 BGCGFW, 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. BGCGFW 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. BGCGFW AGREES TO DEFEND, INDEMNIFY, AND HOLD THE CITY, ITS OFFICERS, AGENTS, SERVANTS, AND EMPLOYEES HARMLESS AGAINST ANYAND 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 BGCGFW SITYP CFW and BOYS&GIRLS CLUBS Page 6 of 11 CONTRACTOR, ITS OFFICERS, AGENTS, ASSOCIATES, EMPLOYEES, CONTRACTORS (OTHER THAN THE CITY), OR SUBCONTRACTORS RELATED TO THE PERFORMANCE OF THIS AGREEMENT, EXCEPT THAT THE INDEMNITY PROVIDED FOR IN THIS SECTION SHALL NOT APPLY TO ANY LIABILITY RESULTING FROM THE SOLE NEGLIGENCE OF THE CITY OR ITS 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. BGCGFW 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 BGCGFW 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 BGCGFW SITYP is situated; and no other public official of such locality or localities who exercises any functions or responsibilities with respect to the BGCGFW SITYP 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. BGCGFW shall incorporate, or cause to be incorporated, like language prohibiting such interest, in all contracts and subcontracts hereunder. 11.2 No officer, employee, member, or program participant of BGCGFW 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 BGCGFW of any land, materials, supplies, or services purchased with any funds transferred hereunder, except on behalf of BGCGFW, as an officer, employee, member, or program participant. Any willful violation of this paragraph with the knowledge, expressed or implied, of BGCGFW 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, BGCGFW 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 BGCGFW SITYP CFW and BOYS&GIRLS CLUBS Page 7 of 11 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 BGCGFW will not unlawfully discriminate against any person or persons because of age, race, color, religion, sex, disability, national origin, or sexual orientation, nor will BGCGFW permit its officers, members, agents, employees, subcontractors, or program participants to engage in such discrimination. 13. Compliance, 13.1 BGCGFW, 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 BGCGFW any such violation on the part of BGCGFW or any of its officers, members, agents, employees, subcontractors, or program participants, then BGCGFW shall immediately desist from and correct such violation. 13.2 BGCGFW 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 BGCGFW to any such violations on the part of BGCGFW or any of its officers, members, agents, employees, program participants, or subcontractors, then BGCGFW shall immediately desist from and correct such violation. 14. Waiver of Immunity. If BGCGFW 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, BGCGFW 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. 15. Insurance Requirement. 15.1 BGCGFW 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. BGCGFW SITYP CFW and BOYS&GIRLS CLUBS Page 8 of 11 (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 BGCGFW'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 BGCGFW further agrees that it shall comply with the Worker's Compensation Act of Texas and shall provide sufficient compensation insurance to protect BGCGFW 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. 16.4 BGCGFW 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 BGCGFW SITYP CFW and BOYS&GIRLS CLUBS Page 9 of 11 amendments to the terms of this Agreement must be in writing and must be signed by authorized representatives of each parry. 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 BGCGFW: Jim Larkin, Program Director Boys and Girls Clubs of Greater Fort Worth 3218 E. Belknap Street Fort Worth,TX 76111 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 Captions and headings used in this Agreement are for reference purposes only and shall not be deemed a part of this Agreement. 16.9 BGCGFW certifies that it has obtained a 501 (c) (3) Certificate from the Internal Revenue Service. BGCGFW shall notify in writing of any changes to its 501 (c) (3) tax exempt status during the term of this Agreement 16.10 The provisions and conditions of this Agreement are solely for the benefit of City and BGCGFW and are not intended to create any rights, contractual or otherwise, to any other person or entity. BGCGFW SITYP CFW and BOYS&GIRLS CLUBS Page 10 of 11 IN WITNESS WHEREOF, the parties hereto have executed this agreement in ra/ tiples in Fort Worth, Tarrant County, Texas, to be effective this --::?)!5f—day of CITY OF FORT WORTH BOYS AND GIRLS CLUBS OF GREATER FORT WORTH W. Daniels Daphne Barlow Stigliano Assistant City Manager President Date: /Q. 31>, /4— Date: C/;Lx//y 4;4� (it/, Je frey . Halstead Chief of Police Date: a--?o 'f7 APPROVED AS TO FORM AND LEGALITY: Kelly Madrl Assistant City Attorney Date: 16 ?D �'0QRr gg ATTEST: 8 °°°per® 0 0 �° °-4 C 1X Mary Kayse °®o° City Secretary o CIO X Contract Authorizati©n OFFICIAL RECORD -- / CITY SECRETARY Date - - —— — GITo WORTH9 YX BGCGFW SITYP CFW and BOYS&GIRLS CLUBS Page 11 of 11 EXHIBIT A SCOPE OF WORK BGCGFW Safe Haven Youth Program The Scope of Work is to be performed and documented in compliance with the monthly program activities and quarterly effectiveness measurement reports outlined in exhibits D and E. Boys and Girls Clubs of Greater Fort Worth Safe Haven Youth Program-Martin 2014.2015 Budget Narrative Budget 2014.2015 ADMINISTRATIVE: IT Specialist ($57,130 @ 5%) 2,856.50 Maintenance ($40,000 @ 5%) 2,000.00 Corporate Operations Officer ($109,865 @ 5%) 5,493.25 Janitor ($11.31/hr @1,350 hrs) 15,268.50 Subtotal 25,618.25 FICA(7.65%X Admin Salaries) 1,959.80 TOTAL ADMINISTRATIVE 27,578.05 PROGRAM PERSONNEL: Branch Director ($521020 @ 100%) 52,020.00 Education Director ($33,000.@ 100%) 33,000.00 Assist Health PE ($10.20/hr @ 1350 hrs) 13,770.00 Teen Director (12.52/hr @ 1350 hrs) 16,902.00 Assistant Education Director ($10.20/hr @ 1350 hrs) 13,770.00 Cultural Enrichment Director ($10.51/hr @ 1350 hrs) 14,188.50 Social Recreation Director ($10.00/hr @ 1350 hrs) 13,500.00 Front Desk-Admin ($10.40/hr @ 1350 hrs) 14,040.00 Van Driver ($10/hr @ 650 hrs) 6,500.00 Program Services Director ($53,040 @ 9%) 4,773.60 Summer Staff ($10/hr @ 450 hrs) 4,500.00 Summer Staff ($10/hr @450 hrs) 4,500.00 Subtotal 191,464.10 FICA(7.65%Less Cafeteria Plan X Program Salaries) 14,505.20 Health/Dental/Life/Disability Insurance($415x12x 2 staff) 11,500.00 Unemployment 2.02S%first$9,000(90,000) 1,800.00 Worker's Comp 1,034.00 Retirement(5%of est eligible wages) 3,325.00 TOTAL PROGRAM PERSONNEL 223,628.30 SUPPLIES&SERVICES: Office Supplies(Background,Drug Screns,Job Posting,Pens, Paper,Misc.Office Supplies,Internet) 1,500.00 Office Equipment Rental/Purchase(Computers,Calculators) 1,500.00 Postage 100.00 Printing(Copier Service$75 X 12) 900.00 TOTAL SUPPLIES&SERVICES 4,000.00 MISCELLANEOUS: Craft Supplies(Paint,Paint Brushes,Paper,Crafts) 2,750.00 Field Trip Admission Expenses(Member Travel/Training) 500.00 Other Field Trip Expenses(Bus Lease 1,565/mo,Gasoline $500/mo.,Bus MtC.$595/mo) 30,636.00 Food Supplies 2,902.65 Teaching Aids(Video Game Room Equipment,Books,Staff Training) 1,200.00 Travel(Staff mileage 120/miles per month X.555/mile) 800.00 TOTAL MISCELLANEOUS 38,788.65 FACILITY&UTILITIES: Telephone(Telephone,Internet,mobile phones)@ 60% 2,520.00 Electric @ 20%of total bill 4,900.00 Gas @ 20%of total bill 800.00 Water and Wastewater @ 20%of total bill 1,000.00 Cleaning Supplies(Janitorial Supplies,Pest Control)@ 20% 2,500.00 TOTAL FACILITY&UTILITIES 11,720.00 INDIRECT COSTS: Audit and Legal($37,000 X 4%) 1,300.00 TOTAL INDIRECT COSTS: 1,300.00 Total Budget 307,015.00 Exhibit C Monthly Request for Reimbursement(RFR) FY 2015 Safe Haven Youth Program -Martin Program Period 10/1/14 to 09/30/15 Submit to: Fort Worth Police Department Submitting Agency: Boys&Girls Clubs of Greater Fort Worth Attn:James Rodriguez Agency Contact Name: Bob Ehret Program Support Division Phone Number: 817-834-4711 Ext.211 350 West Belknap Street Email: behret fortworthkids.oro Fort Worth,TX 76102 Remit Address: 3218 E.Belknap,Fort Worth,TX 76111 Invoice Number: BGCGFW10.2015 Period covered by this request: 10/1/2014 to 10/31/2014 mm/dd/yy mm/dd/yy 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 Administration $° 27,578, $ - $0 $ $v 27,576 2 Program Personnel $ .` 22028 $ - $0 223,82 3 Supplies&Services $ . 7777:5 '? $ - $0 � 4;OOD 4 Miscellaneous $: v 38,789" $ $0 -38,780- 5 Facility and Utilities $ 11;724 $ - $0 1;724 Legal,Financial,and m 6 Insurance $° $ - $0 7 Direct Assistance $ $ - $0 $ , 8 Indirect Costs $ 1;300- $ - $0 Total Costs $:r ; ti> 307,015= $ $0 $ $ vM 3Q7,(3155== Please Attach: 1. Attach copies of invoices and the receipts on all expenditures 2. For Personnel Cost,include copies of signed times sheets 3. Attach a copy of Monthly Performance Report Summary: Total Budget: $ 307,015.00 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: $ 307,015.00 Fiscat Agent Use Only Grantee Authorized Official Date Fund Account centst Title Exhibit D FY15 Program Activities Report Program Period 10/01/14 to 09/30/15 Submit to: Fort Worth Police Department Agency: Boys&Girls Clubs of Greater Fort Worth Jacob Browning Contact Name: Jim Larkin 350 West Belknap Street Email: ilarkin@fortworthkids.org 2nd Floor Phone Number: 817-834-4711 Fort Worth,TX 76102 Address: 3218 E.Belknap St. Fort Worth,TX 76111 Period covered: 10/01/14 to 09/30/15 Cumulative Total # Activities Monthly Total Oct 1st-Present Year End Goal 1 Unduplicated participants-unique visitors to the program annually 600 2 Power Hour-number of participant visits in power hour/homework help. 9,820 3 Literacy-number or participant visits in literacy activities. 5,205 4 Math-number of participant visits in math activities. 3,740 5 Daily Challenges/Exercise-number of participant visits in daily physical 18,270 challenges/exercise. Healthy Habits/Nutrition-number of participant visits in healthy 6 habits/nutrition activities. 2,745 7 Practices/Clinics-number of participant visits in sports practices/clinics. 1,285 8 Character&Leadership-number of participant visits in Leadership Clubs 1 530 including Keystone,Torch,Triple Play and Junior Staff 9 High Yield Learning Activities-number of participant visits in high yield 5,070 learning activities. 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 FY15 Program Effectiveness Measurement Report Program Period 10/01/14 to 09/30/15 Due Quarterly: 1st 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: Boys&Girls Clubs of Greater Fort Worth Jacob Browning Contact Name: Jim Larkin 350 West Belknap Street Email: Jlarkin(a_fortworthkids.org 2nd Floor Phone Number: 817.834.4711 ext 214 Fort Worth,TX 76102 Address: 3218 E Belknap Street Fort Worth TX 76111 Period covered: 10/01/14 to 09/30/15 # Effectiveness Measurements 1 90%of club youth report no instance of bullying in the past year. Please include a narrative of events and accomplishment that occurred during the reporting period. 2 90%of youth report abstaining from using cigarettes in the past year. Please include a narrative of events and accomplishment that occurred during the reporting period. 3 90%of youth report abstaining from alcohol in the past year. Please include a narrative of events and accomplishment that occurred during the reporting period. 4 90%of youth progress grades on time. 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. 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 F REQUEST FOR BUDGET MODIFICATION DATE: TO: FROM: REASON: Budget Category Approved Budget Change Requested Revised Budget A. Administration B. Program Personnel C. Supplies & Services D. Miscellaneous E. Facility&Utilities F. Legal, Financial, and Insurance G. Direct Assistance H. Indirect Cost TOTAL COST Signature Date BUDGET NARATIVE (DESCRIBE IN DETAIL WHAT THE GRANT FUNDS WILL PURCHASE) JUSTIFICATION: M&C Review Page 1 of 1 Official site of the City of Fort Worth,Texas CITY COUNCIL AGENDA FORT Ill COUNCIL ACTION: Approved on 9/23/2014 DATE: 9/23/2014 REFERENCE NO.: **C-26992 LOG NAME: 35FY15 BOYS AND GIRLS CLUB-MARTIN CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: Authorize Execution of a Contract with the Boys and Girls Clubs of Greater Fort Worth in the Amount Up to $307,015.00 for the Operation of a Safe Haven Youth Program at the Safe Haven-Martin Boys and Girls Club Located at 3123 Avenue G (COUNCIL DISTRICT 8) RECOMMENDATION: It is recommended that the City Council authorize the execution of a contract with the Boys and Girls Clubs of Greater Fort Worth in the amount up to $307,015.00 for the operation of a Safe Haven Youth Program at the Safe Haven-Martin Boys and Girls Club located at 3123 Avenue G. DISCUSSION: The original Youth Safe Haven Program was operated in the near southeast part of Fort Worth and was later expanded to other designated sites in Fort Worth. Youth safe havens are places where children in targeted neighborhoods can play and learn with other children without the fear of being victims of crime. The program strives to offer character and leadership development, educational activities, cultural arts, health/life skills and recreational opportunities. Program staff address additional educational, social, psychological and physical needs youth may experience with a goal of caring for the "whole child." This approach provides youth the tools they need to become responsible adults. This contract shall be effective October 1, 2014 through September 30, 2015. The Boys and Girls Clubs of Greater Fort Worth provides a Youth Safe Haven Program for youth living within a five-mile radius of the Safe Haven-Martin Boys and Girls Club located at 3123 Avenue G, which is in COUNCIL DISTRICT 8. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that upon approval of the above recommendation, funds will be available in the Fiscal Year 2015 budget, as appropriated, of the Crime Control and Prevention District Fund. TO Fund/Account/Centers FROM Fund/Account/Centers GR79 539120 0359808 $307,015.00 Submitted for City Manager's Office by: Charles Daniels (6199) Originating Department Head: Jeffrey W. Halstead (4231) Additional Information Contact: Aya Ealy (4239) ATTACHMENTS http://apps.cfwnet.org/council_packet/mc review.asp?ID=20095&councildate=9/23/2014 10/27/2014