HomeMy WebLinkAboutContract 46141 AGREEMENT BETWEEN THE CITY OF FORT WORTH
AND THE FORUM FOR YOUTH INVESTMI SECWAW
CONTRACT N0. Ll
This Agreement("Agreement")is entered into on this day of lyyy'2014, ("Effective Date")
by and between the City of Fort Worth, a home-rule municipal co oration of the State of Texas, acting by and
through its duly authorized Assistant City Manager, and The Forum for Youth Investment ("Consultant"), a
nonprofit corporation of Washington, D.C., acting by and through its duly authorized Vice President of
Business Strategy,Thomas Devaney.
WHEREAS, in March 2012, the City applied for and received a grant from the Wallace Foundation,
which is a philanthropic organization whose mission is to improve learning and enrichment opportunities for
children,particularly those living in distressed urban areas;
WHEREAS, City and The Wallace Foundation entered into a contract (City Secretary Contract
Number 43490) ("Grant") for the City to use the Grant funds to create a systemic approach for ensuring high
quality, accessible year-round out-of-school time programs for Fort Worth youth, said program otherwise
known as Strengthening,Programs through Advocacy,Resources and Collaboration("SPARC");
WHEREAS, the City requires certain professional development services for the overall purpose of
improving and strengthening the SPARC program;
WHEREAS, Consultant, through its David P. Weikart Center for Youth Program Quality, has a
mission to help adults get young people ready for life through the implementation of evidence-based processes
that assess and improve the quality of out-of-school time programs;
WHEREAS, to accomplish its missions, Consultant provides evaluations, consultations,and training to
strengthen state and local partnerships that focus on young people, expand and improve learning opportunities
for all youth and align and advance policies and resources to make them more effective;
WHEREAS,to carry out the purposes of the Grant and SPARC, City and Consultant mutually desire to
enter into this Agreement to have Consultant provide training, evaluation and consultation services for the
SPARC program;
WHEREAS, the Grant establishes as one of its key goals the establishment of a sustainable citywide
OST program coordinating entity;
WHEREAS, Fort Worth SPARC, a Texas nonprofit corporation, has recently been created and will
serve as that coordinating entity; however, Fort Worth SPARC is currently in the early stages of development
and is not fully operational to the point of assuming the everyday roles and responsibilities of the SPARC
program;
WHEREAS, Consultant expressly understands and acknowledges that Fort Worth SPARC may, at
some point during the term of this Agreement, assume management and control of the SPARC program and, by
extension,the City's duties,rights,and obligations set forth in this Agreement; and
NOW, THEREFORE, in consideration of the mutual covenants herein ee as
follows:
OFFICIAL RECORD
SECTION 1 CITY SECRETARY
SCOPE OF SERVICES FT.WORTH,TX
1.1 Consultant agrees to provide training, evaluations, and consultation services for Me SPARC
program as detailed in the scope of services set forth in Exhibit A, which is attached hereto and incorporated
herein by reference ("Services"), for any or all of the sites listed and set forth in exhibit B, which is attached
Agreement with The Forum for Youth Investment RECEIVED NO V 11 1 of 17
hereto and incorporated herein by reference("Sites"). The specific Sites that will be the subject of the Services
under this Agreement will be mutually agreed to by the parties in writing.
SECTION 2
TERM AND TERMINATION
2.1 Term. Unless terminated earlier pursuant to the terms of this Agreement, this Agreement
shall commence upon the Effective Date and terminate on August 31, 2015 or upon completion of the
Services specified,whichever is earlier. Articles 5, 6, 7,and 9 herein shall survive the term of this Agreement.
2.2 Termination for Convenience.
2.2.1 The City may terminate this Agreement for its convenience upon ten (10) days
written notice to Consultant. Upon receipt of such notice, Consultant shall
immediately discontinue all Services and work and the placing of all orders or the
entering into of contracts for all supplies, assistance, facilities and materials in
connection with the performance of this Agreement and shall proceed to cancel
promptly all existing contracts insofar as they are chargeable to this Agreement.If the
City terminates this Agreement under this section, the City shall pay Consultant for
Services actually performed in accordance herewith prior to such termination, less
such payments as have been previously made, in accordance with a final statement
submitted by Consultant documenting the performance of such work.
2.2.2 Consultant may, for any reason, terminate this Agreement upon thirty (30) days
written notice to the City. Consultant shall provide the City with copies of all
completed or partially completed documents prepared under this Agreement on or
before the effective date of termination. If the Consultant terminates this Agreement
under this section, the City shall pay Consultant for Services actually performed in
accordance herewith prior to such termination, less such payments as have been
previously made, in accordance with a final statement submitted by Consultant
documenting the performance of such Services
2.3 Termination for Cause. The City may terminate this Agreement for cause in the event
Consultant fails to perform in accordance with the terms and conditions contained herein. In such event, the
City shall give Consultant written notice of Consultant's failure to perform, giving Consultant fourteen (14)
calendar days to come into compliance with the Agreement's requirements. If Consultant fails to come into
compliance with this Agreement, City shall notify Consultant, in writing, and this Agreement shall be
terminated as of the date of such notification. Termination of this Agreement under this provision shall not
relieve the Consultant of any damages resulting from a breach or a violation of the terms of this Agreement.
2.4 Non-appropriation of Funds. In the event no funds or insufficient funds are appropriated by the
City in any fiscal period for any payments due hereunder, City will notify Consultant of such occurrence and
this Agreement shall terminate on the last day of the fiscal period for which appropriations were received
without penalty or expense to the City of any kind whatsoever, except as to the portions of the payments herein
agreed upon for which funds shall have been appropriated.
2.5 Upon termination of this Agreement for any reason,Consultant shall provide the City with
originals and copies of all completed or partially completed work prepared under this Agreement within thirty
(30)calendar days after the effective date of termination,unless otherwise stated in this Agreement.
SECTION 3
COMPENSATION AND PAYMENT
3.1 The City shall pay Consultant an amount not to exceed Twenty-Seven Thousand Eight
Hundred Forty-Five Dollars and No Cents ($27,845.00) in accordance with the provisions of this Agreement
Agreement with The Forum for Youth Investment 2 of 17
and the fee schedule set forth in Exhibit A, and upon completion of Services rendered and materials furnished
by Consultant under this Agreement.
3.2 The City shall make each installment payment within thirty (30) calendar days after the City
receives an invoice for the respective Service or deliverable, unless there is a dispute as to the invoice or Service
performed. In the event of a disputed or contested billing,the City shall notify the Consultant of any error in an
invoice not later than the 21St calendar day after the City receives the invoice. Only that portion so contested
may be withheld from payment, and the undisputed portion will be paid. If any dispute is resolved in favor of
the City, then the Consultant shall submit a corrected invoice to the City, which shall be paid within (30)
calendar days after the City receives said invoice.
3.3 Consultant shall not perform any additional services for the City not specified by this
Agreement unless the City requests and approves in writing the additional services and costs for such services.
The City shall not be liable for any additional expenses of Consultant not specified by this Agreement unless the
City first duly approves such expenses in writing. City and Consultant may amend this Agreement to allow for
additional payment if additional services are required.
3.4 Consultant and the City understand that completion of many of the deliverables is dependent on
collaborative work by both parties and on meetings with multiple stakeholders from various organizations. As
such, it may be necessary to modify the timeline and/or due dates for deliverables as the project progresses. In
such cases and where appropriate, the parties may agree, in writing, to extend or modify any of the time
deadlines set forth in this Agreement.
3.5 Payment shall be made to The Forum for Youth Investment and sent to the attention of Thomas
Davaney, 7064 Eastern Ave NW, Washington, DC 20012.
SECTION 4
DISCLOSURE OF CONFLICTS AND CONFIDENTIAL INFORMATION.
4.1 Consultant hereby warrants to the City that Consultant has made full disclosure in writing of
any existing or potential conflicts of interest related to Consultant's Services under this Agreement. In the event
that any conflicts of interest arise after the Effective Date of this Agreement, Consultant hereby agrees
immediately to make full disclosure to the City in writing. Consultant, for itself and its officers, agents and
employees, further agrees that it shall treat all information provided to it by the City as confidential and shall
not disclose any such information to a third party without the prior written approval of the City. Consultant shall
store and maintain City information in a secure manner and shall not allow unauthorized users to access,
modify, delete or otherwise corrupt City information in any way. Consultant shall notify the City immediately if
the security or integrity of any City information has been compromised or is believed to have been
compromised.
SECTION 5
RIGHT TO AUDIT.
5.1 Consultant agrees that the City shall, until the expiration of three years after final payment
under this Agreement, have access to and the right to examine at reasonable times any directly pertinent books,
documents, papers and records of the Consultant involving transactions relating to this Agreement at no
additional cost to the City. Consultant agrees that the City shall have access during normal working hours to all
necessary Consultant facilities and shall be provided adequate and appropriate work space in order to conduct
audits in compliance with the provisions of this section. The City shall give Consultant reasonable advance
notice of intended audits.
5.2 Consultant further agrees to include in all its subcontractor agreements hereunder a provision to
the effect that the subcontractor agrees that the City shall, until expiration of three years after final payment of
the subcontract, have access to and the right to examine at reasonable times any directly pertinent books,
documents, papers and records of such subcontractor involving transactions related to the subcontract, and
Agreement with The Forum for Youth Investment 3 of 17
further that City shall have access during normal working hours to all subcontractor facilities and shall be
provided adequate and appropriate work space in order to conduct audits in compliance with the provisions of
this paragraph. City shall give subcontractor reasonable notice of intended audits.
SECTION 6
INDEPENDENT CONTRACTOR.
6.1 It is expressly understood and agreed that Consultant shall operate as an independent contractor
as to all rights and privileges granted herein,and not as agent,representative or employee of the City. Subject to
and in accordance with the conditions and provisions of this Agreement, Consultant shall have the exclusive
right to control the details of its operations and activities and be solely responsible for the acts and omissions of
its officers, agents, servants, employees, contractors and subcontractors. Consultant acknowledges that the
doctrine of respondeat superior shall not apply as between the City, its officers, agents, servants and employees,
and Consultant, its officers, agents, employees, servants, contractors and subcontractors. Consultant further
agrees that nothing herein shall be construed as the creation of a partnership or joint enterprise between City and
Consultant.
SECTION 7
LIABILITY AND INDEMNIFICATION.
7.1 LIABILITY. CONSULTANT SHALL BE LIABLE AND RESPONSIBLE FOR ANY
AND ALL PROPERTY LOSS,PROPERTY DAMAGE AND PERSONAL INJURY,INCLUDING,BUT
NOT LIMITED TO, 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 CONSULTANT, AND ITS
DIRECTORS, OFFICERS, REPRESENTATIVES, AGENTS, SERVANTS, SUBCONTRACTORS, OR
EMPLOYEES.
7.2 INDEMNIFICATION. CONSULTANT COVENANTS AND AGREES TO AND DOES
HEREBY INDEMNIFY, HOLD HARMLESS, AND DEFEND, AT ITS OWN EXPENSE, THE CITY
AND ITS OFFICERS,AGENTS,SERVANTS,REPRESENTATIVES,AND EMPLOYEES FROM AND
AGAINST ANY AND ALL CLAIMS, LAWSUITS,JUDGMENTS, ACTIONS, CAUSES OF ACTION,
LIENS, LOSSES, EXPENSES, COSTS, FEES (INCLUDING, BUT NOT LIMITED TO, ATTORNEY'S
FEES AND COSTS OF DEFENSE), PROCEEDINGS, DEMANDS, DAMAGES, LIABILITIES,
AND/OR SUITS OF ANY KIND OR NATURE, INCLUDING, BUT NOT LIMITED TO, THOSE FOR
PROPERTY LOSS (INCLUDING, BUT NOT LIMITED TO, WORKERS' COMPENSATION ACT
LIABILITY, LOST PROFITS, AND PROPERTY DAMAGE) AND/OR PERSONAL INJURY
(INCLUDING,BUT NOT LIMITED TO, DEATH) TO ANY AND ALL PERSONS, OR OTHER HARM
FOR WHICH RECOVERY OF DAMAGES IS SOUGHT,OF WHATSOEVER KIND OR CHARACTER,
WHETHER REAL OR ASSERTED,ARISING OUT OF OR RESULTING FROM ANY ACTS,ERRORS,
OR OMISSIONS OF CONSULTANT, AND ITS DIRCTORS, OFFICERS, AGENTS, SERVANTS, AND
EMPLOYEES AND/OR CONSULTANT'S CONTRACTORS AND THEIR RESPECTIVE OFFICERS,
AGENTS, EMPLOYEES, DIRECTORS, MEMBERS, PARTNERS, AND REPRESENTATIVES IN
CONNECTION WITH THE EXECUTION, PERFORMANCE, ATTEMPTED PERFORMANCE, OR
NONPERFORMANCE OF THIS CONTRACT,EXCEPT THAT THE INDEMNITY PROVIDED FOR IN
THIS PARAGRAPH SHALL NOT APPLY TO ANY LIABILITY RESULTING FROM THE SOLE
GROSS NEGLIGENCE OF THE CITY.
7.3 IF ANY ACTION OR PROCEEDING SHALL BE BROUGHT BY OR AGAINST THE
CITY IN CONNECTION WITH ANY SUCH LIABILITY OR CLAIM, CONSULTANT, ON NOTICE
FROM THE CITY, SHALL DEFEND SUCH ACTION OR PROCEEDING, AT CONSULTANT'S
EXPENSE,BY OR THROUGH ATTORNEYS REASONABLY SATISFACTORY TO CITY.
7.4 Consultant shall require all of its subcontractors to include in their subcontracts a release and
indemnity in favor of the City in substantially the same form as above.
Agreement with The Forum for Youth Investment 4 of 17
7.5 This section shall survive the termination or expiration of this Agreement.
SECTION 8
ASSIGNMENT AND SUBCONTRACTING.
8.1 Consultant shall not assign or subcontract all or any part of its rights, privileges or duties under
this Agreement without the prior written consent of City, and any attempted assignment or subcontract of same
without such prior written approval shall be void and constitute a breach of this agreement.
SECTION 9
INSURANCE.
9.1 Consultant shall provide the City with certificate(s) of insurance documenting policies of the
following minimum coverage limits that are to be in effect prior to commencement of any work pursuant to this
Agreement. Consultant has an ongoing duty to provide the City with an annual certificate of insurance to
evidence coverage. Such insurance shall cover all insurable risks incident to or in connection with the
execution, performance, attempted performance or nonperformance of this Agreement. Consultant shall
maintain the following coverage and limits thereof:
9.1.1 Coverage and Limits
(a) Commercial General Liability
$1,000,000 Each Occurrence
$2,000,000 Aggregate
(b) Automobile Liability
$1,000,000 Each accident on a combined single limit basis or
$250,000 Bodily injury per person
$500,000 Bodily injury per occurrence
$100,000 Property damage
Coverage shall be on any vehicle used by the Consultant, its officers,
directors, servants, employees, agents, and representatives in the course of the
providing Services under this Agreement. "Any vehicle" shall be any vehicle
owned, hired and non-owned
(c) Worker's Compensation
Statutory limits
Employer's liability
$100,000 Each accident/occurrence
$100,000 Disease-per each employee
$500,000 Disease -policy limit
This coverage may be written as follows:
Workers' Compensation and Employers' Liability coverage with limits
consistent with statutory benefits outlined in the Texas workers' Compensation
Act (Art. 8308 — 1.01 et seq. Tex. Rev. Civ. Stat.)and minimum policy limits
for Employers' Liability of $100,000 each accident/occurrence, $500,000
bodily injury disease policy limit and$100,000 per disease per employee
(d) Professional Liability(Errors &Omissions)
$1,000,000 Each Claim Limit
$1,000,000 Aggregate Limit
Agreement with The Forum for Youth Investment 5 of 17
Professional Liability coverage may be provided through an endorsement to the
Commercial General Liability (CGL) policy, or a separate policy specific to
Professional E&O. Either is acceptable if coverage meets all other
requirements. Coverage shall be claims-made, and maintained for the duration
of the contractual agreement and for two (2) years following completion of
services provided. An annual certificate of insurance shall be submitted to the
City to evidence coverage.
9.1.2 Certificates. Certificates of insurance evidencing that the Consultant has obtained all
required insurance shall be delivered to the City prior to Consultant proceeding with any work
pursuant to this Agreement. All policies except Workers' Compensation and Professional
Liability shall be endorsed to name the City as an additional insured thereon, as its interests
may appear. All policies shall contain a Waiver of Subrogation for the benefit of the City of
Fort Worth. The term City shall include its employees, officers, representatives, officials, agent,
and volunteers in respect to the contracted Services. Any failure on the part of the City to
request required insurance documentation shall not constitute a waiver of the insurance
requirement. A minimum of thirty (30) days' notice of cancellation or reduction in limits of
coverage shall be provided to the City. Ten(10)days' notice shall be acceptable in the event of
non-payment of premium. Such terms shall be endorsed onto Consultant's insurance policies.
Notice shall be sent to the Risk Manager,City of Fort Worth, 1000 Throckmorton, Fort Worth,
Texas 76102, with copies to the City Attorney at the same address.
SECTION 10
COMPLIANCE WITH LAWS,ORDINANCES,RULES AND REGULATIONS.
10.1 Consultant agrees to comply with all applicable federal, state and local laws, ordinances, rules
and regulations. If the City notifies Consultant of any violation of such laws, ordinances, rules or regulations,
Consultant shall immediately desist from and correct the violation.
SECTION 11
NON-DISCRIMINATION COVENANT.
11.1 Consultant, for itself, its personal representatives, assigns, subcontractors and successors in
interest, as part of the consideration herein, agrees that in the performance of Consultant's duties and
obligations hereunder, it shall not discriminate in the treatment or employment of any individual or group of
individuals on any basis prohibited by law. If any claim arises from an alleged violation of this non-
discrimination covenant by Consultant, its personal representatives, assigns, subcontractors or successors in
interest, Consultant agrees to assume such liability and TO INDEMNIFY AND DEFEND THE CITY AND
HOLD THE CITY HARMLESS FROM SUCH CLAIM.
SECTION 12
NOTICES.
12.1 Notices required pursuant to the provisions of this Agreement shall be conclusively determined
to have been delivered when (1) hand-delivered to the other party, its agents, employees, servants or
representatives or (2) received by the other party by United States Mail, registered, return receipt requested,
addressed as follows:
TO CITY: TO CONSULTANT:
City of Fort Worth The Forum for Youth Investment
Parks and Community Services Department Attn: Thomas Devaney
Attn.: Sheri Endsley 7064 Eastern Ave NW
4200 South Freeway, Suite 2200 Washington,DC 20012
Fort Worth Texas 76115
Agreement with The Forum for Youth Investment 6 of 17
With copy to:
City of Fort Worth
Attn: City Manager and City Attorney
1000 Throckmorton Street
Fort Worth, Texas 76102
SECTION 13
GOVERNMENTAL POWERS.
13.1 It is understood and agreed that by execution of this Agreement, the City does not waive or
surrender any of its governmental powers.
SECTION 14
NO WAIVER AND SEVERABILITY.
14.1 The failure of the City or Consultant to insist upon the performance of any term or provision of
this Agreement or to exercise any right granted herein shall not constitute a waiver of the City's or Consultant's
respective right to insist upon appropriate performance or to assert any such right on any future occasion.
14.2 If any provision of this Agreement is held to be invalid, illegal or unenforceable, the validity,
legality and enforceability of the remaining provisions shall not in any way be affected or impaired.
SECTION 15
GOVERNING LAW/VENUE.
15.1 This Agreement shall be construed in accordance with the internal laws of the State of Texas. If
any action, whether real or asserted, at law or in equity, is brought on the basis of this Agreement, venue for
such action shall lie in state courts located in Tarrant County, Texas or the United States District Court for the
Northern District of Texas, Fort Worth Division.
SECTION 16
FORCE MAJEURE.
16.1 The City and Consultant shall exercise their best efforts to meet their respective duties and
obligations as set forth in this Agreement, but shall not be held liable for any delay or omission in performance
due to force majeure or other causes beyond their reasonable control (force majeure), including, but not limited
to, compliance with any government law, ordinance or regulation, acts of God, acts of the public enemy, fires,
strikes, lockouts, natural disasters, wars, riots, material or labor restrictions by any governmental authority,
transportation problems and/or any other similar causes.
SECTION 17
HEADINGS NOT CONTROLLING.
17.1 Headings and titles used in this Agreement are for reference purposes only and shall not be
deemed a part of this Agreement.
SECTION 18
REVIEW OF COUNSEL AND SIGNATURE,AUTHORITY.
18.1 The parties acknowledge that each party and its counsel have reviewed and revised this
Agreement and that the nonnal rules of construction to the effect that any ambiguities are to be resolved against
the drafting party shall not be employed in the interpretation of this Agreement or exhibits hereto.
18.2 The person signing this Agreement hereby warrants that he/she has the legal authority to
execute this agreement on behalf of the respective party, and that such binding authority has been granted by
Agreement with The Forum for Youth Investment 7 of 17
proper order, resolution, ordinance or other authorization of the entity. The other party is fully entitled to rely on
this warranty and representation in entering into this Agreement.
SECTION 19
AMENDMENTS/MODIFICATIONS/EXTENSIOPvS.
19.1 No extension, modification or amendment of this Agreement shall be binding upon a party
hereto unless such extension, modification, or amendment is set forth in a written instrument, which is executed
by an authorized representative and delivered on behalf of such party.
SECTION 20
COORDINATING ENTITY
20.1 Consultant expressly understands and acknowledges that Fort Worth SPARC or another
nonprofit coordinating entity may, at some point during the term of this Agreement, assume management and
control of the SPARC program. Notwithstanding anything to the contrary, should Fort Worth SPARC or
another coordinating entity assume the management and control of the SPARC program, the parties agree that
such entity shall become a party to the Agreement either by way of amendment or assignment.
20.1.1 If City, in its sole and absolute discretion, determines that an amendment is necessary,
then the parties shall amend this Agreement to add Fort Worth SPARC or another
nonprofit coordinating entity as a party hereto. Should the parties fail to come to terms
on such amendment, then City shall have the right to terminate this Agreement without
penalty, with such termination being treated as a termination for convenience.
20.1.2 If City, in its sole and absolute discretion, determines that an assignment is necessary,
City has the absolute right, without notification to or approval from Consultant, to
assign this Agreement, either in whole or in part, to Fort Worth SPARC or another
nonprofit entity that will serve as the coordinating entity for the SPARC program.
SECTION 21
ENTIRETY OF AGREEMENT.
21.1 This Agreement, including the schedule of exhibits attached hereto and any documents
incorporated herein by reference, contains the entire understanding and agreement between the City and
Consultant, their assigns and successors in interest, as to the matters contained herein. Any prior or
contemporaneous oral or written agreement is hereby declared null and void to the extent in conflict with any
provision of this Agreement.
IN WITNESS WHEREOF, the parties hereunder executed this Agreement in Tarrant County, Fort Worth,
Texas to be effective of the Effective Date.
CITY OF FORT WORTH,TEXAS THE FORUM FOR YOUTH INVESTMENT
By: By:
Su an Alanis Thomas Devaney
Assistant City Managger Vice President of Business Strategy
Date: 1 1 k d I I'1 Date: 2
Agreement with The Forum for Youth Investment 8 of 17
APPROVED AS TO FORM AND LEGALITY:
T er F.Wallach
Assistant City Attorney
ATTEST:
Ma V$°
City Secretary y,$ g®
T o
k
AS
No M&C required
OFFICIAL RECORD
CITY SECRETARY
FT.WORM TX
Agreement with The Forum for Youth Investment 9 of 17
EXHIBIT A
SCOPE OF WORK,DELIVERABLES,AND INSTALLMENT PAYMENTS
This scope of work will support the implementation of a quality assessment and improvement process based on the
research based,Youth Program Quality Intervention ("YPQI"). The process will include the following elements:
Element YPQI Project Dates __ De-s-c Opt on and Action-
Designated staff from the Sites participate in a kickoff
Kickoff Meeting X X Fall 2014 workshop to introduce the elements of the quality improvemerr
system,review timelines,expectations,and the like.
External assessment at baseline Fall 2014/ External Assessments completed in Fall 2014 by reliable
(Youth PQA or School-Age PQA) X X Winter 2014- designated Staff from the Sites.
2015
Program self assessment at Fall 2014 J Site staff attends the Program Quality Assessment("PQA")
baseline(Youth PQA or School-Age X X Winter 2014- Basics training and completes a team-based program self-
assessment in Fall 2014.Online Basics course is also
PQA) 2015 available.
Site staff participate in a 1-day planning with data workshop,
Improvement Planning X X Winter 2015 continue planning on-site with teams,and develop program
improvement plans.Online planning with data course is also
available.
Youth Work Methods Summit for designated staff and
managers from the Sties delivered by designated staff from the
Youth Work Methods trainings Winter-Spring Sites that have attended the Youth Work Methods Training of
Active-Participatory Approach X X 2015 Trainers Workshop.Selected workshops are identified by
aligned to PQA) improvement plans.Site staff and managers plan and deliver
new instructional practices.Youth Work Methods online
courses are also available.
Site managers attend the Quality Instructional Coaching
Quality Instructional Coaching for workshop and will be trained to provide instructional coaching
X for Site staff,which includes providing observation and
Site staff (focused on instruction) feedback(instructional coaching)using the relevant PQA items
as a standard for skill-building practice.
Technical Assistance("TA")
Coaching for Site managers Site managers shall be supported by Consultant's technical
X assistance coaches to implement the quality improvement
(focused on continuous
practices described above.
improvement practices)
A detailed scope of services and associated deliverables to support the quality process outlined above follows and is
organized by these sections:
Routine YPQI
1. System Building Resources-Consultant staff shall be available to ensure successful quality improvement
system building efforts.Supports for Site staff and managers include ongoing phone and email technical
assistance as well as access to a peer learning network and resources from similar systems.
2. Capacity Building Trainings-There are a number of trainings available to encourage capacity-building the
SPARC program and to support long-term sustainability.Two intensive trainings prepare Site staff and
managers to deliver the Consultant's content. A coaching training prepares designated Site staff and
managers to deliver technical assistance and support to programs implementing the YPQI.
3. Research Services-The YPQI is a research-driven intervention which provides you with reporting on both
site/organizational and network level data and findings.Also available are participant surveys and technical
assistance.
4. Materials-Consultant shall provide the following materials, includingthe PQA tools, PQA handbooks,
Methods/Management guidebooks, PQA playing cards and pyramid of program quality posters.
5. Online Services and Trainings -Consultant shall provide online services that will enhance participant
experiences of the designated Site staff and managers through check-in webinars and online courses that
will guide them throughout the YPQI process.Consultant shall provide access to the Online Scores Reporter
for submitting data and generating reports.
Agreement with The Forum for Youth Investment 10 of 17
6. Trainings And Presentations- Consultant warrants that the core YPQI trainings throughout the Assess-Plan-
Improve phases will optimize SPARC program staff's experience in the YPQI, as well as improve the quality of
their programming.
General Contracting and Relationship Notes:
1. Consultant shall assign the SPARC program with a project team that includes a project manager,field
consultant/trainer,and technical and logistics support team.
2. Consultant's project team will work with SPARC to coordinate delivery of materials, live training,webinars,
scores reporter accounts, data audits, research deliverables, billing,and anything else required under this
Agreement.
3. Consultant shall ship training materials via FedEx ground shipping when the logistics request form is
returned with final training numbers at least 2-weeks ahead of the desired delivery date. Shipping fees may
be applied if confirmation is not received in this timeframe.
4. Partial or full shipping costs may be applied to international orders.
Deliverables
System Building Resources:
Ongoing system building Training and Technical Assistance
("T&TA")Package
Consultant shall provide consulting, coaching,and technical
assistance to support designated staff and managers from the
Sites in building a local Quality Improvement Systems("QIS")for
the SPARC program. Consultant shall collaborate with the staff and
managers at the Sites for the SPARC program throughout the
process of creating and sustaining a local QIS.Consultant shall
use the Roadmap to QIS Building to guide a process that will focus
on planning and designing the QIS,engaging stakeholders, pilot
implementation,and reflecting on successes and challenges.
Consultant shall provide support in the following ways:
• Regular communication with designated staff and managers
at the Sites and SPARC program managers via phone,email,
and the like. Ongoing T&TA Package
• Consultation on the following:
• Overall QIS design and creation of and feedback on Total=$2,500.00
timelines,documents, and processes for continuous
improvement model
• Site selection, recruitment,creation of expectations
for Sites, and creation/maintenance of a master
participation list of sites
• Recruitment and creation of expectations for external
assessors, coaches and/or trainers
• Supporting participating Sites throughout the process
• Long-term goal setting
• Guidance on data collection and technical support
• Invitations to participate in a National Quality Improvement
Learning Community
• Planning for maintenance,growth, and sustainability of QIS
• Participation in a recruitment call/webinar with Site managers
and/or administrators
Agreement with The Forum for Youth Investment 11 of 17
Deliverables Price
Meetings: 2 Visits:1-day visit
Consultant shall conduct two half-day workshops, plus one in-
person technical assistance and planning workshop led by a
project manager or trainer. The workshops will present staff and
managers from the Sites with the framework for building a QIS and
support planning for the SPARC program in preparation for the
pilot,covering the below elements.The remainder of the day will
be for onsite TA and small group meetings. Based on the needs
assessment conducted by the Consultant,topics could include the
following: 2 half day meetings+onsite TA+ Meeting Prep and
• Identifying Needs and Assessing Readiness—Key Delivery: $2,200/day
activity/event kicks off planning and development;
Articulate need;Champion(s)emerges;Assess resources: Travel= $500.00
demand by agencies, intermediary capacity,funders
• Build Engagement and Buy-In—Develop standards; Identify Total =$2,700.00
data collection needs and tools; Engage multiple youth-
serving sectors; Identify intermediary
• Design Quality Improvement Model—Define purposes,
resources and scale;Align elements of the system:
metrics,T&TA supports,accountabilities; Develop
infrastructure for holding/tracking data(quality,outcome,
T&TA participation,etc)
• 2-4 hour kickoff meeting for participating Site staff and
managers
Capacity Building Trainings:
Regional Training_
Consultant shall provide one person, who shall be selected by the
City,with the Youth Work Methods Training of Trainers("Methods
TOT")training- (4-week distance;3-day live; 1-week distance) -
This course will prepare participants to lead the 10 item-aligned 1 participant at$1,625.00 per slot*
Methods TOT professional development workshops.The TOT
begins with 4 weeks of distance coursework comparable to a Total=$1,625.00
college-level course and culminates in an intensive 3-day live
workshop. Finally,there is one last week of distance work to wrap-
up.Consultant shall provide the participant with a binder that *Includes tuition, materials, meals,and training cost.Late
contains training agendas for all the item-aligned workshops as registration fees may apply
well as a set of 10 TOT guidebooks.
Cost covers tuition,materials,online modules,6 meals(breakfast
and lunch for each training day)and meeting space.Other travel
and room and board costs must be covered by training participant
or training host.
Agreement with The Forum for Youth Investment 12 of 17
Deliverables
Regional Training:
Consultant shall conduct a regional training program called.Youth
Work Management Training of Trainers("Management TOT"),(3-
weeks online;2-day live; 1-week online) -This Management TOT is
targeted at staff and managers at the Sites who wish to be able to
support their Sites throughout the QIC.The Management TOT 1 participant at$1,050.00 per slot*
course consists of three weeks of distance learning and two days
of live training.Qualified*graduates of the Management TOT will Total=$1,050.00
be able to facilitate the Planning with Data and Quality
Instructional Coaching workshops as well as provide *Includes tuition, materials, meals,and training cost. Late
comprehensive logistical and professional development support to registration fees may apply.
Site staff who are involved in the process.Cost covers tuition,
materials,online modules,4 meals(breakfast and lunch for each
training day),and meeting space.Other travel and room and board
costs must be covered by training participants or training host.
*Participants must have experience collecting PQA data and have
participated in Basics and Planning with Data trainings. Being a
PQA reliable rater is desired but not required.
Research Services:
Staff and Supervisor Surveys:
Development and administration of staff and supervisor surveys
for Sites participating in QIS. Surveys will gauge thoughts and
opinions about the different components of the improvement
system and ask about behavior change. Survey links will be Total =$1,300.00
emailed to participants and completed online via an online survey
technology. Consultant's research team will produce an aggregate
memo report of survey results,or include the survey results in a
QIS report.
Materials:
PQA Forms:
XX PQA copies @$3.50/copy*
XXcopies of School-Age PQA Form A for self(4/site)and external
assessments(2/site) Total =$0.00
XX copies of Youth PQA Form A for self(4/site)and external
assessments(2/site) *Printed locally from downloadable PDF/No Cost
XX copies of the Youth PQA Form B
90 Guidebooks
Youth Work Management and Methods Training Series
Guidebooks: Total=$990.00
Consultant shall provide 90 Youth Work Methods Guidebooks to
support Youth Work Methods trainings to be delivered designated *Fed Ex ground shipping included for orders placed 2-
staff and managers at the Sites. Each Site will send 3 staff to up weeks ahead of desired delivery date. Shipping costs
to 2 different YW Methods Workshops delivered by local trainers(6 applied for international orders and those placed with less
guidebooks per site). than 2 weeks lead time.
Online Services and Trainings:
Agreement with The Forum for Youth Investment 13 of 17
®- . .
Online Training:
Consultant shall provide up to 3 persons with access to Online PQA
Basics (1-3hr): Prepares designated staff and managers of the
Sites to conduct program self-assessment(using the School-Age Up to 3 PQA Basics slots:$110 per slot
or Youth PQA)and is the first step to becoming a reliable rater of
the PQA.This Online PQA course is self-paced with instant Total=$330.00
enrollment.This Online PQA course includes a copy of the
corresponding PQA handbook and a printed copy of the tool for
each participant. This training can be used as a supplemental or
substitute to the live PQA Basics training.
Online Scores Reporter:
Consultant shall provide 15 program Sites with access to the
online PQA Scores Reporter.Youth Program Site leads and
designated staff and managers from the Sites can enter program
assessment scores(Form A and B)for multiple observations and
generate automatic reports containing all the scores from within
their organization.Site leads can also enter program improvement 15 sites at$60 per site per year
plans. Designated staff and managers from the Sites will be able
to track completion of assessments and SPARC program Total =$900.00
improvement plans,and generate automatic reports for the SPARC
program.The online PQA Scores Reporter includes ongoing tech
support for a seamless user experience.The Consultant shall also
provide ongoing consultation and support for your network's data
infrastructure. This includes yearly updates to the SPARC program
information,data alignment,and data archiving.
Trainings and Presentations:
Webinars to support Site leads and teams through the quality
improvement process:
Consultant shall provide 1 webinar to support the assessment and
data entry process. Consultant shall facilitate this webinar to
support the SPARC program self-assessment process and the 2 webinars: $400 per webinar for up to 35 participants+
process of entering data into the online scores reporter. $100 for up to 15 additional participants
Consultant shall provide :1 webinar to support the improvement Total=$800.00
stage. Consultant shall facilitate this webinar to support the
implementation of improvement plans,youth work methods
practices,and Quality Instructional Coaching.
DATES: Fall 2014-Winter 2015
Live Training(1-day visit):
Consultant shall conduct a PQA Basics Live training session for up
to 40 designated staff and managers from the Sites(1-2 slots per Up to 25 participants: $3,450 + $80 per additional
Site)(1-day):This training will prepare participants to conduct participant
program self-assessment,and is the first step to becoming a
reliable external assessor.These trainings are primarily for Site Training= up to$4,650.00(total include 40 participants)
staff,especially Site leads, but can also include anyone who will Travel= $500.00
continue on the external assessor track,including program staff,
funders,and other stakeholders. The specific time and location of Total =up to$5,150.00
the training shall be mutually agreed upon by the parties.
DATE: Fall 2014
LOCATION: Fort Worth,Texas
Agreement with The Forum for Youth Investment 14 of 17
Deliverables;
Live Training(2-day visit):
Consultant shall provide live Youth PQA External Assessor
Reliability Training for up to 15 designated staff and managers of
the Sites.The training shall be for two consecutive days and will
take place from gam to 5 pm both days.This workshop is intended
for participants who will serve as reliable external assessors in the
YPQI process who do not have a current endorsement(i.e. new
assessors). Reliable assessors must meet rigorous standards that
require in-depth exploration of the Youth PQA.Training participants
must attend the entire training,over the course of which they will
watch a series of videos and practice scoring the Youth PQA under
the guidance of an experienced reliable rater of the Consultant. Up to 15 participants: $5,500+$300 per additional
The training culminates in a video reliability check where training participant*
participants must achieve 80%reliability in order to pass.Training
participants who pass will be endorsed Youth PQA external Training=$5,500.00
assessors for 1 year. Participants who do not reach reliability Travel =$700.00
during the live portion of the training will have the opportunity to
take one more test at a distance, within a 3-month window, in Total =$6,200.00
order to pass.
Training participants who have a current reliability endorsement in
the Youth PQA that is about to expire(i.e. refreshers)may attend $150/additional participant for day 2 only
the 2nd full day of training to practice and take the reliability test in
order to renew their endorsement at no additional charge.
There is a maximum of 15 training participants for this training
regardless of the combination of training participants who are new
assessors or refreshers.Additional participants may require a
second trainer.
The specific time and location of the training shall be mutually
agreed upon by the parties.
DATE:Fall 2014
LOCATION: Fort Worth,Texas
Webinar Series:
Consultant shall provide School-Age PQA External Assessor
Reliability Refresher Distance Training in the form of a webinar.
Site managers and employees will have the opportunity to 2 participants**: $175 per participant
participate in a distance-learning follow-up to the Youth PQA
External Assessor Reliability Training,which will focus on the
distinct elements of the School-Age PQA.This distance learning will Total =$350.00
consist of independent work as well as 2 webinars and
remote reliability check that must be completed within a 3-month
window,and will take approximately 8 hours(2 webinars and self- **If you need folks trained in both the School Age and
paced work).Training participants who pass will be endorsed Youth PQA's, they would need to attend the live 2-day
School-Age PQA External Assessors for 1 year. training listed above(to become reliable in the Youth PQA)
This webinar series is intended both for new assessors who have plus complete the webinar series listed here(to become
just completed live reliability training in the Youth PQA as well as reliable in the School-age PQA)
those assessors who need only a refresher in the School-Age PQA.
DATE: Fall 2014
LOCATION:Fort Worth,TX
Agreement with The Forum for Youth Investment 15 of 17
Dpliverables
Live Training(1-day visit):
Consultant shall provide a live training Planning with Data
workshop for up to 15 Site teams.A Site team includes up to 5
Site managers and employees. This training shall be for one day
and will take place from 9:00 am to 5:00 pm. SPARC program
managers in attendance should have attended PQA Basics and
have been active participants in the SPARC program self- Up to 15 Site teams: $3,450+ $250 per additional team
assessment phase. During the Planning with Data workshop, (Each team may bring up to 5 members and will receive 2
participants will consider the realities of change initiatives, learn full sets of materials)
how to read their program quality data reports, and learn how to
make effective improvement plans based on the data.The Training= $3,450.00
workshop is designed to provide Site managers with the tools to Travel= $500.00
take the planning with data process back to their staff teams and
support effective improvement planning. Consultant shall provide Total=$3,950.00
reports based on information from the Scores Reporter database.
The specific time and location of the training shall be mutually
agreed upon by the parties.
DATE:Winter 2015
LOCATION: Fort Worth,TX
TOTAL Cost=$27,845.00
Agreement with The Forum for Youth Investment 16 of 17
EXHIBIT B
SITES
Location Address
Diamond Hill Station 2700 Meacham Blvd.,76137
Tan lewood Elementary School 1215 Country Club Ln., 76112
Martin Club 3123 Avenue G., 76105
United Community Centers 3101 Avenue I., 76105
Eastside YMCA day camp 1500 Sandy Ln.,76112
Worth Heights Community Center 3551 New York Ave.,76110
Andrew Doc Session Community
Center 201 S. Sylvania Ave.,76111
Diamond Hill Community Center 1701 NE 36th,76106
Riverside Community Center 3700 E.Belknap St.,76111
Fire Station Community Center 1601 Lipscomb St., 76104
Southwest Community Center 6300 Welch Ave.,76133
R.D.Evans Community Center 3242 Lackland Rd.,76116
Agreement with The Forum for Youth Investment 17 of 17