HomeMy WebLinkAboutContract 30649 :.;0.J r.;,`,C i NO,
INTERLOCAL AGREEMENT
FOR PURCHASE OF LIBRARY SERVICES
This Interlocal Cooperation Agreement for Library Services ("Agreement") is made and
entered into by and between the City of Fort Worth ("Fort Worth") acting by and through
Libby Watson, its duly authorized Assistant City Manager, and the City of Keller ("Keller"),
acting by and through A Vle, # AQ /ape , its duly authorized
WHEREAS, Fort Worth operates an automated library system (collectively the
"System") that uses advanced technology specifically designed for the efficient processing of
library materials and library services; and
WHEREAS, the System is adaptable to provide similar services to other libraries in the
vicinity of Fort Worth; and
WHEREAS, pursuant to authority granted by the Interlocal Cooperation Act, §§ 791.001
et. seq. of the Texas Government Code, Fort Worth and Keller entered into an interlocal
agreement in City Secretary Contract No. 24758 under which Keller purchased automated
library system services from Fort Worth; and
WHEREAS, City Secretary Contract No. 24758 expired on November 30, 2003; and
WHEREAS, Fort Worth has continuously provided library services to Keller from
December 1, 2003 until the present date ("Interim Period"), and Keller has continuously
utilized and benefited from those services for the interim period; and
WHEREAS, the governing bodies of Fort Worth and Keller now wish to enter into a
renewal agreement for library services, and further find that this contract is in the common
interest of both parties.
NOW THEREFORE, the parties agree as follows:
1. PURPOSE AND SCOPE.
The purpose of this Agreement is to promote the efficient provision of automated library
services in public libraries in Tarrant County, Texas. A host computer located at Fort Worth's
Central Library is the base of all operations related to the System. The System serves all of Fort
Worth's branch libraries. Subject to and in accordance with this Agreement, Keller's public
libraries will receive access and be linked to the System to the extent provided in Exhibit "A,"
which is attached hereto and hereby made a part of this Agreement for all purposes herein. Fort
Worth will also provide Keller with certain associated maintenance services and administrative
assistance. Keller shall compensate Fort Worth for telecommunications access, maintenance and
support services as provided in this Agreement.
421 STA 17
2. TERM.
This Agreement shall commence on the date of its execution ("Effective Date") and
expire on September 30, 2005 ("Renewal Period"), unless terminated earlier in accordance with
this Agreement. The parties may renew this Agreement mutually and in writing on an annual
basis.
3. SERVICES PROVIDED.
3.1. Telecommunications Access to System.
Fort Worth or a third party vendor selected by Fort Worth ("Vendor") shall
maintain all telecommunications hardware, software, wiring and other equipment
("Telecommunications Equipment") at both Keller's public library or libraries and the
Fort Worth Central Library necessary to provide Keller with access to the System. Keller
shall have access to the Fort Worth System in accordance with Fort Worth's standard
outside network connections policy, attached as Exhibit `B" and hereby incorporated
into this Agreement for all purposes herein. Keller hereby grants Fort Worth and or the
Vendor the right to all necessary access to Keller's public libraries in order to maintain
the Telecommunications Equipment. Keller, at its sole cost and expense, shall have the
right to add equipment on-site so long as (i) the addition of such equipment is approved
in writing by Fort Worth or the Vendor and (ii) the addition of such equipment does not
interfere with the use and enjoyment of the System by Fort Worth or any other
community that has the right to utilize the System.
3.2. Maintenance of System.
During normal business hours, Fort Worth or the Vendor will provide
maintenance for the System functions and equipment.
3.3. Service Support.
Fort Worth will provide Keller with certain limited service support as follows:
3.3.1. Problem Resolution. Fort Worth shall provide telephone support for
Keller in the diagnosis of hardware, software and other operational
problems related to the System. Fort Worth will use its best efforts to
provide additional reasonable on-site assistance to Keller personnel as
reasonably necessary and as is reasonably available.
3.3.2. Management Reports. Fort Worth shall produce overdue notices, bills
and statistical reports in a form and on a schedule mutually agreed to in
writing by Fort Worth and Keller.
3.3.3. Replacement Equipment. Fort Worth will provide Keller with
replacement equipment, if and when it is needed and available, on a short-
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term, temporary basis and in accordance with terms and conditions agreed
to in writing by Fort Worth and Keller at the time such equipment is
provided.
3.3.4 Training. Fort Worth shall provide training to Keller personnel that is
necessary for operation of the system. This training may be at Fort Worth
or on-site at Keller.
3.3.5 Warranty of Services. Neither Fort Worth nor the Vendor shall
guarantee services for circuit disruptions outside the control of Fort Worth
and or the Vendor. Such disruptions may include, but are not limited to,
functional or performance deficiencies of the Vendor or increases in usage
by other community libraries that exceed planned usage. Service issues
will be handled on a best effort basis in conjunction with the Vendor's
performing warranty work.
4. COMPENSATION.
4.1. System Access.
4.1.1 Interim Period. Keller has paid Fort Worth total compensation of
Eighteen Thousand Two Hundred Seventy Two and 94/100 Dollars
($18,272.94) for automation and frame relay services continuously
provided by Fort Worth during the Interim Period.
4.1.2 Renewal Period. Keller shall also pay Fort Worth Eleven Thousand Four
Hundred Eighty and 70/100 Dollars ($11,480.70) for use and access to the
System for the Renewal Period. This cost shall include all fees for
software licenses and equipment necessary to access and operate the
System. Keller shall make payment for the services specified above on or
before the Effective Date of this Agreement. Keller may purchase
additional software licenses and equipment through Fort Worth at a price
determined at the time and at the then-existing manufacturer's or vendor's
price.
4.2. Maintenance.
The maintenance fee for this Agreement shall be included in the price for the
Renewal Period set forth in Section 4.1.2. Fort Worth may unilaterally increase the
maintenance fee by up to ten percent (10 %) in order to cover increases in Fort Worth's
costs for such maintenance. In the event of an increase, Fort Worth will provide Keller
with written notice thereof as far in advance as practicable of the increase.
4.3. Telecommunications Equipment and Support.
Keller shall pay Fort Worth an equipment and support fee in order to reimburse
Fort Worth for all costs associated with the provision of the Telecommunications
Equipment and other related System hardware, software and services in accordance with
Exhibit "C," attached hereto and hereby made a part of this Agreement for all purposes.
This fee for the renewal period shall not exceed Nine Thousand One Hundred Ninety
Two and 24/100 Dollars ($9,192.24). Keller shall pay Fort Worth the equipment support
fee on or before December 1, 2004.
4.4. Interlibrary Loan and Reciprocal Borrowing In-Kind Services.
As part of this consideration for and to further the purpose of this Agreement, Fort
Worth and Keller shall provide interlibrary loan, reciprocal borrowing services and
delivery to qualified patrons of the other's library system at no charge either to the parties
or their patrons.
5. DISCLAIMER OF WARRANTIES AND LIMITATION OF LIABILITY.
5.1. Keller acknowledges that Fort Worth leases its System from a third-party vendor.
In addition, Keller acknowledges that operation of the System by Fort Worth is largely
dependent on software license agreements and other documents required by the vendor or
a respective manufacturer. All contracts, purchase agreements, leases, software licenses
and other documents related to the System ("System Documents") are public documents
on file in the City Secretary's Office of Fort Worth, are available for inspection and
copying by Keller during normal business hours and are incorporated herein by reference
for all purposes.
5.2. KELLER UNDERSTANDS AND AGREES THAT FORT WORTH DOES
NOT GRANT KELLER ANY RIGHT THAT IS GREATER THAN OR DIFFERENT
FROM ANY RIGHT THAT FORT WORTH MA Y HAVE UNDER THE SYSTEM
DOCUMENTS. IN ADDITION, KELLER UNDERSTANDS AND AGREES THAT
FORT WORTH SHALL NOT BE LIABLE TO KELLER FOR ANY SPECIAL,
DIRECT, INDIRECT, INCIDENTAL OR CONSEQUENTIAL DAMAGES OF ANY
SORT, INCLUDING WITHOUT LIMITATION, DAMAGES TO PROPERTY OR
FOR PERSONAL INJURY, DEATH, LOSS OF PROFITS OR SAVINGS, LOSS OF
USE OR ANY OTHER DAMAGES, WHETHER BASED ON STRICT LIABILITY
OR NEGLIGENCE AND WHETHER RESULTING FROM USE OF THE SYSTEM
OR OTHERWISE, EXCEPT FOR DIRECT, SPECIFIC DAMAGES FOR
PERSONAL INJURY OR PROPERTY DAMAGE ONI,Y TO THE EXTENT CAUSED
BY FORT WORTH'S GROSS NEGLIGENCE OR WILLFUL MISCONDUCT.
5.3. KELLER HEREBY ACKNOWLEDGES AND REPRESENTS THAT IT HAS
INDEPENDENTLY DETERMINED, WITHOUT RELIANCE ON ANY
REPRESENTATIONS THAT MAYOR MAY NOT HAVE BEEN MADE BY FORT
WORTH, THAT THE SIZE, DESIGN, CAPACITY OF THE SYSTEM ANE ZU,9-
7;i
MANUFACTURER AND SUPPLIER ARE SATISFACTORY TO KELLER IN ALL
RESPECTS AND FOR ALL INTENDED PURPOSES. FORT WORTH HAS NOT
MADE AND DOES NOT HEREBY MAKE ANY REPRESENTATION, WARRANTY
OR COVENANT, WRITTEN OR ORAL, STATUTORY, EXPRESS OR IMPLIED, AS
TO ANY MATTER WHATSOEVER, INCLUDING, WITHOUT LIMITATION, THE
DESIGN, QUALITY, CAPACITY, MATERIAL, WORKMANSHIP, OPERATION,
CONDITION, MERCHANTABILITY OR FITNESS FOR A PARTICULAR
PURPOSE, HIDDEN OR LATENT DEFECT OF THE SYSTEM OR ANY PORTION
THEREOF, OR AS TO ANY PATENT, COPYRIGHT OR TRADEMARK
INFRINGEMENT. AS TO FORT WORTH, KELLER HEREBY WAIVES ANY
CLAIM IT MAY HAVE REGARDING, WITHOUT LIMITATION, THE DESIGN,
CAPACITY, MATERIAL, WORKMANSHIP, OPERATION, CONDITION,
MERCHANTABILITY OR FITNESS FOR A PARTICULAR PURPOSE, HIDDEN
OR LATENT DEFECT OF THE SYSTEM OR ANY PORTION THEREOF, AND
ANY CLAIM IT MAY HAVE AS TO ANY PATENT, COPYRIGHT OR
TRADEMARK INFRINGEMENT.
6. TERMINATION.
6.1. By Either Party.
Either party may terminate this Agreement by providing written notice to the
other party at least sixty days (60) days in advance. In the event of such termination,
Keller shall pay Fort Worth all compensation due hereunder through the effective date of
termination. No advance payments to Fort Worth received prior to the effective date of
termination shall be refunded. Within ninety (90) days of the effective date of
termination, at Keller's sole cost and expense, Fort Worth will provide Keller with an
industry-standard copy of Keller's data base on a machine-readable tape in MARC
format or such other format reasonably requested by Keller and available to Fort Worth.
Keller understands and acknowledges that the services provided under this
Agreement are largely contingent upon participation from Keller and other community
libraries within the vicinity of Fort Worth. Fort Worth intends to implement a newly
designed Automated Library System in 2005. Keller will have the option to negotiate a
new agreement with terms and conditions relative to Fort Worth's upgraded system prior
to implementation of the new system.
6.2. Default.
6.2.1. Defined. Keller shall be in default under this Agreement if Keller (i) fails
to pay any compensation or other amounts payable hereunder for a period of ten (10)
days or more (unless Fort Worth has given Keller written consent for additional time to
pay such compensation or other amounts) following receipt by Keller of written notice
thereof or (ii) takes any action that materially prevents Fort Worth from performing its
duties and obligations hereunder (such as, for illustrative purposes only, r
V
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for installation of the System) and such condition continues for a period of thirty (30)
days or more following receipt by Keller of written notice thereof(collectively an "Event
of Default").
6.2.2. Remedies. Fort Worth's ability to pay for the System is due, in part, to
the anticipated receipt of compensation from Keller per this Agreement and from other
Tarrant County communities linked to the System pursuant to similar agreements. In
reliance on this participation and joint cooperation by Keller and such other communities,
Fort Worth has entered into System Documents with multiple-year terms that have
required advance planning and long-term financial commitments. Therefore, if an Event
of Default occurs, Fort Worth may exercise any and all of the following remedies: (i)
declare an Event of Default in writing to Keller and terminate this Agreement
immediately; (ii) recover from Keller all compensation then due and unpaid; and (iii)
recover from Keller all compensation to become due, by acceleration or otherwise, during
the remainder of the term of this Agreement, which sums Keller hereby agrees to
appropriate at such time.
6.3. Termination of System Documents.
If any of the System Documents are terminated and such termination materially
prevents Fort Worth from performance under this Agreement, Fort Worth may
immediately terminate this Agreement upon provision of written notice to Keller.
7. MISCELLANEOUS.
7.1. Ownership of Data Base. Keller shall at all times retain ownership and use of its
database, including patron files and records.
7.2. No Waiver. The failure of either party to insist upon the performance of any
provision or condition of this Agreement or to exercise any right granted herein shall not
constitute a waiver of that party's right to insist upon appropriate performance or to assert
any such right on any future occasion.
7.3. Severability. If any provision of this Agreement is held by a court of competent
jurisdiction to be invalid, illegal or unenforceable, the validity, legality and enforceability
of the remaining provisions shall not in any way be affected or impaired.
7.4. Force Majeure. The parties shall exercise their best efforts to meet their
respective duties and obligations hereunder, but shall not be held liable for any delay in
or omission of performance due to force majeure or other causes beyond their reasonable
control, including, but not limited to, compliance with any state or federal law or
regulation, acts of God, acts of omission, fires, strikes, lockouts, national disasters, wars,
riots, material or labor restrictions, transportation problems or existing contractual
obligations directly related to the subject matter of this Agreement.
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7.5. Venue and Jurisdiction. This Agreement shall be construed in accordance with
the laws of the State of Texas. Venue for any action brought on the basis of this
Agreement shall lie exclusively in state courts located in Tarrant County, Texas or the
United States District Court for the Northern District of Texas— Fort Worth Division. In
any such action, the prevailing party shall recover from the other all reasonable attorneys'
fees, court costs and other reasonable expenses incurred as a result of the action.
7.6. System Documents Control. In the event of any conflict between this
Agreement and the System Documents,the System Documents shall control.
7.7. Notices. Keller shall provide Fort Worth with the name, direct phone number,
facsimile number, and e-mail address of a Keller employee who will be a responsible
contact for all issues involving this Agreement.
7.7. Entirety of Agreement. This written instrument, including all Exhibits attached
hereto and any documents incorporated herein by reference, contains the entire
understanding and agreement between Fort Worth and Keller 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 this Agreement. This Agreement may not be
amended unless set forth in writing and signed by both parties.
[Signature page follows]
EXECUTED in multiples this X`5rday of �B��P,/�? 20 .
CITY OF FORT WORTH: CITY OF KELLER:
By:
Lbr6y Wats#- AName: k1 t e H h kEsHIC IL
Assistant City Manager Title: G ;y 0%4„/ 4 G
ATTEST: ATTEST:
By: By6�a. 609 or
Marty Hendrix Name: he_i ICL ,� 11�►'iS
City Secretary Title: d
y
APPROVED AS TO FORM AND LEGALITY:
By:
Maleshia . Farmer
Assistant City Attorney
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EXHIBIT`B"
ACCESS AGREEMENT AND
EXTRANET CONNECTION STANDARD
The City of Fort Worth ("Fort Worth") owns and operates a file server computer system and
network(collectively the "Network").
The City of Keller ("Keller") wishes to access a subset of Fort Worth's network, specifically,
the Integrated Library System("ILS System"), for library and patron services.
In order to receive the necessary services, Keller needs access to Fort Worth's ILS System and
may need access to Internet services in conjunction with use of the ILS system.
Fort Worth is willing to grant Keller access to the Network and the ILS System, subject to the
terms and conditions set forth in this Agreement.
Fort Worth and Keller hereby agree as follows:
1. Grant of Limited Access
1.1 Access Keller is hereby granted a limited right of access to Fort Worth's Network for
the sole purpose of utilizing Library and patron services provided under this
Agreement. Keller can only enter the Network via Fort Worth's computer system;
therefore, Fort Worth will provide Keller with a password and access number or
numbers as necessary to perform Keller's duties.
1.2 Hardware All hardware, circuits, and related gear covered under this Agreement
should be placed in secure location, clearly marked. Fort Worth personnel should be
provided access to all hardware through the designated Point of Contact (POC) as set
forth in Section 6 of this Agreement.
2. Definitions
Circuit For the purposes of this Agreement, circuit refers to the method of
network access, whether it is through traditional ISDN, Frame
Relay etc. or via Virtual Privacy Network (VPN) encryption
technologies.
Sponsoring
Organization Fort Worth Public Library (FWPL) is the sponsoring organization
that has requested that third party cities gain access to the FWPL
ILS System and the City of Fort Worth network.
Third Party A business or entity that is not a formal or subsidiary part of the
FWPL or the City of Fort Worth.
3. Network Restrictions
3.1. Keller may not share any passwords or access number or numbers provided by
Fort Worth except with Keller's officers, agents, servants or employees who work
directly with this project.
3.2. Keller may not access the Network for any purpose other than those set forth in
this Agreement.
3.3. Keller acknowledges, agrees and hereby gives its authorization to Fort Worth to
monitor and or perform an annual or semi-annual audit of Keller's use of Fort Worth's
Network in order to ensure Keller's compliance with this Agreement. Fort Worth will
provide at least thirty (30) days written notice of any intent to conduct such audit.
3.4. A breach by Keller, its officers, agents, servants or employees, of this Agreement
and any other written instructions or guidelines that Fort Worth provides to Keller
pursuant to this Agreement, shall be grounds for Fort Worth immediately to deny Keller
access to the Network and Keller' s data. Fort Worth may also exercise any other
remedies that Fort Worth may have under this Agreement or at law or in equity.
4. Third Party Connection
Connections between Fort Worth and third parties that require access to the Fort Worth's
resources fall under this standard, regardless of whether a telecommunications circuit (such as
frame relay or ISDN) or Virtual Privacy Network(VPN)technology is used for the connection.
All new connection requests between third parties and the sponsoring organization require that
representatives of the third party and the sponsoring organization are in agreement regarding the
connection.
5. Security Review
All new extranet connectivity will go through a security review with the Information
Security department (IT Solutions) either annually or semi-annually to insure that the connection
is consistent with this agreement. The reviews are to ensure that all access matches the business
requirements in the best possible way, and that the principle of least access is followed.
6. Point of Contact
The sponsoring organization must designate a person to be the Point of Contact (POC)
for the Extranet connection. The POC acts on behalf of the sponsoring organization, and is
responsible for those portions of this policy as they may relate to the Access agreement. A
second POC should also be listed. In the event that the POC changes, IT Solutions must be
informed promptly. Fort Worth will contact the POC for security audits of facilities and services
covered by this agreement. Fort Worth's primary contact for the auditing process shall be the
Manager of Information Security for the City of Fort Worth.
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7. Establishing Connectivity
The sponsoring organization should provide secure facilities for network gear and work
with the Fort Worth staff to initiate and secure the connectivity. All connectivity established
must be based on the least-access principle, in accordance with the approved business
requirements and the security review. Fort Worth relies upon the third party to take reasonable
precautions for protecting Fort Worth's network from exposure to virus infection, malware, or
any other security threat. Reasonable precautions include, but are not limited to, keeping virus
protection up to date within the sponsoring organization's network and maintaining security
patches and fixes on patron workstations. Virus file definitions should be updated on a weekly
basis through an automated process. In general, security patches and fixes should be applied
minimally every three months and critical updates should be implemented within one month of
release. Neglecting to take reasonable precautions may result in denial of access to the Network.
The City of Fort Worth may consult and assist with maintaining these reasonable precautions if
resources are available; however, Fort Worth is not responsible for or obligated to guarantee
such precautions. It is Keller's responsibility to maintain a secure environment.
8. Modifyine or Changing Connectivity or Access
All changes in access initiated by Keller must be accompanied by a valid business
justification, and are subject to security review. Any changes to be implemented to Fort Worth's
Network must adhere to Fort Worth's Change Management Process. A copy of the Change
Management Process is available upon request. The sponsoring organization is responsible for
notifying IT Solutions when there is a material change in their originally provided information so
that security and connectivity evolve accordingly.
9. Terminating Access
When access is no longer required, Keller must notify Fort Worth in writing within sixty
(60) days. This may mean a modification of existing permissions up to and including
terminating the circuit, as appropriate. If during the course of an audit of the facilities and
services provided to Keller, the connections are found to be deprecated, or are being used in a
manner inconsistent with this agreement, access may be terminated immediately. IT Solutions
will notify the POC or the sponsoring organization of the change prior to taking any action.
3
EXHIBIT "C"
LISTING OF FORT WORTH PUBLIC LIBRARY HARDWARE INSTALLED
AT KELLER PUBLIC LIBRARY
Location: 640 Johnson Road, Keller TX 76248
Name Description Components
Contivity 1100 Nortel Networks Contivity Extranet . Memory: 128 MB RAM;
Security Switch 1100 series 32MB Flash
• 300 MHz processor,
• LAN/WAN interfaces:
- 2 10/1006aseT Ethernet
ports (RJ-45),
- Management/console port
(DB-9).
• Contivity O/S with 5 tunnels
and RIPv2 routing
• Contivity Stateful Firewall;
Baystack 470 Nortel Netwoks Baystack 470 . 48T Stackable Ethernet
Switch series 48T Switches.
M&C Request Review Pagel of 2
FORT WORTH
W -,
Home I Council Agenda I M&C I Employee Directory I Morning Report I Ads I PRS I Solution Zone I Departments I SiU
Pr
DATE: 9/7/2004 REFERENCE NO.: **C-20264 LOG NAME: 84METROPA(
CODE: C TYPE: CONSENT PUBLIC HEARING: NO
SUBJECT: Interlocal Agreements for Automated Library Circulation and Related Services between the
of Fort Worth and the Cities of Haltom City, Keller, Richland Hills and Watauga, Texas
RECOMMENDATION:
It is recommended that the City Council:
1. Authorize the City Manager to extend Interlocal Agreements with Haltom City, Keller, Richland Hill
and Watauga, Texas for the provision of automated library and supporting telecommunications service:
the City of Fort Worth through September 30, 2005.
DISCUSSION:
On June 25, 1985, the City Council approved the purchase of an automated library system for the Fort
Worth Public Library. In planning for that system and its successors, Fort Worth was allowed to offer
automated library services to other libraries in the North Texas Regional Library System on a cost-shat
basis.
On December 15, 1998, the City Council approved M&C C-17189. It renewed existing Interlocal
Agreements between Fort Worth, Haltom City and Keller. It also authorized new agreements between
Worth, Richland Hills and Watauga. Under these agreements, the Fort Worth Public Library provides
automated library services and supporting telecommunication services for these four cities. These ser
are provided on a cost-sharing basis. Each city pays Fort Worth its share of the costs associated with
automated library system and telecommunications network.
The new agreements reflect each city's share of the system and telecommunication costs, as well as tl
cost increase for the library's telecommunication network upgrade, M&C P-9982. Expected revenues 1
each city during this agreement period (FY03/04 — FY04/05) are:
City Amount
Haltom Com___
Keller $ 38,946
Richland Hills $ 27,319
Watuaga $ 35,127
All revenue from selling shares in the Fort Worth Public Library's automated system will be deposited ii
Library Automated System Sharing Special Revenue Fund. This account is reserved for future expan:
the Library's central site computer hardware and software.
http://www.cfwnet.org/council_packet/mc_review.asp?ID=2757&councildate=9/7/2004 9/7/2004
M&C Request Review Page 2 of 2
FISCAL INFORMATION/CERTIFICATION:
The Finance Director certifies that the Administrative Division of the Library Department will be respons
for the collection of funds due to the City under these contracts. All costs associated with this contract
borne by the cities of Haltom City, Keller, Richland Hills, and Watauga. There will be no direct cost to t
of Fort Worth.
TO Fund/Account./Centers FROM Fund/Account/Centers
GR03 467092 084840010000 $134,579.52
Submitted for City Manager's Office by: Libby Watson (6183)
Originating Department Head: Gleniece Robinson (7706)
Additional Information Contact: Gleniece Robinson (7706)
ATTACHMENTS
http://www.cfwnet.org/council_packet/mc_review.asp?ID=2757&councildate=9/7/2004 9/7/2004