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HomeMy WebLinkAboutContract 47058 (,l hJTRACT NO STATE OF TEXAS § COUNTIES OF TARRANT, WISE § AND DENTON § AGREEMENT BETWEEN THE CITY OF FORT WORTH AND THE SAFE CITY COMMISSION, INC., FOR FUNDING FROM THE CRIME CONTROL AND PREVENTION DISTRICT FOR THE CALL CENTER This Agreement is made between the City of Fort Worth ("City"), a municipal corporation, acting herein by and through Valerie R. Washington, its duly authorized Assistant City Manager, and The Safe City Commission, Inc., ("SCC") acting by and through Ken Shetter, it duly authorized Executive Director. RECITALS WHEREAS, City has determined that SCC Crime Stoppers Call Center ("Call Center") is necessary to improve efficiency of the dissemination of the tip information to the37 municipalities and 18 school districts in Tarrant County by creating and operating a local, in-house tip call center; and WHEREAS, City and SCC have agreed to operate a Call Center, which will be staffed by paid qualified public safety dispatchers. The Call Center will be staffed between the hours of 7:00 a.m. and 11:00 p.m., Monday through Thursday; 7:00 a.m. to midnight on Friday; and 8:00 a.m. to midnight Saturday and Sunday, 52 weeks per year. A voicemail system will be established to receive after-hour calls. Calls received after- hours will be addressed the following morning; and WHEREAS, City desires to contract with SCC to operate a call center; and WHEREAS, City, as consideration for the performance of SCC, has appropriated monies in the Crime Control and Prevention District ("CCPD") Fund Budget in the amount of$75,000.00 ("Program Funds") to provide to SCC for the operation of the SCC Crime Stoppers Call Center; NOW, THEREFORE, in consideration of the mutual covenants herein expressed, the parties agree as follows: AGREEMENT DOCUMENTS The Agreement documents shall include the following: OFpla ICIAP REC0101 9 1. This Agreement for the SCC Call Center CITY ` ;,iill 2. Exhibit A—Scope of Work `" °° 3. Exhibit B —Budget 4. Exhibit C—Request for Reimbursement FY 2016 CALL CENTER CFW and SCC Page I of 12 5. Exhibit D—Program Activities Report 6. Exhibit E—Program Effectiveness Measurement Report 7. Exhibit F—Request for Budget Modification Exhibits A through F, which are attached hereto and incorporated herein, are made a part of this Agreement for all purposes. In the event of any conflict between the terms and conditions of Exhibits A through F, and the terms and conditions set forth in the body of this Agreement, the terms and conditions set forth in the body of this Agreement shall control. The term "City" shall include City, its officers, agents, representatives, and employees. The term "SCC" shall include SCC, its officers, agents, representatives, employees, servants, contractors, and subcontractors. The term "Parry" shall refer to either City or SCC. The term "Parties" shall refer to both City and SCC. AGREEMENT 1. Responsibilities of SCC. SCC 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"— Scope of Work. SCC shall be responsible for day-to-day administration of the Call Center. SCC agrees to expend the Program Funds in accordance with its Call Center budget, described in Exhibit `B"- Budget. Program activities shall be reported in accordance with Exhibit "D" - Program Activities Report and effectiveness measurements shall be reported in accordance with Exhibit "E"- Program Effectiveness Measurement Report. 2. Program Funds. 2.1 In no event shall the total distribution from City made to SCC during the term of this Agreement exceed the total sum of$75,000.00 ("Program Funds"). 2.2 Payment of the Program Funds from City to SCC shall be made on a cost- reimbursement basis following receipt by City from SCC of a signed Request for Reimbursement (RFR), as described in Exhibit "C," and copies of all receipts and support documentation. SCC 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 SCC or duly authorized officer of SCC. 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. FY 2016 CALL CENTER CFW and SCC Page 2 Of 12 Submit the monthly RFR with an original signature by an authorized representative to the Research and Planning Section of the Fort Worth Police Department, ATTENTION: Research and Planning, Bob Bolen Public Safety Complex, 505 W. Felix St., Fort Worth, Texas, 76115. Reimbursements will not be made until after receipt of an acceptable and approved RFR and a monthly Program Activities Report. Additionally, a quarterly Program Effectiveness Measurement Report from SCC is 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 SCC is authorized to modify up to five (5) percent of any budgeted line- item in the original approved budget without prior written permission from City. However, SCC must submit the Budget Modification Form (Exhibit "F") to City, with the monthly RFR, in the month when the modification tools place. The new modified budget cannot exceed the total amount of Program Funds. 2.4 Any modifications of more than five (5) percent of any budgeted line-item in the original approved budget must have prior written permission from City before any budget modifications are made. The Budget Modification Form (Exhibit "F") must be submitted, and request must be approved by City, before any money is moved to the line-item. Once the Budget Modification is approved, the modified budget will take effect on the first day of the following month. The new modified budget cannot exceed the total amount of Program Funds. 2.5 Any modifications to zero line-items in the original approved budget must have prior written permission from City before any budget modifications are made. The Budget Modification Form (Exhibit "F") must be completed and approved by City before money is transferred into the new line-item. Once the Budget Modification is approved, the modified budget will take effect on the first day of the following month. The new modified budget cannot exceed the total amount of Program Funds. 2.6 Budget modification can only occur within the Direct and Indirect costs. Funds may not be moved from a Direct line-item into an Indirect line-item, or vise versus. Modification of Direct and Indirect approved budgets must follow the guidelines outlined in sections 2.3, 2.4 and 2.5. The Budget Modification Form (Exhibit "F") shall be submitted to the Financial Compliance Unit of the Fort Worth Police Department at Bob Bolen Public Safety Complex at 505 W. Felix St., Fort Worth, Texas, 76115. 3. Term. This Agreement shall commence upon October 1, 2015 ("Effective Date") and shall end on September 30, 2016 ("End Date"). All of SCC's expenditures under this Agreement must be completed no later than September 30, 2016. 4. Program Performance. FY 2016 CALL CENTER CFW and SCC Page 3 of 12 4.1 SCC agrees to maintain full documentation supporting the performance of the work and fulfillment of the objectives set forth in Exhibit"A." 4.2 SCC 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`B,"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 1511 day after the end of each month. 4.3 SCC agrees that the monthly RFR and Program Activities Report and quarterly Program Effectiveness Measurement Report will be submitted to City no later than the 1511' day after the end of each month. Should SCC not meet these requirements, SCC will be given an additional 15 days to submit the required reports to City. If, at the end of this 15-day extension period, SCC has not submitted the required reports, City will send a non-compliance letter notifying SCC's duly authorized representative of a possible suspension of program funding. 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 SCC 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 SCC 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 SCC 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 SCC a notice of termination, specifying the portion of the Agreement affected and the effective date of termination. Upon SCC's receipt of notice of termination, SCC shall: (a) Stop work under the Agreement on the date and to the extent specified in the notice of termination; FY 2016 CALL CENTER CFw and SCC Page 4 of 12 (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, SCC sole remedy shall be reinstatement of this Agreement. SCC 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, SCC shall return to City any property provided hereunder. City will have no responsibility or liability for SCC'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. SCC shall maintain all equipment used in the administration and execution of the Call Center. SCC shall maintain, replace, or repair any item of equipment used in support of the Call Center 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 Call Center and/or for use under the terms of this Agreement is the sole responsibility of SCC. SCC shall not use Program Funds or City funds to repair or replace said equipment. SCC shall use any and all equipment purchased with Program Funds exclusively in support of the Call Center. Within 10 days following the purchase of equipment, SCC shall submit to City a detailed inventory of all equipment purchased with Program Funds to the Research and Planning 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 SCC 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 SCC under this Agreement. SCC, 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 SCC's operations will be undertaken and may be conducted either by City or an independent auditor of City's FY 2016 CALL CENTER CFW and SCC Page 5 of 12 choice. SCC 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 SCC by City. If questions are not resolved within this period, City reserves the right to withhold further funding under this and/or future agreement(s) with SCC. 7.3 If, as a result of any audit, it is determined that SCC misused, misapplied, or misappropriated all or any part of the Program Funds, SCC 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 SCC'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 the Call Center assets as appropriate. 7.5 SCC covenants and agrees to fully cooperate with City in monitoring the effectiveness of the services and work to be performed by SCC under this Agreement, and City shall have access at all reasonable hours to offices and records of SCC, its officers, members, agents, employees, and subcontractors for the purpose of such monitoring. 8. Independent Contractor. 8.1 SCC shall operate hereunder as an independent contractor and not as an officer, agent, or servant or employee of City. SCC 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 SCC, 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 SCC. No federal, state, or local income tax, nor any payroll tax of any kind, shall be withheld or paid by City on behalf of SCC. SCC shall not be treated as an employee with respect to the services performed pursuant to this Agreement for federal or state tax purposes. It is expressly understood and agreed that officers, members, agents, employees, subcontractors, licensees, or invitees of SCC, and any program participants hereunder are not eligible for, and shall not participate in any employer pension, health, or other fringe benefit plan provided by City. It is expressly understood and agreed that City does not have the legal right to control the details of the tasks performed hereunder by SCC, its officers, members, agents, employees, subcontractors, program participants, licensees, or invitees. FY 2016 CALL CENTER CFW and SCC Page 6 of 12 8.2 City shall in no way nor under any circumstances be responsible for any property belonging to SCC, 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. SCC 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. SCC AGREES TO DEFEND, INDEMNIFY, AND HOLD THE CITY, ITS OFFICERS, AGENTS, SERVANTS, AND EMPLOYEES HARMLESS AGAINST ANY AND ALL CLAIMS, LAWSUITS, ACTIONS, COSTS, AND EXPENSES OF ANY KIND, INCLUDING, BUT NOT LIMITED TO, THOSE FOR PROPERTY DAMAGE OR LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO OWNER'S BUSINESS AND ANY RESULTING LOST PROFITS) AND/OR PERSONAL INJURY(INCLUDING DEATH) THAT MAY RELATE TO, ARISE OUT OF, OR BE OCCASIONED BY(I) CONSULTANT'S BREACH OF ANY OF THE TERMS OR PROVISIONS OF THIS AGREEMENT OR (II) ANY NEGLIGENT ACT OR OMISSION OR INTENTIONAL MISCONDUCT OF CONTRACTOR, ITS OFFICERS, AGENTS, ASSOCIATES, EMPLOYEES, CONTRACTORS (OTHER THAN THE CIT19, 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 SCC 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-Assi ng ment. No assignment or delegation of duties under this Agreement by SCC shall be effective without City's prior written approval. FY 2016 CALL CENTER CFW and SCC Page 7 of 12 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 Call Center is situated; and no other public official of such locality or localities who exercises any functions or responsibilities with respect to the Call Center 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. SCC 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 SCC 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 SCC of any land, materials, supplies, or services purchased with any funds transferred hereunder, except on behalf of SCC, as an officer, employee, member, or program participant. Any willful violation of this paragraph with the knowledge, expressed or implied, of SCC 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, SCC covenants that neither it nor any of its officers, members, agents, employees, program participants, or subcontractors, while engaged in performing this Agreement shall in connection with the employment, advancement, or discharge of employees, in connection with the terms, conditions or privileges of their employment, discriminate against persons because of their age, except on the basis of a bona fide occupational qualification, retirement plan, statutory requirement, or statutory or ordinance exception. 12.2 SCC will not unlawfully discriminate against any person or persons because of age, race, color, religion, sex, disability, national origin, or sexual orientation, nor will SCC permit its officers, members, agents, employees, subcontractors, or program participants to engage in such discrimination. 12.3 If any claim arises from an alleged violation of this non-discrimination covenant by SCC, its personal representatives, assigns, subcontractors or successors in interest, SCC agrees to assume such liability and to indemnify and defend City and hold City harmless from such claim. This section shall survive the termination or expiration of this Agreement. 13. Compliance. FY 2016 CALL CENTER CFW and SCC Page 8 of 12 13.1 SCC, 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 SCC any such violation on the part of SCC or any of its officers, members, agents, employees, subcontractors, or program participants, then SCC shall immediately desist from and correct such violation. 13.2 SCC 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 SCC to any such violations on the part of SCC or any of its officers, members, agents, employees, program participants, or subcontractors, then SCC shall immediately desist from and correct such violation. 14. Waiver of Immunity. If SCC 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, SCC 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 SCC shall procure and shall maintain during the term of this Agreement the following insurance coverage: (a) Commercial General Liability_(CGL): $1,000,000 per occurrence, with a $2,000,000.00 annual aggregate limit, in a form that is acceptable to the City's Risk Manager. (b) Non-Profit Organization Liability or Directors & Officers Liability: $1,000,000 per occurrence, with a $1,000,000 annual aggregate limit, in a form that is acceptable to the City's Risk Manager. (c) Automobile Liability: $1,000,000 each accident on a combined single limit basis OR split limits are acceptable if limits are at least $250,000 Bodily Injury per person, $500,000 Bodily Injury per accident and $100,000 Property Damage. 15.2 SCC'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. FY 2016 CALL CENTER CFW and SCC Page 9 of 12 15.4 SCC further agrees that it shall comply with the Worker's Compensation Act of Texas and shall provide sufficient compensation insurance to protect SCC 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 nonperformance of this Agreement, venue for said 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, 16.4 SCC 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 including Exhibits A through F, constitute the entire agreement between the parties concerning the work and services to be performed hereunder, and any prior or contemporaneous, oral or written agreement which purports to vary from the terms hereof shall be void. Any amendments to the terms of this Agreement must be in writing and must be signed by authorized representatives of each party. 16.6 All notices required or permitted by this Agreement must be in writing and are deemed delivered on the earlier of the date actually received or the third day following (i) deposit in a United States Postal Service post office or receptacle; (ii) with proper postage (certified mail, return receipt requested); and (iii) addressed to the other party at the address as follows or at such other address as the receiving party designates by proper notice to the sending party: CITY: Valerie R. Washington,Assistant City Manager City Manager's Office City of Fort Worth FY 2016 CALL CENTER CFW and SCC Page 10 of 12 1000 Throckmorton Street Fort Worth, TX 76102 Copies To: Contract Compliance Section Bob Bolen Public Safety Complex 505 W Felix St. Fort Worth, TX 76115 SCC: Ken Sheffer, Executive Director Safe City Commission, Inc. 201 Main Street, Suite 2 Fort Worth, TX 76104 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 The provisions and conditions of this Agreement are solely for the benefit of City and SCC and are not intended to create any rights, contractual or otherwise, to any other person or entity. FY 2016 CALL CENTER CFW and SCC Page I I of 12 IN WITNESS WHEREOF, the parties hereto have executed this agreement in multiples in Fort Wortih, Tarrant County, Texas, to be effective this „�� ° °'"day of ?t 20 . APPROVED AND AGREED FOR CITY OF FORT WORTH APPROVED AND AGREED FOR SAFE�, „ TY COMMISS ION Valerie R. Washington Assistant City Manager Ken Shetter Date: 41,6' 115... Executive Director Date: a APPROVED AS TO FORM AND APPROVAL RECOMMENDED LEGALITY FOR SAFE CITY / COMMISSION Rhonda K. Robertson ,. ' Chief of Police SCC Attorney Date: Date: ` APPROVED AS TO FORM AND LEGALITY FOR CITY OF FORT WORTH © Victoria D Honey-" on y- Vow Assistant City Attorne y ary J. er � a da . n AS City Secretary ' Date: ° c/_ .... Date:01Y, .. M&C No. � . FY 2016 CALL CENTER Page 12 of 12 CFw and SCC EXHIBIT A SCOPE OF WORK 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. Exhibit B BUDGET NARRATIVE FISCAL YEAR 2016 Please attach a detailed budget narrative that explains the need for all proposed expenditures by individual item. The budget narrative should clearly explain how funds will be used and why expenditures are necessary for successful implementation of your program. Please explain how costs are calculated. INDIRECT COSTS CANNOT EXCEED 10% OF THE APPROVED BUDGET DIRECT PROGRAM COSTS (90% Minimum): A. Personnel: Contract Funds will be used to pay the majority of the part time salaries for staff to operate the Tarrant County Crime Stoppers Call Center as well as FICA calculated at 7.65% of gross pay. B. Supplies and Equipment: C. Program Services: D. Travel and Training: E. Other Approved: INDIRECT COSTS (10% Maximum): A. Personnel: B. Supplies and Equipment: C. Operational Services: D. Travel and Training: E. Facility and Utilities: F. Legal, Financial, and Insurance: G. Other Approved: FORT WORTH CRIME CONTROL &PREVENTION DISTRICT Exhibit B— Call Center Budget Summary DIRECT PROGRAM COSTS 90%Minimum Total PERSONNEL Salaries 69,675.00 FICA 5,325.00 Life Insurance Health Insurance Disability Insurance Unemployment-State PERSONNEL TOTAL `' 75,000.00 SUPPLIES AND EQUIPMENT Office Supplies Office Equipment Rental Postage Printing Craft Supplies Food Supplies Teaching Aids SUPPLIES AND EQUIPMENT TOTAL 0.00 PROGRAM SERVICES PROGRAM SERVICES TOTAL TRAVEL AND TRAINING Travel Training Mileage TRAVEL AND TRAINING TOTAL OTHER APPROVED Field Trip Admission Expenses Other Field Trip Expenses OTHER APPROVED TOTAL 0.00 INDIRECT PROGRAM COSTS: 10%Maximum Total PERSONNEL Salaries FICA Life Insurance Health Insurance Unemployment Worker's Compensation Retirement PERSONNEL TOTAL 0:00 SUPPLIES AND EQUIPMENT FORT WORTH CRIME CONTROL &PREVENTION DISTRICT SUPPLIES AND EQUIPMENT TOTAL 0.00 OPERATIONAL SERVICES OPERATIONAL SERVICES TOTAL 0.00 TRAVEL AND TRAINING Travel Training Mileage TRAVEL AND TRAINING TOTAL 0.00 FACILILTY AND UTILITIES Telephone Electric Gas Water and Wastewater Solid Waste Disposal Rent(City needs copy of lease before expenses can be reimbursed) Custodial Services Repairs Cleaning Supplies FACILITY AND UTILITIES TOTAL 0.00 LEGAL,FINANCIAL AND INSURANCE Fidelity Bond or Equivalent Directors and Officers General Commercial Liability Accounting LEGANL,FINANCIAL AND INSURANCE TOTAL 0.00 OTHER APPROVED OTHER APPROVED TOTAL 0.00 GRAND TOTAL $75,000.00 FO Exhibit c RT WORTH„ Request for Reimbursement(RFR) FY 2016 CRIMEC.ONTROL AND PREVENTION DISTRICT Submit To: Submitting Agency: Safe City Commission-Call Center Bob Bolan Public Safety Complex Contact Name: Attn:Becky McGibson Phone Number: Program Support Division Email: 505 West Felix St. Remit Address: Fort Worth,TX 76115 i Invoice Number: - Month of Request: DIRECT COSTS(90%Minimum) A B C D E Total of Previous B+C A-D Budget Category Budget Amount Reimbursements This Month's g g rY Request Total Requested Remaining Balance Requested To-Date Available I Personnel $ .:75,000.00: $ - $ 75,000.00 2 Supplies&Equipment $ _ $ - 3 Program Services $ - $ 4 Travel&Training $ - $ 5 Other Approved $ $ Total Direct Costs $ 75,000.00 $ $ $ $ '75,000.00 INDIRECT COSTS(10%Maximum) A B C D E Total of Previous B+C A-D Budget Category Budget Amount Reimbursements This Month's g g rY Request Total Requested Remaining Balance Requested To-Date Available I Personnel $ $ - 2 Supplies&Equipment $ - $ _ 3 Operational Services $ - $ - 4 Travel&Training $ _ $ _ 5 Facilities&Utilities $ $ - 6 Legal,Financial&Insurance $ - $ Total InDirect Costs '$ '? $ $ $ $ Summary Total Budget: $ 75,000.00 Previous Requests: $ This Request: $ Total Requested To-Date $ Remaining Funds $ 75,000.00 have reviewed this request and certify that these listed expenses and support documentation are accurate. Authorized Signatory Signatory Title Date Fiscal Agent Use Only 1 Purchase Order# Fimd Account Center RFR Approved For Payment Finance Staff Signature Date Finance Received Stamp Placed Below FORT WORTH CRIME CONTROL &PREVENTION DISTRICT Exhibit D Fiscal Year 2016 Monthly Program Activities Report Current Reporting Month Submitting Agency Safe City Commission—Call Center Contact Name Rachel Gilbert Phone Number and Email (817) 502-7112/r ilg bert@safecitycommission.org Remit Address 1100 Hemphill St, Fort Worth, TX 76104 Activity Current To Date Year Month Total End Total Goal 1 Number of hours worked in the Safe City Commission Crime Stoppers 5,110 Call Center hours 2 Number of informant contacts 7,000 contacts 3 Number of tips received and referred to law enforcement or school 3,000 personnel tips 4 5 6 7 8 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 Signatory Signatory Title Date FORT WORTH CRIME CONTROL &PREVENTION DISTRICT Exhibit E Fiscal Year 2016 Quarterly Program Effectiveness Measurement Report Current Reporting Quarter Submitting Agency Safe City Commission—Call Center Contact Name Rachel Gilbert Phone Number and Email (817) 502-7112/r ilg bert cr safecitycommission.org Remit Address 1100 Hemphill St, Fort Worth, TX 76104 Please include outcome narrative that describes how measure was accomplished for each quarter. Effectiveness Measures and Quarterly Outcomes Measure 1 30% of informant contacts to the Call Center result in the establishment of a new Crime Stoppers tip. Outcome Measure 2 10% of Crime Stoppers tips received by the Call Center result in the arrest of an offender. Outcome Measure 3 22% of Crime Stoppers tips received by the Call Center result in a cleared case. Outcome Measure 4 8% of Crime Stoppers tips received by the Call Center result in a reward paid to an anonymous tipster. Outcome Measure 5 Narrative of any success stories during the quarter. Outcome 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 Signatory Signatory Title Date Report due each quarter: 1st Quarter(Oct-Dec) due January 15 2Nd Quarter(Jan-Mar) due April 15 3rd Quarter(Apr-June) due July 15 4th Quarter(Jul-Sep) due October 15 FORT WORTH CRIME CONTROL &PREVENTION DISTRICT • Up to 5%of any budgeted line-item does not need prior approval but form must be sent to City with monthly RFR • More than 5%of any budgeted line-item must have prior City approval • An increase in a zero line-item must have prior City approval • Modifications cannot be made between Direct and Indirect costs Exhibit F Request for Budget Modification Fiscal Year 2016 Date Submitting Agency Safe City Commission Contact Name Phone Number and Email Remit Address DIRECT COSTS 90% minimum Budget Category Approved Budget Change Requested Revised Budget Personnel Supplies&Equipment Program Services Travel and Training Other Approved Total Direct Costs INDIRECT COSTS 10% maximum Budget Category A proved Budget Change Requested Revised Budget Personnel Supplies&Equipment Operational Services Travel and Training Facilities&Utilities Other Approved Total Indirect Costs Modification Narrative (describe in detail what change is for) I have reviewed this request and certify that the listed modifications are correct. Authorized Signatory Signatory Title Date FWPD STAFF USE ONLY Modification Approved [Modification NOT Approved FWPD Staff Signature Date 9/16/2015 M&C Review Official site of the City of Fort Worth,Texas ITY OU CIL ENV �4 FORTWORfiN COUNCIL ACTION: Approved on 9/15/2015 DATE: 9/15/2015 REFERENCE**C-27453 LOG 35SAFE CITY COMMISSION CALL NO.: NAME: CENTER PROGRAM FY 2016 CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: Authorize Execution of an Agreement with Safe City Commission in the Amount of $75,000.00 to Continue Operation of the Crime Stoppers Program Call Center for Fiscal Year 2016 (ALL COUNCIL DISTRICTS) RECOMMENDATION: It is recommended that the City Council authorize the execution of an Agreement with Safe City Commission in the amount of$75,000.00 to continue operation of the Crime Stoppers Call Center. DISCUSSION: Safe City Commission (SCC) is a vital partner in the City of Fort Worth's crime prevention efforts. SCC seeks to help make Fort Worth the safest major city in the United States through its partnerships with the community, schools, and law enforcement. The Fort Worth Police Department actively supports the SCC Crime Stoppers Program which was established in Tarrant County in 1982. The Crime Stoppers Call Center creates a centralized location for anonymous callers to report information about criminal activity in Tarrant County. This information can be used by law enforcement authorities and school districts to prevent and combat crime. The Call Center operates between the hours of 8:00am and 12:00am, seven days a week, 365 days a year. A voicemail system receives after-hour calls, which are checked the following morning. The Crime Control and Prevention District Fiscal Year 2016 Budget will include the amount of $75,000.00 to reimburse SCC for partial operating costs of the Crime Stoppers Program Call Center. The Agreement will be effective October 1, 2015 to September 30, 2016. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that, contingent upon adoption of the Fiscal Year 2016 Budget by City Council, funds will be available in the Fiscal Year 2016 budget of the Crime Control and Prevention District Fund and the Police Department is responsible for verifying the availability of funds prior to an expenditure being made. TO Fund/Account/Centers FROM Fund/Account/Centers 26001 5330500 0359100 $75.000.00 Submitted for City Manager's Office by: Rudolph Jackson (6199) Originating Department Head: Rhonda Robertson (4231) Additional Information Contact: James Rodriguez (4286) http://apps.cfwnet.org/council_packeUmc_review.asp?ID=21468&councildate=9/15/2015 1/2