Loading...
HomeMy WebLinkAboutContract 47059 S GR ffir MACTRACT NO. STATE OF TEXAS § COUNTIES OF TARRANT, WISE § AND DENTON § BOYS & GIRLS CLUB OF GREATER FORT WORTH SAFE HAVEN YOUTH PROGRAM—MARTIN This Agreement is made between the City of Fort Worth ("City"), a municipal corporation, acting herein by and through Valerie R. Washington, its duly authorized Assistant City Manager, and Boys & Girls Club of Greater Fort Worth, ("BGCGFW") acting by and through Daphne Barlow Stigliano, it duly authorized President. RECITALS WHEREAS, City has determined that Safe Haven Youth Programs are necessary to support the City's commitment to crime prevention throughout the City. The Safe Haven Youth Programs will enhance the prevention focus previously adopted by the police department, support the community, and provide a secure environment for children; and WHEREAS, BGCGFW has agreed to operate a Safe Haven Youth Program which will provide a secure environment in which children can receive educational tutoring assistance; and support the adoption of a prevention focus by the police department and the community; and WHEREAS, City desires to enter into an agreement with BGCGFW to operate the Safe Haven Youth Program at their Martin Community Center ("BGCGFW SITYP"); and WHEREAS, City, as consideration for the performance of BGCGFW, has appropriated monies in the Crime Control and Prevention District ("CCPD") Fund Budget in the amount of$307,015.00 ("Program Funds") to provide to BGCGFW for the operation of the BGCGFW SITYP; NOW, THEREFORE, in consideration of the mutual covenants herein expressed, the parties agree as follows: AGREEMENT DOCUMENTS The Agreement documents shall include the following: OFFICIAL RIPIIOH-110�� 1. This Agreement for the BGCGFW SITYP 2. Exhibit A— Scope of Work WOE' H,, TX 3. Exhibit B—Budget d BGCGFW SITYP City of Fort Worth and Boys&Girls Club of Greater Fort Worth Page 1 of 12 4. Exhibit C—Request for Reimbursement 5. Exhibit D—Program Activities Report 6. Exhibit E—Program Effectiveness Measurement Report 7. Exhibit F—Request for Budget Modification Exhibits A through F, which are attached hereto and incorporated herein, 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. AGREEMENT 1. Responsibilities of BGCGFW. BGCGFW covenants and agrees to fully perform, or cause to be performed, with good faith and due diligence, all work and services described in Exhibit "A" — Scope of Work. BGCGFW shall be responsible for day-to-day administration of the BGCGFW SITYP. BGCGFW agrees to expend the Program Funds in accordance with its BGCGFW SITYP 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 `B"Program Effectiveness Measurement Report. 2. Program Funds. 2.1 In no event shall the total distribution from City made to BGCGFW during the term of this Agreement exceed the total sum of$307,015.00 ("Program Funds"). 2.2 Payment of the Program Funds from City to BGCGFW shall be made on a cost-reimbursement basis following receipt by City from BGCGFW of a signed Request for Reimbursement (RFR), as described in Exhibit "C," and copies of all receipts and support documentation. BGCGFW shall deliver to City a written detailed Program Activities Report and Program Effectiveness Measurement Report as described in Section 4.2 below with each RFR to support expenditure of Program Funds. Such reports shall be signed by BGCGFW or duly authorized officer of BGCGFW. The RFR and monthly Program Activities Report shall be submitted to City no later than the 15t1 day following the end of the month. Submittal of a monthly RFR and Program Activities Report is required even if services are not provided. Submit the monthly RFR with an original signature by an authorized representative to the 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 BGCGFW is required as described in section 4.2 and must be approved prior to BGCGFW SITYP City of Fort Worth and Boys&Girls Chub of Greater Fort Worth Page 2 of 12 reimbursements. Reimbursements shall be made within 30 days receipt of said documents. 2.3 BGCGFW 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, Vendor must submit the Budget Modification Form (Exhibit "F") to City, with the monthly RFR, in the month when the modification took 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 BGCGFW's expenditures under this Agreement must be completed no later than September 30, 2016. 4. Program Performance. 4.1 BGCGFW agrees to maintain full documentation supporting the performance of the work,and fulfillment of the objectives set forth in Exhibit"A." 4.2 BGCGFW agrees to provide a monthly Program Activities Report and BGCGFW SITYP City of Fort Worth and Boys&Girls Club of Greater Fort Worth Page 3 of 12 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 15`h day after the end of each month. 4.3 BGCGFW agrees that the monthly RFR and Program Activities Report and quarterly Program Effectiveness Measurement Report will be submitted to City no later than the 15'h day after the end of each month. Should BGCGFW not meet these requirements, BGCGFW will be given an additional 15 days to submit the required reports to City. If, at the end of this 15-day extension period, BGCGFW has not submitted the required reports, City will send a non-compliance letter notifying BGCGFW's duly authorized representative of a possible suspension of program funding. 5. Default and Termination. 5.1 This Agreement is wholly conditioned upon the actual receipt by City of Program Funds from the CCPD. All monies distributed to BGCGFW hereunder shall be exclusively from monies received from the CCPD, and not from any other monies of City. In the event that funds from the CCPD are not timely received, in whole or in part, City may, at its sole discretion, terminate this Agreement and City shall not be liable for payment for any work or services performed by BGCGFW under or in connection with this Agreement. 5.2 This Agreement may be terminated by City, in whole or in part, whenever such termination is determined by City to be in the best interest of City; in event of BGCGFW default, inability to perform or to comply with the terms herein; or for other good cause. 5.3 Termination will be effected by delivering to BGCGFW a notice of termination, specifying the portion of the Agreement affected and the effective date of termination. Upon BGCGFW's receipt of notice of termination, BGCGFW shall: (a) Stop work under the Agreement on the date and to the extent specified in the notice of termination; (b) Place no further order or subcontracts, except as may be necessary for completion of the work not terminated; BGCGFW SITYP City of Fort Worth and Boys&Girls Club of Greater Fort Worth Page 4 of 12 (c) Terminate all orders and contracts to the extent that they relate to the performance of the work terminated by the notice of termination; and (d) Cease expenditures of Program Funds, except as may be necessary for completion of the work not terminated. 5.4 In the event City suspends or terminates this Agreement for cause, and the cause for such suspension or termination is determined to be invalid, BGCGFW sole remedy shall be reinstatement of this Agreement. BGCGFW expressly waives any and all rights to monetary damages, including but not limited to actual, consequential, and punitive damages, court costs, and attorney's fees. 5.5 Within thirty (30) days following the date of termination of this Agreement, BGCGFW shall return to City any property provided hereunder. City will have no responsibility or liability for BGCGFW's expenditures or actions occurring after the effective date of termination of the Agreement. 6. Equipment and Maintenance. All equipment purchased with Program Funds must meet all eligibility requirements of City. BGCGFW shall maintain all equipment used in the administration and execution of the BGCGFW SITYP. BGCGFW shall maintain, replace, or repair any item of equipment used in support of the BGCGFW SITYP and/or for use under the terms of this Agreement that no longer functions or is lost or stolen. The cost for maintenance, replacement, or repair of any equipment used in support of the BGCGFW SITYP and/or for use under the terms of this Agreement is the sole responsibility of BGCGFW. BGCGFW shall not use Program Funds or City funds to repair or replace said equipment. BGCGFW shall use any and all equipment purchased with Program Funds exclusively in support of the BGCGFW SITYP. Within 10 days following the purchase of equipment, BGCGFW shall submit to City a detailed inventory of all equipment purchased with Program Funds to the Grants and Contracts Management Section at the address. set forth in paragraph 2.2 above. The equipment inventory shall include an itemized description of each piece of equipment, the date each piece of equipment was purchased, the cost of purchase for each piece of equipment, and the location of each piece of equipment. 7. Administrative Requirements. 7.1 BGCGFW agrees to keep sufficient records to document its adherence to applicable local, state, and federal regulations, along with documentation and records of all receipts and expenditures of Program Funds. All records shall be retained for three (3) years following the termination or completion of this Agreement. City or its representatives shall have the right to investigate, examine, and audit at any time any and all such records relating to operations of BGCGFW under this Agreement. BGCGFW, its officers, members, agents, employees, and subcontractors, upon demand by City, shall make such records readily available for investigation, examination, and audit. In the event of such audit by City, a single audit of all BGCGFW's operations will be undertaken and may be conducted either by City or an BGCGFW SITYP City of Fort Worth and Boys&Girls Club of Greater Fort Worth Page 5 of 12 independent auditor of City's choice. BGCGFW shall submit a copy of any audit performed by their independent auditor within 30 days of receipt of the final audit report. 7.2 If any audit reveals a questioned practice or expenditure, such questions must be resolved within fifteen (15) days after notice to BGCGFW by City. If questions are not resolved within this period, City reserves the right to withhold further funding under this and/or future contract(s) with BGCGFW. 7.3 If, as a result of any audit, it is determined that BGCGFW misused, misapplied, or misappropriated all or any part of the Program Funds, BGCGFW agrees to reimburse City the amount of such monies so misused, misapplied, or misappropriated, plus the amount of any sanction, penalty, or other charge levied against City because of such misuse, misapplication, or misappropriation. 7.4 BGCGFW's obligation to City shall not end until all closeout requirements are completed. Activities during this closeout period shall include, but are not limited to: providing final Program Activities Report and Program Effectiveness Measurement Reports, making final payments, disposing of BGCGFW SITYP assets as appropriate, if deemed required by City in its sole discretion. 7.5 BGCGFW covenants and agrees to frilly cooperate with City in monitoring the effectiveness of the services and work to be performed by BGCGFW under this Agreement and City shall have access at all reasonable hours to offices and records of BGCGFW, its officers, members, agents, employees, and subcontractors for the purpose of such monitoring. 8. Independent Contractor. 8.1 BGCGFW shall operate hereunder as an independent contractor and not as an officer, agent, or servant or employee of City. BGCGFW shall have exclusive control of, and the exclusive right to control, the details of the work and services performed hereunder, and all persons performing same, and shall be solely responsible for the acts and omissions of its officers, members, agents, servants, employees, subcontractors, program participants, licensees, or invitees. The doctrine of respondeat superior shall not apply as between City and BGCGFW, its officers, members, agents, servants, employees, subcontractors, program participants, licensees, or invitees, and nothing herein shall be construed as creating a partnership or joint enterprise between City and BGCGFW. No federal, state, or local income ax, nor any payroll tax of any kind, shall be withheld or paid by City on behalf of BGCGFW. BGCGFW 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 BGCGFW, and any program participants hereunder are not eligible for, and shall not participate in any employer pension, health, or other fringe BGCGFW SITYP City of Fort Worth and Boys&Girls Chub of Greater Fort Worth Page 6 of 12 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 BGCGFW, its officers, members, agents, employees, subcontractors, program participants, licensees, or invitees. 8.2 City shall in no way nor under any circumstances be responsible for any property belonging to BGCGFW, its officers, members, agents, employees, subcontractors, program participants, licensees, or invitees, which may be lost, stolen, destroyed, or in any way damaged. 9. Liability and Indemnification. BGCGFW SHALL BE LIABLE AND RESPONSIBLE FOR ANY AND ALL PROPERTY LOSS, PROPERTY DAMAGE, AND/OR PERSONAL INJURY, INCLUDING DEATH, TO ANY AND ALL PERSONS, OF ANY KIND OR CHARACTER, WHETHER REAL OR ASSERTED, TO THE EXTENT CAUSED BY THE NEGLIGENT ACT(S) OR OMISSION(S), MALFEASANCE, OR INTENTIONAL MISCONDUCT OF CONTRACTOR, ITS OFFICERS, AGENTS, SERVANTS, OR EMPLOYEES BGCGFW AGREES TO DEFEND, INDEMNIFY, AND HOLD THE CITY, ITS OFFICERS, AGENTS, SERVANTS, AND EMPLOYEES HARMLESS AGAINST ANYAND ALL CLAIMS, LAWSUITS, ACTIONS, COSTS, AND EXPENSES OF ANY KIND, INCL UDING, 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 CITY), OR SUBCONTRACTORS RELATED TO THE PERFORMANCE OF THIS AGREEMENT, EXCEPT THAT THE INDEMNITY PROVIDED FOR IN THIS SECTION SHALL NOT APPLY TO ANY LIABILITY RESULTING FROM THE SOLE NEGLIGENCE OF THE CITY OR ITS OFFICERS, AGENTS, EMPLOYEES, OR SEPARATE CONTRACTORS, AND IN THE EVENT OF JOINT AND CONCURRENT NEGLIGENCE OF BOTH CONSULTANT AND CITY, RESPONSIBILITY, IF ANY, SHALL BE APPORTIONED COMPARATIVELY IN ACCORDANCE WITH THE LAWS OF THE STATE OF TEXAS. NOTHING HEREIN SHALL BE CONSTRUED AS A WAIVER OF THE CITY'S GOVERNMENTAL IMMUNITYAS FURTHER PROVIDED BY THE LAWS OF TEXAS. BGCGFW shall require all of its subcontractors to include in their subcontracts a release and indemnity in favor of City in substantially the same form as above. BGCGFW SITYP City of Fort Worth and Boys&Girls Club of Greater Fort Worth Page 7 of 12 This section shall survive the expiration or termination of this Agreement. 10. Non-Assignment. No assignment or delegation of duties under this Agreement by BGCGFW shall be effective without City's prior written approval. 11. Prohibition Against Interest. 11.1 No member, officer, or employee of City, or its designees or agents; no member of the governing body of the locality in which the BGCGFW SITYP is situated; and no other public official of such locality or localities who exercises any functions or responsibilities with respect to the BGCGFW SITYP during his tenure or for one year thereafter, shall have any interest, direct or indirect, in any contract or subcontract, or the proceeds thereof, for work to be performed hereunder. BGCGFW shall incorporate, or cause to be incorporated, like language prohibiting such interest, in all contracts and subcontracts hereunder. 11.2 No officer, employee, member, or program participant of BGCGFW shall have a financial interest, direct or indirect, in this Agreement or the monies transferred hereunder, or be financially interested, directly or indirectly, in the sale to BGCGFW of any land, materials, supplies, or services purchased with any fiends transferred hereunder, except on behalf of BGCGFW, as an officer, employee, member, or program participant. Any willful violation of this paragraph with the knowledge, expressed or implied, of BGCGFW or its subcontractors, shall render this Agreement voidable by City of Fort Worth. 12. Nondiscrimination. 12.1 In accordance with the federal, state, and local laws and ordinances, BGCGFW covenants that neither it nor any of its officers, members, agents, employees, program participants, or subcontractors, while engaged in performing this Agreement shall in connection with the employment, advancement, or discharge of employees, in connection with the terms, conditions or privileges of their employment, discriminate against persons because of their age, except on the basis of a bona fide occupational qualification, retirement plan, statutory requirement, or statutory or ordinance exception. 12.2 BGCGFW will not unlawfully discriminate against any person or persons because of age, race, color, religion, sex, disability, national origin, or sexual orientation, nor will BGCGFW permit its officers, members, agents, employees, subcontractors, or program participants to engage in such discrimination. 13. Compliance. BGCGFW SITYP City of Fort Worth and Boys&Girls Club of Greater Fort Worth Page 8 of 12 13.1 BGCGFW, its officers, members, agents, employees, program participants, and subcontractors, shall abide by and comply with all laws, federal, state, and local, including all ordinances, rules, and regulations of City. If City calls to the attention of BGCGFW any such violation on the part of BGCGFW or any of its officers, members, agents, employees, subcontractors, or program participants, then BGCGFW shall immediately desist from and correct such violation. 13.2 BGCGFW shall utilize Program Funds strictly for those purposes and goals intended under the terms and conditions of this Agreement. If City calls the attention of BGCGFW to any such violations on the part of BGCGFW or any of its officers, members, agents, employees, program participants, or subcontractors, then BGCGFW shall immediately desist from and correct such violation. 14. Waiver of Immunity. If BGCGFW is a charitable or nonprofit organization and has or claims an immunity or exemption (statutory or otherwise) from and against liability for damages or injury, including death, to persons or property, BGCGFW hereby expressly waives its rights to plead defensively such immunity or exemption as against City. This section shall not be construed to affect a governmental entity's immunities under constitutional, statutory, or common law. 15. Insurance Requirement. 15.1 BGCGFW shall procure and shall maintain during the term of this Agreement the following insurance coverage: (a) Commercial General Liability (CGL): $1,000,000 per occurrence, with a $2,000,000.00 annual aggregate limit, in a form that is acceptable to the City's Risk Manager. (b) Non-Profit Organization Liability or Directors & Officers Liability: $1,000,000 per occurrence, with a $1,000,000 annual aggregate limit, in a form that is acceptable to the City's Risk Manager. (c) Automobile Liability: $1,000,000 each accident on a combined single limit basis OR split limits are acceptable if limits are at least $250,000 Bodily Injury per person, $500,000 Bodily Injury per accident and $100,000 Property Damage. 15.2 BGCGFW's insurer(s) must be authorized to do business in the State of Texas for the lines of insurance coverage provided and be currently rated in terms of financial strength and solvency to the satisfaction of the City's Risk Manager. 15.3 Each insurance policy required herein shall be endorsed with a waiver of subrogation in favor of the City. Each insurance policy required by this Agreement, except for policies of worker's compensation or accident/medical insurance shall list the City as an additional insured. City shall have the right to revise insurance coverage requirements under this Agreement. BGCGFW SITYP City of Fort Worth and Boys&Girls Club of Greater Fort Worth Page 9 of 12 15.4 BGCGFW further agrees that it shall comply with the Worker's Compensation Act of Texas and shall provide sufficient compensation insurance to protect BGCGFW and City from and against any and all Worker's Compensation claims arising from the work and services provided under this Agreement. 16. Miscellaneous Provisions. 16.1 The provisions of this Agreement are severable, and, if for any reason a clause, sentence, paragraph, or other part of this Agreement shall be determined to be invalid by a court or Federal or state agency, board, or commission having jurisdiction over the subject matter thereof, such invalidity shall not affect other provisions which can be given effect without the invalid provision. 16.2 City's failure to insist upon the performance of any term or provision of this Agreement or to exercise any right herein conferred shall not be construed as a waiver or relinquishment to any extent of City's right to assert or rely upon any such term or right on any firture 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 BGCGFW represents that it possesses the legal authority, pursuant to any proper, appropriate, and official motion, resolution, or action passed or taken, to enter into this Agreement and to perform the responsibilities herein required. 16.5 This written instrument 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 BGCGFW SITYP City of Fort Worth and Boys&Girls Chub of Greater Fort Worth Page 10 of 12 City of Fort Worth 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 BGCGFW: Jim Larkin, Program Director Boys & Girls Club of Greater Fort Worth 3218 E. Belknap St. Fort Worth, TX 76111 16.7 None of the performance rendered under this Agreement shall involve, and no portion of the Program Funds received hereunder shall be used, directly or indirectly, for the construction, operations, maintenance, or administration of any sectarian or religious facility or activity, nor shall said performance rendered or fiends 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 BGCGFW and are not intended to create any rights, contractual or otherwise, to any other person or entity. IN WITNESS WHEREOF,m Fort Worth 'Tarrant County, to be effective this agre ment in the parties hereto have execute this mu iples y, , -day of APPROVED AND AGREED FOR CITY OF FORT WORTH BGCGFW SITYP City of Fort Worth and Boys&Girls Club of Greater Fort Worth Page 11 of 12 APPROVED AS TO FORM AND Valerie R. Washington LEGALITY FOR BOYS AND GIRLS Assistant City Manager CLUB OF GREATER FORT WORTH Date:— 5�its BGCGFW Attorneyj APPROVAL RECOMMENDED Date: cz Rhonda K. Robertson Chief of Police ATTEST _qzk, Date: 0 s klary APPROVED AS TO FORM AND City Secretary LEGALITY FOR CITY OF FORT WORTH Date: rwm 'XII; M&C No. Victoria D. Honey Q. Assistant City Attorney Date:— APPROVED AND AGREED FOR BOYS & GIRLS CLUB OF GREATER FORT WORTH OFFICIAL RECORD Daphne Barlow Stigliano President WOR'll"H,T X Date: BGCGFW SHYP City of Fort Worth and Boys&Girls Club of Greater Fort Worth Page 12 of 12 EXHIBIT A SCOPE OF WORK BGCGFW Safe Haven Youth Program The Scope of Work is to be performed and documented in compliance with the monthly program activities and quarterly effectiveness measurement reports outlined in exhibits D and E. FORT WORTH CRIME CONTROL &PREVENTION DISTRICT Exhibit B Budget Summary DIRECT PROGRAM COSTS`90%Minimum 278,175.48 PERSONNEL Salaries 194,337.00 FICA 14,866.78 Life Insurance Health Insurance 10,800.00 Disability Insurance Unemployment-State PERSONNEL TOTAL 220,003.78 SUPPLIES AND EQUIPMENT Office Supplies 6,516.45 Office Equipment Rental 1,000.00 Postage Printing 900.00 Craft Supplies 2,000.00 Food Su plies 3,000.00 Teaching Aids 4,000.00 SUPPLIES,AND EQUIPMENT TOTAL 17,416.45 PROGRAM SERVICES PROGRAM SERVICES TOTAL TRAVEL AND TRAINING Travel 500.00 Training 1,000.00 Mileage 2,500.01 TRAVEL AND TRAINING TOTAL 4,000.01 OTHER APPROVED Bus Fuel 3,500.04 Bus Repairs 5,040.00 Bus Insurance 3,960.00 PROGRAM SITE: Telephones,Mobile Phones,Internet 2,000.00 Electric 15,000.00 Gas 1,000.00 Water&Wastewater 970.00 Cleaning, Cleaning Supplies 500.00 Building Maintenance 4,785.20 OTHER APPROVED TOTAL 36,755.24 INDIRECT PROGRAM COSTS`10%Maximum) 28,839.52 FORT WORTH CEME CONTROL &PREVENTION DIsmu PERSONNEL Salaries 25,415.25 FICA 1,944.27 Life Insurance Health Insurance Unemployment Worker's Compensation Retirement PERSONNEL TOTAL 27,359.52 SUPPLIES AND EQUIPMENT SUPPLIES AND EQUIPMENT TOTAL OPERATIONAL SERVICES OPERATIONAL SERVICES TOTAL TRAVEL AND TRAINING Travel Training Mileage TRAVEL AND TRAINING TOTAL FACILITY 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 LEGAL,FINANCIAL AND INSURANCE Fidelity Bond or Equivalent Directors and Officers General Commercial Liability Accounting/Auditing 1,480.00 LEGAL,FINANCIAL AND INSURANCE TOTAL 1,480.00 OTHER APPROVED OTHER APPROVED TOTAL GRAND TOTAL $307,015.00 FORT WORTH::, Exhibit C Request for Reimbursement(RFR) FY 2016 CRINIE CONTROL AND PREVENTION DISTRICI' Submit To: Submitting Agency: Boys&Girls Club of Greater Fort Worth Bob Bolan Public Safety Complex Contact Name: Attn:Becky McGibson Phone Number: Program Support Division Email: 505 West Felix St. Remit Address: Fort Worth,TX 76115 Invoice Number: -- - -- Month of Request: DIRECT COSTS(90%Minimum) A B C D E Total of Previous This Month's B+C A-D Budget Category Budget Amount Reimbursements Total Requested Remaining Balance Requested Request q To-Date Available I Personnel '$ 220,003.78 $ - $ 220,003.78 2 Supplies&Equipment $ X17,416.45! $ - $ 17,416.45' 3 Program Services $ Is _ 4 Travel&Training $ 4,000.01'. $ $ 4,000.01` 5 Other Approved $ 36,755.241 $ $ 36,755.24: Total Direct Costs 'S <278,175.48'. S $ $ $ 278,175.48 INDIRECT COSTS(10%Maximum) A B C D E Total of Previous (B+Q A-D Budget Category Budget Amount Reimbursements This Month's g g ry g Request Requested Total Requested Remaining Balance q To-Date Available I Personnel $ 27,359.52! $ - $ 27,359.52 2 Supplies&Equipment $ $ _ 3 Operational Services $ _ $ _ 4 Travel&Training $ _ $ 5 Facilities&Utilities $ $ _ 6 Legal,Financial&Insurance $ ':1,480.00` $ $ 1,480.00; Total InDirect Costs $ 28,839.52 $ $ $ $ 28,839.52 Summary: Total Budget: $ 307,015.00 Previous Requests: $ This Request: $ Total Requested To-Date $ Remaining Funds $ 307,015.00 I have reviewed this request and certify that these listed expenses and support documentation are accurate. Authorized Signatory Signatory Title Date Fiscal Agent Use Only r! Purchase Order# Fund Accornd Center RFRApprored 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 Boys & Girls Clubs of Greater Fort Worth Contact Name Matthew Sinclair Phone Number and Email (817)-834-4711, ext. 215 msinclair fortworthkids.org Remit Address 3218 E. Belknap St. Ft. Worth, TX. 76111 Activity Current To Date Year Month Total End Total Goal 1 Total Unduplicated Participants—number of total branch participants each 750 month 2 Power Hour- number of participant visits in power hour/homework help. 11,000 3 Literacy- number or participant visits in literacy activities. 7,000 4 Math- number of participant visits in math activities. 7,500 5 Daily Challenges/Exercise -number of participant visits in daily physical 10,000 challenges/exercise. 6 Healthy Habits/Nutrition- number of participant visits in healthy 5,000 habits/nutrition activities. 7 Practices/Clinics -number of participant visits in sports practices/clinics. 2,000 8 Character& Leadership - number of participant visits in Leadership Clubs 2,000 including Keystone, Torch, Triple Play and Junior Staff. 9 High Yield Learning Activities - number of participant visits in high yield 5,000 learning activities. I have reviewed this report and certify that the measures provided are accurate and appropriately reflect the CCPD goals set forth in the contract. Authorized Signatory Signatory Title Date FORT WORTH Iff CRIME CONTROL &PREVENTION DISTRICT Exhibit E Fiscal Year 2016 Quarterly Program Effectiveness Measurement Report Current Reporting Quarter Submitting Agency Boys & Girls Clubs of Greater Fort Worth Contact Name Matthew Sinclair Phone Number and Email (817)834-4711, ext. 215 msinclair fortworthkids.org Remit Address 3218 E. Belknap St. Ft. Worth, TX. 76123 Please include outcome narrative that describes how measure was accomplished for each quarter. Effectiveness Measures and Quarterly Outcomes Measure 1 Average Daily Attendance (ADA) increases each quarter by 3%. Outcome Measure 2 Average Daily Attendance (ADA) for members between the ages of 13 — 18 increases each quarter by 2%. Outcome Measure 3 50% of members reach an annual goal of 52 visits per year. Outcome Measure 4 85% of members progress to the next school grade on time (measured annually) Outcome Measure 5 50% of overall membership is made up of renewing members. 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: 15t 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 iff CRIME CoNrROL &PREVEmrm 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 Boys&Girls Club of Greater Fort Worth. 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 Approved 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 Q Modification Approved QModification NOT Approved FWPD Staff Signature Date 9/16/2015 M&C Review Official site of the City of Fort Worth,Texas I COUNCIL AGENDA FUItT 'ORTIu� COUNCIL ACTION: Approved on 9/15/2015 DATE: 9/15/2015 REFERENCE**C-27449 LOG 35BOYS & GIRLS CLUB SAFE HAVEN NO.: NAME: YOUTH PROGRAM FY 2016 CODE: C TYPE: CONSENT PUBLIC NO HEARING: SUBJECT: Authorize Execution of a Contract with the Boys and Girls Clubs of Greater Fort Worth in the Amount of$307,015.00 for the Operation of a Safe Haven Youth Program at the Safe Haven-Martin Boys and Girls Club Located at 3123 Avenue G (COUNCIL DISTRICT 8) RECOMMENDATION: It is recommended that the City Council authorize the execution of a contract with the Boys and Girls Clubs of Greater Fort Worth in the amount of$307,015.00 for the operation of a Safe Haven Youth Program at the Safe Haven-Martin Boys and Girls Club located at 3123 Avenue G. DISCUSSION: Youth Safe Havens are places where children in targeted neighborhoods can play and learn with other children without the fear of being victims of a crime. The original Safe Haven Program was operated in the southeast part of Fort Worth and was later expanded to other neighborhoods in Fort Worth. The Boys and Girls Clubs of Greater Fort Worth provides a Youth Safe Haven Program for youth living within a five-mile radius of the Safe Haven-Martin Boys and Girls Club located at 3123 Avenue G, which is in Council District 8. The program strives to offer character and leadership development, educational activities, cultural arts, health and life skills, and recreational opportunities. Program staff address additional educational, social, psychological, and physical needs youth may experience. Program staff provide youth with the tools they need to become responsible adults. This contract will be effective October 1, 2015 through September 30, 2016. FISCAL INFORMATION/CERTIFICATION: The Financial Management Services Director certifies that, contingent upon adoption of the FY2016 Budget by City Council, funds will be available in the FY2016 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 5330201 0359808 $307,015.00 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_packet/mc_review.asp?ID=21470&counciIdate=9/15/2015 1/2