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Contract 47081
ill%mi' , ,T AGREEMENT FOR COMMUNITY BASED PROGRAM CAMP FIRE FIRST TEXAS FISCAL YEAR 2016 In consideration of the mutual covenants, promises and agreements contained herein, THIS AGREEMENT ("Agreement") is made and entered into between CITY OF FORT WORTH, a home rule municipal corporation of the State of Texas, ("City") acting by and through Valerie R. Washington, its duly authorized Assistant City Manager, and CAMP FIRE FIRST TEXAS, a Texas private non-profit corporation ("Contractor") acting by and through Ann Sheets, President and Chief Executive Officer, its duly authorized representative. RECITALS WHEREAS, City has determined that Community Based Programs are necessary to support crime prevention in City during Fiscal Year 2016 to meet one or more of the Crime Control and Prevention District ("CCPD") goals, which are (1) to support efforts to reduce violent crime and gang-related activities through enhanced enforcement activities and crime prevention programs, (2) to support efforts to increase the safety of residents and to decrease crime throughout Fort Worth neighborhoods, and (3) to support efforts to increase the safety of youth and reduce juvenile crime through crime prevention and intervention programs; and WHEREAS, Contractor has agreed to operate a Community Based Program called Step Up Truancy Prevention and School Completion Program, which will support the police department's crime prevention efforts throughout the community; and WHEREAS, City desires to enter into an agreement with Contractor to operate the Step Up Truancy Prevention and School Completion Program; and WHEREAS, City, as consideration for the performance of Contractor, has appropriated monies in the CCPD Budget as reimbursed by the CCPD in the amount of$24,547.00 ("Program Funds") to provide to the Contractor for the operation of the Step Up Truancy Prevention and School Completion Program; NOW, THEREFORE, in consideration of the mutual covenants herein expressed, the parties agree as follows: AGREEMENT DOCUMENTS The Agreement documents shall include the following: 1. This Agreement 2. Exhibit A—Proposal Abstract and Narrative 3. Exhibit B—Budget ..m 4. Exhibit C—Request for Reimbursement . 5. Exhibit D—Program Activities Report O FI00PAL, RECORD FY 2016 Community Based Program Camp Fire First Texas Page 1 of 12 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 of this Agreement control. AGREEMENT 1. Responsibilities of Contractor. Contractor 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" — Proposal Narrative . Contractor shall be responsible for day-to-day administration of the Step Up Truancy Prevention and School Completion Program. Contractor agrees to expend the Program Funds in accordance with the Budget as described in Exhibit `B". Program activities shall be reported in accordance with Exhibit"D" and effectiveness measures shall be reported in accordance with Exhibit"E". 2. Program Funds. 2.1 In no event shall the total distribution from City made to the Contractor during the Term of this Agreement exceed $24,547.00 ("Program Funds"). 2.2 Payment of the Program Funds from City to Contractor shall be made on a cost- reimbursement basis following receipt by City from Contractor of a signed Request for Reimbursement (RFR), as described in Exhibit "C" along with supporting documentation. Contractor shall deliver to City a written detailed Program Activities Report and Program Effectiveness Measures Report as described in Section 4.2 below with each RFR to support expenditure of Program Funds. Such reports shall be signed by the Contractor or duly authorized officer of the Contractor. 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. The monthly RFR, with an original signature by an authorized representative, must be submitted to the Research and Planning Section of the Fort Worth Police Department, ATTENTION: Grants Management Unit,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 from the Contractor. Reimbursements shall be made within 30 days receipt of said documents. 2.3 Contractor 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, Contractor must submit the Request for Budget Modification Form (Exhibit "F") to City, with the monthly RFR, during the month the modification took place. The new modified budget cannot exceed the total amount of Program Funds. FY 2016 Community Based Program Camp Fire First Texas Page 2 of 12 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 the 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 shall not 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 the 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 shall not 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. Budget adjustments shall be submitted to the Grants Management 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 ("Term"). All of Contractor's expenditures under this Agreement must be completed no later than September 30, 2016. 4. Program Performance. 4.1 Contractor agrees to maintain full documentation supporting the performance of the work set forth in Exhibit"A." 4.2 Contractor agrees to provide a monthly Program Activities Report and quarterly Program Effectiveness Measurement Report to document the performance of the work described in Exhibit "D" and Exhibit "E," respectively. The Program Activities and Effectiveness Measures 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 Measures 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 describe include any realized successes. The monthly Program Activities and quarterly Program Effectiveness Measurement Reports shall be submitted to City no later than the 15th day after the end of each month. 4.3 Contractor agrees that the monthly Request for Reimbursement and Program Activities Report and quarterly Program Effectiveness Measurement Report will be submitted to City no FY 2016 Community Based Program Camp Fire First Texas Page 3 of 12 later than the 15th day after the end of each month. Should Contractor not meet these requirements, Contractor will be given an additional 15 days to submit the required reports to City. If, at the end of this 15-day extension period, Contractor has not submitted the required reports, City will send a non-compliance letter notifying Contractor's duly authorized representative of a possible suspension of program funding. 4.4 A representative of the program shall attend quarterly meetings of the Crime Control and Prevention District Board as requested. 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 Contractor 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 Contractor under or in connection with this Agreement. 5.2 In the event no funds or insufficient funds are appropriated by the City in any fiscal year for any payments due hereunder, City will notify Contractor of such occurrence and this Agreement shall terminate on the last day of the fiscal period for which appropriations were received without penalty or expense to the City of any kind whatsoever, except as to the portions of payments herein agreed upon for which funds have been appropriated. 5.3 The City may terminate this Agreement at any time and for any reason by providing the other party with thirty (30) days' written notice of termination. 5.4 Termination will be effected by delivering to Contractor written notice of termination. Upon Contractor's receipt of notice of termination, Contractor shall: (a) Stop work under the Agreement on the date and to the extent specified in the notice of termination; (b) Place no further order or subcontracts, except as may be necessary for completion of the work not terminated; (c) Terminate all orders and contracts to the extent that they relate to the performance of the work terminated by the notice of termination; and (d) Cease expenditures of Program Funds, except as may be necessary for completion of the work not terminated. 5.5 In the event City suspends or terminates this Agreement for cause, and the cause for such suspension or termination is determined to be invalid, the Contractor's sole remedy shall be reinstatement of this Agreement. Contractor 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. FY 2016 Community Based Program Camp Fire First Texas Page 4 of 12 5.6 Within thirty (30) days following the date of termination of this Agreement, Contractor shall return to City any property provided hereunder. City will have no responsibility or liability for Contractor'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. Contractor shall maintain all equipment used in the administration and execution of the Step Up Truancy Prevention and School Completion Program. Contractor shall maintain, replace or repair any item of equipment used in support of the Step Up Truancy Prevention and School Completion Program 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 Step Up Truancy Prevention and School Completion Program and/or for use under the terms of this Agreement is the sole responsibility of Contractor. Contractor shall not use Program Funds or City funds to repair or replace said equipment. Contractor shall use any and all equipment purchased with Program Funds exclusively in support of the Step Up Truancy Prevention and School Completion Program. Within 10 days following the purchase of equipment, Contractor 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 Contractor 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. Contractor agrees that the City shall, until the expiration of three (3) years after final payment under this Agreement, have access to and the right to examine any directly pertinent books, documents, papers and records of the Contractor involving transactions relating to this Agreement. Contractor agrees that the City shall have access during normal working hours to all necessary Contractor facilities and shall be provided adequate and appropriate workspace in order to conduct audits in compliance with the provisions of this section. The City shall give Contractor reasonable advance notice of intended audits. 7.2 If any audit reveals a questioned practice or expenditure, City shall notify Contractor as soon as reasonably practical. Contractor shall have fifteen (15) days to provide City with a written explanation and any supporting documentation regarding the practice or expenditure. If Contractor fails to resolve or cure the questioned practice or expenditure, to the City's satisfaction, within the fifteen (15) day period, , City reserves the right to withhold further Program Funds under this and/or future agreement(s)with Contractor. 7.3 If, as a result of any audit, it is determined that Contractor misused, misapplied or misappropriated all or any part of the Program Funds, Contractor agrees to reimburse City the amount of such monies so misused, misapplied or misappropriated, plus the amount of any FY 2016 Community Based Program Camp Fire First Texas Page 5 of 12 sanction, penalty, or other charge levied against City because of such misuse, misapplication or misappropriation. 7.4 Contractor's obligation to City shall not end until all closeout requirements are completed. The closeout requirements shall include, but are not limited to: providing final Program Activities Report and Program Effectiveness Measurement Reports, making final payments, and disposing of Step Up Truancy Prevention and School Completion Program assets as appropriate. 7.5 Contractor covenants and agrees to fully cooperate with City in monitoring the effectiveness of the services and work to be performed by Contractor under this Agreement, and 8. Independent Contractor. 8.1 Contractor shall operate hereunder as an independent contractor and not as an officer, agent, or servant or employee of City. Contractor 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 respondent superior shall not apply as between City and Contractor, 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 Contractor. It is expressly understood and agreed that no officer, member, agent, employee, subcontractor, licensee, or invitee of the Contractor, nor any program participant hereunder is in the paid service of City. City does not have the legal right to control the details of the tasks performed hereunder by Contractor, 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 Contractor, 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. CONTRACTOR 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. CONTRACTOR 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 FY 2016 Community Based Program Camp Fire First Texas Page 6 of 12 DAMAGE OR LOSS (INCLUDING ALLEGED DAMAGE OR LOSS TO OWNER'S BUSINESS AND ANY RESULTING LOST PROFITS) AND/OR PERSONAL INJURY(INCLUDING DEATH) THAT MAYRELATE 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 LABILITY 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 IMMUNITY AS FURTHER PROVIDED BY THE LAWS OF TEXAS. Contractor shall require all of its subcontractors to include in their subcontracts a release and indemnity in favor of City in substantially the same form as above. This section shall survive the expiration or termination of this Agreement. 10. Non-Assignment. No assignment or delegation of duties under this Agreement by Contractor 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 Step Up Truancy Prevention and School Completion Program is situated; and no other public official of such locality or localities who exercises any functions or responsibilities with respect to the Step Up Truancy Prevention and School Completion Program 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. Contractor 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 Contractor 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 Contractor of any land, materials, supplies, or services purchased with any funds transferred hereunder, except on behalf of Contractor, as an officer, employee, member, or program participant. Any willful violation of this paragraph with the knowledge, expressed or implied, of Contractor or its subcontractors, shall render this Agreement voidable by City of Fort Worth. FY 2016 Community Based Program Camp Fire First Texas Page 7 of 12 12. Nondiscrimination. Contractor, for itself, its personal representatives, assigns, subcontractors and successors in interest, as part of the consideration herein, agrees that in the performance of Contractor's duties and obligations hereunder, it shall not discriminate in the treatment or employment of any individual or group of individuals on any basis prohibited by law. IF ANY CLAIM ARISES FROM AN ALLEGED VIOLATION OF THIS NON-DISCRIMINATION COVENANT BY CONTRACTOR, ITS PERSONAL REPRESENTATIVES, ASSIGNS, SUBCONTRACTORS OR SUCCESSORS IN INTEREST, CONTRACTOR AGREES TO ASSUME SUCH LIABILITY AND TO INDEMNIFY AND DEFEND THE CITY AND HOLD THE CITY HARMLESS FROM SUCH CLAIM. This section shall survive the expiration or termination of this Agreement. 13. Compliance. 13.1 Contractor, 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 Contractor any such violation on the part of Contractor or any of its officers, members, agents, employees, subcontractors or program participants, then Contractor shall immediately desist from and correct such violation. 13.2 Contractor 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 Contractor to any such violations on the part of Contractor or any of its officers, members, agents; employees, program participants or subcontractors, then Contractor shall immediately desist from and correct such violation. 14. Governmental Powers. It is understood that by execution of this Agreement,the City does not waive or surrender any of it governmental powers. 15. Waiver of Immunity. If Contractor 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; Contractor 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. 16. Insurance Requirement. 16.1 Coverages and Limits. Contractor shall provide the City with certificate(s) of insurance documenting policies of the following minimum coverage limits that are to be in effect prior to commencement of any work pursuant to this Agreement: FY 2016 Community Based Program Camp Fire First Texas Page 8 of 12 (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. 16.2 Contractor'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. All insurers must have a minimum rating of A- VII in the current A.M. Best Key Rating Guide, or have reasonably equivalent financial strength and solvency to the satisfaction of Risk Management. If the rating is below that required, written approval of Risk Management is required. Evidence of self-insurance will also be accepted. 16.3 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. 16.4 Contractor further agrees that it shall comply with the Worker's Compensation Act of Texas and shall provide sufficient compensation insurance to protect Contractor and City from and against any and all Worker's Compensation claims arising from the work and services provided under this Agreement. 16.5 The commercial general liability policy shall name the City as an additional insured thereon, as its interests may appear. The term City shall include its employees, officers, officials, agents, and volunteers in respect to the contracted services. 16.6 A minimum of Thirty (30) days' notice of cancellation or reduction in limits of coverage shall be provided to the City. Ten (10) days' notice shall be acceptable in the event of non- payment of premium. Notice shall be sent to the Risk Manager, City of Fort Worth, 1000 Throckmorton, Fort Worth, Texas 76102, with copies to the City Attorney at the same address. 16.7 Any failure on the part of the City to request required insurance documentation shall not constitute a waiver of the insurance requirement. 16.8 Certificates of Insurance evidencing that the Consultant has obtained all required insurance shall be delivered to the City prior to Consultant proceeding with any work pursuant to this Agreement. 17. Miscellaneous Provisions. FY 2016 Community Based Program Camp Fire First Texas Page 9 of 12 17.1 If any provision of this Agreement is held to be invalid, illegal or unenforceable, the validity, legality and enforceability of the remaining provisions shall not in any way be affected or impaired. 17.2 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. 17.3 Should any action, whether real or asserted, at law or in equity, arise out of the execution, performance, attempted performance or non-performance of this Agreement, venue for said action shall lie in state courts located in Tarrant County, Texas or the United States District Court for the Northern District of Texas, Fort Worth Division.. 17.4 Contractor 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. 17.5 This written instrument and 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. 17.6 Any amendments to the terms of this Agreement must be in writing and must be signed by authorized representatives of each Party. 17.7 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. 17.8 Contractor certifies that it has obtained a 501 (c) (3) Certificate from the Internal Revenue Service. Contractor shall notify City in writing of any changes to its 501 (c) (3) tax- exempt status during the term of this Agreement. 17.9 Captions and headings used in this Agreement are for reference purposes only and shall not be deemed a part of this Agreement. 17.10 The provisions and conditions of this Agreement are solely for the benefit of City and Contractor and are not intended to create any rights, contractual or otherwise, to any other person or entity. 18. Notice. Notices to be provided hereunder shall be sufficient if forwarded to the other party by hand-delivery or via U.S. Postal Service certified mail,postage prepaid,to the address of the other party shown below: FY 2016 Community Based Program Camp Fire First Texas Page 10 of 12 CITY: Valerie R. Washington,Assistant City Manager City Manager's Office City of Fort Worth 1000 Throckmorton Street Fort Worth, TX 76102 Copies To: Tiffany Hayes Grants Management Unit Bob Bolen Public Safety Complex 505 West Felix St. Fort Worth, TX 76115 CONTRACTOR: Ann Sheets, President and Chief Executive Officer CAMP FIRE FIRST TEXAS 2700 Meacham Boulevard Fort Worth, TX 76137 FY 2016 Community Based Program Camp Fire First Texas Page 11 of 12 IN WITNESS WHEREOF, the parties hereto have executed th' agreements 1 Iti les in Fort Worth, Tarrant County, Texas, to be effective this }ay of , ° o APPROVED AND AGREED FOR APPROVED AND AGREED FOR CITY,OF FORT WORTH CAMP FIRE FIRST TEXAS Valerie R. Washington Ann Sheets Assistant City Manager President and Chief Executive Officer ,.. Date: Date: t�� APPROVED AS TO FORM AND LEGALITY FOR CAMP FIRE APPROVAL RECOMMENDED FIRST TEXAS Rhonda K. Robertson Camp Fire First Texas Attorney Chief of Police Date: / ) .m.. C"5 Date: APPROVED AS TO FORM AND LEGALITY FOR CITY OF FORT ,�©� w._� . �� .�....., WORTH A TEST � p4 Victoria D. Honey a1. 1 J. I ser4caaoae�'�u Assistant City Attorney City`'SeCretary TO Date: - Date: M&C No. D10 M&C EQUIRED I OFFICIAL, RECORD FY 2016 Community Based Program C721� au " Camp Fire First Texas Page 12 of 12 i Exhibit A Proposal Abstract and Narrative FY 2014 CRIME CONTROL AND PREVENTION DISTRICT PROPOSAL COVER SHEET CONTRACTOR: Camp Fire First Texas DIRECTOR: Zem Neill PHONE NUMBER: 817 831-2111 PHYSICAL ADDRESS: 2700 Meacham Blvd. Fort Worth TX 76137 CONTACT PERSON: Ludi Navarro EMAIL ADDRESS: Ludi@a CampFireFW.org PHONE NUMBER: 817 831-2111 FAX NUMBER: 817 831-5070 PROGRAM TITLE: Step Up truancy prevention and school completion program CCPD FUNDS REQUESTED: $ 24,547 CONTRACTOR STATUS: Private Nonprofit FV]Public Nonprofit Mark the goal(s)that your program addresses. Support efforts to reduce violent crime and gang-related activities through enhanced enforcement activities and crime prevention programs Support efforts to increase the safety of residents and to decrease crime throughout Foil Worth neighborhoods; and ® Support efforts to increase the safety of youth and reduce juvenile crime through crime prevention and intervention programs. Additionally, does program address the priority consideration listed below? Program is a prevention or intervention program for youth and/or family violence. CERTIFICATION: I certify that the inforination contained in this proposal fairly represents the above-named Contractor's operating plans and budget for the proposed program. I acknowledge that I have read and understand the requirements and provisions of the Request for Proposal and that the above-named Contractor will comply with all applicable rules 1 and regulations relating to the procurement process. I certify that I am authorized to sign this proposal and to enter into and execute a contract with the City of Fort Worth to provide the services authorized. TYPED NAME: Zem Neill TITLE: President/CEO SIGNATURE: m4 �7�� f,,., , DATE: RFP No.15-01 93,FY 2016 Community Based Programs,Page 4 fi fl I' I Camp Fire First Texas PROGRAM ABSTRACT Step Up is Camp Fire First Texas'truancy prevention and school completion program. Step Up serves primarily Hispanic, low-income youth who reside in 76164 and 76104 zip codes and are at risk for truancy. Youth from North Side and Diamond Hill Jarvis High Schools and Kirkpatrick and J.P. Elder Middle Schools may participate in the program. The primary goal of Step Up is for participants to increase the grade level performance of at-risk middle and high school students so that they complete high school. In order to achieve this goal,the program aligns services with the following performance objectives: (1) increase school attendance, (2)improve grades, (3) increase parent involvement, (4)increase youth's engagement in school and community, and(5) decrease delinquent behavior. The major issues that the Step Up program addresses are truancy,poor school achievement, unhealthy habits including drug and alcohol abuse, gang activity,physical and sexual abuse, poor anger management, and violence. The goal of the program is to reduce truancy, drop-out rates, and unhealthy habits among students attending North Side and Diamond Jarvis High Schools,Kirkpatrick and J.P. Elder Middle Schools,helping them to stay in school, graduate, and pursue college or career plans after graduation. 5 Camp Fire First Texas PROPOSAL NARRATIVE Camp Fire First Texas respectfully requests an award of$24,547 from the Fort Worth Crime Control and Prevention District(CCPD) to support the Step Up School Completion Program (Step Up). The primary goal of Step Up is for participants to increase their grade level performance and, ultimately, complete high school. In order to achieve this goal, the program aligns services with the following performance objectives: (1) increase school attendance, (2) improve grades, (3)increase parent involvement, (4)increase youth's engagement in school and community, and (5) decrease delinquent behavior. 1. Describe in detail the problem that your program addresses. The major issues that the Step Up program addresses are truancy,poor school achievement, unhealthy habits including: drug and alcohol abuse, gang activity,physical and sexual abuse, poor anger management, and violence. The goal of the program is to reduce truancy, drop-out rates, and unhealthy habits among students attending North Side and Diamond Hill Jarvis High Schools,J.P. Elder and Kirkpatrick Middle Schools,helping them to stay in school, graduate, and pursue college or career plans after graduation. It is well documented that youth who drop out of school are likely to participate in criminal activity and become a financial burden on the economy of the local community. Drop-out rates are usually measured by tracking attrition or by calculating the percentage of 91h graders who are not enrolled in school four years later. According to a recent report, Fort Worth ISD had a graduation rate of only 50%, ranking it the 121h worst among the country's 50 largest school districts. Furthermore, in 2010 (latest year available)North Side and Diamond Hill Jarvis High Schools had higher than average drop-out rate (6% and 3.9%respectively) compared to the state average of 2.9%. (€ L� iCG€/,errrL,/are t n r fCr rc !, arowd,xr� l,���rmr�s :. Step Up serves to reduce this drop-out rate. The non-completion of high school is an indicator of the increased likelihood for delinquent behavior, criminal activity, and future incarceration. According to the Alliance for Excellent Education, for every 40 students who complete high school, over half a million dollars is added to the Tarrant County economy each year. Furthermore,it is estimated that the 90 graduates completing the Step Up program in 2014 would contribute over$180 million in the form of wages,taxes, and purchases over the course of their lifetimes. On the other hand, the community spends$200,000-$300,000 per student drop out for costs associated with law enforcement interaction,incarceration, and welfare. 6 According to the Bill and Melinda Gates Foundation, the clearest early indicator of future dropouts is persistent absenteeism. Other indicators include low grades,behavior problems, lack of school involvement, and grade retention. 68% of students at North Side High school are considered at-risk for dropping out. To that end,Step Up strives to proactively address these indicators. 2. Describe what your program does to 1) support efforts to reduce violent crime and gang- related activities through enhanced enforcement activities and crime prevention programs,2) support efforts to increase the safety of residents and to decrease crime throughout Fort Worth neighborhoods; and 3)support efforts to increase the safety of youth and reduce juvenile crime through crime prevention and intervention programs. The Step Up program works to reduce violent crime and gang activity in the program service area by reducing truancy rates and increasing school completion. According to Creating Safe and Drug Free Schools:An Action Guide, truancy is a gateway to crime. High rates of truancy are linked to high daytime burglary rates and high vandalism. Truancy is the most powerful predictor of juvenile delinquent behavior. "I've never seen a gang member who wasn't a truant first," says California District Attorney Kim Menninger. The Camp Fire Director of Teen Services and Program Specialist work with the court and school systems to establish a path for success for truant youth in the Step Up program. Weekly attendance monitoring and regular communication with school counselors, teachers,and parents ensure students receive the support they need to stay in school. Camp Fire program staff focus on increasing the safety and reducing crime in the affected neighborhoods through community and parental involvement. Step Up program participants engage in community service projects,teaching them the importance of volunteerism and engaging them in their neighborhood. Step Up works with parents to increase their engagement in the community as well. The characteristics of a student's family may include parent(s) who: do not value education, did not complete school,were truant themselves, have poor parenting skills, are of low socio-economic status,have a family history of delinquency, are single parent families, or have many children in the family. Step Up helps identify these issues and will work with families to identify social service organizations that can help them. This adds to the stability of the household and supports the learning environment for the student. The program increases the safety of youth and works to reduce juvenile crime through weekly group sessions,many with a focus on crime prevention. Step Up utilizes the research-based Step-It-Up-2-Thrive curriculum, created by Thrive Foundation For Youth. Step-It-Up-2-Thrive is a theory of change with four stages. The first stage is identification of youths'sparks,followed by development of a growth mindset. The third stage encourages youth self-reflection about indicators of thriving and risk factors in the way. The fourth stage builds youths'goal management skills, or what we term GPS(Goal selection,Pursuit of strategies, and Shifting gears in the face of challenge). The full Step-It-Up-2-Thrive process motivates youth to achieve personal development goals. 7 They also receive education and information on truancy issues and laws,making each student aware of the consequences of their behavior. The Director of Teen Services and Program Specialist focus on creating a supportive group atmosphere,as well as providing individual life skills training which includes conflict resolution, communication skill building, and goal setting. Staff then works individually with students,mentoring them on specific needs. The program also extends into the summer so that students remain connected to their families, schools, and communities. During this time, participants help plan for and coordinate service- learning projects,often alongside community volunteers. Through these projects and educational field trips, Step Up participants not only contribute to their local community,but also further develop personal skills and learn about career preparation. In 2014, actively engaged participants significantly increased academic performance as compared to their non-engaged peers. Students who attended all sessions increased their GPA by 22% as opposed to those who did not participate regularly and had a 4% drop in GPA.The one-on-one mentorship offered through Step Up helps to achieve a 100%graduation rate each year since 2010, as well as more than 90%next grade level achievement in participating youth. This resulted in positive behavior and reduction in risk factors including: decreased drug and alcohol abuse, decreased gang activity, decreased interaction with law enforcement, and increased involvement in community and service-learning activities. 3. Does your program address the CCPD priority/special emphasis of the prevention or intervention of youth violence and/or family violence?Describe how your program addresses this priority. Step Up addresses family violence, abuse awareness and recognition,prevention efforts, and protocol for safely escaping from an abusive situation. This is done through home visits,phone calls,PTA meetings, and presentations at community centers. In addition,several group sessions throughout the year focus on abuse and violence prevention and reporting,by bringing in outside experts such as: law enforcement,counseling, and abuse prevention experts. This program focus has led to successful interventions for a number of program participants. The Director of Teen Services and Program Specialist also work closely with community partners that address abuse and provide safe housing and tools for individuals from abusive situations. 8 4. How will you measure the effectiveness of the program? You must include specific performance measures within the Activities and Outcomes Summary and describe evaluation tools and the method of data collection that you will use. If awarded funding, these performance measures will be included as an exhibit in the contract,and you will be required to report progress towards these measures,which will be reported to the CCPD Board. Step Up program success is measured by assessing a variety of participant performance indicators including: school attendance (monitored weekly),progress and grade reports (monitored in 3-week intervals), attitude,juvenile delinquent incidents, and participation in program activities. The Director of Teen Services and Program Specialist regularly meet with teachers, counselors, the Stay-in-School coordinators,principal, and other relevant school staff to discuss student progress and school collaborations. The evaluation will be conducted utilizing the following multi-model tools: a. Pre-Post retrospective survey. With the retrospective pretest,participants are asked to share the knowledge or attitude they had toward a particular subject before they participate in the Step Up program, and after. When participants are asked to respond to a question about how much they know about a particular subject after they have some basic knowledge of the subject itself,they are more able to accurately reflect on the degree of change in knowledge or attitude(Rockwell&Kohn, 1989). b. Observation reports from the Program Specialist c. Academic reports provided by school(with parental consent)—attendance reports, progress reports, report cards, and other academic records d. Notes from school faculty and parent(s)/guardian(s) e. Referral tracking from community providers 5. Who does the program benefit? How many people? What age group? What geographic area will it serve? Please include geographic boundaries. Step Up focuses on serving primarily low-income youth, ages 11-18,who reside in the 76164 and 76104 zip code areas, attend North Side or Diamond Hill Jarvis High Schools,Kirkpatrick or J.P. Elder Middle Schools, and who have been identified as truant. The program is operated at the schools during the school year, and at neighborhood community centers during the summer. Camp Fire First Texas anticipates that it will serve a total of 90 students in the 2015—2016 program year. The definition of truant behavior used for the purpose of the program ranges from moderate truancy levels that affect the student's grades to excessive truancy where students face truancy court and a possible mandated exit from school. The target population is primarily Hispanic students. In addition,participants often are identified with additional risk factors associated with juvenile delinquency including,but not limited to:poor expressive language,lack of self- control,impulsiveness, aggressive temperament,poor social skills,friends who engage in 9 problem behaviors,low school attendance,parents with low academic attainment,parents who were teen parents,high parental conflict, a family history of problem behaviors,low grade point average, and a history of mistreatment. 6. What makes the program unique from any other crime prevention program in Fort Worth? The Step Up program is unique in both its high success rate as well as the scope of activities and educational opportunities offered. Over the past 4 years the program has had a 100%success rate of participating seniors graduating and continuing on to college or vocational school. Moreover, 90% of participating youth moved on to the next grade level with improved grades, attendance, and attitude. Also unique to Step Up are the opportunities that students receive through outreach events, family services, school services,field trips, guest speakers, and outdoor education. Students attend outdoor programs at Camp Fire Camp El Tesoro in Granbury, Texas and go on field trips to museums,local universities, and community colleges. They participate in educational projects led by local experts. Moreover, Camp Fire works with community partners like Northside Inter-Community Agency,Fort Worth Museum of Science and History, Cornerstone Assistance Network,Beautiful Feet, and Communities in Schools to provide service projects for participants. These opportunities, along with crime prevention education and the academic success rate of the program,make it unlike any other school-based crime prevention program in the community. 7. Is the program already in operation? If so,how long have you operated the program? What resources are currently used to operate the program? Why are CCPD funds necessary at this time? This is the fifth year the Camp Fire has operated the Step Up program. The one-on-one mentorship offered through Step Up helps to achieve a 100%graduation rate each year since 2010, as well as more than 90%next grade level achievement in participating youth. This resulted in positive behavior and reduction in risk factors including: decreased drug and alcohol abuse, decreased gang activity, decreased interaction with law enforcement, and increased involvement in community and service-learning activities. In 2014, actively engaged participants significantly increased academic performance as compared to their non-engaged peers. Students who attended all sessions of Step Up increased their GPA by 22% as opposed to those who did not participate regularly and had a 4% drop in GPA. Resources currently used to operate the program include grants from foundations, CBDG and CCPD program funds. The program is implemented through a team of staff including the Director of Teen Services, a Program Specialist, Vice President of Group Services,Director of Program Quality, and Administrative Assistant for Group Services,who ensure its ongoing success. We have submitted a proposal for CDBG funds for the 2015—2016 program year, and 10 continue to solicit foundations for support of the program. CCPD funds are necessary to fully and successfully maintain the program during the 2015—2016 program year. 8. Is this a new program? If so,what other funds have you applied for? Also,please describe the sequence of steps needed to implement your program and the timeframer in which this will occur. N/A. This is not a new program;it is in its 51h year of operation. 9. Briefly describe the specific expenditures planned for CCPD funding. You MUST fully complete attached budget forms. The requested funds will be utilized as follows: Description Amount Salaries: Vice President, Group Services,5% $3,500 Salaries: Administrative Assistant, Group Services 23% $5,750 Health Insurance $1,675 Retirement(3%) $278 FICA/workers comp/unemployment(9.25%) $856 Travel: Mileage for Director of Teen Services,4,573 miles @$.045 $2,057 Travel: Mileage for FT Program S pecialist,2,256 miles @$.045 $1,016 Travel: Field trips for Step Up program participants @$100 each $997 Supplies: Notebooks,pens, snacks &new curriculum $5,088 Supplies: Printing $333 Supplies: Postage $71 Supplies: Dues&subscri lions $78 Supplies: Insurance $234 Supplies: Miscellaneous $553 -Supplies: Telephone $319 Contracts. Program enhancement leadership $742 Contracts: Training for staff on new curriculum $1,000 TOTAL REQUEST $24,547 10. If funds are awarded,will this program continue beyond the CCPD funding period? Please explain your plan to sustain this program. Camp Fire intends to continue to operate the successful Step Up program for years to come. Camp Fire has an annual strategic plan to raise the funds necessary to provide critical programs and services to the community.Fundraising methods include a variety of strategies such as individual solicitations, direct response appeals,special events,third party promotions and events,funding proposals, corporate sponsorships and collaborations, and planned giving 11 (bequests, annuities,etc.)An assortment of communications and marketing strategies support and enhance fundraising efforts. To ensure the ongoing availability of services, Camp Fire First Texas has established a comprehensive development plan that enables the organization to identify and secure financial support of programs. The organization's development management system is utilized to identify potential donors,track contributions, and monitor the continuing reporting requirements necessary to fulfill our obligations to funders.Additionally, on-going communication between the development staff,executive leadership, and the Board of Directors provides a continuous cycle of donor development to ensure the review of all identified funding opportunities and determination of feasible options to coordinate the preparation and submission of funding requests. 12 H d P64 x x § � \ 0 § � * W x x a / \ x x 2 » § g q x x § / ± k u a / rA U 0 ■ a 2 U �= 2 x x § @ ® E .0 m 5w0 / 0� 0- Q m2 \ m = . ) * ƒ $ w / a $ � 2 cu E a ■ Q A k � 0 ( k a \ � c Exhibit B Budget FORT WORI'l CRWE CONMOL : REVErwvuamra' ni"r•acrr Budget Summary Total Award: $24,547.00 DIRECT PROGRAM COSTS 90%Minimum Total A.PERSONNEL Director of Teen Services 624 hrs. $12,059.00 PERSONNEL TOTAL: $12,059.00 B.FRINGE BENEFITS None $0.00 FRINGE BENEFITS TOTAL $0.00 C.TRAVEL AND TRAINING Mileage for Director of Teen Services and Program $3,073.00 Specialist(6,829 @$.45 miles) Field trips for participants $997.00 TRAVEL AND TRAINING TOTAL $4,070.00 D.EQUIPMENT None $0.00 EQUIPMENT TOTAL $0.00 E.SUPPLIES Notebooks,pens,snacks,curriculum $5,088.00 Printing $333.00 Postage $71.00 Dues $40.00 Subscriptions $38.00 Insurance $234.00 Telephone(Cell phone for Director of Teen Services and $319.00 Program Specialist) Miscellaneous(Background checks,office supplies, $553.00 recognition awards,and membership/registration fees for student activities SUPPLIES TOTAL $6,676.00 F.CONTRACTS/CONSULTANTS Program enrichment leadership $742.00 Staff training $1,000.00 CONTRACTS/CONSULTANTS TOTAL $1,742.00 INDIRECT PROGRAM COSTS 10%Maximum Total: $0.00 A.PERSONNEL None $0.00 PERSONNEL TOTAL: $0.00 B.FRINGE BENEFITS None $0.00 FRINGE BENEFITS TOTAL $0,00 G. OTHER APPROVED FORTWORIM CPJAIE commm, PREVENIMN DiSTMO' None $0.00- OTHER APPROVED TOTAL $0.00 Exhibit C Request for Reimbursement OFT H, " Request for Reimbursement(RFR) FY 2016 C"pttM9 4�°C'6<wTtCCDk. ANiW I B.'k.1'1ix`rta Y'V"td@M°,1"1 RWI Submit To: Submitting Agency: Bob Bolan Public Safety Complex Contact Name: Attn:Tiffany Hayes 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 Request Requested Total Requested Remaining Balance 9 To-Date Available A Personnel $ _ $ B Fringe Benefits $ $ C Travel&Training $.. _ $ D Equipment $ _ $ E Supplies F Contracts/Consultants Total ffiu ed Costs 2SLAS $ $ $ INDIRECT COSTS(10%Maximum) 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 9 To-Date Available A Personnel $ B Fringe Benefits $ $ _ C Travel R Training $ _ IS D Equipment $ _ $ _ E Supplies $ $ _ F Contracts/Consultants $ _ $ Total I"nMrea Costs $ _ S _ $ $ $ Supporting documents required with monthly requests. Summarv: This includes,timesheets depicting CCPD funded activities, Total Budget: S copy of paychecks,invoices and receipts detailing all CCPD funded expenditures Previous Requests: $ . This Request: $ Total Requested To-Date S Remaining Funds S 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 Porchase Order# Fund Dept ID Account RFR Approved For Pay) t Grant Staff Signature Date Finance Received Stamp Placed Below Exhibit D Program Activities Report FORT WORTH F'REwEmMM Disrmcr Fiscal Year 2016 Monthly Program Activities Report Current Reporting Month Submitting Agency Camp Fire First Contact Name Phone Number and Email Remit Address Activity Current To Date Year Month Total End Total Goal 1 Small group sessions at schools includes goal setting, recognizing barriers to success,problem solving, Step-It-Up-2-Thrive curriculum 100 2 Number of unduplicated participants attending the small group sessions during school year 65 3 Summer program sessions include service learning, conflict resolution, socially-appropriate behaviors, and citizenship. 12 4 Number of unduplicated participants attending the summer program sessions 25 5 Supportive educational activities include visits to colleges/universities, panels on interviewing skills,job shadowing, confidence and competence g building activities. 6 Number of participants attending supportive educational activities through summer and small groups sessions during the year 65 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 Exhibit E Program Effectiveness Measurement Report FORTWORTH R:,WME r0ta FROT, R"i nnmcr Fiscal Year 2016 Quarterly Program Effectiveness Measurement Report Current Reporting Quarter Submitting Agency Camp Fire First Texas Contact Name Phone Number and Email Remit Address Please include outcome narrative that describes how measure was accomplished for each quarter. Effectiveness Measures and Quarterly Outcomes Measure 1 50% of participants will Increase school attendance (by 25%) Outcome Measure 2 50%or participants will Improve academic performance (by 20%) Outcome Measure 3 70% of participants will Increase youth engagement in school and the community by participating in a supportive educational activity Outcome Measure 4 75%of participants will report a positive difference from pre-post change in at least 4 out of the 6 outcome areas (Confidence, Caring, Character, Competency, Connection, Contribution)thus Decrease delinquent behavior Outcome Measure 5 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 3`d Quarter(Apr-June) due July 15 4th Quarter(Jul-Sep) due October 15 Exhibit F Request for Budget Modification FORT WORTH a:wm:rcucs Msnaciu • 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 Request for Budget Modification Fiscal Year 2016 Date Submitting Agency Contact Name Phone Number and Email Remit Address DIRECT COSTS .0% minimum Bud et Cate or Approved Budget Chan a Requested Revised Budget Personnel Fringe Benefits Travel&Training Equipment Supplies Contracts/Consultants Total Direct Costs INDIRECT COSTS ..0% maximum Bud et Cate or A roved Budget Change Requested Revised Budget Personnel Fringe Benefits Travel&Training Equipment Supplies Contracts/Consultants 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 odification NOT Approved FWPD Staff Signature Date