HomeMy WebLinkAboutC2010-376 - 10/12/2010 - ApprovedCONTRACT
{Cover Sheet}
TITLE OF CONTRACT: Community Youth Development
CONTRACT NO.: CYD 2011-6
This contract ("Contract") is entered into by the City of Corpus Christi ("City" or "Fiscal Agent") and
the following named Subcontractor:
CITY: SUBCONTRACTOR:
City of Corpus Christi- PARD -CYD SERCO of Texas
606 N. Carancahua, Ste 105 555 North Carancahua, Ste 900
Corpus Christi, TX 78401 Corpus Christi, TX 7$478
Telephone: (361) 826-4028 Telephone: {3fi1) 361-903-7893
FAX: (361) 826-403$ FAX: (361) 361-903-7880
Contact Person: Celina Pulcher Cankact Person: Nancy Bonilla
Subcontractor agrees to provide services in accordance wikh the provisions of this Contract and under
the Community Youth Development Program ("CYD") funded by the Texas Department of Family and
Protective Services ("DFPS"}. This Contract consists of the following attached documents which are
incorporated herein by reference:
Contract (Cover Sheet)
PerFormance Measures (Attachment A-1)
k (Attachment A-2) Ic~~ ~~ 0~--~~~~.
Budget, Reimbursement Request Form & Budget Narrative (Attachments B-1, B-2, and B-3)
Standard Terms and Conditions (Attachment C}
Subcontractor Certification (Attachment D}
C ment F)
Subcontractor agrees to abide by all terms and conditions specified herein, and it certifies that the
information provided to the City is true and correct in all respects to the best of its knowledge,
information, and belief.
The obligations of the City of Corpus Christi under this Contract are expressly contingent upon the
availability of funds for such purpose under the funding sources:
CONTRACT PERIOD: From: September 1, 2010 Through: August 31, 2011
FUNDING OB_ LIGATION: Not to exceed $100,000.00 for FY 2011 for Contract Period
stated above.
Executed in triplicate, each of which recognized as an original.
ATTES ~ City of Corpus Christi
Armando Chapa `Angel Escobar
City Secretary City Manager
Legal form approved ~~" 3 ~ , 2010;
Q...
SERCO of Texas
.y . _ ; ~ _:_,~,._ .. D1ar IITI#OItIZE~
2010-~~ f
M2014-236,,~CI~. q, / ~C
10/12/10 _A
slwc~~~'~tRyi~
Subcontractor;
SERCO of Texas
By: ~Ce~~'j
Nickii~. Valdez, Vice-President
Date: ~ ~i'-I ~
IN~EXFD
784'15 COMMUNITY YOUTH DEVELOPMENT PROGRAM
SERCO of Texas
TABLE OF CONTENTS
Contract Cover Sheet
Page No.
Table of Contents ............................................................................................ i
Contracted Performance Measures (AttachmentA-'!) ................................ 1
Plan of Operation (Attachment A-2) .............................................................. 6
Program Requirements {Attachment A-3) ..................................................... 16
Budget Information Forms (Attachment B-1} ............................................... 18
Reimbursement Request Form {Attachment B-2) ........................................ 25
Budget Narrative (A#tachment B-3) ............................................................... 26
Standard Terms and Conditions {Attachment C) ......................................... 30
Sections
1. Legal Authority
2. Independent Contractor
3. Financial Limitation
4. Liability for Payment
5. Changes and Amendments
6. Accounting Requirements
7. Record Keeping/Reporting Requirements
8. Subcontracting
9. Publicity
10. Technical Assistance
11. Monitoring and Assessment
12. Property
13. Taxes
14. Disputes
15. Independent Audit
16. Prevention of Conflicting Interests
17. Fraud and Abuse Prevention
18. Indemnification
19. Sectarian Involvement Prohibited
20. Political ActivitylLobbying
21. Non-Discrimination and Equal Opportunity
22. Reporting Abuse, Neglect, or Exploitation
i
23. Health and Safiety Standards
24. Insurance
25. Debarment and Suspension
26. Notice and Assistance Regarding Patent and Copyright Infringement
27. Disclosure of Confidential Information
28. Communications
29. General Standards of Performance
30. Entire Agreement
31. Contingent on Funding
32. Trainer Qualifications
33. Termination
34. Force Majeure
35. Monthly Performance Review
36. Suspension of Payments
37. Repayment of Funds
38. Subcontractor Compliance with Primary Contract
Subcontractor Certification, Form 4733 tAttachment D) .......................46
ii
Attachment 1 -Performance Measures Page 1 of 5
Attachment A-1
Contractor: City of Carpus Christi
Program Name: Community Youth Development (CYD)
Contract Number: 23792861
Contract Period: September 1, 2010 -August 31, 2011
Performance Measures:
Pursuant to Texas Human Resources Code §40.058 all contracts for client services must include clearly
defined goals and outcomes that can be measured to determine whether the objectives of the program
are being achieved. The Department will use the following Performance Measures to evaluate the
success of the Contractor's performance of services under this contract.
Goal of the Contract: To prevent delinquency in Target Youths
Output Measures
Output #4: Average number of Target Youths served monthly in the Contractor's CYD Program
Output Performance Period: Contractor performance for this output is determined for each month of the
contract period, either wholly or partially, depending on the contract start and end dates.
Output Indicator: Average number of unduplicated Target Youths served in the Contractor's CYD Program each
month
Output Target: 650
Purpose: To evaluate the Contractor's effort at providing services to youths in the CYD Program
Data Source: PEIS Database
Methodology: Count all unduplicated Target Youths who were served during the output performance period,
add that number to the number of unduplicated Target Youths served during each previous output performance
period (if any), and divide by the total number of completed output performance periods. For the initial
pertormance period, the actual number served will be considered the average number served.
Output #2: Number ofi Target Youths served during the contract period in the Contractor's CYD Program
Output Performance Period: Contractor performance for this output is determined annually but measured
throughout the contract period.
Output Indicator: Total number of unduplicated Target Youths served in the Contractor's CYD Program during
the output performance period.
Output Target: 2150
Purpose: To evaluate the Contractor's effort at providing services to youths in the CYD Program
Data Source: PEIS Database
Methodology: Count all Target Youths with unique client ID numbers who were served during the output
performance period.
Output #3: Completed Pre-Service Protective Factors Survey Questionnaires are obtained from fi-9 year
old Target Youths served in the Contractor's CYD Program.
Output Performance Period: Contractor performance for this output is determined annually but measured
throughout the contract period.
Output Indicator: Percentage of eligible 8-9 year old Target Youths served in the Contractor's CYD Program
from which a completed Pre-Service Protective Factors Survey Questionnaire is obtained by the Contractor
Output Target: 100%
Purpose: To evaluate the Contractor's effort at obtaining outcome data
Data Sources: Pre-Service Protective Factors Survey Questionnaires and PEIS Database
Methodology: The numerator is the number of eligible B-9 year old Target Youths served in the Contractor's
CYD Program during the output performance period from which a completed Pre-Service Protective Factors
Attachment 1 -Pertormance Measures
Page 2 of 5
Survey Questionnaire was obtained. The denominator is the total number of eligible 6-9 year old Target Youths
served in the Contractor's CYD Program during the output performance period. Divide the numerator by the
denominator, multiply by 100 and state as a percentage.
Output #4: Completed Pre-Service Protective Factors Survey Questionnaires are obtained from 1t}-17
year old Target Youths served in the Contractor's CYD Program.
Output Pertormance Period: Contractor performance for this output is determined annually but measured
throughout the contract period.
Output Indicator: Percentage of eligible 10-17 year old Target Youths served in the Contractor's CYD Program
from which a completed Pre-Service Protective Factors Survey Questionnaire is obtained by the Contractor
Output Target: 100%
Purpose: To evaluate the Contractor's effort at obtaining outcome data
Data Sources: Pre-Service Protective Factors Survey Questionnaires and PEiS Database
Methodology: The numerator is the number of eligible 10-17 year old Target Youths served in the Contractor's
CYD Program during the output performance period from which a completed Pre-Service Protective Factors
Survey Questionnaire was obtained. The denominator is the total number of eligible 1.0-17 year oid Target
Youths served in the Contractor's CYD Program during the output performance period. Divide the numerator by
the denominator, multiply by 100 and state as a percentage.
Output #5: Completed Post-Service Protective Factors Survey Questionnaires are obtained from 6-9 year
ofd Target Youths served in the Contractor's CYD Program.
Output Pertormance Period: Contractor performance for this output is determined annually but measured
throughout the contract period.
Output Indicator: Percentage of eligible 6-9 year old Target Youths served in the Contractor's CYD Program
from which a completed Post-Service Protective Factors Survey Questionnaire is obtained by the Contractor
Output Target: 60%
Purpose: To evaluate the Contractor's effort at obtaining outcome data
Data Sources: Post-Service Protective Factors Survey Questionnaires and PETS Database
Methodology: The numerator is the number of eligible 6-9 year old Target Youths served in the Contractor's
CYD Program during the output performance period from which a completed Post-Service Protective Factors
Survey Questionnaire was obtained. The denominator is the total number of eligible 6-9 year old Target Youths
served in the Contractor's CYD Program during the output performance period. Divide the numerator by the
denominator, multiply by 100 and state as a percentage.
Output #6: Completed Post-Service Protective Factors Survey Questionnaires are obtained from 10-17
year old Target Youths served in the Contractor's CYD Program.
Output Pertormance Period: Contractor performance for this output is determined annually but measured
throughout the contract period.
Output Indicator: Percentage of eligible 10-17 year old Target Youths served in the Contractor's CYD Program
from which a completed Post-Service Protective Factors Survey Questionnaire is obtained by the Contractor
Output Target: 60%
Purpose: To evaluate the Contractor's effort at obtaining outcome data
Data Sources: Post-Service Protective Factors Survey Questionnaires and PEiS Database
Methodology: The numerator is the number of eligible 10-17 year old Target Youths served in the Contractor's
CYD Program during the output performance period from which a completed Post-Service Protective Factors
Survey Questionnaire was obtained. The denominator is the total number of eligible 10-17 year old Target
Youths served in the Contractor's CYD Program during the output performance period. Divide the numerator by
the denominator, multiply by 100 and state as a percentage.
Output #7: Completed Prevention and Early Intervention Youth Satisfaction Survey Questionnaires are
obtained from 10-17 year old Target Youths served in the Contractor's CYD Program.
Output Performance Period: Contractor performance for this output is determined annually but measured
throughout the contract period.
Attachment 1 -Performance Measures
Page 3 of 5
Output Indicator: Percentage of eligible 14-17 year old Target Youths in the Contractor's CYD Program from
whom a completed Prevention and Early Intervention Youth Satisfaction Survey Questionnaire is obtained by the
Contractor
Output Target: 54%
Purpose: To evaluate the Contractor's effort at obtaining outcome data
Data Sources: Prevention and Early Intervention Youth Satisfaction Survey Questionnaires and PSIS Database
Methodology: The numerator is the number of eligible 10-17 year old Target Youths served during the output
performance period from whom a completed Youth Satisfaction Survey Questionnaire is obtained. The
denominator is the total number of eligible 14-17 year old Target Youths served during the output performance
period. Divide the numerator by the denominator, multiply by 144 and state as a percentage.
Outcome Measures
Outcome #1: 6-9 year old Target Youths report an increase in the protective factors.
Outcome Performance Period: Contractor performance for this outcome is determined annually but measured
throughout the contract period.
Outcome Indicator: The change in the aggregate number of protective factors, as determined by comparison of
the Pre-Service Protective Factors Survey Questionnaires to the Post-Service Protective Factors Survey
Questionnaires
Outcome Target: The target for this measure will be negotiated af#er baseline data are collected from the 6-9
year old Target Youths receiving services during Fiscal Year 2411.
Purpose: To evaluate the Contractor's success at increasing protective factors in the 6-9 year old Target Youths
who are served by the Contractor's CYD Program
Data Sources: Pre-Service and Post-Service Protective Factors Survey Questionnaires and PEIS Database
Methodology: The methodology for this outcome will be developed by DFPS when the survey tool has been
validated.
Outcome #2: 10-17 year old Target Youths report an increase in the protective factors.
Outcome Pertormance Period: Contractor performance for this outcome is determined annually but measured
throughout the contract period.
Outcome Indicator: The change in the aggregate number of protective factors, as determined by comparison of
the Pre-Service Protective Factors Survey Questionnaires to the Post-Service Protective Factors Survey
Questionnaires
Outcome Target: The target for this measure will be negotiated after baseline data are collected from the 14-17
year ofd Target Youths receiving services during Fiscal Year 2011.
Purpose: To evaluate the Contractor's success at increasing protective factors in the 10-17 year old Target
Youths who are served by the Contractor's CYD Program
Data Sources: Pre-Service and Post-Service Protective Factors Survey Questionnaires and PEIS Database
Methodology: The methodology for this outcome will be developed by DFPS when the survey tool has been
validated.
Outcome #3: 10-17 year old Target Youths are satisfied with the Contractor's CYD Program services
received.
Outcome Performance Period: Contractor performance for this outcome is determined annually but measured
throughout the contract period.
Outcome Indicator: Percentage of Prevention and Early Intervention Youth Satisfaction Survey Questionnaires
completed by 14-17 year old Target Youths with average scores of five or higher for the first eight items
Outcome Target: 84%
Purpose: To evaluate the Contractor's success at providing services that are perceived as satisfactory by the
14-17 year old Target Youths receiving the services
Data Sources: Prevention and Early Intervention Youth Satisfaction Surveys and PEiS Database
Methodology: The numerator is the number of completed Questionnaires for the outcome performance period
Attachment 1 -Performance Measures
Page 4 of b
with an average score of five or higher for the fast eight items. The denominator is the total number of completed
Questionnaires far khe outcome performance period. Divide the numerator by the denominator, multiply by 100
and state as a percentage. (The Contractor must meet or exceed the target for Output #7 in order to achieve the
target for this outcome.)
Outcome #4: 10-16 year old Target Youths served in the Contractor's CYD Program will not engage in
delinquent behavior.
Outcome Performance Period: Contractor performance for this outcome is determined annually but measured
throughout the contract period.
Outcome Indicator: Percentage of 10-16 year old Target Youths that are not referred to a county juvenile
probation program while registered in and receiving services from the Contractor's CYD Program
Outcome Target: 95%
Purpose: To evaluate the Contractor's success in providing services that deter delinquent behavior in 10-16 year
old Target Youths receiving services from the CYD Program
Data Sources: Texas Juvenile Probation Commission and PEES Database
Methodology: The numerator is the total number of unduplicated 10-16 year old Target Youths served in the
Contractor's CYD Program during the outcome performance perod who were also referred to a county juvenile
probation program while registered in and receiving services from the Contractor's CYD Program. An existing
protocol for matching youth data maintained in the CYD database with youth data maintained by the Texas
Juvenile Probation Commission will be used to establish the numerator. The denominator is the total number of
unduplicated 10-16 year old Target Youths served in the Contractor's CYD Program during the outcome
performance period. Divide the numerator by the denominator, subtract this number from one, multiply by 100
and state as a percentage.
Definitions
Aggregate -The sum of the numbers of protective factors identified by all 6-17 year old Target Youths who
completed a Protective Factors Survey Questionnaire (for Age 6-9 or Age 10-17, as appropriate) during the
outcome performance period.
Average Score ffor the Satisfaction Survey Questionnaires -For each completed Youth Satisfaction Survey
Questionnaire, add the scores for the first eight items and divide by five.
Completed Protective Factors Survey Questionnaire - A definition for this term will be developed by DFPS
when the respective survey tools {Age 6-9 or Age 10-17) are made available to the Contractor.
Completed Youth Satisfaction Survey Questionnaire - A 10-17 year old Target Youth responds to a number from
the 7-point Likert scale for each of the first eight items on the Questionnaire.
Contract Period -The total length of this time frame is limited to all or part of the current fiscal year and shall not
exceed 12 months.
Eligible {to respond to the Post-Service_ Protective Factors Survey Questionnaire) - A 6-17 year old Target Youth
that has completed aPre-Service Protective Factors Survey Questionnaire and;
^ Completed the prescribed CYD Program; or
^ Participated in the CYD Program for 12 months from the date the Pre-Service Protective Factors
Survey Questionnaire was completed.
The Post-Service Protective Factors Survey Questionnaire must be the same version (Age 6-9 or Age 10-17) that
was administered to the youth as the Pre-Service Protective Factors Survey Questionnaire. The youth's age is
calculated as of the date of registration or September 1a' of the current fiscal year if the youth was registered in a
previous fiscal year.
Eligible (to respond to the Pre-Service Protective Factors Survey Questionnaires - A 6-17 year old Target Youth
that is newly registered into the CYD Program during the current contract period. The youth's age is calculated as
of the date of registration in the contract period assessed.
Eligible !To respond to the Youth Satisfaction Survev Questionnaire} -A 10-17 year old Target Youth that has:
^ Completed the prescribed CYD Program; or
^ Participated in the CYD Program far 12 months; or
^ Exited the CYD Program.
Exited - A Target Youth stopped accepting services during the output performance period without completing the
program.
Attachment 1 -Performance Measures
Page 5 of 5
Liken scale -A linear set of responses often used in questionnaires.
Post-Service Protective Factors Survey Questionnaire -A tool identical to the Pre-Service Protective Factors
Survey Questionnaire administered to the 6-17 year old Target Youth following the receipt of services and
designed to assess changes in the levels of the Target Youth's protective factors.
Pre-Service Protective Factors Survey Questionnaire - A tool administered to the 6-17 year old Target Youth
prior to the receipt ofi services and designed to assess the levels of the Target Youth's protective factors.
Protective Factors -Personal characteristics or environmental conditions that interact with risk fiactors to reduce
the likelihood of problem behaviors.
Satisfied - A response of five or higher on the 7-point Likert scale.
Target Youths -Youths through 17 years of age who live in andlor attend school in one of the designated ZIP
Code areas or attend school at another eligible public middle or high school located outside of the designated ZIP
Code area that has at least 30% enrollment from the designated ZIP Code area as determined by DFPS.
Unduplicated Target Youth - A Targe# Youth with a unique client ID number who receives at least one service
is only taunted one time during the performance period.
Community Youth Development Program
FY 2011 Subcontractor Plan of Operation
_~_
~`- SUB~UI~ITFCTI=f CL,II~T_SERICI,:C
OTE:;-This Document mush pe completed asl~~r~ ~'~ ~ ~ ~{"~tr~-ct. „ ~ ~ ;;
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erv`ice Prov~~jer ln~~rr~attpn~ ~ _ ~ _
~~
Fiscal AgentlPrimary Contractor: City of Corpus Christi
Subcontractor Name: SERCO of Texas Total CYD Funding Amount: $100,000
Program Name: SERCO Career Program
sub E -_.-
s _--cvntractc~ >,_`,sS?~~act Iraf~~tion
-- -
__
Name: Title: E-mail: Phone Number:
Nancy Bonilla Special Projects Nancy.bonillaCa~coastalworksource.com 361-903-7893
Mona er
Address: 555 N. Carancahua, Ste 900, Corpus Christi, Texas 78401
Contract Period: From: 09/01/2010 To: 0 813 1 12 0 11 Funding Priority(ies): # 2 Life Skills, #3 Recreational
(Inclusive Dates of Service): Same as contract Programs, and #4 Job Skills
period
Yes: ®No: ^ If not, From: To:
All addresses (locations) where services will be provided, ( lease use full address
1. Carroll High School, 5301 Weber, Corpus Christi, TX 78411
2. Moody High School, 1818 Trojan Dr., Corpus Christi, TX 78416
4. South Park Middle School, 3001 McArdle Rd., Corpus Christi, TX 78415
5. Baker Middle School, 3445 Pecan St., Corpus Christi, TX 78411
6. Tom Browne Middle School, 4301 Schanen Blvd., Corpus Christi, TX 78413
7. Central Park Elementary School, 3602 McArdle, Corpus Christi, TX 78415
8. Lexington Elementary School, 2901 McArdle, Corpus Christi, TX 78415
9. John Paul li High School, 3036 Saratoga, Corpus Christi, TX 78415
10. Bishop Garriga Middle School, 3114 Saratoga, Carpus Christi, TX 78415
Pro Xam Out uts
Output #1: ~T
Average number of unduplicated 167
youth served monthly*
Output #2:
Number of unduplicated youth 839
served during the fiscal year**:
Output #3: ~ -
Average number of 0
unduplicated adults served
monthly*:
Output #4:
Number of unduplicated 0
adults served during the
fiscal year**:
Calculate the cost of the overall program per youth (Cost per = $Contract amount 1 # youth served annually.): $119.19
_ .- ..
y ~'er~ge beach youth or adult receivi ~~~ t~"rt i rptt~ti r~ '~ , ttg e' ~~ort_ ~ , `; ; six;", ~ .
, _ ~ ~ .
~n~'alfy.~ each Youth or adult rec~ivir~g seiv2 ttti'r ' e , _ ~~~ Taou ~ ,the fiscal agent ,~ ~ ; ,..
~~~ r, ~ . Gmmr ~ .
mss` - ;~ + 2~ ~,_
Please fill in the following chart to explain how you will reach your target outputs during the fiscal year. If clients
will be served only in individual or group services, add the Annual Outputs for both services and enter the sum
above, On the other hand, if clients will be served by BOTM individual AND group services, the annual outputs
should be identical and that number should be entered above. Be sure to include all services that will be
provided. Copy and paste multiple rows as needed.
6
Individuals:
Maximum
Caseload
per staff Number
of staff Total number
of youth
served per
program cycle
(caseload x #
of staff Number of
program cycles
per year Average number
of youth served
monthly
{caseload x staff
-10%) Annual Output
(monthly output x
number of cycles per
year}
Mentoring 1 D 3 30 1 10 x 3=3D -1 D% =
27 27 x 1= 27
Groups:
Maximum Number of Total number of Number Average Annual Output
group size group youtih served per of Monthly (monthly output x
sessions program cycle program Output: number of group
running (group size x # cycles (group size cycles per year}
concurrently of concurrent per year x # of group
group sessions} sessions -
10
Youth 35 5 175 2 (12 35x5-175- 157.5x 2 = 315
Leadership week 1Q%=157.5
Develo ment program
Life Skills- 41 6 246 2 (12 49 x 6=246- 221.4 x 2 = 443
Career week 10% = 221.4
Mentorin program)
Life Skills - 15 2 30 1 (4 15 x 2 ~ 30 - 27 x 2 = 54
Summer weeks) 10% = 27
1. Is this CYD Program astand-atone program or component of a larger program? The program is the amalgam
of all the separate services provided.
^ Stand-alone
® Component of a larger program {Name of the larger program 5ERC0 Career Program)
2. Check the services to be provided:
^ Youth-Based Curriculum Activity ®Life Skills Classes
^ Family-Based Curriculum Activity ®Mentoring
^ Family Focused Service. ®Youth Leadership Development
® Recreational Services ^ Youth Advisory Committee Business (only one provider may
^ Academic Support Services provide the YAC business service type)
3. Check the protective factors this program will identify for change:
® Involvement with positive peer group activities and norms
® Social competencies such as decision making skills, assertiveness and interpersonal skills
^ Parentallguardian supervision
® Caring adults other than parent
^ Strong bond between children and parents
^ Emotional support and absence of severe criticism
^ High parental expectations
^ Clear rules and expectations
® Involvement with school/community
® Friendship network
® Positive perception of self and others
® Places high values on helping others
® Sense of purpose
7
~Cli','-; F~~9gra~n Description
4. pescribe the services to be provided. Be sure to include every service indicated in the check box above.
Indicate the time of day that services will be provided (e.g. afterschool, weekends, during the school day}
1} Mentoring: A traditional mentor program will be implemented at three middle school campuses and two
elementary campuses to provide students with positive support, counsel,- and friendship. Twenty students from
each participating campus will alternate meeting during breakfast or lunch once a month with their designated
group mentor. Students will receive guidance to make healthy decisions and promote long term goals such as
college and career exploration. They will have the opportunity to discuss obstacles or frustrations they face in their
daily lives in a group setting with their mentors and peer group. The mentor program to be implemented will
develop meaningful relationships between the mentors and their mentees in a structured environment. Meetings
will take place under the supervision of the counselor and as group outings for all participants.
Ensuring the success of the mentoNmentee match involves not only the regular meeting of mentors and mentees
separa#ely, but the meeting of both the mentors and the mentees among themselves; this is important to the
overall success of the Program. Measurable activities will include monthly input from both mentor and mentee
using customer satisfaction surveys developed by SERCO. Each meeting of the mentor and mentee will be
documented. Reports from the mentees themselves; and apre- and post-test of mentee perceptions about #heir
growth in the Program will be developed and implemented.
Mentors will be recruited from various community agencies to participate. They will meet as a group every other
month to discuss their experiences, share strategies and bond as a group as they learn to be effective mentors. A
recognition reception in January to celebrate National Mentor Month will be planned as well as a Mentor Walk for
students and adults to participate in together in conjunction with a Career Fair for non-traditional jobs for women.
Mentors from the communications field will be recruited to work with selected youth to design, develop and publish
a monthly program newsletter highlighting written work by program participants on program activities and events.
Student photographers will document program activities to be used to publish a yearbook which will be made
available to campuses and CYD city program staff and committee members as well as the state funding agency.
This end product will not only document the positive outcome of continued funding for the SERCO project but it will
demonstrate a measurable outcome of student participation in positive alternative behavior as well as providing a
marketable skill for youth to include on their resumes.
Mentors will be recruited from the Professional Women`s Business Association, the Hispanic Women's Network of
Texas, the Chamber of Commerce, the Leadership Class of Corpus Christi, various civic clubs, Knights of
Columbus councils, Young Lawyers Association, etc to share their experiences with the youth and to provide them
with insight into their chosen career fields.
2} Youth Leadership Development -The SERCO CYD Career program will strive to develop leadership skills in
all the youth its serves but will provide the opportunity for approximately 64 middle and high school students to
begin to establish the skills and knowledge it takes to be a leader in their communities. Students will participate in
youth conferences, team building exercises and career exploration opportunities. Over the course of the program
year they will be invited to participate in college tours and encouraged to participate in community service projects.
A YOUTH SUMMIT will be planned and led by the youth in the 78415 community to encourage leadership
development. A youth planning committee will be recruited to choose date, topics, speakers, location and to
facilitate summit activities. Adults will be on hand to assist and offer guidance but youth will coordinate all activities
as a leadership development activity.
Community service wil! also play an integral part in the effectiveness of this program. Studies have shown that
students involved in community service projects have increased positive feelings and mental health, and
decreases in depression and stress. Projects will be solicited from the 78415 community through formal requests
to the campuses. Applications will be taken for one-day projects such as yard work, painting, cleaning, minor
carpentry, for economically disadvantaged senior citizens and others, etc. Applications will be reviewed by youth
and selected for implementation each month with all planning done by the youth themselves. Community services
projects help redirect energies of at-risk youth to more positive social activities.
In addition, a planning retreat will be scheduled in September to map out a work plan for program year 2010-2011
of activities and events to be led by this group of students: A facilitator will be hired to work with the students to
establish short and long term goals for the program; build their leadership and communications skills; and establish
a team building spirit among the students from separate campuses. This group of students will meet regularly to
8
gauge goals and establish and adjust and modify as needed. Also, the ROPES team building program will be
offered to students to promote leadership developmen#, team building and effective communication skills.
In addition, a Career Day will be planned and hosted at the high school campus with rotating speakers throughout
the day during scheduled assemblies. The participants of the leadership program on the high school campus will
be responsible for planning the selection of speakers, meeting with campus administrators on logistics of assembly
schedule, extension of invitation to guest speakers, hosting and introduction of speakers, etc. it will be a
culmination of skills learned during the year as well as an opportunity to showcase the importance of bringing
outside resources to students.
3) Life Skills -The SERCO Job Skills and Career Program proposes to serve ten (~ 0) sites: Lexington Elementary
School, Central Park Elementary School, Baker Middle School, South Park Middle School, Browne Middle School,
Bishop Garriga Middle School, Jahn Paul II High School and Moody and Carroll High Schools. Igniting the
excitement of our future workforce is the key to student achievement. This program will do just that -inspire
students to dream of being successful in a career.
Through immersion in hands-on learning, job shadowing, business internship demonstrations, educational field
trips, higher education campus tours and demonstrations, elementary, middle and high school students 1 become
aware of careers in their community and the education and training requirements necessary to secure these jobs in
the future.
Focusing on current and future high-demand occupations in Texas and in the Coastal Bend, students participating
in the program will gain first-hand job experience in the petrochemical and refining industries, health and science
careers, advanced technologies and manufacturing, energy and other growing trade and skill sets. Students will
also learn about public service professions and other technical jobs including jobs in public safety, government,
hospitality and tourism, and other service professions. While inspiring students to plan for their future and gain
employment in profitable careers. SERCO's proposed program participants will also learn how their academic
subjects apply to these jobs -connecting education to the real world. Through participation in the program, staff,
advisors and other partnering organizations encourage students to evaluate #heir career options, graduate from
high school, and pursue education or training.
A combination of group learning and experiences, work site visits, career exploration activities and career
advisement will offer a unique opportunity for the students 78415. Career advisors combined with experiences will
provide students with a platform for studying traditional academics and learning the skills specific to a career.
These groups will learn about the 16 Career Clusters as established by the U.S. Department of Education model.
Short 10 minute videos will be utilized to depict top occupations and the basic job requirements of these careers
based on the Workforce Solutions of the Coastal Bend's data for employment needs in the Coastal Bend. One of
the exciting parts of the program is that students will leave campus on a regular rotating basis to visit any of a
number of exciting worksites and educational institutions. The internet will also be utilized to offer apre-recorded
web-based version of an actual visit to the worksite-a "virtual reality" trip as it will not always be possible to send an
entire group to a location. This network of career advisors will demonstrate job appropriate skills to give the
students insight into job performance and the requirements to be successful in attaining a similar position in the
future. Many educational lessons can be formulated to answer student questions regarding pay scales, length of
the preparatory course of study, and special training opportunities where they might have the opportunity to co-
enroll in the Workforce Solutions youth program which provides funding for occupational related training and
support services such as gasoline assistance, work clothes and supplies, etc.
5ERC0's proposed program will better prepare students to plan for their futures as they prepare to enter the
workforce while promoting positive activities far youth to be engaged in with less likelihood of engaging in
delinquent behavior.
Career Exploration A Career Club will be implemented on both the middle and high school campuses to provide
students with guidance to make career decisions and promote long term goals such as college exploration and
career exploration. They will have the opportunity to learn about various career fields through guest speakers and
field trips as well as attending College Career Fairs and industry Fairs. Guest speakers will be scheduled bi-weekly
so that all the career clusters can be covered over the school year.
The high school students will also be offered the opportunity to participate in workshops for resume writing,
interviewing techniques, appropriate interview attire, etc. A career day will be planned for them as well as inviting
various employers to conduct mock interviews with the students while providing feedback for improvement of
interviewing skills. In addition, speakers from various fields of interest will be recruited to present information to
9
students on a bi-weekly basis as part of a lunch "career club" during the three scheduled lunch shifts. High school
students will be offered the opportunity to participate in National Groundhog Job Shadow Day where they will be
placed at a worksite in a career field of interest.
In the U.S. Department of Education model, there are 1fi Career Clusters -each has their own knowledge and
skills requirements. We will examine as many of these as is passible, with students having the opportunity to talk to
professionals in each of the categories
1. Agriculture, Food and Natural Resources 9. Hospitality and Tourism
. Architecture and Construction 10. Human Services
3. Arts, AN Technology and Communications 11. Information T echnology
. Business, Managemenk and Administration 12. Law, Public Safety and Security
5. Education and Training 13. Manufacturing
. Finance 14. Marketing, Safes and Service
7. Government and Public Administration 15. Science, Technology, Engineering & Math
8. Health Science 16. Transportation, Distribution and Logistics
Videos will be developed through a vendor procured by SERCO describing the top occupations. These 10 minute
videos will show the basic job requirements of these careers, which will be selected based on the 1fi career fields and
the Workforce solutions data for employment needs in the Coastal Bend. These films will follow the format established
during the recent filming done as part of the very successful "Learn More to Earn More" series co-authored by Dr.
Ridge Hammons.
An interactive website will be developed to provide advisors with helpful finks to resources as well as to offer youth the
opportunity to explore interactive career exploration sites. The actual video work will be done by the successful .
cooperative bidder who will go to the career advisor's worksite and shoot a video of the advisor at work, edit the DVD
of each advisor and include it on the website available to students in each of the schools. Students will be able to view
100 or more career options.
For the Summer Program, SERCO will be serving John Paul II Nigh School, Moody High School and Baker Middle
School. These schools have been underserved throughout the school year and are still new to the CYD program.
SERCO will work with 65 students from these schools by engaging them in 4 weeks of summer activities. They will
also propose enrolling youth in its Workforce Solutions for 5 weeks and engage them in community activities while also
giving them a work schedule.
4. RecreationallSports Activities: Students at Baker and South Park Middle Schools will participate in a weekly
sportslrecreation club engaging youth in team building skills, interpersonal communications and organized sports
activities. This after school program typically attracts over forty-five (45) youth each week. ROPES program elements
will also be incorporated into the program activities.
3. Describe what startup activities will be necessary, including but not limited to hiring and training staff,
publicizing your program in the community, and recruiting youth to the program. Provide a brief timeline for
all activities. As this is our third year with the CYD program, we already have standing relationships and agreements
with the schools and counselors far services. We will meet with staff and plan for the year and as soon as approval is
given we can begin to signan up youth to the program. Everything is ready to begin immediately.
6. Identify the frequency, intensity and duration of services for a client:
10
Service'Ty~ie ', Fo~iillf~iorr~ ,F~q~ency .~1;ign Intensity;"
use'the service type~~i"~~n'es first and
~
~ targe#;youth' daily weekly; rrionth[y theamount of The tdtaf #'of
,.,
~
indiVldual program Harries to parentheses, if
.primary caregiver
(~1 service dv~s not
time it~'vWiil take a ;,
sessioris.p~er client
needed
~~
~ ` equa!?a tim~,b`~nod clienfao complete
' '~~ sucl~as at><°13pur ~. ro X~m
Mentorin Career Mentorin Pro ram Youth 1 session per month 7 months 7 sessions
Youth Leadership Development Youth 1 session per month 9 months 9 sessions
Communit Service Projects
Youth Leadership Development (Youth Youth 2 sessions per month 4 months 8 sessions
Summit
Life Skills Careers of the Future Youth 1 session per week 36 weeks 36 sessions
RecreationlS orts Club Youth 1 session per week 36 weeks 36 sessions
Life Skills (Summer Pro ram Youth 1 session per day 16 da s 16 5esS10n5
Copy and paste additional rows if needed.
7. identify the target population to be served:
w_k Yopth
Is any part of the program designed to serve ages other than the GYD target population of 10-17?
Yes ^ No
if yes, please describe:
Is any part of the program specifically designed to serve only males or females? Yes ^ No
If yes, please describe:
Is any part of the program specifically designed to serve a specific racial or ethnic group? Yes ^ No
If yes, please describe:
8. If applicable, identify any program model or curriculum to be implemented and include the developer of
the program {e.g. Ali Stars Curriculum by Tanglewood). SERCO does not utilize an identified program model
or curriculum but has developed its own.
9. Identify the CYD Program's goats and objectives. All goats and objectives should address the impact on
juvenile delinquency. Goals are broad statements of what your program is intended to achieve.
Objectives are specific, measurable, achievable, relevant and time-focused statements.
Goal(s):
To give the youth of 78415 a satisfactory experience with their mentor, enhance youth's leadership skills and
teach the youth about career exploration and give them the knowledge of what they need to succeed in various
careers.
Objective(s):
Each youth will have a satisfactory experience with a mentor and will have experienced a banding connection.
Each student will have experienced working on at least one Community Service Projects and will have
experienced the completion of a job.
Each youth that participates will have knowledge of a career path in terms of courses needed, classroom hours,
college hours, expected salary, etc. and will also learn how to set short and long-term goals.
11
10. Describe the evaluation plan #or the program to include: staff responsible for evaluation, how
evaluation data will be collected, how evaluation data will be conveyed to relevant staff and how
evaluation data will be used to revise or improve the program, #o include at least the results of the
satisfaction surveys. Include a list of measurement tools that will be collected, if applicable, to
demonstrate on-going program effectiveness and implementation of the program design.
Evaluation of program success will be easily measured by the number of students participating in program
activities. Surveys will also be distributed to students every quarter to gauge interest in activities planned and
carried out; relevance of activities to students; and suggestions on future program activities. Program staff will
review student feedback and modify the work plan as needed.
~~lent i"{ec'rui#ment-an~.i Ret~.in:~i~n - -
11. Recruitment
a. Describe the process for recruitment of at-risk youth and their families. Provide a description of any
outreach strategies used to encourage referrals and collaboration. lnclude recruitment efforts to
address cultural diversity. Identify those agencies and organizations which are likely to refer clients.
Counselors will recruit youth from their respective campuses to the program. They will make decisions on youth
that they feel will benefit from the program. In addition, outreach efforts will be made during new student
orientations to inform students and their parents of the programs and their benefits. A parent information
meeting will be held at designated campuses in September so that they can get a preview of program activities
with students. These meetings will be coordinated with the District's Parent Involvement liaisons on these
campuses as well as being supported by the District's Parent Involvement Coordinator.
Campus counselors will recruit youth who will best benefiit from a continuing program into the summer. Summer
programs will run at the campus sites during summer work hours for 4 days a week for 4 weeks. This summer
program will be offered on both middle school campuses integrating education, physical activity, educational
field trips, arts and community service and computer knowledge. At the end of the four week program, parents
will be invited to a special celebration showcasing the students' work. The summer program will enhance the
skills and education learned during the school year and will in turn, teach youth the importance of setting goals
and being involved in constructive activities that provide an alternative to delinquent behavior.
SERCO does not anticipate any obstacles in its recruitment efforts to provide youth with a program of relevance
as can be seen with the program success it has experienced in its first 2 years of implementation. SERCO will
continue to provide a quality program that promotes learning, teaches real life skills, and provides an innovative
approach in encouraging youth to look beyond today and towards their futures.
b. Describe any community based outreach and awareness events or activities your program will
implement or participate in this year.
Program staff will participate in community events to promote CYD program, vision and objectives whenever
possible. Press releases are distributed to media outlets to promote awareness of program activities whenever
applicable.
12. Retention
a. Describe strategies used to engage youth and their families. Describe any techniques you will
implement to establish trust, build rapport, and maintain relationships with your target population. The
SERCO program has developed a work plan for the program year that includes successful activities that were
facilitated during the 2009-10 Program as well as an expanded schedule of activities. it is our belief that the
bond the youth feels with the mentorlprogram will assist in keeping them active throughout the year.
Industry field trips are incorporated into the program. to expose students to mare career fields that will enhance
knowledge gained through guest speakers. The student leaders that will be recruited far the leadership
component of the proposal will have an active voice in the addition of new program activities and events,
especially during the planning retreat to be held prior to the start of the new program year. This will ensure #hat
student interest will remain throughout the program year allowing for the retention of student participation.
~2
Field trips are used as incentives to keep the youth in the program. In order to participate in the trips, they must
continue with the program. fn addition, monitoring of attendance will 6e done and those youth not attending will
be contacted either by phone calls or letters and encouraged to continue.
b. Will your program offer incentives for participation? ®Yes ^ No
If yes, describe the types of incentives and how they will be used {Note: lalease refer to the PEI policy
on incentives). Field trips are used as incentives to keep the youth in the program. In order to participate in the
trips, they must continue with the program.
c. Describe your plans to retain youth in the program and ensure youth complete the program.
Describe how you will recover youth who stop attending services to return to the program.
The SERCO CYD Program has been very effective in retaining youth in its program activities because it offers a
program of relevance to the students. The career focus of the program enables SERCO to provide a unique
opportunity for youth to explore career opportunities and career fields that they would not normally have access
to. Program staff will solicit feedback from youth who do not continue their participation in the program in an
effort #o reengage youth.
~Voi,uun~'~er~"f~eciru~~`i~ent,'.Tra~nng, arr~! Re'~~'rt~lon
13. Will this program use volunteers? ®Yes ^ No
If yes, describe the procedures for recruiting and screening volunteers and what criteria will be used to
ensure they are a good fit to deliver the proposed services.
The SERCO CYD Program recruits CCISD staff who are already on campus and familiar to the youth as
sponsors/chaperones for program activities. Once identified and recruited, documents are forwarded to the
volunteer for security clearance to work with the youth.
14. Explain the tasks which will be assigned to volunteers [mentoring, tutoring, presenting), how they will be
trained, supervised, and retained (once a month supervision is required per the RFP}.
Program staff work with the youth on an on-going basis. Volunteers who assist by chaperoning field trips are also
utilized as needed. Career mentors are utilized on a one-time only basis to provide career information in a
particular field of interest. Either the SERCO -CYD Program Liaison andlor the Program Manager are always on
hand for program activities at school campuses and for field trips.
15. If volun#eers will serve as mentors, state the adult to youth ratio. 1 to 10
~~
NOTE: All voluhiears must be cleared ivitji a DA5 Crrmina! 8ackgrqund Check and a DFPS C17rJd ;4buse l~egisfry check fhruugh th6 ABGS system
PR10R for~eCess to clients anctrar cliertLrecords. AI! volunteers must he given monthly support for their 4tirork with youth.
--
__ ~ -
Q~~. fl~?J4~ty
16. Discuss potential barriers (e.g. transportation, child care, etc.) to providing services to program participants
and how you will overcome those barriers. If transportation will not to be offered, identify the processes
that are used to ensure that these factors are not obstacles to accessing services.
This program is campus based so students will already be on site for the before and after school program activities.
For the off campus activities, campuses will request buses from the District's transportation department and bill
SERCO for costs. All students will be required to have written permission from parent or guardian to participate in
off-campus learning and activities. SERCO will provide insurance to cover the students participating in the program
through this grant for these off campus activities.
17. Describe the "safe passage" plan for youthlfamilies without transportation. Campus Counselors, Program
Manager and 1 or Program Liaison will accompany and chaperone youth. Youth will be supervised during the after
school program until a parent picks up their child or the child walks home, with the parent's permission. Parents will
be responsible for transporting students to school fior any Saturday workshops or events. Campus police are on the
13
campus sites before and after school and are readily available to assist with any potentially unsafe situations that
may arise. SERCO will ensure that one adult is assigned for every 20 youth for on and off campus program
activities.
- -- ~.
Sta , rrjg` Rl~~i _ ~
18. Use the table below to describe the staffing plan, including the back up staffing plan in the event of
vacancies or extended absences. (What staff positions will work directly on the CYD contract and which position
will supervise whom and provide coverage, if necessary).
Position title (indicate if Services far which this Position supervised by: Position has backup
a volunteer position is res onsible b this osition:
CYD Program Liaison Responsible for overall Assistant Vice-President, Assistant Vice-
coordinatian of program SERCO of Texas President, SERCO of
activities & ersonnel Texas
Program Manager Responsible far recruiting CYD Program Liaison CYD Program Liaison
speakers & arranging field
tri slcha eronin fiield tri s
CYD Program Support Responsible for assisting CYD Program Liaison CYD Program Liaison
Clerk Program Liaison in day to
day operations of
activitieslmaintenance of
student records and
ro ram activities
Fiscal Program Analyst Responsible for processing Regional Account Mgr Regional Account Mgr
invoiceslfiscal reconciliation
Regional Account Mgr Responsible for oversight of Vice-President, Accounting Staff
fiscal many ement SERCO of Texas
School Campus Program Responsible for program CYD Program Liaison CYD Program Liaison
Supervisors activities on andlor Program Mgr
campuslsupervision of
students on field tri s
Describe staff supervision and support. 5ERC0 has established Personnel Policies and Procedures for
recruiting and screening {including criminal background checks} of staff and volunteers. SERCO's Standard
Operating Procedures related to staff development and staff oversightlsupervision conforms to City of Corpus
Christi requirements and the contracted program activities. All staff, mentors and volunteers will undergo criminal
background checks and child abuse registry checks prior to working with the program in accordance with bFPS
regulations. All information will be kept in a secure location and available for review as needed. Staff wilt be trained
on any curriculum to be used as well as in all components of the program and collection of data. Mentors and
mentees will receive a mentor program orientation and training. Mentors will have the opportunity to visit the
website for research information and links to mentoring resources as well as additional mentor training. In the
event of staff (campus) vacancies, the Program Manager and/or Program Liaison will assume all responsibilities
until the position is reassigned.
The 5ERC0 CYD Program Liaison {10% of time) will ensure the successful implementation and operation of day
to day activities far the CYD program. These include direct supervision of program staff and the recruitment,
screening and training and ongoing support of volunteers and ensuring compliance with contract guidelines. In
addition a Program Support Clerk will spend 25% of their time on the CYD program. They will be responsible for
day-to-day administration of operational duties and a Fiscal Program Analyst will spend 10% of their time to work
on the fiscal administration of the program. In the event of vacancies, there is support staff that work on other
programs within the company that will be able to step in until the position is filled. In addition, SERCO will contract
labor 1 consultants to assist with the program. This includes a Program Manager at 15% of their time to work
closely with school campus staff to ensure that program objectives and components are being carried out as
contracted. The Program Manager will be supervised by the Program Liaison. Also, School Campus Program
Supervisors (6} will be contracted to run the program at #heir campuses. In the event of staff (campus) vacancies,
the Program Manager andlor Program Liaison will assume all responsibilities until the position is reassigned.
14
activities/maintenance of
student records and
ro ram activities
Fiscal Program Analyst Responsible for processing Regional Account Mgr Regional Account Mgr
Invoices/fiscal reconciliation
Regiona! Account Mgr Responsible for oversight of Vice-President, Accounting Staff
fiscal mane ement SERCO of Texas
School Campus Program Responsible for program CYD Program Liaison CYD Program Liaison
Supervisors activities on andlor Program Mgr
campuslsupervisian of
students on field tri s
Describe staff supervision and support. SERCO has established Personnel Policies and Procedures for
recruiting and screening (including criminal background checks} of staff and volunteers. SERCO's Standard
Operating Procedures related to staff development and staff oversightlsupervision conforms to City of Corpus
Christi requirements and the contracted program activities. Ali staff, mentors and volunteers will undergo criminal
background checks and child abuse registry checks prior to working with the program in accordance with DFPS
regulations. All information will be kept in a secure location and available for review as needed Staff will be trained
on any curriculum to be used as well as in ail components of the program and collection of data. Mentors and
mentees will receive a mentor program orientation and training. Mentors will have the opportunity to visit the
website far research information and links to mentoring resources as well as additional mentor training, In the
event of staff (campus) vacancies, the Program Manager and/or Program Liaison will assume all responsibilities
until the position is reassigned.
The SERCO CYD Program Liaison (10% ofi time) will ensure the successful implementation and operation of day
to day activities for the CYD program. These include direct supervision of program staff and the recruitment,
screening and training and ongoing support of volunteers and ensuring compliance with contract guidelines. In
addition a Program Support Clerk will spend 25% of their time on the CYD program. They will be responsible for
day-to-day adminis#ration of operational duties and a Fiscal Program Analyst will spend 10% of their time to work
on the fscal administration of the program. In the event of vacancies, there is support staff that work on other
programs within the company that will be able to s#ep in until the position is filled. In addition, SERCO will contract
labor 1 consultants to assist with the program. This includes a Program Manager at 15% ofi their time to work
closely with school campus staff to ensure that program objectives and components are being carried out as
contracted, The Program Manager will be supervised by the Program Liaison. Also, School Campus Program
Supervisors (B) will be contracted to run the program at their campuses. In the event of staff (campus) vacancies,
the Program Manager andlor Program Liaison will assume all responsibilities until the position is reassigned.
Signature of Person completing the Plan of Operation for the Subcontractor:
~~~-
Si nature ~ / Prin#ed Name pate
r
Signature of Contractor Staff Approving the Pian of Dperation:
-- . ~-/~~-~i~ ~`"~~ ~ Celina Pulcher
Signature Printed Name
~ l~
Date
14
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Attachment A-3
Program Requirements - FY2011
78415 Community Youth Development
Plan changes. Plan changes to budgets and plan of operation are each limited to three
during the fiscal year with the final plan change to be submitted no later than June 1. Any
additional request for plan changes will require a waiver prior to requesting the change. All
waiver requests must be submitted to the CYD Program Manager with the original signature of the
contract's authorized signatory and must completely document specific compelling reasons
for the request. Waiver requests must be submitted at least 30 days in advance of the
anticipated plan change and are subject to DFPS's approval.
Automated Background Checks. All staff and volunteers that work or will work on the
contract are required to have background checks conducted through the Automated
Background Check System (ABCs) who have contact with client or client information or if
salary is reimbursed through the contract. It is assumed that staff including, but not limited to,
Executive Directors and Chief Financial Officers will have access to clients or client records
due to their oversight roles; therefore, require a cleared background check.
Quarterly Reports and Corrective Action Plans. Each quarter the Subcontractor is required to submit a
Quarterly Report no later than 30 days after the end of the first, second and third quarters. The Quarterly
Report must include information on the program, how the subcontractor is performing and any corrective
action plans that are required. At the end of the year the subcontractor is required to submit a Fourth
QuarterlAnnual Report that provides ongoin~information regarding achievements and challenges in
implementing the CYD program during the 4 quarter and the full contract year.
A corrective action plan must include a statement of the problem, proposed steps to be taken,
timeline for each step, person(s) responsible for implementing each step, and person
responsible far oversight of the plan to ensure it is implemented correctly. Corrective action
plants must be submitted on the required template and must outline the measures that will be
taken by subcontractor to address each performance measure that is off track.
Program Services. Youth may not participate solely in one-time activities. If one-time activities are
planned as a service, they should be an added value for youth already participating in other CYD
Program Services and cannot be a stand-alone service.
Direc# service staff of the Subcontractor must be at least 18 years of age, have a High School Diploma or
GED, and 1 year of experience in the health and human services field to include work with youth.
Program Forms and Social Security Numlbers. Contractors are required to complete all
fields of the program form such as the registration form, in its entirety including the social
security numbers field. If a client refuses to provide their social security number, contractors
must document refusal in the case file. The expectation is that contractors make a good faith
effort to obtain social security numbers and other information listed on the program form.
Sections of the program registration forms that have an asterisk are required fields in the
database; however, the expectation is that the form is completed thoroughly.
All services provided in accordance with the Subcontractor's approved Plan of Operation must be tracked
using the appropriate documentation farms. Service documentation must be complete, accurate and
16
maintained in an organized fashion. Subcontractor must maintain records in a manner which protects the
confidentiality of the clients being served. Service documentation must include, but is not limited to:
Sign-in sheets, particularly for group activities
Monthly Service Tracking Forms
Satisfaction Surveys
Documentation may also include, if applicable:
Service plans
Referral logs
Case notes, including phone logs, home visit notes, office visit notes, etc
All services provided by subcon#ractor must have valid documentation that supports verification of
participant attendance, such as sign-in sheets or attendance rolls, including a signature certifying the
validity of the information, individuallgroup progress notes, materialslhand-outs used and additional
documentation as appropriate to-the program.
Client files must include, at a minimum, the following forms completed:
The DFPS Registration Form
CYD Risk Factor Survey
Pre-service Protective Factors Survey
Post-service Protective Factors Survey
Cost Reimbursements. Subcontractors must submit reimbursement requests by the 5t" of each month.
The City nor DFPS is obligated to pay unauthorized costs or to pay more that Subcontractor's allowable
and actually incurred costs consistent with federal and state regulations. The reimbursement made to
Subcontractor will not exceed actual costs to provide the services under this Contract and
Subcontractor's actual costs, both direct and indirect, mus# be allowable, reasonable, and allocable.
Subcontractor must submit supplemental bills quarterly, (December 30, March 30, June 30 or September
30) to submit costs not included on the main monthly bill Onfy one supplemental bill may be submitted for
each month, so all additional costs must be included.
Reallocation of Funds. Subcontractor agrees that if after careful review by the Fiscal Agent it does not
appear that the subcontractor will utilize all funding by the end of the third quarter (April 3Q), the
Subcontractor could lose uncommitted funds in excess of $2,500, subject to reinstatement through the
appeals process set below. Fiscal Agent will notify Subcontractor in writing of the pending budget
reduction to Subcontractor's budget and give Subcontractor fourteen (14) calendar days to respond. If
Subcontractor does not respond within fourteen (14) calendar days, then the budget adjustment will be
made and Subcontractor must submit an adjusted budget to Fiscal Agent that reflects the reduced budget
amount within fourteen (14) calendar days thereafter. However, if Subcontractor disagrees that excess
funds are available, then Fiscal Agent and Subcontractor will meet at an agreed upon time and
Subcontractor will be given the opportunity to present their case. Fiscal Agent will make the final decision
whether to reinstate or forfeit any of Subcontractor's excess uncommitted funds. Any excess funds
forfeited by any Subcontractor will be used for other CYD programs.
Controlled Assets. Subcontractors must complete an inventory list of any controlled assets (ex.
computers, furniture, etc) purchased either in part or in full by DFPS funds using an inventory lis#
form. A new inventory list will need to be submitted to the City during each contract renewal
cycle.
17
B1 -Budget Information Forms
SERCO of Texas
Contract Period: Sept, 1, 2010- Aug. 31, 2011
Summary Budget
FY2011
COST CATEGORY TOTAL
1. (A) Personnel -Salaries $16,146.53
B Personnel - Frin a Benefits 4,651.00
C Personnel - Travel 3,700.00
2. Materials and Su lies 15,929.03
3. E ui ment 800.00
4. Other Costs 5$,773.44
TOTAL BUDGET $100 000.00
Cash Match $0.00
In-kind Match $0.00
-18-
B1 -Budget Ir~forma#ion Forms
SERCO of Texas
Contract Period: Sept. 1, 2010 -Aug. 31, 2011
(1 a) Personnel -Salaries
FY11
A
Position or Title B
Number of
Staff for
Position C
Average Full
Time Monthly
Salary ~
Percent of
Time on
Budgeted
Position E
Number of
Months
Employed F
Cast
(BxCxDxE)
(Total)
Pro ram Liaison 1 4,229.33 10% 12 5,075.20
Pro ram Su ort Clerk 1 2,499.47 25% 12 7,498.41
Fiscal Pro ram Anal st 1 3,050.67 4.50% 12 1,647.36
Senior Accountant 1 4,584.67 3.50% 12 1,925.56
TOTAL SALARIES Total 16,146.53
-19-
B1 -Budget Information Forms
SERCO of Texas
Contract Period: Sept. 1, 2Q10-Aug. 31, 2011
{1 b} Personnel -Fringe Benefits {Employer's Share)
FY11
Fringe Benefits Based on (1 a) Salaries Paid* Fringe Benefits
Based on {1 a)
Salaries Paid
Pro ram Liaison $2,688.89 x 45% $1,210.DD
Pro ram Su ort Cleric $5,555.56 x 45% 2,500.00
Fiscal Pro ram Anal st $1,147.78 x 45% 516.5D
Senior Accountant $943.33 x 45% 424.50
TOTAL FRINGE BENEFITS $4,651.OD
-20-
B1 -Budget Information Forms
5ERC0 of Texas
Contract Period: Sept. 1, 2010 -Aug. 31, 2011
{1 c) Personnel - Travel
FY11
Type of Expense
(transportation, food, lodging,
mileage) Purpose (Destination and
Benefits to Program)
Total
Mileage $.5D x 100 miles x 12 $1,2DO.DD
Travel National Youth S m asium $1,500.D0
National Dro out Prev. Conference $1,D00.00
TOTAL TRAVEL $3,700.00
-21-
B1 -Budget Information Forms
S E RCO of Texas
Contract Period: Sept. 1, 2010 -Aug. 31, 2011
(2) Materials and Supplies
FY11
Descri tion and Basis for Cost Total
Office Su lies $3,500.OD
Cameras $630.00
Celi Phone Allocation $600.OD
Educational Materials $2,700.00
Recreational & S orts Su lies $2,DOO.OD
T-Shirts $2,498.30
Field tri entrance fees $4,000.73
TOTAt_ CONSUMABLE SUPPLIES $15,929.03
-22-
B1 -Budget Information Forms
SERCO of Texas
Contract Period: Sept. 1, 2D10 -Aug. 31, 2011
(3) Equipment
FY11
Description and Basis for Method Used Total
Valuation (lease, rent, purchase, etc.
Laptop Computer ~gpp_pp
TOTAL TRAVEL ~ ~ $SOO.aD
-23-
B1 -Budget Information Forms
SERCO of Texas
Contract Period: Sept. 1, 2010 -Aug. 31, 2011
(4) Other Costs
FY11
Descri Lion and Basis for Cost Total
Contract Labor 1 Consultants $23,610.00
Pro ram Mana er, 6 Pro ram Su ervisors, Communit
Service Supervisors
(Other Contract Labor- Independent City,Contracted I $13,390.00
Speakers. Sports Clinic
Food & Snacks -field trips, after school activities, weekend I $8,069.87
programs, and summer activities
Trans ortatian Rentals $8,000.00
Overhead Costs $4,203.57
Printing 1 copying $300.OD
(Postage and Mailing I $200.00
TOTAL OTHER COSTS I $58.773.44
-24-
SUBCONTRACTOR: SERCO of Texas Request No.
CONTRACT PERIOD: 09/01/2010 to 0$/31/2011 Reporting Month
TITLE: Community Youth Development Program
Attachment B-2
BUDGETED INFORMATION SUMMARY AND REIMBURSEMENT REQUEST
(1) - (2) *City Use
Amount (I) YTD {2} YTD Amount Only
Budgeted Expended Invoiced Requested*_ Amnt. Paid
Personnel -Salaries
Program Liaison 5,075.20
Program Support Clerk- 7,49$.41
Senior Accountant 1,925.56
Fiscal Program Analyst 1,647.36
TOTAL 16,146.53
Personnel - Fringe
Program Liaison 1,2I 0.00
Program Support Clerk 2,500A0
Senior Accountant 424.50
Fiscal Program Analyst 516.50
TOTAL 4,651.00
Personnel -Travel
Mileage 1,200.00
Travel 2,500.00
TOTAL 3,700.00
Materials and Su~nlies
Office Supplies 3,500.00
Cameras 630.00
Educational Materials 2,700.00
Recreational & Sports Supplies 2,000.00
CeII Phone 600.00
T-Shirts 2,498.30
Field Trip Entrance Fees 4,000.73
TOTAL 15,929.03
Rental, Lease or Purchase of Equipment
Laptop SOOAO
TOTAL 800.00
Other Costs
Contract Labor 23,610.00
Other Contract Labor 13,390.00
Food & Snacks 9,069.87
Transportation Rentals 8,000.00
Overhead 4,203.57
Printing /copying 300.00
Postage /Mailing 200.00
TOTAL 58,773.44
TOTAL 100,000.00
~` Amounts expended cannot exceed amount budgeted.
1 certify that the expenditures shown above are true and that supporting documentation
is attached to substantiate them.
Subcontractor's Authorized Signature Date
Payment Authorization Signature
zs
Attachment B-3
SERCO of Texas
Budget Narrative - FY11
G01 aRIFS
Personnel -Salaries: $ 16,146.53
Salary for SERCO includes four positions that will take care of oversight and day-to-day
operations for the GYD Program. The CYD Program Liaison will ensure the successful
implementation and operation of day-to-day activities for the 2010-11 program years.
They will be charged at various percentages of time or approx. number of hours. The
Program Support Clerk and will be charged with providing direct supervision of program
staff and the recruitment, screening and training and ongoing support of mentors and
ensuring compliance with contract guidelines. The Fiscal Program Analyst will work on
day to day administration of operational duties and the Senior Accountant will work on
the fiscal administration of the program.
Program Liaison - 10% or 17.5 hrs per month
208 hrs x $24.40 = $5,075.20
Program Support. Clerk 25% or 43.33 hrs per month
520 hrs x $14.42 = $7,498.41
Fiscal Program Analyst 4.5% or 8 hrs per month
93.6 hrs x $17.60 = $1,647.36
Senior Accountant 3.5% or 6 hrs per month
72.8 hrs x $26.45 = $1,925.56
Tota I cost=$16,146.53
FRINGE BENEFITS
Personnel -Fringe Benefits: $4,fi51A0
SERCO will be charging fringe benefits at 45% of the total cost. The Fringe Benefits
include: Social Security, Medicare, FUTA, SUTA, Worker's Compensation, Health
Benefits Allowance, and 401 K (if applicable) The fringe for each employee is based on
the percentage of their. salary based on their overall salary and multiplied by their total
projected fringe benefits annualized.
Program Liaison @ $1,210
Program Support Clerk @ $2,500
Fiscal Program Analyst @ $516.50
Senior Accountant @ $424.50
Total cost $4,651.00
TRAVEL: $3,700A0
Local Travel-- $1,200.x0
Travel reimbursement will be charged at the state rate of $.50 cents per mile. Rates are
calculated at 100 miles per month x 12 months=$1,200 miles for staff to conduct
program facilitation, attend meetings, visit employers, visit campus sites, recruit
mentors, community stakeholders, sponsors.
26
Mileage 100 x .50 x 12 = $1,200.00
Out of town Travel--$2,5x0
Travel to out of town conferences to gain knowledge and learn best practices on the
latest developments in theory and research on youth mentoring and drop out prevention
strategies.. Airfare, car rental, hotel & registration for National Youth Symposium in
Chicago, IL =$1,500; and mileage, hotel & registration fee for other relevant in-state
conferences. Travel allocation will also be charged for Program Liaison and other
Program staff when applicable.
National Youth Symposium $1,5DD
In-state Training 1 000
Total: $2,500
MATERIAL AND SUPPLIES
Materials and Supplies - $1x,929.03
Office supplies for nine sites such as but not limited to: copy paper, flip charts, pens,
pencils, CDs, cartridges, software, diskettes, copy paper, resume paper, notebooks,
name tags, community service supplies, etc.
9 sites x $388.89 per site = $3,5D0.
Cameras: One camera for new campus at $230 to document program activities plus
one videocamera @ $400 = $630.00
The Program Liaison has use of a company cell phone and air card which is allocated
according to her payroll allocation. The monthly charge averages from $375 to $425 per
month which is then allocated appropriately based on her time spent on the CYD
program. Telephone Charge for cell phone usage is an allocation for the Program
Liaison =$BDO
Educational materials: Purchase of curriculum materials = $2,700
Recreational & sports supplies for Saturday team building activities (indoor 1 outdoor)
_ $2,000
T-shirts for participants to wear for community service events, college tours, field trips,
etc.
415 shirts x $6.021each= $2,498.30
Entrance fees for field trips throughout program year = $4,000.73
Total Materials & Supplies - $15,929.03
EQUIPMENT
Equipment - $800
27
Cost of laptop for Program Liaison for use when traveling from campus to campus.
Laptop 1 i3 Processor 1 13.3" Display/ 4GB Memory 1500GB Hard Drive
Total cost=$800
OTHER COSTS
Other Costs: $58,773.44
Contract Labor 1 Consultants: Program Manager to work closely with school campus
staff to ensure that program objectives and components are being carried out as
contracted. School Campus Program Supervisors are responsible for overseeing the
Program at each school. They coordinate all communications and activities at each
perspective school. Community Service Supervisors are utilized on weekends and at
field trips for the youth. They are there to chaperone and advise youth on the
community service projects.
Program Manager - $9,000
School Campus Program Supervisors:
6 supervisors @ $30.OOIhr. x 8 hrslmo x 8 mo} =$11,520
Saturday and Summer Community Service Supervisors:
103 hours @ $301hr = $3,090.
Total Contract LaborlConsultant = $23,610
Other Contract labor to be procured for are for events that are catered to the CYD
Youth. Only CYD youth are registered to attend these special events.
Planned Parenthood to provide Independent City life skills activity at
campuses=$3,000
Contracted Speakers=$9,390
Facilitation of sports clinic=$1,000
Total cost = $13,390
Food and snacks for field trips and after school activities, weekend program activities
once a month x 9 mos, to include drinks, snacks, lunch for Saturday activities, and pizza
every other month for each club. Food for summer activities includes lunch once a week
as well as snacks and drinks each day.
$750 x 12 months = $9,069.87.
Transportation Rentals: Bus andlor Van Rental for visits to employers, government
institutions and educational learning activities. Monthly community service projects
and/or field trips @ $5001mo x 9 months. Educational field trip to Austin far capital visit
@ $18001bus + trip to out of town college campus $850/bus x 2=$1700.
Transportation Rentals - 9 months x $500 = $4,500
Bus Rental Austin Capitol Trip - 1 x $1,800 = $1,800
Bus Rental College Campus - $850 x 2 = $1,700
Total costs - $8,000.
Overhead Costs: Cost to run program from SERCO headquarters-use of office space
and supplies. The total managementloverhead budget is $638,905. The allocation of
shared costs is based on dividing the total salaries for each contract by the total of
salaries of all contracts combined. Based on the current projected salaries for CYD and
28
the total salaries for other contracts it has been projected that the CYD contract
percentage is .66% for the year.
Overhead Cost: $636,905 x .66% _ $4,203.57
The budget for printinglcopying and postage are for any unforeseen direct program
costs that may be incurred throughout the year.
Printing/Copying = $300.
Postage @ $200.
In-Kind: $120,000. Counselor's in-kind salary for mentoring services provided during
regular school hours, volunteer 1 mentors, school facilities for after school and weekend
activities, meals for youth {to supplement budgeted meal costs), and discounts on
recreational parks.
TOTAL BUDGET = $ 100,000
29
Attachment C
STANDARD TERMS AND CONDITIONS
(Community Youth Developmen# Program Contracts)
Parties. For the purposes of this document, the Texas Department of Family and Protective Services will
hereinafter be referred to as the Department. The City of Corpus Christi will hereinafter be referred to as
the Fiscal Agent. "SERCO of Texas" will hereinafter be referred to as the Subcontractor. The
Community Youth Development Program will hereinafter be referred to as CYD Program.
SECTION 'I. LEGAL AUTHORITY
Subcontractor assures and guarantees that it possesses the legal authority to enter into this Contract, to
receive the funds authorized by this Contract, and to perform the services Subcontrac#or has obligated
itself to perform under this Contract. The person signing this Contract on behalf of Subcontractor hereby
warrants that helshe has been fully authorized by Subcontractor to execute this Contract on behalf of
Subcontractor and to validly and legally bind the Subcontractor to all the terms, performances, and
provisions herein set forth.
Acceptance of funds under this contract acts as acceptance of the authority of the State Auditor's Office,
HHSC Office of Inspector General, or any successor agency, to audit or investigate the expenditure of
funds under this contract or any subcontract. Subcontractor further agrees to cooperate fully wi#h the
State Auditor's Office or its successor, including providing all records requested. Subcontractor will
ensure that this clause concerning the authority to audit funds received indirectly by subcontractors
through Subcontractor and the requirements to cooperate is included in any subcontract it awards.
The Subcontractor agrees to be in compliance with all applicable Federal, State and local laws, including
but not limited to, the following: 45 Cade of Federal Regulations ("CFR") Part 74, Office of Management
and Budget ("OMB") Circulars A-133, A-110, A-21, A-87 and A-122 as applicable, the Uniform Grant
Management Standards (UGMS} as applicable and 40 Texas Administrative Code ("TAC"} 732.240-256
as applicable and amended. In the event of any conflict or contradiction between or among the
regulations referenced in this Contract, the regulations shall control in the following order of precedence:
45 CFR Part 92, OMB Circulars A-87, A-122, A-110, and 40 TAC 732.240-256.
SECTION 2. INDEPENDENT CONTRACTOR
It is expressly understood and agreed that the Fiscal Agent is contracting with Subcontractor as an
independent contractor. No provision of this Contract or act of the Fiscal Agent in performance of this
Contract shall be construed as making Subcontractor the agent, servant, or employee of the Fiscal Agent;
employees of Subcontractor are not employees of the Fiscal Agent; and Subcontractor is solely
responsible for employee payrolls and claims arising therefrom.
SECTION 3. FINANCIAL LIMITATIONS AND CONSIDERATIONS
A. This Contract is at all times contingent upon the availability and receipt of 5#ate or Federal funds
that has been allocated to the Fiscal Agent of this Contract and, if funds for this Contract become
unavailable during any budget period, this Contract may be immediately terminated or reduced at
the discretion of the Fiscal Agent.
B. The Fiscal Agent agrees to pay the Subcontractor from available funds for each service rendered in
accordance with the terms of this Contract upon receipt of a proper and verified statement and after
deducting any known previous overpayment made by the Fiscal Agent. if program income accrues,
the Subcontractor agrees to return to the Fiscal Agent any income that exceeds actual costs
incurred far services rendered under this Contract. In no event shall payments exceed the total
budgeted amount as originally approved in this Contract or as subsequently amended by both
parties.
- 30 -
C. The basis for payment for services rendered under this Contract is indicated in the service terms in
the budget. The Subcontractor agrees to this basis for payment and to adhere to the fiscal and
billing policies and procedures of the Fiscal Agent. The Fiscal Agent is not obligated to pay
unauthorized costs or to pay more than the Subcontractor's allowable ar~d actually incurred casts
consistent with Federal and State regulations.
The method of payment is cost reimbursement. This means that costs should only be billed after
they have actually been incurred and have been paid by the Subcontractor. Costs should be billed
to the month in which they were incurred, either on the primary billing voucher for that month or on
a supplemental billing, if they are not paid in time to include them on the primary voucher. Costs
should not be billed to the Fiscal Agent if they have not yet been paid.
D. Payment for services rendered under this Contract will be made in accordance with the
documentation outlined in the Budget information Summary and Reimbursement Request, as set
out in Attachment B-2 to this Contract. Payment shall be authorized only upon the submittal of an
appropriate invoice and supporting documentation to the Fiscal Agent.
B. Funds under this Contract cannot be earned prior to the first day nor after the last day of the
Contract Period.
F. The Fiscal Agent shall not be liable to Subcontractor for any charges under this Contract which
exceed the total funding amount specified.
G. All funds unearned or unexpended in the performance of this Contract shall 6e retained by the
Department.
H. The Subcontractor is responsible for submitting bills in an accurate and timely manner by the 5th
day following the month in which services are provided. The Fiscal Agent will make reasonable
efforts to process all bills received in an accurate and timely manner but does not~warrant
immediate payment. Reimbursements to Subcontractor will be paid by the Fiscal Agent when
payment is received from the Department.
The Subcontractor understands and agrees that prior written approval must be secured:
For transfers between line items for any dolEar amount. Lack of prior approval in these
instances will be grounds for nonpayment of the item or items involved;
When transfers, regardless of the amount, would result in a significant change in the
character or scope of the programs. Lack of prior approval in these instances will be
grounds for recovery of unapproved payments and termination of this Contract at the
option of the Fiscal Agent; and
3. When needing to add a line item, cost, or expenditure to the budget. Approval must be
obtained in writing prior to incurring the expense/cost.
For unit rate Contracfs only. The Subcontractor shall provide the Fiscal Agent a total bill each
month in the format prescribed by the Fiscal Agent and shall accept as payment in full the
Contracted unit rate reduced by an amount equivalent to the required percentage of certified local
resources as applicable.
K. Buy Texas. In accordance with Texas Government Code § 2155.4441, the State of Texas requires
that during the performace of a contract for services, Contractor will purchase products and
materials produced in the State of Texas when available at a price and time comparable to
products and materials produced outside the state.
- 31 -
SECTION 4. LIABILITY FOR REPAYMENT
A. All payments under this Contract are subject to audit by the Department and the Fiscal Agent.
Subcontractor shall assume liability for repayment of funds disbursed where such disbursement is
subsequently determined to be improper or unauthorized. Subcontractor shall provide the Fiscal
Agent with a feasible plan for repayment of disallowed costs with non-Federal funds. Repayment of
such funds to the Fiscal Agent shall be in accordance with the Prompt Payment Act. Subcontractor
shall also repay to the Fiscal Agent any funds found to have been paid for the same service from
funds other than CYD Program funds. In the case of duplicate payments, the Fiscal Agent may
also withhold any earned funds of Subcontractor under this Contract or any other Contract pending
satisfaction of any repayment obligations under this Contract or any other Contract due to
payments which were improper or unauthorized.
SECTION 5. CHANGE5 AND AMENDMENTS
The Subcontractor agrees to notify the Fiscal Agent immediately of any significant change affecting the
Subcontractor including, but not limited to, change of Subcontractor's name or identity, ownership or
control, governing board membership, personnel, or payee identification number. Subcontractor shall
provide notice in writing to Fiscal Agent within ten (10) working days of change.
No changes or amendments to this Contract shall be made except in writing and signed by both parties
hereto, unless such change is in the form of a written notice of modification or directive issued by the
Fiscal Agent as described below.
A. The Fiscal Agent may give a notice of modification or directive in the event any alterations,
deletions, or additions are required due to changes in Federal or State laws or regulations
applicable to CYD programs, which changes shall take effect automatically upon the effective date
of such Federal or State laws or regulations.
B. The Fiscal Agent may give a notice of modification or directive to reduce the level of funding under
the Contract in the event of a reduction of funding to the Fiscal Agent under any Federal, State or
local program.
C. The Fiscal Agent may issue a policy directive that shall have the effect of establishing, interpreting,
clarifying or qualifying the terms of this Contract. Such policy directives may not alter the kerms of
this Contract in order to relieve the Fiscal Agent of any obligation to pay for performance rendered
or costs incurred by Subcontractor prior to the date of such directive.
D The Fiscal Agent may give a notice of modification to increase the amount of funds available under
this Contract if such funds become available and it is in the best interest of the Fiscal Agent to do
so without the solicitation of additional proposals.
SECTION 6. ACCOUNTING REQUIREMENTS
The Subcontractor agrees to adhere to Generally Accepted Accounting Principles promulgated by the
American Institute of Certified Public Accountants and to follow Fiscal Agent and Department fiscal
management policies and procedures in submitting timely billing and maintaining financial records
required to be kept under this Contract.
SECTION 7. RECORD KEE,PINGIREPORTING REQUIREMENTS
A. The Subcontractor agrees to submit service delivery reports required by this Contract, self-
evaluations of performance, and other reports requested by the Fiscal Agent or Department in
appropriate format and on a timely basis; and make available at reasonable times and for
reasonable periods client records and other programmatic or financial records, books, reports, and
- 32 -
supporting documents for reviewing and copying by the Fiscal Agent, the Department, the U.S.
Department of Health and Human Services {"DHWS"), or their authorized representatives.
B. The Subcontractor agrees to maintain financial, programmatic, and supporting documents,
statistical records, inventories of nonexpendable property acquired, and other records pertinent to
claims submitted during the Contract Period for a minimum of five {5) years after the termination of
the Contract Period, or for five (5) years after the end of the Federal fiscal year in which services
were provided if this Contract has no specific termination date. ff any litigation, claim, or audit
involving these records begins before the five {5) year period expires, the Subcontractor will keep
the records and documents for not less than five years and until all litigation, claims, or audit
findings are resolved. The case is considered resolved when a final order is issued in litigation, or a
written agreement is entered into between the Department/Fiscal Agent and the Subcontractor.
Contract Period means the beginning date through the ending date specified in the original
Contract; extensions are considered to be separate Contract periods.
C. Subcontractor shall complete and submit all necessary data on participants enrolled in its program
and must do so according to instructions and definitions prescribed by the Department and the
Fiscal Agent.
D. Failure to submit required reports to the Fiscal Agent may result in withholding by the Fiscal Agent
of any payments otherwise due until such time as the Subcontractor meets the delinquent
obligations.
D. Subcontractor shall submit aself-evaluation report within 30 days following the end of the Contract
Period. The self-evaluation report should address the accomplishments of the programiservices,
the effectiveness of the services provided, and the attainment of output measures, evidence-based
pertormance measures and program goals listed in this Contract.
SBCTION 8. SUBCONTRACTING
A. Subcontractor agrees not to sublet, assign, transfer, convey or otherwise dispose of this Contractor
any right, title, obligation or interest it may have therein to any third party without prior written
approval of the Fiscal Agent, which includes full disclosure of the particulars of such agreement and
special assurances that such third party shall comply with all provisions of the governing laws, the
terms and conditions of this Contract, State of Texas policies, Federal regulations and Fiscal Agent
policies, including the qualifications of the Subcontractor to perform and meet standards of this
Contract and the Community Youth Development Plan of Operation. Anon-governmental
Subcontractor shall assume full liability for any third party actions and shall hold harmless the Fiscal
Agent, the Department, and the State of Texas from the actions of any third party. Failure by a
non-governmental Subcontractor to inform the Fiscal Agent of the intent to involve any third party
shall relieve the Fiscal Agent, the Department, and the State of Texas of any and all liability and
may result in initiation of procedures to terminate this Contract, among other remedies that Fiscal
Agent or Department may be entitled to seek. The Fiscal Agent shall not be obligated or liable
under this Contract to any party other than Subcontractor for payment of any monies or for
provisions of any goods or services unless the Fiscal Agent in writing specifically agrees to such
liability.
B. The Subcontractor further agrees to provide statements from Sub-subcontractors signed by an
official duly authorized to legally obligate the Sub-subcontractor and attest to the fact that it shall
provide the services as represented in this Contract, including the incorporated documents, with no
disruption to service delivery. A similar statement must be signed by each Sub-subcontractor who
will provide services as part of this Contract. Each Sub-subcontractor may be required to submit
ownership information and other information related to this Contract. The Subcontractor must
disclose to Fiscal Agent any and all information regarding the Sub-subcontractors as it pertains to
this Contract, during the Contract Period.
- 33 -
C. Subcontractor shall have protest procedures in place to handle and resolve disputes relating to its
procurement.
D. Any of the work or services specified in this Contract which shall be performed by other than
Subcontractor shall be evidenced by a written Contract specifying the terms and conditions of such
performance. Subcontractor shall maintain and adhere to an appropriate system, consistent with
Federal, State, and local law, for the award and monitoring of Contracts which contain acceptable
standards for ensuring accountability.
E. Subcontractor shall ensure that the performances rendered under a!I subcontracts are rendered so
as to comply with all the terms and provisions of this Contract as if the performances rendered were
rendered by Subcontractor.
SECTION 9. PUBLICITY
The Subcontractor agrees to place prominent notices acknowledging the funding it receives from the
Fiscal Agent and Department in all of its literature that describes services covered by this Contract. This
notice will also appear in the Subcontractor's annual financial report, if any is issued. Additionally, the
Subcontractor agrees to the following:
A. When issuing statements, press releases, requests for proposals, bid solicitations, and other
documents describing projects or programs funded in whale or in part with CYD Program funds,
Subcontractor shall state the percentage of the total costs of the program or project which will be
financed with those CYD Program funds.
B. Subcontractor shall give credit to the Department and Fiscal Agent as the funding source in all oral
representations, written documents, publicity and advertisements regarding any CYD activities.
Wording shall be as follows: A Program Funded through the City of Corpus Christi by the
Texas Department of Family and Protective Services.
C. Subcontractor shall not publish or cause to have published the results of its function and
participation in the program activity without prior review and approval by the Fiscal Agent and
Department.
SECTION 10. TECHNICAL ASSISTANCE
A. The Fiscal Agent will provide a central information system for complete information on each
participant and will maintain a central communication system for the proper and timely
disbursement of information and resource documents. The Fiscal Agent will provide technical
assistance found to be needed through performance reviews or monitoring reports.
B. The Fiscal Agent may schedule staff meetings, other meetings or training sessions to assist in the
administration of this Contract. Subcontractor shall ensure the attendance of its director or other
specified personnel a# such meetings.
SECTION 11. MONITORING AND ASSESSMENT
A. The Subcontractor agrees to provide services in accordance with the provisions of this Contract
and to allow the Fiscal Agent and Department, and their representatives, to monitor, audit,
evaluate, and otherwise review the services provided and related documentation.
B. The Subcontractor agrees to cooperate fully in any social studies ar fiscal and programmatic
monitoring, auditing, evaluating, or other reviews pertaining to services rendered by the,
Subcontractor which may be conducted by the Fiscal Agent, the Department or DHHS, or their
authorized representatives; and to be responsible for any audit exception or other payment
irregularity regarding this Contract or subcontracts, which may be found after review by the Fiscal
T 34 -
Agent, the Department or DHHS; and to be responsible for the timely and proper collection and
reimbursement to the Fiscal Agent and the Department of any amount paid in excess of the proper
billing amount.
C. Representatives of the Fiscal Agent and Department may periodically, without advance notice,
monitor Subcontractor for compliance, financial management and performance of the terms and
conditions of this Contract. The monitoring process will include an analysis of program data.
provided by the Subcontractor to assess the performance of this Contract and the quality of
services. Monitoring shall include review of results of criminal background checks and affidavits
required under this Contract of all Subcontractor employees or volunteers in direct client contact.
D. Upon conclusion of a monitoring review, the Fiscal Agent or Department will present all findings and
recommended corrective actions, if applicable, to Subcontractor.
E. Unless otherwise directed, Subcontractor shall respond in writing to the Fiscal Agent within thirty
(30) calendar days after receipt of the monitoring report with all corrective actions planned or taken
and specific detailed procedures and actions initiated to preclude any recurrence of the practices,
discrepancies, and irregularities identified in the monitoring report.
F. The Fiscal Agent or Department, as may be applicable, upon receipt of Subcontractor's written
response to the monitoring report, shall evaluate the corrective action plan and determine whether
the corrective action plan shall be undertaken, whether an alternative plan is needed, or whether
the goals or standards need fio be modified. Regardless of the course of action taken, the Fiscal
Agent shall ensure that positive actions, procedures, and practices are initiated to preclude
recurrence or non-compliance. Upon written request, the Fiscal Agent shall provide technical
assistance to Subcontractor in correcting the deficiencies noted. Fiscal Agent shall conduct follow-
up visits to review pending deficiencies and to assess the efforts made to correct them. If such
deficiencies persist, Fiscal Agent may withhold funds and move to terminate this Contract in
accordance with Section 33.
G. All such corrective actions shall remain open pending completion and issuance of a written
statement of closure by the Fiscal Agent or Department, as applicable.
SECTION 12. PROPERTY
A. The Subcontractor agrees to assume responsibility for the protection of all physical property and
equipment used at facilities being maintained to carry out this Contract and take appropriate
measures to meet this obligation. All such property will be adequately safeguarded against
vandalism, loss, damage, or theft. Subcontractor must acquire and maintain property insurance for
any and all equipment purchased with CYD Program funds. The Fiscal Agent, the Department, and
the appropriate authorities shall be notified in writing in the case of thefit, or suspected theft, within
twenty-four (24) hours of discovery. Any missing, damaged, or destroyed property will be reported
immediately in writing to the Fiscal Agent and the Department and will include the circumstances
concerning the loss. An investigation sha[I be conducted by the Subcontractor to determine the
cause, and the results shall be reported in writing to Fiscal Agent and the Department. Any
property missing, damaged or destroyed shall be replaced by the Subcontractor, at Subcontractor's
own expense. In addition, in the event of any theft, vandalism, or other offense against the property
or equipment, the Subcontractor shall notify the appropriate local law enforcement authorities.
B. The Subcontractor agrees to adhere to the provisions of 45 CFR Part 92 regarding the return to the
Department of any equipment bought under this Contract with funds allocated to the Fiscal Agent or
the Subcontractor. The Subcontractor agrees that it will not give any security interest, lien, or
otherwise encumber any item of equipment purchased with Contract funds. The Subcontractor
agrees to permanently identify all equipment with appropriate tags or labels affixed to the
equipment and to maintain a current inventory record of the equipment which must be made
available to the Fiscal Agent and the Department upon request.
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G The property shall be maintained in good condition at all times. Unless waived by the Fiscal Agent
and Department, all maintenance and repair costs associated with any property shall be borne by
the Subcontractor. All property must be returned to original condition, except for normal wear and
tear, prior to return of the property to the Fiscal Agent.
SECTION 13. TAXES
The Fiscal Agent and the Department will not be liable for Federal, State, or local excise taxes incurred by
or assessed against Subcontractor. The Subcontractor must be able to demonstrate on-site compliance
with the Federal Tax Reform Act of 1986, Section 1706, amending Section 530 of the Revenue Act of
1978, dealing with the issuance of Internal Revenue Service Form W-2s to common law employees. The
Subcontractor is responsible far both Federal and State unemployment insurance coverage and standard
workers' compensation insurance coverage. The Fiscal Agent and Department will not be liable to the
Subcontractor or its employees for any unemployment or workers' compensation coverage, or Federal or
State withholding requirements. The Subcontractor must comply with ail Federal and State tax laws and
withholding requirements. The Subcontractor shall indemnify the Fiscal Agent and Department and pay
#o the Fiscal Agent or Department all costs, penalties, or losses whatsoever occasioned by the
Subcontractor's omission or breach of this section.
SECTION 14. DISPUTES
The Fiscal Agent is responsible for hearing any grievances, including disputes, claims or protests, arising
out of the administration and operations of programs funded under CYD Program. Non-discrimination
complaints alleging a violation of the CYD Program must be initiated by filing a Grievance Information
Form wi#hin 365 days of the action complained of. Nan-discrimination complaints that do not allege a
violation of the CYD Program may be initiated by filing a Grievance Information Form within 30 days of
the action complaihed of. Correspondence regarding a complaint or grievance should be directed to the
attention of the Fiscal Agent.
SECTION 15. INDEPENDENT AUDIT
The Subcontractor agrees to submit an annual financial and compliance audit of the Subcontractor's fiiscal
year-end in accordance with the Single Audit requirements of OMB Circular A-133 (Audits of State, Local
Government, and Non-Profit Organizations).
A. Subcontractor understands and agrees that it shall be liable for all costs associated with said audit.
B. Subcontractor understands and agrees that it shall be liable to the Fiscal Agent for any costs
disallowed as a result of said audit in accordance with the "Liability for Repayment" provisions of
this Contract, as set ou# in Section 4 of these Standard Terms and Conditions.
C. The Fiscal Agent and Department reserve the right to conduct an independent audit of all funds
received under this Contract. The audit may be performed by the Fiscal Agent, a certified public
accounting firm, or other auditors as designated by the Fiscal Agent or the Department. Such audit
wil! be conducted in accordance with applicable professional standards and practices.
D. In the event a final audit has not been performed prior to termination of this Contract, the Fiscal
Agent shall retain the right to recover funds after fully considering the recommendations on
disallowed costs resulting from such final audit.
E. Subcontractor and auditors performing monitoring or audits of Subcontractor or its Sub-
Subcontractors shall immediately report to the Fiscal Agent and the Department any incidents of
fraud, abuse, or other criminal activity in the relation to the provisions of this Contract or applicable
State Regulations.
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SECTION 16. PREVENTION OF CONFLICTING INTERESTS
A. Every reasonable course of action shall be taken by the Subcontractor to maintain the integrity of
this expenditure of public funds and to avoid favoritism and questionable or improper conduct. This
Contract shall be administered in an impartial manner, free from personal, financial, or political gain.
Subcontractor, its executive staff, and employees, in administering this Contract, shall avoid
situations that give an appearance or suggestion that any decision was influenced by prejudice,
bias, special interest or desire for personal gain.
B. No member, officer, agent, or employee of the 1=fiscal Agent or the Department who exercises any
functions or responsibilities in the review or the approval of the undertaking or carrying out of this
Contract shall participate in any decision relating to this Contract which affects hislher financial
interest.
C. Executives and employees of Subcontrac#or shall be particularly aware of the varying degrees of
influence that can be exerted by personal friends and associates and shall exercise due diligence to
avoid situations which give rise to an appearance or assertion tha# favorable treatment is being
granted by friends and associates who are also members, officers, agents, or employees of the
Fiscal Agent or the Department. A permanent record of any transaction involving a Subcontractor
who is also a friend or associate of a member, officer, agent, or employee of the Fiscal Agent or the
Department shall be retained when it is in the public interest for the Fiscal Agent or the Department
to conduct business with such person.
D. Members, officers, agents, and employees of the Fiscal Agent or the Department and elected
officials shall not solicit nor accept money or any other consideration from Subcontractor or any
other third person for the performance of an act reimbursed in whole or in part by the Fiscal Agent
or the Department. Supplies, materials, equipment, or services purchased with Contract funds shall
be used solely for the purposes allowed under this Contract. No member of the Fiscal Agent or the
Department shall cast a vote on the provision of services by that member or by any organization
which that member represents or vote on any matter which would provide direct financial benefit to
that member or any business or organization which the member directly represents.
SECTION 17. FRAUD AND ABUSE PREVENTION
A. Subcontractor shall establish, maintain, and utilize internal program management procedures
sufficient to provide for proper and effective management and the prevention of fraud and abuse in
all activities funded under this Contract.
B. Failure on the part of Subcontractor to comply with the provisions of this Contract or with the
Department, or applicable regulations, when such failure involves fraud or misappropriation of
funds, may result in immediate withholding of funds and termination of this Contract far cause.
C. Subcontractor shall ensure diligence in maintaining programs under this Contract including the
carrying out of appropriate monitoring activi#ies and in taking immediate corrective action against
known violations of Department regulations.
D. Subcontractor shall notify the Fiscal Agent and Department immediately, by the fastest means
available, upon discovery of any incident of fraud, or suspected fraud, involving this program.
SECTION 18. INDEMNIFICATION
The Su6confracfor shall indemnify and hold harmless the Fiscal Agent and the Department, their
ofiFicers, agents, representatives, and employees, from and against any and all claims or losses
for physical damage to property or Injury to persons resulting from negligence, misconduct, or
any act or omission an the part of the Subcontractor, its officers, agents, employees,
representatives, or Sub-subcontractors. !n the event of loss, damage, ar destruction of any
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property due to the negligence, miscvnducf, act or omission of the Subcontractor, fhe
Subconfractor shall indemnify and pay full cost of repair, reconstruction, or replacement, at the
discretion of the Fiscal Agent and Departmenf. Such cost shall be due and payable by the
Subcontractor within fen (10) calendar days after the date of receipt of written notice from fhe
Fiscal Agent or Department of the amount due. The Sfafe of Texas, Department, and Fiscal Agent,
and their respective employees, officers, agents, and representatives can neifher agree fo hold fhe
Subcontractor harmless nor agree fo indemnify fhe Subconfractor and any provisions to the
contrary are void.
SECTION 19. SECTARIAN INVOLVEMENT PROHIBITED
Subcontractor shall ensure that no funds under this Contract shall be used directly or indirectly in the
support of any religious oranti-religious activity, worship, or instruction.
SECTION 20. POLITICAL ACTIVITYILOBBYING
The Subcontractor will not use any funding under this Contract to influence the outcome of elections or
the passage or defeat of any legislative measures.
No funds provided under this Contract may be used in any way to influence or attempt to influence in any
manner a member of Congress to favor or oppose any legislation or appropriation by Congress or for
lobbying with State or local legislators. Subcontractor shall comply with the requirements of New
Restrictions on Lobbying imposed by 29 CFR 93, dated February 26, 1990, clarified by Notice in the
Federal Register, Vol. 55, No. 116, dated June 15, 199D, and codified at 31 United States Code ("USC")
1352, as amended. Subcontractor shall comply with the certification and disclosure requirements in
Attachment F to this Contract.
SECTION 21. NON-DISCRIMINATION AND EQUAL OPPORTUNITY
A. Subcontractor shall comply with all applicable Federal and State regulations and with Department
policies and procedures regarding services delivered under this Contract including, but not limited
to, the following:
1. Title VI of the Civil Rights Act 1962 (Public Law 88-352)
Section 504 of the Rehabilitation Act of 1973 (Public Law 93-112)
Americans with Disabilities Act of 199D (Public Law 1D1-336)
Age Discrimination Act of 1975
Title IX of Education Amendments of 1972
Food Stamp Act of 1977; and
The HHS agency's administrative rules, as set forth in the Texas Administrative Code, to the
extent applicable to this Agreement.
and all amendments to each, and all requirements imposed by the regulations issued pursuant
to these Acts. In addition, the Subcontractor agrees to comply with Title 40, Chapter 73, of the
Texas Administrative Code, as amended. These laws provide in part that no persons in the
United States shall, on the grounds of race, color, national origin, sex, age, physicallmental
disability, drug or alcohol abuse or alcoholism, political beliefs, or religion be excluded from
participation in or denied any aid, care, service or other benefits provided by Federal or State
funding or otherwise be subjected to discrimination;
2. Texas Health and Safety Code, Section 85.113, as amended, relating to workplace and
confidentiality guidelines regarding AIDS and HIV;
3. Immigration Reform and Control Act of 1986, as amended, regarding employment verification
and retention of verification forms for any individuals who will perform any labor or services
under this Contract;
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4. Establish a method to ensure the confidentiality of records and other information relating to
clients according to applicable Federal and State laws, rules, and regulations. This provision
does not limit the Fiscal Agenk's or the Department's right of access to client case files or other
information relating to clients served under this Contract. The Department shall have an
absolute right of access to and copies of such information, upon request;
5. Promptly report any suspected case of child abuse or neglect to the appropriate Child
Protective Services offices within the Department as required by the Texas Family Code,
Chapter 261, as amended. All reports must be made within 24 hours of the discovery of abuse
or neglect;
6. If specific qualifications are set forth in job descriptions required by the Department, only
personnel with the required qualifications will be assigned to fill functions unless a wri#ten
waiver is granted by the Department;
7. Verify and disclose, or cause its employees and volunteers to verify and disclose criminal
history and any current criminal indictment involving an offense against the person, an offense
against the family, or an offense involving public indecency under the Texas Penal Code as
amended, or an offense under Chapter 481 of the Texas Heal#h and Safety Cade. This
verification and disclosure will be required of all who have direct contact with clients or who
have access to personal client information prior to such contact or access, and shall be
accomplished through use of (a) a criminal history background check and (b) a signed
declaration by each employee or volunteer testifying to this information, both of which shall be
maintained by the Subcontractor available for review by the Fiscal Agent or the Department
and renewed every two years.
8. Comply with Federal ,State and local licensing and certification requirements, health and safety
standards, and regulations prescribed by the DHHS and TDPRS;
9. All applicable standards, orders, or regulations issued pursuant to the Clean Air Act, 42 USC
7401 et seq., as amended, and the Federal Water Pollution Control Act, 33 USC 1251 et seq.,
as amended;
10. Immediately remove any agent, officer, employee, representative, or volunteer from direct client
contact who is alleged to have committed child abuse, neglect, or exploitation, or an offense
against the person, an offense against the family, or an offense involving public indecency
under the Texas Penal Code, as amended, or an offense under the Texas Controlled
Substances Act. If it is determined that the employee or volunteer has not committed such
offenses, the employee or volunteer may again be assigned to direct client contact; provided
however, the Subcontractor shall notify the Fiscal Agent and the Department of its intent to
reassign within ten (10) working days prior to the reassignment. The Subcontractor must
provide the Fiscal Agent and the Department with further information concerning the reasons
for the reassignment upon the request of the Fiscal Agent or the Department. If the employee
or volunteer is found to have committed any of the offenses listed in this paragraph, the
employee or volunteer shall not be reassigned to du#ies involving any direct contact with clients.
Subcontractor may request that the Fiscal Agent and Department waive this Contract provision
with respect to a specific employee or volunteer and specific misdemeanor charges;
11. Federal Financial Participation (FFP) requirements in accordance with Titles 45 and 48 of the
Code of Federal Regulations and Federal circulars, as amended;
12. Allow any of Subcontractor's employees to testify in judicial proceedings and administrative
hearings, at the request of the Department or Fiscal Agent; and,
13. Mandatory standards and policies relating to energy efficiency which are contained in the State
energy conservation plan issued in compliance with the Energy Policy and Conservation Act
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(Public Law 94-163), as amended.
B. The Subcontractor shall have written participant and employee grievance procedures consistent
with applicable Federal and State requirements.-The Subcontractor shall establish and maintain
complaint procedures to resolve all complaints arising directly or indirectly out of this Contract.
C. As subcontracts and supplier contracts become necessary to carry out the requirements of this
Contract, Subcontractor covenants to make a goad faith effort to contract with historically
underutilized or disadvantaged businesses certified as such by the State of Texas. Subcontractor
shall make a good faith effort to contract at feast thirty {30) percent of the total value of all
subcontracts and supplier contracts for the performance of the activities required by this Contract to
historically underutilized or disadvantaged businesses.
SECTION 22. REPORTING ABUSE, NEGLECT, OR EXPLOITATION.
Subcontractor will promptly report any suspected case of abuse, neglect, or exploitation to the
appropriate authority as required by the Texas Family code, Chapter 261. All reports must be made within
twenty-four {24) hours of the discovery of abuse, neglect, or exploitation.
SECTION 23. HEALTH AND SAFETY STANDARDS
Health and safety standards established under Federal, State and local laws are applicable to working
conditions of participants in programs under this Contract. With respect to any participant in a program
conducted under this Contract who is engaged in activities which are not covered by health and safety
standards under the Occupational Safety and Health Act of 1970, as amended, the Fiscal Agent and the
Department may prescribe such standards as may be necessary to protect the health and safety of such
participants.
SECTION 24. INSURANCE
A. When Subcontractor is not a governmental entity with taxing authority, the following provisions shall
apply: Insurance shall be provided for direct delivery of protective services and other services
under this Contract. The Subcontractor shall obtain and furnish proof of the following bonding and
insurance coverage within forty-eight (48} hours of the award of this Contract or at such other time
as may be specified by the Fiscal Agent or the Department:
1. Dishonesty bonding under a commercial crime policy or business services bonding, at a
$10,000.00 minimum or up to the Contract amount, whichever is greater;
2. Commercial General Liability Coverage at a five hundred thousand dollar {$5DD,D00) minimum
for each occurrence limit and one million dollars ($1,000,000) minimum aggregate limit. The
Fiscal Agent and Department shall be provided with at least 30 days notice of policy or bond
cancellation, intent to not renew, or material change in the policy or bond;
3. Automobile liability insurance in the broad form, applicable if Subcontractor uses an
automobile, whether owned, leased, or non-owned in conducting its performance under this
Contract, is required which shall have a minimum required coverage of $5D0,000 combined
single limit. In the event Subcontractor requires its employees, trainees, volunteers, ar other
agents to utilize their own automobiles in the performance of this Contract, Subcontractor shall
secure and maintain on file from all such persons aself-certification of such coverage; and
4. Workers' compensation and adequate on-site medical and accident insurance shall be required
far all of Subcontractor's employees and enrolled participants, respectively, appropriate to
participant activity. Workers' compensation coverage shall be required of all organizations
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serving as employers of record for any participant, whether that organization is the
Subcontractor or a third party; on-site medical and accident insurance shall be required for ali
non-work setting and classroom training activities for participants not qualifying as employees
under the workers' compensation laws. Participants who are employees must be given
comparable benefits afforded by the employer to other employees of similar standing in the
employer's workforce.
B. All coverage must be with insurance companies or carriers rated for financial purposes "A" or better
whose policies cover risks located in the State of Texas. All bands, policies, and coverage
described above shall be maintained during the entire term of Contract awarded. Lapse of any
coverage or band required herein shall be considered breach of Contract and Contract awarded
shall be immediately cancelled.
C. The Department may waive all or part of these insurance requirements at its discretion.
D. When Subcontractor is a governments[ entity with taxing authority, Subcontractor shall be required
to provide only the workers' compensation insurance coverage, as set out above, but shall also be
subject to the indemnification provisions contained in Section 19 (Indemnification) of these
Standard Terms and Conditions.
E. The Fiscal Agent shall be named as a Certificate Holder on all policies named above and such
coverage shall not be canceled or materially changed unless, 30 days prior to the effective date, a
written notice is sent to the Fiscal Agent at the address specified in this Contract. Unless waived by
the Fiscal Agent, the Fiscal Agent shall not be responsible for the payment of premiums or
assessments on such policies.
SECTION 25. DEBARMENT AND SUSPENSION
A. The Subcontractor shall comply with the Federal regulations implementing Executive Order 12549,
Debarment and Suspension, 29 CFR Part 98, as amended, and, in so doing, provide to the Fiscal
Agent and the Department, upon Subcontractor's signature and execution of this Contract and prior
to Fiscal Agent's execution of this Contract, a certification bearing the following statement:
Subcontractor certifies that neither it nor its principals are presently debarred, suspended,
proposed for debarmen#, declared ineligible, or voluntarily excluded from participation in
this transaction by any Federal department or agency.
A copy of this certificate and regulations shall be provided to Subcontractor by Fiscal Agent.
B. Additionally, the Subcontractor shall comply with this regulation and requirement with regards to its
subcontractors. Subcontractor shall require the same certification from its subcontractors, which
shall be forwarded to Fiscal Agent along with the request for Sub-subcontractor approval as
required by Section 8 (Subcontracting) of these Standard Terms and Conditions.
SECTION 26. NOTICE AND ASSISTANCE REGARDING PATENT AND COPYRIGHT
INFRINGEMENT
A. In developing, copying, and disseminating reports or other information under this Contract, the
Subcontractor agrees to the following:
Grant to the Department the right to copyright, use, reproduce, and distribute any material
written or produced by the Subcontractor that is the subject of this Contract; and
Defend any claims, suits, or proceedings brought against the State of Texas, the Department
or the Fiscal Agent on the issue of infringement of any copyright by any product, or any
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product part, supplied by the Subcontractor to the Fiscal Agent or Department under this.
Contract. The Subcontractor will pay, subject to limitations specified in this section, any final
judgment entered against the State of Texas, the Department, or the Fiscal Agent on this
issue in any suit or proceeding defended by the Subcontractor. The 5ubcon#ractor will be
relieved of this obligation if, within 30 days after the Fiscal Agent and Department receive
notice, the Fiscal Agent or Department faits to notify the Subcontractor in writing of any claim,
suit, or proceeding and, at the Subcontractor's expense, give the Subcontractor all information
needed to defend any claim, suit, or proceeding subject to the jurisdiction of the Attorney
General of Texas.
B. With respect to any invention resulting from this Contract, the Fiscal Agent and the Department
have a nonexclusive, non-transferable, irrevocable, paid-up license to practice or have practiced
the subject invention throughout the world.
C. The Subcontractor shall report to the Fiscal Agent and the Department within 30 days and in
reasonable written detail each notice or claim of patent or copyright infringement based on the
performance of this Contract of which the Subcontractor has knowledge.
D. In the event of any claim or suit against the Fiscal Agent or the Department on account of any
alleged patentor copyright infringement arising out of the performance of this Contract or out of the
use of any supplies furnished or work or services performed under this Contract, the Subcontractor
shall furnish to the Fiscal Agent and the Department, when requested, all evidence and information
at the expense of the Fiscal Agent or the Department except where the Subcontractor has agreed
to indemnify the Fiscal Agent or the Department.
E. The Subcontractor agrees to include, and require inclusion of, this clause in all subcontracts at any
tier for supplies or services expected to exceed $15,000.
SECTION 27. DISCLOSURE OF CONFIDENTIAL INFORMATION
Subcontractor agrees to maintain the confidentiality of any information regarding applicants, program
participants, and their immediate families which may be obtained through application forms, interviews,
tests, reports from public agencies or couhselors, or any other source. Wi#hout the permission of the
applicant or participant, such information may be disclosed only as necessary far purposes related to the
performance or evaluation of this Contract and to persons having responsibilities under this Contract.
However Subcontractor's information ma be sub~ect to re uired ublic disclosure under the Texas
Public Information Act, Chapter 552 of„the Texas Government Code.
SECTION 28. COMMUNICATIONS
All notices and requests given to or made to the parties must, except as otherwise specified, be in writing
and delivered or mailed at the notice addresses specified on the Cover Sheet of this Contract. The
parties may change their notice addresses upon five (5) written days notice to the other party. Any
notices or requests are deemed given upon actual delivery or depositing the same with the tJ.S. Postal
Service, properly addressed, postage prepaid, certified mail, return receipt requested. In some instances,
email correspondence may be utilized and this communication is to be treated as having received a
written correspondence.
SI=CTION 29, GENERAL STANDARDS OF PERFORMANCE
A. Subcontractor agrees that the level of services and activities performed shall be maintained in
accordance with the kerms and conditions of this Contract.
B. The Performance Measures, Attachment A-1 to this Contract, Plan of Operation, Attachment A-2 to
this Contract, Budget, Attachment B-1 to this Contract, Budget Narrative, Attachment B-3 to this
Contract and Program Requirements, Attachment C-1 to this Contract, constitute promised
- 42 -
performance under this Contract. If Subcontractor fails to meet the performance goals for any
monthly period as specified under this Contract, this Contract is subject to obligation or termination
in accordance with this Contract.
SECTION 30. ENTIRE AGREEMENT
A. All oral or written agreements between the parties relating to the subject matter of this Contract
made prior to the execution of this Contract have been incorporated herein.
C. Subcontractor understands and agrees that the Attachments designated on the Cover Sheet of this
Contract are a part of this Contract and constitute promised performance by Subcontractor under
this Contract.
SECTION 31. CONTINGENT ON FUNDING
This Contract is at all times contingent upon the availability and receipt of Federal or State funds that the
Fiscal Agent and Department have allocated to this Contract; and if funds for this Contract become
unavailable during any budget period, this Contract may be immediately terminated or reduced at the
discretion of the Fiscal Agent or Departmenk.
The Fiscal Agent's obligation is contingent upon the availability of funds from which payment for the
Contract can be made. No legal liability on the part of the Fiscal Agent for payment of any money arises
unless and until funds are made available to the Fiscal Agent.
SECTION 32. TRAINER QUALIFICATIONS
A. Subcontractor agrees to ensure that instructors, trainers, counselors and other professional and
paraprofessional staff shall be properly certified where required by the Federal, State or local laws.
Subcontractor agrees to ensure that instructors, trainers, counselors professional and
paraprofessional and other staff shall possess education, training, and or experience #o provide the
skills, knowledge, and abilities necessary to perform the duties of the position. The Fiscal Agent or
Department reserves the right to review and approve all staff qualifications and certifications.
B. Staffing personnel must be maintained at the level negotiated and contracted for between the
Subcontractor and the Fiscal Agent. Changes in staff positions or reduction in hours shall be
immediately reported tv Fiscal Agent for review and approval.
C. Subcontractor agrees and understands the performance of work proposed, negotiated, and
contracted for must be maintained at the level agreed upon at initiation of this Contract. Any
deviation from these requirements must be reported to Fiscal Agent. Failure to maintain qualified
personnel, the required level of performance, approved curriculum, and other pertinent quality
control standards required by the Fiscal Agent and Department may constitute a breach of this
Contract, grounds for termination of this Contract by the Fiscal Agent or the Department, and refund
of amounts to Fiscal Agent or Department.
SECTION 33. TERMINATION
A. If the Subcontractor fails to provide services according to the provisions of this Contract, the Fiscal
Agent or Department may, upon written notice of default to the Subcontractor, with. opportunity to
cure within 30 to 60 days, terminate all or any part of the Contract. Termination may be exercised
in addition to any other rights and remedies provided by law or under this Contract.
B. The Fiscal Agent or the Department, based on information from monitoring or other verifiable
sources, may terminate this Contract for cause, upon written notice of default to the Subcontractor
and opportunity to cure within 30 to fi0 days, or take other actions, including, but not limited to:
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1. requiring the Subcontractor to take specific corrective actions in order to remain in compliance
with any contractual provision;
2. to recoup payments made to the Subcontractor or impose administrative error sanctions based
on audit findings of violations of Contract requirements; and,
3. to suspend, place into abeyance or remove any contractual rights to include, but which are not
limited to, withholding of payment, cessation of placement and removal of all Contract rights.
C. If Federal or State laws or other requirements are amended orjudiciaffy interpreted so that either
party cannot reasonably fulfill this Contract, and if the parties cannot agree to an amendment that
would enable substantial continuation of the services, the parties shall be discharged from any
further obligations under this Contract.
D. This Contract may be terminated at any time by mutual consent. In addition, either party to this
Contract may consider it to be canceled by giving 14 calendar days advance written notice to the
other party. This Contract will be terminated at the end of the 14 day period. Nothing in this section
shall be construed to prohibit immediate termination of the Contract pursuant to the sections above.
This Contract shall otherwise terminate by the date specified in the Contract Cover Sheet.
E. At the end of the Contract term or other Contract termination or cancellation, the Subcontractor, in
good faith and in reasonable cooperation with the Fiscal Agent and the Department, shall aid in the
transition to any new arrangement or provider of services. The respective accrued interests or
obligations incurred to date of termination must also be equitably settled.
F. The Department shalt suspend ar revoke this Contract if the Subcontractor is found liable for or has
a contract, license, certificate or permit of any kind revoked for Medicaid fraud. The Fiscal Agent
shall afro suspend or revoke this Contract if the Subcontractor's license, certificate or permit has
been revoked by any agency listed in Article II of the General Appropriations Act passed by the
75th Legislature of the State of Texas, as it may be amended.
SECTION 34. FORCE MAJEURE
The Subcontractor agrees to be financially liable for undue delays or failures in Contract performance
except for any delay in or failure of performance of any requirement caused by force majeure (i.e., those
causes generally recognized under Texas law as constituting impossible conditions). Such delays or
failures to perform shall extend the period of performance at the discretion of the Department, in the
exercise of reasonable diligence, until these exigencies have been removed. The Subcontractor shall
inform the Fiscal Agent and the Department in writing of proof of such force majeure within three (3)
business days or otherwise waive this right as a defense. The Subcontractor agrees that breach of this
provision entitles the Fiscal Agent or Department to reduce or stop payments, immediately terminate this
Contract, collect partial.or whole payment for services not timely delivered, collect other liquidated
damages including the amount of any bond for Contract amount, and any other remedies available to the
Fiscal Agent and Department under the terms of this Contract, in equity, or under Texas law.
SECTION 35. MONTHLY PERFORMANCE REVIEW
Subcontractor will be notified monthly andlor quarterly by written correspondence to identify the
Subcontractor's performance in accordance with the pertormance measures identified in Attachment A-1.
These reviews will be considered as Notice of Performance and may be used as a determination of
performance.
SECTION 36. SUSPENSION OF PAYMENTS.
If the Fiscal Agent determines in its sole discretion that Subcontractor is not meeting all pertormance
measures in Attachment A-1, or if Fiscal Agent determines in its sole discretion that Subcontractor is not
_ ~~
in compliance with all provisions of the Contract, the Fiscal Agent shall provide written notice of such
deficiency to Subcontractor and Fiscal Agent may suspend payments to Contractor until such time as
Contractor is in full compliance with the performance measures and all other provisions in this contract
Subcontractor will be given prompt written notice and the opportunity for a hearing within fourteen (14)
calendar days from such suspension.
SECTION 37. REPAYMENT OF FUNDS.
Subcontractor shall issue repayment of funds to Fiscal Agent within 14 calendar days of Fiscal Agent's
written demand for repayment if Fiscal Agent determines in its sole discretion that Subcontractor has not
met the Performance Measures identified in At#achment A-1..
SECTION 38. SUBCONTRACTOR COMPLIANCE W[TH PR[MARY CONTRACT
Subcontractor accepts and agrees to abide by all terms and conditions ofi the primary contract between
the City of Corpus Christi and the Texas Department of Family and Protective Services regarding the
Community Youth Development Program.
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Texas Dept. of Family Certifications Form 4733
and Protective Services February 2D1 D
The certifications enumerated below represent material facts upon which DFPS relies when
accepting a bid for this solicitation. If the Department Eater determines that Potential Contractor
knowingly rendered an erroneous certification, DFPS may pursue al! available remedies in
accordance with Texas and U.S. law. Signor further agrees that it will provide immediate written
notice to DFPS if at any time Signor learns that any of the certifications provided for below were
erroneous when submitted or have since become erroneous by reason of changed
circumstances. If the Signor cannot certify the accuracy.of all the statements contained In
this section Si nor must rovide written notice fo DFPS detailin which of the below
A. Certification Regarding Debarment,
Suspension, Ineligibility, and Voluntary
Exclusion. Executive Orders 12549 and
12689 require DFPS to screen each covered
Signor to determine whether each has a
right to obtain a contract in accordance with
federal regulations on debarment,
suspension, ineligibility, and voluntary
exclusion. Signor certifies the following:
1. That Signor is, to the best of its
knowledge and belief, not debarred,
suspended, declared ineligible, or voluntarily
excluded from .participation in this solicitation
or any resulting contract.
2. That Signor will not knowingly enter into
any subcontract with a person who is
debarred, suspended, declared ineligible, or
voluntarily excluded from participation in this
covered transaction, unless authorized by
DFPS or the U.S. Department of Health and
Human Services.
3. That Signor will include this section
regarding debarment, suspension,
ineligibility, and voluntary exclusion without
modification in any subcontracts or
solicitations for subcontracts.
B, Certification Re ardin Lobb in .
State and federal law place restrictions on
the use of state and federal funds in regard
to lobbying. The Signor certifies, to the best
of its knowledge and belief, that:
1. In accordance with 31 U.S.C. §1352, no
federal appropriated funds have been paid
or will be paid, by or on behalf of the Signor,
to any person for influencing or attempting to
influence an officer or employee of an
agency, a Member of Congress, an officer or
employee of Congress, or an employee of a
Member of Congress in connection with the
awarding of any federal contract, the making
of any federal grant, the making of any
federal loan, the entering into of any
cooperative agreement, and the extension,
continuation, renewal, amendment, or
modification of any federal contract, grant,
loan, or cooperative agreement.
2. If any funds other than federal
appropriated funds have been paid or will be
paid to any person for influencing or
attempting to influence an officer or
employee of any agency, a Member of
Congress, an officer or employee of
Congress, or an employee of a Member of
Congress in connection with this federal
contract, grant, loan, or cooperative
agreement, the undersigned shall complete
and submit Standard Form-LLL, Disclosure
Form to Report Lobbying, in accordance
with its instructions.
3. The Signor shall require that the language
of this certification be included in the award
documents for subcontracts and that all
subcontractors shall certify and disclose
accordingly.
4. Payments of appropriated or other funds
to Signor under any resulting agreement are
not prohibited by Texas Government Code
§556.005 or §556.008.
C. Certification Re ardin Child Su ort.
Under Texas Family Code Section 231.006,
the vendor or applicant certifies that the
Page 1 of 3
Texas Dept. of Family CertlflCatlOnS Form 4733
and Protective Services February 20i 0
individual or business entity named in this
contract, bid, or application is not ineligible to
receive the specified grant, loan, or payment
and acknowledges that this contract may be
terminated and payment may be withheld if
this certification is inaccurate.
D. Drug-t=ree Workplace Certification.
Signor certifies that it will or will continue to
provide adrug-free workplace by:
1. Publishing a statement notifying
employees that the unlawful manufacture,
distribution, dispensing, possession, or use
of a controlled substance is prohibited in the
grantee's workplace and specifying the
actions that will be taken against employees
for violation of such prohibition;
2. Establishing an ongoing drug-free
awareness program to inform employees
about-
a. The dangers of drug abuse in the
workplace;
b. The grantee's policy of maintaining a
drug-free workplace;
c. Any available drug counseling,
rehabilitation, and employee assistance
programs; and
d. The penalties that may be imposed upon
employees for drug abuse violations
occurring in the workplace;
3. Making it a requirement that each
employee to be engaged in the performance
of the grant be given a copy of the statement
required by paragraph (D)(1);
4. Notifying the employee in the statement
required by paragraph (D)(1} that, as a
condition of employment under the grant, the
employee will---
a. Abide by the terms of the statement; and
b. Notify the employer in writing of his or her
conviction for a violation of a criminal drug
statute occurring in the workplace no later
than five calendar days after such
conviction;
5. Notifying the agency in writing, within ten
calendar days after receiving notice under
paragraph (D)(4)(b) firom an employee or
otherwise receiving actual notice of such
conviction. Employers of convicted
employees must provide notice, including
position title, to every grant officer or other
designee on whose grant activity the
convicted employee was working, unless the
federal agency has designated a central
point for the receipt of such notices. Notice
shall include the identification numbers} of
each affected grant;
fi. Taking one of the following actions, within
30 calendar days of receiving notice under
paragraph (D}(4)(b}, with respect to any
employee who is so convicted-
a. Taking appropriate personnel action
against such an employee, up to and
including termination, consistent with the
requirements of the Rehabilitation Act of
1973, as amended; or
b. Requiring such employee to participate
satisfactorily in a drug abuse assistance or
rehabilitation program approved for such
purposes by a federal, state, or local health,
law enforcement, or other appropriate
agency;
7. Making a good faith effort to continue to
maintain adrug-free workplace.
E. Anti-Trust Certification. Pursuant to 15
U.S.C. Sec. 1, et seq. and Tex. Bus. &
Comm. Code Sec. 15.01, et seq., Signor
certifies that neither the Signor nor the #irm,
corporation, partnership, or institution
represented by the Signor, or anyone acting
for such a #irm, corporation, or institution has
violated the anti-trust laws of this state,
federal anti-trust laws, nor communicated
directly or indirectly the bid made to any
competitor or any other person engaged in
such line of business.
Page 2 of 3
Texas Dept. of Family Certifications Form 4733
and Protective Services February 2090
adminis#rative hearing or court suit within the
last 5 years. Signor certifies that it has no
officers who have served as officers of other
entities who have been found guilty or liable
of a Deceptive Trade Practices Act or any
unfair business practice either in an
administrative hearing or court suit within the
last 5 years. Signor represents and
warrants that within the last five years it has
not been found guilty or liable of any
investigation or proceeding by any federal or
state securities regulator under any federal
or state securities laws or regulations.
G. Prohibited Responses and Contracts.
Pursuant to Texas Government Code
§2155.004-006, Signor certifies that the
individual or business entity named in this
form is eligible to receive the specified
contract and acknowledges that any contract
concerning this certification may be
terminated and payment withheld if this
certification is inaccurate.
H. Financial Interests; Gifts. Signor
certifies that neither Signor nor any person
or entity that will participate financially in a
contract has received compensation from
DFPS for participation in preparation of
specifications for a contract. Signor certifies
that it has not given, offered to give, and
does not intend to give at any time, any
economic opportunity, future employment,
gift, loan, gratuity, special discount, trip,
favor, or service to any public servant or
employee in connection with a contract.
As the duly authorized representative (Signor} of the Potential Contractor, I hereby certify
that the Potential Contractor will comply with the above certifications.
~1C~f~ C5. V~~ ~~ -
Prin#ed Name of Authorized Representative Si nature of Authorized Rep esentative
Title of Authorized Representative Date
C~ ~ ~~ ~ xa.s ~ ~ D ? c~~ I ~ ~
,~
Legal Name of Potential Contractor ~ Procurement or Contract Number
Page 3 of 3