HomeMy WebLinkAboutC2011-329 - 8/30/2011 - ApprovedTexas Dept of Family Contract Renewal Boilerplate Form 9070
and Protective Services April 2011
for Client Services Contracts
Service Type: Cost Reimbursment
Purchased Prevention and Early Intervention Services Contract
Contractor Name: City of Corpus Christi
Contract #: 23792861
Renewal #: 1
The Texas Department of Family and Protective Services, hereinafter referred to as the
Department, and City of Corpus Christi hereinafter referred to as the Contractor, entered into a
contract effective September 1 2010 for the purpose of providing Community Youth Development
services with a payment type of Cost Reimbursement. This contract has been renewed 0 time(s)
previously. The contract dated September 1, 2010 and all prior amendments and renewals are
referred to herein as the "Original Contract." The procurement # 530 -11 -0006 which resulted in
this contract, anticipated possible renewals and amendments of the contract, and no additional
procurement process is necessary before entering into this renewal. The Department and the
Contractor agree to amend the contract as follows:
I.
Effective Date of Contract. Section 1.2 of the Original Contract is amended to include:
September 1, 2011, through August 31, 2012
II.
Section 1.3 of the Original Contract is deleted in its entirety and the following provision
substituted for same:
Contract Amount. DFPS will pay the Contractor up to $320,201.50 from available funds for
services 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
Department.
M.
Section 1.25 of the Original Contract is deleted in its entirety and the following provision
substituted for same:
Subcontracting. Contractor will be responsible to DFPS for any subcontractor's performance
under this Contract. Subcontractors providing services under the Contract will meet the same
requirements and level of experience as required of Contractor. No subcontract under the
Contract will relieve Contractor of responsibility for ensuring the requested services are provided.
If Contractor uses a subcontractor for any or all of the work required, the following conditions will
apply:
1.25.1. Contractors planning to subcontract all or a portion of the work to be performed will
identify the proposed subcontractors.
1.25.2. Subcontracting will be solely at Contractor's expense.
1.25.3. DFPS retains the right to check subcontractor's background and approve or reject the
use of submitted subcontractors,
1.25.4. Contractor will be the sole contact for DFPS and Contractor will list a designated point
of contact for all Department inquiries.
1.25.5. Subcontracts. Contractor will include a term in all proposed subcontracts that
incorporates this Contract by reference and binds subcontractor to all the
requirements, terms, and conditions of this Contract related to the service being
provided by the subcontractor, as well as explicitly hold that this Contract controls in
2011 -329 :)nfiict with subcontract. DFPS approval Of Contractor's use of any
M2011 -180 ►nditioned upon the extent that any subcontract does not conflict
08/30/11 page 1 of 7
Tx Dept. of Family and Protective Svcs INDEXED
Texas Dept of Family Contract Renewal Boilerplate Form 9070
and Protective Services April 2011
for Client Services Contracts
with any requirements of the Contract between DFPS and Contractor.
1.25.6. Payment to Subcontractors. Pursuant to Chapter 2251 of the Texas Government
Code, Contractor will make any payments owed to subcontractors within ten (10)
calendar days of Contractor's receipt of funds from DFPS.
IV.
Section 1.27 of the Original Contract is amended by adding the following language:
1.27.8. FFATA Reporting. Contractor must report to DFPS the data elements
required by the Federal Funding Accountability and Transparency Act of 2006
(Pub. L. 109 -282) and listed in 1.27.9 if Contractor is a Subrecipient. No direct
payment will be made to Contractor for providing any reports required under
these provisions, as the cost of producing such reports will be deemed included
in the Contract price. The reporting requirements in 1.27.9 are based on
guidance from the US Office of Management and Budget (OMB), and as such are
subject to change at any time by OMB. Any such changes will be automatically
incorporated into this Contract and shall become part of Contractor's obligations
under this Contract. DFPS may provide written notice to Contractor of any such
change in accordance with this Contract, but such notice will not be a condition
precedent to Contractor's duty to comply with revised OMB reporting
requirements.
1.27.9. Subrecipient Reporting. If Contractor is a Subrecipient, Contractor will
report to DFPS as set forth below unless otherwise exempted. All required
information must be made publicly available according to federal law.
1.27.9.1.Sub -award Information. A Subrecipient will provide the following
information to DFPS according to the timeframes communicated by the
Department but no later than the end of the month following the month of
award of a contract with a value of $25,000 or more, (and any modifications
to these contracts that change previously reported data):
1.27.9.1.1.Unique identifier (DUNS Number) for the Contractor receiving the
award and for the Contractor's parent company, if the Contractor has a
parent company.
1.27.9.1.2.Name of the Contractor.
1.27.9.1.3. Contractor's physical address including street address, city, state,
and country. Also include the nine -digit zip code and congressional
district.
1.27.9.1.4. Contractor's primary performance location including street
address, city, state, and country. Also include the nine -digit zip code and
congressional district.
1.27.9.2.Subrecipient Officers' Total Compensation (Top 5). According to
the timeframes communicated by the Department but no later than the end
of the month following the month of a contract award, and annually
thereafter, the Contractor will report the names and total compensation of
each of the five most highly compensated executives for the Contractor's
preceding completed fiscal year if-
1.27.9.2.1.In the Contractor's preceding fiscal year, the Contractor
received -
1.27.9.2.1.1. 80 percent or more of its annual gross revenues from
Federal contracts (and subcontracts), loans, grants (and
subgrants) and cooperative agreements; and
1.27.9.2.1.2. $25,000,000 or more in annual gross revenues from
Federal contracts (and subcontracts), loans, grants (and
subgrants) and cooperative agreements; and
1.27.9.2.1.3. The public does not have access to information about the
compensation of the executives through periodic reports filed
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Texas Dept of Family Contract Renewal Boilerplate Form 9070
and Protective Services April 2011
for Client Services Contracts
under section 13(a) or 15(d) of the Securities Exchange Act of
1934 (15 U.S.C. 78m(a), 78o(d)) or section 6104 of the Internal
Revenue Code of 1986. (To determine if the public has access to
the compensation information, see the U.S. Security and
Exchange Commission total compensation filings at
http://www.sec.gov/answers/execomp.htm.)
V.
Section 1.30 of the Original Contract is deleted in its entirety and the following provision
substituted for same:
Record Keeping.
1.30.1 Unless otherwise noted in this Contract, Contractor will maintain legible copies of
this Contract and all related documents for a minimum of five (5) years after the
termination of the contract period or five (5) years after the completion of any litigation or
dispute involving the Contract, whichever is later. Contractor will provide any records and
information concerning a child to the Department upon request. Contractor must forward
legible records and information to the Department within fourteen (14) calendar days.
Contractor will provide any necessary records and information to DFPS upon verbal
request in emergency situations. In emergency situations, Contractor must submit legible
records and information within the Department's specified timeframe.
1.30.2 Contractor will comply with the Identity Theft Enforcement and Protection Act
(Chapter 521 of the Texas Business and Commerce Code). Contractor has a duty to
protect personal information and to notify all affected parties of any breach of personal
information.
VI.
Section 1.36.2 of the Original Contract is deleted in its entirety and the following provision
substituted for same:
1.36.2. Unilateral Amendment. The Department reserves the right to amend this
Agreement through execution of a unilateral amendment signed by the DI=PS Contract
Manager and provided to the Contractor with ten (10) days notice prior to execution of the
amendment under the following circumstances:
1.36.2.1. to correct an obvious clerical error in this Contract;
1.36.2.2. to change the Contract number;
1.36.2.3. to incorporate new or revised federal or state laws, regulations, rules, or
policies;
1.36.2.4. to comply with a court order or judgment;
1.36.2.5. to update service level descriptions or daily rates;
1.36.2.6. to change the name of the Contractor in order to reflect the Contractor's name
as recorded by the Texas Secretary of State;
1.36.2.7. to change the designated DFPS mailing address for this Contract;
1.36.2.8. to change the designated Contractor mailing address for this Contract; or
1.36.2.9. to change the recorded license number of any license needed under this Contract
in order to reflect the current number as issued by the licensing authority.
VII.
Section 1.38.3.4 of the Original Contract is deleted in its entirety and the following provision
substituted for same:
1.38.3.4.removing any employee of the Contractor or any subcontractor from the
provision of services under this contract; and
VIII.
Page 3 of 7
Texas Dept of Family Contract Renewal Boilerplate Form 9070
and Protective Services April 2011
for Client Services Contracts
Section 1.39 of the Original Contract is deleted in its entirety and the following provision
substituted for same:
1.39 Certifications. The certifications enumerated below represent material facts upon which
DFPS relies when accepting a bid for this solicitation. If the Department later determines that
Potential Contractor knowingly rendered an erroneous certification, DFPS may pursue all available
remedies in accordance with Texas and U.S. law. Contractor further agrees that it will provide
immediate written notice to DFPS if at any time Contractor 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 Contractor cannot certify the accuracy of all the statements
contained in this section, Contractor must provide writte notice to DFPS detailing .
which of the below statements it cannot certify and why. Contractor acknowledges its
continuing obligation to comply with the requirements of the following certifications contained in
its Proposal, and will immediately notify DFPS of any changes in circumstances affecting these
certifications:
1.39.1. Certification Regarding Lobbying. State and federal law place restrictions on the
use of state and federal funds in regard to lobbying. The Contractor certifies, to the best of its
knowledge and belief, that:
1.39.1.1.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 Contractor, 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.
1.39.1.2.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 will complete and submit Standard Form -LLL, Disclosure
Form to Report Lobbying, in accordance with its instructions.
1.39.1.3.The Contractor will require that the language of this certification be included in
the award documents for subcontracts and that all subcontractors will certify and disclose
accordingly.
1.39.1.4. Payments of appropriated or other funds to Contractor under any resulting
agreement are not prohibited by Texas Government Code §556.005 or §556.008.
1.39.2. Suspension, Inelligibility, and Voluntary Exclusion. Executive Orders 12549 and
12689 require DFPS to screen each covered Contractor to determine whether each has a right
to obtain a contract in accordance with federal regulations on debarment, suspension,
ineligibility, and voluntary exclusion. Contractor certifies the following:
1.39.2.1.That Contractor 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.
1.39.2.2.That Contractor 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.
1.39.2.3.That Contractor will include this section regarding debarment, suspension,
ineligibility, and voluntary exclusion without modification in any subcontracts or
solicitations for subcontracts.
1.39.3. Child Support. Under Texas Family Code Section 231.006, the vendor or applicant
certifies that the 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.
1.39.4. Drug -Free Workplace Certification. Contractor certifies that it will or will continue
to provide a drug -free workplace by:
Page 4 of 7
Texas Dept of Family Contract Renewal Boilerplate Form 9070
and Protective Services April 2011
for Client Services Contracts
1.39.4.1. 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;
1.39.4.2.Establishing an ongoing drug -free awareness program to inform employees
about -
1.39.4.2.1.The dangers of drug abuse in the workplace;
1.39.4.2.2.The grantee's policy of maintaining a drug -free workplace;
1.39.4.2.3.Any available drug counseling, rehabilitation, and employee assistance
programs; and
1.39.4.2.4.The penalties that may be imposed upon employees for drug abuse
violations occurring in the workplace;
1.39.4.3.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);
1.39.4.4. Notifying the employee in the statement required by paragraph (D)(1) that, as a
condition of employment under the grant, the employee will -
1.39.4.4.1.Abide by the terms of the statement; and
1.39.4.4.2. 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;
1.39.4.5. Notifying the agency in writing, within ten calendar days after receiving notice
under paragraph (D)(4)(b) from 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 will include the identification number(s) of each affected grant;
1.39.4.6.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 -
1.39.4.6.1.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
1.39.4.6.2. Requiring such employee to part! ci pate. sat! sfactorily 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;
1.39.4.6.3. Making a good faith effort to continue to maintain a drug -free workplace.
1.39.5. Anti -Trust Certification. Pursuant to 15 U.S.C. Sec. 1, et seq. and Tex. Bus. &
Comm. Code Sec. 15.01, et seq., Contractor certifies that neither the Contractor nor the firm,
corporation, partnership, or institution represented by the Contractor, or anyone acting for
such a firm, 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.
1.39.6. Deceptive Trade Practices. Contractor certifies that it has not 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. Contractor 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. Contractor 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.
1.39.7. Prohibited Responses and Contracts. Pursuant to Texas Government Code
§2155.004 -006, Contractor 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.
1.39.8. Financial Interests and Gifts. Contractor certifies that neither Contractor nor any
person or entity that will participate financially in a contract has received compensation from
Page 5 of 7
Texas Dept of Family Contract Renewal Boilerplate Form 9070
and Protective Services April 2011
for Client Services Contracts
DFPS for participation in preparation of specifications for a contract. Contractor 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.
IX.
Section 1. GENERAL REQUIREMENTS of the Original Contract is amended by adding the following
language.
1.41 Vendor Performance. Pursuant to Section 2155.144 (K) of the Texas Government Code
and 20.108 of the Texas Administrative Code, state agencies are required to report vendor
performance on any purchase of $25,000 or more from contracts administered by the CPA or any
other purchase made through an agency's delegated authority or a purchase made pursuant to
the authority in Government Code, Title 10, Subtitle D or a purchase exempt from CPA's
procurement rules and procedures. DFPS reports vendor performance by means of the Vendor
Performance Tracking System (VPTS), which can be accessed online at
htt www.window.state.tx,us rocurement ro vendor performance
DFPS may use the VPTS to determine best value when awarding contracts in instances where past
performance is included as a factor in the evaluation of a vendor for award.
X.
Incorporation by Reference. Contractor represents, and requests the Department to rely on
these representations:
A. If any material facts have changed, the Contractor has attached new and current
documents as indicated by the Department.
1. Form 2031, Signature Authority Designation
2. Form 4732, Request for Determination of Ability to Contract
3. Form 2030, Budget for Purchase of Service with Narrative, if applicable
4. HUB Subcontracting Plan
5. 2282CR Supplement
6. Form 9007cr, Internal Control Structure Questionnaire (ICSQ), or 9007ICC Internal
Control Certification
7. Form 9105, Risk Analysis Questionnaire
8. Attachment 1, Performance Measures
9. Attachment 2, PEI Supplement
10. Plan of Operations
11. Policy Clarifications
B. Upon request by the Department, the Contractor will prepare and execute new documents
from the forms listed above.
XI.
Budget.
The Budget for Purchase of Service Contracts (Form 2030) and Budget Narrative included in the
Original Contract are hereby deleted and the Form 2030 and Budget Narrative attached hereto are
substituted for same.
The Department shall reimburse the Contractor the reasonable, allowable and allocable costs.
XII.
Service Provisions.
Services Provisions remain the same as stated in the Original Contract.
All other terms and conditions of the Original Contract not in conflict with this renewal are
Page 6 of 7
Texas Dept of Family Contract Renewal Boilerplate Form 9070
and Protective Services April 2019
for Client Services Contracts
continued in full force and effect,
By signing this renewal, the Contractor represents and warrants to the Department that
Contractor still complies with all previously submitted Certifications made when entering into this
agreement.
This renewal # 1 to contract # 23792861 is effective September 1, 2011, through Auclust 31 2012,
Texas Department of Family
and Protective Services
Qj��4�
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Signature
Printed Name: Audrey Deckinga
Title: Assistant Commissioner for Child
Protective Services
9/1/11
Date
Signature V
Printed Name: Ronald Olson
Title: City Manager
Date
Approved as to form: " �q /Do I 1
Lisa Aguilar
Assistant City Attorney
For City Attorney
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Pagel of 7
FY 2012 Performance Measures for
Community Youth Development (CYD) Program
Procurement Number: 530 -11 -0006
Contractor: City of Corpus Christi Contract #: 23792861
Goal of the Contract: To prevent delinquency in Target Youths
Output Measures
Output #1: 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: 300
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
performance period, the actual number served will be considered the average number served.
Output #2:. Number of 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: 9376
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 and Post - Service Protective Factors Survey Questionnaires are
obtained from 6 -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 6 -9 year old Target Youths served in the Contractor's CYD Program
from whom completed Pre - Service Protective Factors Survey Questionnaires and matching Post - Service
Protective Factor Survey Questionnaires are obtained by the Contractor
Output Target: 60%
Purpose: To evaluate the Contractor's effort at obtaining outcome data
Data Sources: PEIS 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 whom completed Pre - Service Protective Factors Survey
Questionnaires and matching Post - Service Protective Factor Survey Questionnaires were obtained by the
Contractor. 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 900
and state as a percentage.
Output #4: Completed Pre - Service and Post - Service Protective Factors 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.
Output Indicator: Percentage of eligible 10 -17 year old Target Youths served in the Contractor's CYD Program
from whom completed Pre - Service Protective Factors Survey Questionnaires and matching Post - Service
Protective Factor Survey Questionnaires are obtained by the Contractor
Output Target: 60%
Purpose: To evaluate the Contractor's effort at obtaining outcome data
Data Sources PEIS Database
Methodology: The numerator is the number of eligible 10 -17 year of Target Youths served in the Contractor's
CYD Program during the output performance period from whom completed Pre - Service Protective Factors Survey
Questionnaires and matching Post- Service Protective Factor Survey Questionnaires were obtained by the
Contractor. 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 #5: 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.
Output Indicator: Percentage of eligible 10 -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: 50%
Purpose: To evaluate the Contractor's effort at obtaining outcome data
Data Sources: PEIS 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 10 -17 year old Target Youths served during the output performance
period. Divide the numerator by the denominator, multiply by 100 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: Percentage of unduplicated 6 -9 year old Target Youths who indicate an absolute increase
in protective factors, as determined by comparison of the Pre - Service Protective Factors Survey scores to the
Post - Service Protective Factors Survey scores
Outcome Target: 75% (The Contractor's ability or inability to meet or exceed this target will not be the sole
means for assessing their success in providing the contracted client services. DFPS reserves the right to revise
the target for this outcome measure for any subsequent contract periods based on statewide Contractor
performance data.)
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: PEIS Database
Methodology: For each 6 -9 year old Target Youth who has completed the prescribed program OR has been in
the program for 12 months and from whom both Pre- and Post - Service Protective Factors Survey Questionnaires .
are obtained by the Contractor, calculate the scores for both the Pre- and Post - Service Questionnaires per
instructions in the Protective Factors Survey User Manual. For each 6 -9 year old Target Youth, subtract the
score in the Pre - Service Protective Factors Survey Questionnaire from the corresponding score in the Post -
Service Protective Factors Survey Questionnaire to determine an absolute increase, if any. Count the number of
Post - Service Protective Factors Survey Questionnaires that indicate an absolute increase. The numerator is the
number of Post- Service Protective Factors Survey Questionnaires that indicate an absolute increase in the score.
The denominator is the total number of Post - Service Protective Factors Survey Questionnaires completed by 6 -9
year old Target Youths who have completed the prescribed program OR have been in the program for 12 months.
Divide the numerator by the denominator, multiply by 100 and state as a percentage. (The Contractor must meet
or exceed the target for Output #3 in order to achieve the target for this outcome.)
Outcome #2: 10 -17 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 number of Protective Factors Survey subscales (Family Bonding /Communication;
School Involvement; Individual Self - Esteem /Self- Efficacy; Positive Peer Association; Community Involvement) for
which 10 -17 year old Target Youths indicate an absolute increase by comparing Pre - Service Protective Factors
scores to Post - Service Protective Factors scores.
Outcome Target: One subscale for which 75% of 10 -17 year old Target Youths indicate an absolute increase
(The Contractor's ability or inability to meet or exceed this target will not be the sole means for assessing their
success in providing the contracted client services. DFPS reserves the right to revise the target for this outcome
measure for any subsequent contract periods based on statewide Contractor performance data.)
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: PEIS Database
Methodology: For each 10 -17 year old Target Youth who has completed the prescribed program OR has been
in the program for 12 months and from whom both Pre- and Post - Service Protective Factors Survey
Questionnaires are obtained by the Contractor, calculate the subscale scores for both the Pre- and Post - Service
Questionnaires per instructions in the Protective Factors Surrey User Manual. For each 10 -17 year old Target
Youth, subtract the subscale scores in the Pre - Service Protective Factors Survey Questionnaire from the
corresponding subscale scores in the Post - Service Protective Factors Survey Questionnaire to determine an
absolute increase, if any. For each subscale, count the number of Post - Service Protective Factors Survey
Questionnaires that indicate an absolute increase. For each subscale, the numerator is the number of Post -
Service Protective Factors Survey Questionnaires that indicate an absolute increase in that subscale score
(protective factor). The denominator is the total number of Post - Service Protective Factors Survey
Questionnaires completed by 10 -17 year old Target Youths who have completed the prescribed program OR
have been in the program for 12 months. Divide the numerator by the denominator, multiply by 100 and state as
a percentage. Count the number of subscales (protective factors) for which the percentage equals 75% or more.
(The Contractor must meet or exceed the target for Output #4 in order to achieve the target for this outcome.)
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 10 -17 year old Target Youths with average scores of five or higher for the first eight items
Outcome Target: 80%
Purpose: To evaluate the Contractor's success at providing services that are perceived as satisfactory by the
10 -17 year old Target Youths receiving the services
Data Sources: PSIS Database
Methodology: The numerator is the number of completed Questionnaires for the outcome performance period
with an average score of five or higher for the first eight items. The denominator is the total number of completed
Questionnaires for the 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 #5 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 PEIS 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 period 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
Absolute Increase —A documented increase in the score for the Post - Service Protective Factors Survey
Questionnaire relative to the corresponding score for the matching Pre - Service Protective Factors Survey
Questionnaire.
Avera a Score for the Satisfaction Survey — For each completed Youth Satisfaction Survey
Questionnaire, add the scores for the first eight items and divide by eight.
Completed Protective Factors Survey Questionnaire — For the Child (age 6 -9) Protective Factors Survey
Questionnaire, the Child must have responded to a minimum of 15 items. For the Youth (age 10 -17)
Protective Factors Survey Questionnaire, the Youth must have responded to a minimum of 20 items.
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 pan` of the current fiscal year and shall not
exceed 12 months.
Eli ible to respond to the Post - Service Protective Factors Survey Questionnaire) — A 6 -17 year old Target Youth
that has completed a Pre - 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 15t 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 Questionnaire) —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 Survey Questionnaire) —A 10 -17 year old Target Youth that has:
■ Completed the prescribed CYD Program; or
■ Participated in the CYD Program for 12 months; or
■ Exited the CYD Program.
Exited — A Target Youth stopped accepting services during the output performance period without completing the
program.
Likert 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 of 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 factors to reduce
the likelihood of problem behaviors.
Satisfied -A response of five or higher on the 7 -point Likert scale.
Subscale — Groups of questions on the Youth (age 10 -17) Protective Factor Survey Questionnaire indicative of
one of five protective factors: Family Bonding /Communication; School Involvement; Individual Self-Esteem/Self-
Efficacy; Positive Peer Association; Community Involvement.
Target Youths — Youths through 17 years of age who live in and/or 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 Target Youth with a unique client ID number who receives at least one service
is only counted one time during the performance period.
Texas Dept. of Family
and Protective Services
Prevention and Early Intervention Supplement
Program Name: 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 contract 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.
Supplemental bills will be accepted once a quarter (due dates to be determined by DFPS) to'
submit costs not included on the main monthly bill or if additional costs exceed $2,500. Oni
gone supplemental bill may be submitted for each month, .so all additional costs mustb -e.
included.
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 (ARCS) 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.
Performance Measures Reporting. Contractor is required to review performance measure
reports from the Prevention and Early Intervention System Database and/or the STAR
database on a monthly basis. Contractor is required to submit the downloaded database
reports that reflect all performance measures and a corrective action plan to DFPS no later
than 30 days after the end of the first, second and third quarters for each performance
measure that is off track.
Contractors' who utilize subcontractors are required to review performance reports for each
subcontractor from the Prevention and Early Intervention System Database on a monthly
basis. Contractors' are required to submit the downloaded database reports that reflect all
performance measures and a corrective action plan to DFPS no later than 30 days after the
end of the first, second and third quarters for each performance measure that is off track for
any subcontractor.
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 for oversight of the plan to ensure it is implemented correctly. Corrective action
plan /s must be submitted on the required template and must outline the measures that will be.
taken by contractor to address each performance measure that is off track.
Cultural Competency. Cultural competency training is required annually for all staff on your
DFPS contract. New hires must receive cultural competency training within 60 days after the
hire date and annually thereafter. Documentation to support training must be maintained by
contractor for review by DFPS.
Program Forms and Social Security Numbers. 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
May 2010
Page 1 of 2
Texas Dept. of Family
and Protective Services
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.
Program forms giving consent for services are to be sign by t p rimary caregiver prior to,
services being provided
Program and Contract Clarifications. Contractors must adhere to all program and contract
clarifications sent throughout the contract period. These clarifications provide information on
program implementation, and program and contract expectations.
Controlled Assets. Contractors must complete an inventory list of any controlled assets (ex.
computers, furniture, etc) purchased either in part or in full by DFPS using the inventory list
form. A new inventory list will need to be submitted to DFPS during each contract renewal
cycle. Information listed on the attached inventory form is required to be completed.
Contractual Obligations. A contractor's acceptance of funds directly under the contract or
'indirectly through a subcontract under the contract acts as acceptance of the authority of the
state, under the direction of the legislative audit committee, to conduct an audit or
investigation in connection with those funds. In accordance with legislative audit committee,
DFPS can request any documentation, at any time to be sent to DFPS to a location of DFPS
chooses. Documentation c include, de, but its not limited to, client files in their e_n_tirety,l
invoices that su p ort month) billin s, a contractors full general ledger, etc;.
May 2010
Page 2 of 2
Texas Dept. of Family Cost Reimbursement Supplement for 2282 March 2010
and Protective Services
Attachment
1. Cost Reimbursement Contract.
1.1. Basis for Payment. DFPS is not obligated to pay unauthorized costs or to pay more
than Contractor's allowable and actually incurred costs consistent with federal and
state regulations. Contractor is responsible for submitting bills in an accurate and
timely manner for each service period and for notifying the Department of a need to
expedite payment. DFPS will make reasonable efforts to process all bills received in
an accurate and timely manner, but does not warrant immediate payment.
1.2. Regulation Compliance. Contractor will remain in compliance with 45 CFR Part 74
as applicable, 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. The reimbursement made to Contractor will not exceed Contractor's
actual costs to provide the services under this Contract and Contractor's actual
costs, both direct and indirect, must be allowable, reasonable, and allocable.
1.3. Physical Property. Contractor will assume responsibility for the protection of all
physical property and equipment purchased under this Contract. Contractor must
furnish DFPS with a written, factual report of the theft of, or damage to, any
equipment purchased under this contract, including circumstances concerning the
loss. In addition, in the event of any theft, vandalism, or other offense against the
properties, Contractor will notify appropriate local law enforcement authorities.
1.4. Equipment. Equipment is any article of tangible nonexpendable personal property
having a useful life of more than one year and an acquisition cost that equals. or
exceeds the lesser of: the capitalization level established by the contractor for
financial statement purposes or $5,000. Contractor will follow the provisions of Title
45 Code of Federal Regulations (CFR) Part 74 regarding disposition of any
equipment purchased under this Contract with funds allocated to Contractor or its
subcontractor. Contractor will not give any security interest, lien, or otherwise
encumber any item of equipment purchased with contract funds. Contractor will
permanently identify all equipment purchased under this contract by appropriate tags
or labels affixed to the equipment. Contractor will maintain a current inventory of
equipment that is available to the Department at all times upon request. Cost
reimbursement contractors must also follow the following guidelines when
contracting with DFPS.
1.4.1. Cost reimbursement contractors must add certain types of equipment items
that are classified as "controlled assets" as designated in the Comptroller's
State Property Accounting (SPA) Process User's Guide, available on the
Internet, to their inventory. Contractors should review the SPA guide
periodically for the most current list.
1.4.2. All cost reimbursement contractors must follow the American Hospital
Association's (AHA) "Estimated Useful Lives of Depreciable Hospital Assets"
for equipment disposition purposes, except when federal or statutory
requirements supersede.
1.4.3. Contractors must request DFPS approval before disposing of equipment or
controlled assets prior to the end of the useful life for that item.
1.4.4. Any change to the equipment category in a cost reimbursement budget will
require prior approval from the Department.
Page 1 of 2
Texas Dept. of Family Cost Reimbursement Supplement for 2282 March 2010
and Protective Services
Attachment
2. Minimum Insurance Standards.
2.1. Contractor will provide insurance for direct delivery of services 48 hours prior to
contract signing. Contractor will obtain and furnish proof of the following bonding and
insurance coverage within forty -eight (48) hours of the award of the Contract or at
such other time as specified by DFPS. The required coverages are:
2.1.1. Dishonesty bonding under a commercial crime policy or business services
bonding, at a ten thousand dollar ($10,000.00) minimum; and
2.1.2. Commercial General Liability Coverage at a three hundred thousand dollar
($300,000) minimum for each occurrence limit, and six hundred thousand
dollar ($600,000) minimum aggregate limit. The Department will be provided
with ample written notice of policy or bond cancellation or material change in
the policy or bond.
2.1.3. [Add the following if professional liability insurance is required.]
Contractor must provide and furnish evidence of professional liability
insurance with the minimum limits of $300,000.00 per occurrence and
$600,000.00 aggregate.
2.2. The Contractor will purchase coverage with insurance companies or carriers rated
for financial purposes "B" or higher whose policies cover risks located in the State of
Texas. All bonds, policies, and coverage will be maintained during the entire term of
contract.
2.3. All required insurance policies will include an endorsement stating that the
Department will be given thirty (30) calendar days written notice of policy or bond
cancellation or a material change in the policy or bond.
Page 2 of 2
Texas Department of Family Budget for Purchase of Service Contracts Form 2030
and Protective Services May 2009
FY 2012.
Summary
Contractor
City of Carpus Christi
Contract No.
23792861
Contract Period
September 1, 2011 through August 31,
Cost Category
A
B
C
Grand Total
Reimbursable
Other
(IA) Personnel - Salaries
$67,682.04
$67,682.04
$0.00
(113) Personnel - Fringe Benefits
$19,490.02
$19,490.02
$0.00
Subtotal
$87,172.06
$87,172.06
$0.00
(2 ) Travel
$1,718.40
$1,718.40
$0.00
(3) Materials, Supplies and CA
$2,484.00
$2,484.00
$0.00
(4) E ui ment (Rent/Lease/Purchase)
$0.00
$0.00
$0.00
Subtotal
$4,202.40
$4,202.40
$0.00
(5) Other Costs list below
$228,827.04
$228,827.04
$0.00
Subtotal
$228,827.04
$228,827.04
$0.00
Total Direct Costs
$320,201.50
$320,201.50
$0,00
Indirect Cost Rate (if applicable):
0.00.%
Grand Total
$320,201.50
$320,201.50
$0.00
%.of Total
100.0 %
100.0%
0.0%
Service Dollar %
Total FA Service
$0.00
$0.00
$0.00
0.0%
Total Subcontractor Service
$220,000.00
$220,000.00
$0.00
100.0%
Total Service Dollars
5220,000.00
$220,000.00
$0.00
100.0%
Total FA Non-Service/Operational
$100,201.50
$100,201.50
$0.00
Grand Total
$320,201.50
$320,201.501
$0.00
TotaI estimated number of participants to be served:
1,376
Certified by:
Name:
Michael Morris
Title:
Director of Parks & Recreation
Date:
F 41 //1
Page 1
Texas Department of Family Budget for Purchase of Service Contracts Form 2030
and Protective Services FY 2012 May 2009
(1A) Personnel - Salaries
Contractor
City of Corpus Christi
Contract No.
23792861
Contract Period
September 1, 2011 through August 31, 201
Position or Title
A
#Staff
B
Avg. Monthly
Salary
C
%Time
on contract
D E
#Months Total
o Service 4xBxCxD
F
Reimhursable
C
Other
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Total FA Service
$0.00
$0.00
$0.00
CYD Program Manager
l
$3,291.67
100.00%
12 $39,500.04
$39,500.04
Accountant
1
$3,675.00
14.00%
12 $6,174.00
$6,174.00
CYD Adminstrative Assistant
1
$1,834,00
100.00%
12 $22,008.00
$22,008.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0,00
$0.00
$0.00
$0.00
$0.00
Total FA Non-Service./Operational
$67,682.04
$67,682.04
$0.00
$0.00
Total Salaries $67,682.04
$67,682.04
$0,00
*For monitoring purposes timesheets and payroll data must be kept on file.
"Costs not allowable if already being paid by other sources.
Page 2
Texas Department of Family Budget for Purchase of Service Contracts Form 2030
and Protective Services FY 2012 May 2009
(1B) Personnel - Fringe Benefits
Contractor
City of Corpus Christi
Contract No.
23792861
Contract Period
Septeynher 1, 2011 through August 31,
Type of Fringe Benefits
A
Total
B
Reimbursable
C
Other
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Total FA Service
$0.00
$0.00
$0.00
TMRS (Retirement) (14.24% x $61,508.04)
$8,758.74
$8,758.74
FICA (7.65% x $61,508.04)
$4,705.36
$4,705.36
Workers Compensation (PM & Admin Asst) ($156.x26)
$4,056.00
$4,056.00
Health Insurance (PM & Admin Asst) ($82.08 x 12 x 2)
$1,969.92
$1,969.92
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Total FA Nan - Service /0 erational
$19,490.02
$19,490.02
$0.00
$0.00
$0.00
Total Fringe Benefits
$19,490.02
$19,490.02
$0.00
*For monitoring purposes payroll data must be kept on file.
* *Costs not allowable if already bein paid by other sources.
Page 3
Texas Department of Family Budget for Purchase of Service Contracts Form 2030
and Protective Services FY 2012 May 2009
(2) Travel
Contractor
I City of Corpus Christi
Contract No.
23792861
Contract Period
September 1, 2011 through August 31,
Type of Travel Expense
(mileage/food/lodging etc. )
A
Total
B
Reimbursable
C
Other
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Total FA Service
50.00
$4.00
$0.00
Local Mileage (.40)
$300.00
$300.00
DFPS Provider Meeting & PIP Conference
$0.00
Hotel
$832.00
$832.00
Hotel Taxes
$124.80
$124.80
Per Diem
$288.00
$288.00
Mileage for Conference
$173.60
$173.60
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Total FA Non-Service/Operational
$1,718.40
$1,718.40
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Total Travel
$1,718.40
$1,718.40
$0.00
*For monitoring purposes receipts and other detailed records must be kept
on file.
"Costs not allowable if already being aid by other sources.
Page 4
Texas Department of Family Budget for Purchase of Service Contracts Form 2030
and Protective Services FY 2012 May 2009
(3) Materials, Supplies and Controlled Assets
Contractor
I City of Corpus Christi
Contract No.
23792861
Contract Period
September 1, 2011 through August 31, 2
Materials, Supplies and Controlled Assets
(description and basis of cost)
A
Total
B
Reimbursable
C
Other
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Total FA Service
$0.00
$0.00
$0.00
Routine Office Supplies
$984.00
$984.00
Community Awareness Supplies
$960.00
$960.00
Food /Snacks (youth )
$540.00
$540.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$o.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Total FA Non- Servicelt) erational
$2,484.00
$2,484.00
$0.00
$0.00
Total Materials and Supplies
S2,484.00
$2,484.00
$0.00
*For monitoring purposes receipts and other detailed records must be kept on file.
* *Costs not allowable if alreuL being aid by other sources.
Page 5
Texas Department of Family Budget for Purchase of Service Contracts Form 2030
and Protective Services FY 2012 May 2009
(4) Equipment
Contractor
City of Corpus Christi
Contract No.
23792861
Contract Period
September 1, 2011 through August 31, 20
Equipment
(description and basis of cost)
A
Total
B
Reimbursable
C
Other
Method Used
renNease/buy)
$0.00
$0.00
$0.00
$0.00
$0,00
$0.00
$0.00
$0.00
Total FA Service
$0.00
$0.00
$0.00
$0.00
None
$0.00
$0.00
$0.00
$0.00
$0.00
$0,00
$0.00
$0.00
$0.00
$0.00
Total FA Non-Service/Operational
$0.00
$0.00
$0.00
moo
$HO
Total Equipment,
$0.00
$0.00
$0.00
$0.00
*For monitoring purposes receipts and other detailed records must be kept on file.
"All equipment must be tagged and numbered.
"Costs not allowable if already being aid by other. sources.
Page 6
Texas Department of Family Form 2030
Budget for Purchase of Service Contracts
and Protective Services FY 2012 May 2009
( 5) Other Costs
Contractor
City of Corpus Christi
Contract No.
23792861
Contract Period
September 1, 2011 through August 31, 2
Other Costs
(description and basis of cost
A
Total
B
Reimbursable
C
Other
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Total FA Service
50.00
$0.00
$0.00
Postage / Deliver
$800.04
$800.04
Copying / Printing Charges
$700.00
$700.00
Recruitment Costs
$832.00
$832.00
Leadership Recognition Event
$1,500.00
$1,500.00
Community Needs Assessment
$755.00
$755.00
Registration Fees TNOYS membership & PIP Conference)
$250.00
$250.00
Lease/Rental Expenses
$3,840.00
$3,840.00
Cultural Competency Training
$150.00
$150.00
$0.00
$0.00
50 .00
$0.00
$0.00
$0.00
$0.00
$0.00
Total FA Non-Service/Operational
58,827.04
$8,827.04
$0.00
Youth Odyssey
$28,000.00
$28,000.00
SERCOofTexas
$85,000.00
$85,000.00
Boys & Girls Club
$42,000.00
$42,000.00
Communities In Schools
$65,000.00
$65,000.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
$0.00
Total subcontracts
$220,000.00
$220,000.00
$0.00
$0.00
Total Other
$228,827.04
$228,827.04
$070
*For monitoring purposes receipts and other detailed records must be kept on file.
* *All equipment must be tagged and numbered.
* *Costs not allowable if already being paid by other sources.
Page 7
City of Corpus Christi
FYI Budget Narrative
78415 Community Youth Development Program
BUDGET NARRATIVE
The City of Corpus Christi (City) will serve as the fiscal agent for the Community Youth Development
(CYD) Program. The City will provide fiscal services necessary to ensure State funds are properly
utilized to deliver the services reflected in this proposal. The City will also ensure subcontracts for
the delivery of services is executed by all service delivery agencies. During the program period, the
City will monitor each subcontractor to ensure services are being delivered in accordance with State
guidelines and as specified in the subcontract for services.
Personnel — Salaries $67.682.04
Positions are salary-based with the exception of the Administrative Assistant which is paid on an
hourly -base. The Program Manager and the Administrative Assistant are charged for 100% of their
time, the Accountant is charged for time spent working on the CYD program. Timesheets are
prepared each month by the persons in the three positions and their hours worked on CYD business
is verified by the Program Manager. The Fiscal Agent is reimbursed by DFPS for only those hours
worked on CYD.
FA Non - Service Operational Salaries: $67,682.04
CYD Program Manager — Salary $39,500.04
A full -time (40 hours a week) CYD position responsible for preparing correspondence, plans,
contracts, agreements, budgets, and monitoring reports. Monitors subcontractor and fiscal agent
budgets and expenditures and ensures contract compliance. Conducts annual subcontractor formal
monitoring and quarterly site visits. Collects and analyzes data to monitor contract compliance.
Works with subcontractors on resolving problems and answering questions. Oversees the
management of database on CYD participants. Reviews monthly subcontractor billings and reports
for payment processing. Performs Community Outreach by creating collaborative relationships.
Maintains inventory of all capital purchases by subcontractors and maintains an inventory list. In
addition, this position also assists in CYD data entry as needed. 40 hours per week spent on CYD.
$3,291.67 mo. x 100% x 12 mos. = $39,500.04
Accountant — Salary $6,174.00
Full -time (40 hours a week) position responsible for processing payment requests to vendors and
subcontractors. Records and reports expenditures and processes time reimbursement for Fiscal
Agent. 7 -8 hours per week spent on CYD: $3,675 mo. x 14% x 12 mos. = $ 6,174.00
Administrative Assistant — Salary $22,008.00
A full -time (40 hours a week) CYD position reimbursed at an hourly wage of $10.58, responsible for
all data entry into the PEIS data system and assisting the CYD Program Manager. Also responsible
for maintaining files, assisting with community events and some correspondence with providers. (40
hours .per week spent on CYD). $1,834 x 100% x 12 mos = $ 22,008.00
City of Corpus Christi
FY12 Budget Narrative
Personnel -- Fringe Benefits $19,490.02
FA Non - Service Operational Fringe Benefits: $19,490.02
TMRS (retirement) Percentage on the (2) full -time salaries (CYD Program Manager and CYD
Administrative Assistant) — 14.24% x $61,508.04 = $8,758.74 or approx $729.90 per month
FICA Percentage of tax on the (2) full -time salaries (CYD Program Manager and CYD
Administrative Assistant) — 7.65% x $61,508.04 = $4,705.36 or approx $392.11 per month.
Worker's Compensation (Program Manager and Administrative Assistant) $1561 pay eriod x 26
pay periods x = $4,056.00
Health Insurance (Program Manager and Administrative Assistant) $82.081mo. x 12 mos. x 2 =
$ 1,969.92
Fringe Benefits will be charged at 100% to the State for the two full -time positions.
Personnel — Travel 1,810.40
FA Non - Service Operational Travel: $1,718.40
Local mileage — Local travel by CYD Program Manager and/or Administrative Assistant at a rate of
$0.40/mile, estimated miles for year to travel to subcontractor sites to coordinate and monitor
programs. Basis is derived from historical usage from previous years. In the event there is a mileage
rate increase, we will reimburse at a level no higher than the standard federal level.
Approximately 62.5 miles/mo. x 12 mos. x $0.40/mile = $300.00
Out -of -town travel: Funds are allocated to cover expenses for the DFPS Provider Meeting and the
Partners In Prevention Conference held in Austin for the CYD Program Manager and other staff
member. We will request for reimbursement at this rate, but in the event of an increase, we will
request at a level no higher than the standard DFPS rate.
Trip 1 DFPS Provider Meeting & PIP Conference ITotal Trip - $1,418.4
Hotel: 2 staff x 4 nights x $104.00 night = $832.00
Hotel Tax (15 %): 2 staff x 4 nights x $15.60 = $124.80
Per Diem: 2 staff x 4 days x $36/day = $288.00
City of Corpus Christi
FY12 Budget Narrative
Transportation (car): 1 vehicle x 434 /miles (Austin roundtrip) x .40= $173.60
Materials and Supplies $2,374.00
FA Non - Service Operational Material and Supplies: $2,484.00
Routine office supplies — $984.00
Office supplies to be utilized by the CYD Program Manager and Administrative Assistant in
overseeing all projects under the Community Youth Development Program. Office supplies including
but not limited to paper, pens, folders, envelopes, items for CYD meetings., subcontractor trainings,
pre -bid conferences, publications, and correspondence. Approximately $82 per mo. x 12 mos.
984.00. This figure is based on historical usage from previous years.
Community Awareness Supplies — $960.00
Community Awareness for the CYD program will be done throughout the 78415 area including
attendance at community events and school functions. At these events, we will be distributing small
items to spread the CYD message and to recruit youth for the CYD programs. Items to be purchased
will include the CYD logo and phone number and will include such items not limited to pens, pencils,
and notebooks to be distributed to participants at events. This also includes supplies to conduct
community meetings and attend school events at the three high schools and three middle schools.
These items include but are not limited to decorations, banners, activity supplies etc. for community
events. This figure is based on historical usage from previous years.
Community Awareness Items — 768 items @ $1.25 ea = $960.00
Foodisnacks (for Youth) — $540.00
Costs associated with the purchase of food, drinks and /or snacks for youth that attend the CYD
Collaborative. Committee meetings. Youth attendance to each monthly meeting averages about 7 -10
youth. We invite a number of YAC students to attend the meetings and get a feel for the
Collaborative Committee and to voice their opinion on programs. In addition, the CYD Program
Manager with assistance from YAC youth, will visit each of the 78415 schools to raise awareness of
the program by participating in the school's festivals. Before the end of school, a Leadership
Recognition event will be held for those youth that participated in community events, community
service. The event is designed to give the youth some recognition for their leadership skills. Food will
be provided at the event for the CYD youth. All food costs will be in accordance with DFPS
guidelines. Basis is from historical data.
Food for CYD Youth at CCC Meetings & Leadership Recognition Luncheon
4 meetings at $30 each (approx. 15 kids each) - $120.00
Leadership Recognition Luncheon - (40+ youth in attendance) $420.00
$540.00
City of Corpus Christi
FY12 Budget Narrative
Rental, Lease or Purchase of Equipment - $0.00
None
FA Non - Service Rental, Lease or Purchase of Equipment: $0.00
None
Other Costs $228,845.04
FA Non - Service Operational Other Costs: $8,827.04
Postage, delivery charges — $800.04
Costs associated with mailings and deliveries of CYD documents. Fiscal agent is charged per piece,
not cost allocation. The estimate of $0.42 per piece is an average cost which includes processing
the outgoing mail plus postage. 1,362 pieces x $0.42112iece = $572.04 Basis includes one mass
mailout to the 78415 community (approx. 1,300 pieces and 62 pieces of yearly correspondence to
subproviders. Necessary overnight mailing charges estimated at 19 x 12 mos. = $228.00.
Copying /printing charges -- $700.00
Cost for copying documents for CYD meetings, copies to subcontractors and DFPS. Based on prior
year's volumes. Fiscal agent is charged per copy, not cost allocation. The estimate of $0.05 per
copy includes the City of Corpus Christi lease agreement and the maintenance contract. Copies
made - 250 copies /Mo. x $0.05 x 12 mos. :F--$150 Specialty outside print jobs (i.e. display boards,
postcards and posters for distribution) estimated at $55.00 x 10 mos. = $550.00.
Recruitment Costs — $832.00
Costs associated with recruiting for the CYD program throughout the year including extra pushes for
summer programs. This includes visiting school events that are held in the fall at the 78415 schools
and end of year events. This will give the CYD Program Manager the opportunity to visit with each
school, meet teachers and parents at the schools and engage the youth through activities while
learning about CYD programs. This will also give us the opportunity to showcase programs, perform
surveys, increase recruitment and also promote awareness of the CCC. These events will involve the
CYD Collaborative Committee, providers and YAC. In order to increase awareness at the events, for
larger events we will create more of a presence with larger booths and activities for YAC youth to
interact with while discussing the program. Costs associated with these events include but are not
limited to t- shirts for working youth, staff and volunteers, booth costs, decorations, and supplies.
Booth Costs & Supplies 8 events @ $50 $ 400.00
Volunteer Screenprinted T -Shirts $16 x 27 432.00
Total Cost $ 832.00
City of Corpus Christi
FY12 Budget Narrative
Leadership Recognition Event - $1,500.00
Towards the end of the year, we will collaborate with providers to provide a Leadership Recognition
event for CYD Youth. This event will invite CYD youth to receive recognition for the jobs /community
service that they provided throughout the year while being recognized within their community. Costs
will include but not limited to a speaker, projector and sound system including microphone rental,
award certificates and recognition token, and decorations. Cost is based on historical data.
Recognition Event Site Rental $ 500.00
Presentation Services (system rental & decor) $ 300.00
Speaker costs $ 500.00
Certificates 200.00
Total cost for Leadership Recognition Event $ 1,500.00
Community Needs Assessment — $755.00
The Community Needs Assessment will become more involved this year requiring special meetings
with the YAC and CCC. A youth survey will be distributed to YAC peers in the 78415 zip code.
Incentive to complete the form for the youth will include a small item either a CYD wristband, CYD ID
tag or similar item in cost. In the past, these items have helped to bring in more surveys and have
offered more incentive to the YAC students to approach their friends and peers. Also, in order to
bring about competition amongst the youth, the CYD youth who represent the school with the most
surveys returned receive a prize, such as an educational field trip. In addition, the CYD Program
Manager-mill ...en list- ass istance - -from- the -Dr. Philip -..W. Rhoades at-- Texas -A &M -- University- Corpus - - - - --
Christi for compilation of data for a more comprehensive Community Needs Assessment, approx
cost $230 based on historical costs. Basis on cost derives from historical data from previous years
and does not have a formula readily available.
Survey Incentives 300 x $1.25 - $ 375.00
Recognition event for school - $ 150.00
Research fee - 230.00
$ 755.00
Registration Fee — $250.00
Registration Fee for 2 staff for PIP registration. $125/staff x 2 staff = $250
Lease 1 Rental Expenses - $3,840.00
The CYD Program Manager's Office is now located at a City of Corpus Christi's, "Parks and
Recreation" rental office area located at 606 Carancahua, Ste 105 Corpus Christi, Texas. The space
that utilized for CYD business is 320 square footage (CYD Program Manager — 120 sq ft, CYD
Administrative Assistant - 110 sq. ft, CYD Storage — 90 sq ft). The monthly lease amount paid to
Wilson Plaza Associates L.P. is $4,802. The monthly rental fee paid to the City of Corpus Christi for
housing the CYD office at 606 N. Carancahua, Ste 105 is $320. This amount includes Utilities and
electricity.
Lease 1 Rental Expense Breakdown:
CYD Office Square Footage: 320
City of Corpus Christi
FY12 Budget Narrative
Total Square Footage for the building: 4,802
Monthly Rental for the building: $4,802.00
4,802'.1 $4, 802 = $1.00 per square foot
320' x $1.00 = $320 per month x 12 months = $3,840
Cultural Competency Training - $150.00
We will need to have all provider's trained in Cultural Competency and although we will look for free
training (if available) we must be able to pay a fee to have a trainer perform the class. Based on
research and historical costs, we estimate we can have a trainer do the class for $150.00 to
accommodate the Fiscal Agent and all providers.
otal Subcontractor Services /Other Costs: $220,000
Youth Odyssey $28,000
Boys & Girls Club $42,000
SERCO of Texas $85,000
Communities in Schools $65,000
Total Subcontract Service Dollars: $ 220,000
TOTAL AMOUNT OF CYD CONTRACT: $320,201.50
DFPS Prevention and Early Intervention Division
Community Youth Development (CYD) Program
FY 2012 Plan of Operation Addendum
Contractor Name:
Contract Number:
Contract Amount:
City of Corpus Christi
23792861
$320,201.50
Name of Program:
Contract Period:
Community Youth Development
9/1/2011 through 8/31/2012
A. Population
1. Describe in detail the process utilized to reach appropriate youth and their families. Include the outreach
strategies to ensure families are aware of CYD services and services are easily accessible. Include a
description of venues to be used for outreach such as schools, public health facilities, streets where youth
congregate, homeless shelters, etc.
❑ I certify that the information from Plan of Operation for FYI is the same.
IN The following changes are being made and the changes are further detailed within this document
The COCC CYD program will ensure that all families of the 78415 zip code are aware of the services and that the
providers are reaching these youth and families. During the RFP process we take into account the services that
are being proposed and we make sure that there is a varied array of options for youth and family. Some providers
utilize schools for outreach, one utilizes the area surrounding their facility, and another utilizes referrals from
community agencies to refer their students to the program. In addition, the Fiscal Agent will utilize email 1 mass
mailout correspondence, advertising, participation in community & school events and school officials to reach
y outh and families.
2. Does your service area demonstrate specific families and youth that are disproportionately in need of
CYD services? If so, are you focusing on any particular target population (for example, specific gender
and/or ethnicity and/or race and/or socioeconomic status)?
® I certify that the information from Plan of Operation for FYI is the same.
❑ The following changes are being made and the changes are further detailed within this document.
3. Provide the following information for all service providers, including the fiscal agent (separate summer
only services):
❑ I certify that the information from Plan of Operation for FYI is the same.
® The following changes are being made and the changes are further detailed within this document.
Name of service provider
Funding
Amount
Annual Number of
Unduplicated Youth
To Be Served
Average Monthly
Number of
Unduplicated Youth
To Be Served
1.
Youth Odyssey
$
2.
SERCO of Texas
$
3.
Boys & Girls Club
$
4.
Communities In Schools
$
Community Youth Development (CYD) Program page 1
FY2012 Renewal
DFPS Prevention and Early Intervention Division
Community Youth Development (CYD) Program
FY 2012 Plan of Operation Addendum
5. $
Total $
B. Contract Outputs
Output #1: 300 Output #3:
Average number of unduplicated Average number of unduplicated
youth served monthly: adults served monthly:
Output #2: 1376 Output #4:
Number of unduplicated youth Number of unduplicated adults
served during the fiscal year: I served during the fiscal year:
❑ I certify that the information from Plan of Operation for FYI is the same.
® The changes being made are detailed below.
C. Staffing and Volunteers
1. CYD services must be delivered by qualified staff. Describe what qualifications are currently required by
your organization for service delivery staff and supervisors.
❑ I certify that the information from Plan of Operation for FYI is the same.
® The changes being made are detailed below.
Currently we require that all service delivery staff must be over the age of 18 and have prior experience working
with youth also Supervisors must have a Bachelor's Degree and various degrees of experience in a professional
setting.
2. Provide a description of the responsibilities for each position that will deliver the services. Be sure to include
an average and maximum caseload. If job descriptions vary for each service provided, include that
information here.
® I certify that the information from Plan of Operation for FYI is the same.
❑ The changes being made are detailed below.
3. List and briefly describe the responsibilities of program managers who will supervise, track and monitor the
progress of direct services staff in meeting their outputs and client outcomes, as well as performance
measures for the entire CYD contract.
® 1 certify that the information from Plan of Operation for FY11 is the same.
❑ The changes being made are detailed below.
4. Please describe how complaints about the agency are handled.
Community Youth Development (CYD) Program page 2
FY2012 Renewal
DFPS Prevention and Early Intervention Division
Community Youth Development (CYD) Program
FY 2012 Plan of Operation Addendum
® I certify that the information from Plan of Operation for FY11 is the same.
❑ The changes being made are detailed below.
5. Please describe how complaints about staff are handled,
❑ I certify that the information from Plan of Operation for FY11 is the same,
® The changes being made are detailed below.
Complaints about staff are handled immediately with an immediate investigation into the situation. If the complaint
is about a provider's staff, we discuss the situation with the Director's and bring it to everyone's attention in order
to ensure that it does not happen again. In the event that there are several complaints, changes are required either
removing the staff or other disciplinary
6. 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 a
Services for which this
Position supervised by:
Position has backup by this
volunteer
position Is responsible
position:
JAC 1 CYD Superintendent
Responsible for
Director of Parks &
Director of Parks &
Wor P &R Assistant Director
oversight of the
Recreation
Recreation, Other P &R
p rogram
Su erintendents
CYD Program Manager
Responsible for all
JAC 1 CYD
JAC 1 CYD Superintendent,
program operations
Superintendent Wor P &R
and/or JAC Case Manager
Assistant Director
personnel
CYD Administrative Assistant
Responsible for all
CYD Program Manager
CYD Program Manager and
database entry and
JAC Case Manager
organization of youth
personnel
files
Contract Amount: $ 320,201.50
Signature of Authorized Representative
Celina Pulcher
Printed/Typed Name
C
Date
CYD Program Manager
Title
Date
(Yommunity Youth Development (CYD) Program
FY2012 Renewal
page 3
DFPS Prevention and Early Intervention Division
Community Youth Development (CYD) Program
FY 2012 Plan of Operation Addendum
Signature of CYD Program Specialist Date
Community Youth Development (CYD) Program page 4
FY2012 Renewal
Community Youth Development Program
FY 2012 Plan of Operation
1- SUMMARY PAGE
Contractor Name: City of Corpus Christi
Contract Number, 23792861
�. ,.,.:
> s ! .:. R, ' PrlrFta 'F`Rirai "rar+�.I3`o�ct_
Name:
Title:
E -mail:
Phone Number:
Celina Pulcher
CYO Program
Manager
Celina@,cetexas.com
361 -826 -4028
1
Sedonda" :.Pr ranri.Coritact;lntocroatloli
Name:
Title:
E -mail: I
Phone Number:
Monica Bryan
Superintendent of
the JAC /CYD
monicabC octexas.com
361- 826 -4005
1. Will the fiscal agent provide direct services? ❑ Yes ® No
2. Identifv the service provider offering the foilowina required services:
Required Service:
Names of Service Providers
Mentorin
TBD
Youth Leadership Development
TBD
Youth Advisory Committee (only one service
rovfder per ZIP code
TBD
Detailed Changes to the Plan of Operation
Where no changes are identified the contractor is required to provide services as identified In the FY 11 Plan of
Operation.
Formal -Compliance Monitorin
® I certify that the information from Plan of Operation for FYI is the same.
❑ The changes being made are detailed below.
1. Describe how the fiscal agent will ensure that the service providers meet all the administrative requirements,
.such as internal controls, personnel requirements, background checks, record keeping, 2- 1- 1'ilstings,..and
reporting.of suspected child abuse and neglect as described in the RFP.
2. Describe how the fiscal agent will ensure that the service providers most all the fiscal requirements, such as
billing to the month incurred, billing only items that are reasonable, necessary, allowable, and'allocable,
billing only items in the budget, billing costs reasonable for the.services delivered, and having proper
supporting documentation for costs billed, including personnel time, as described in the RFP.
3. Describe how the fiscal agent will ensure that the service providers meet all the programmatic requirements,
such as performance measures, delivering services consistent with their plan of operation and local RFP
requirements including program reports, eligibility requirements, age restrictions, and services provided
(type and intensity), as described in the RFP.
-Com nunl t� and Youth Coflaboration and Inp
❑ I certify that the Information from Plan of Operation for FY11 is the same.
® The changes being made are detailed below.
1. Is the CCC a stand -alone group or part of a larger collaboration?
❑ Stand -alone group
CYA Plan of Operation Fiscal Year 2012
Page 1 of 5 (September 1, 2011 — August 31, 2092)
TEXAS DEPARTMENT OF FAMILY AND PRQTECTIVE SERVICES
COMiVIISSIONER
ANNE HEILIGENSTEIN
September 21, 2011
Mr. Ronald Olson
City Manager
City of Corpus Christi
606 N. Carancahua, Suite 105
Corpus Christi, TX 78401
RE: Fiscal Year 2012 Contract Renewal Contract # 23792861
Dear Mr. Olson:
Enclosed is the fully executed fiscal year 2012
Texas Department of Family and Protective
Community Youth Development Program.
contract between City of Corpus Christi and the
Services (DFPS) to provide services for the
Due to delays caused by the budget negotiation held by state legislators, DFPS may be
required to give tentative approval for your organization's plan of operations, budget and
budget narrative. While a signed contract may be returned to you, some issues with the
budget narrative, budget, or plan of operations may still need to be addressed. DFPS
reserves the right to disapprove any items in the tentatively approved items after contract
signing due to the delays in the renewal process.
With that in mind, please submit an updated Plan of Operations Addendum and updated Budget
Forms 2030 when you have identified your subcontractors for FY12.
Thank you for your cooperation during the process of finalizing fiscal year 2012 contracts and I
am looking forward to working with you this year. If you have any questions or concerns, please
feel free to contact me by phone at 512- 929 -6439 or by email at Freddy. Locez(@-dfps.state.tx.us .
Sincerely,
J ract rico Lopez Hager
ion of Prevention and Early Intervention
2401 RIDGEPOINT DR. ♦ P.O. Box 149030, MC Y -987 ♦ AUSTIN, TExAs 78714 -9030 ♦ (512) 929 -6439
Mr. Olson
September 21, 2011
Page 2o #2
Enclosure:
Form 9070
Form 2030 and Budget Narrative
2401 RIDGEPOINT DR. ♦ P.O. Box 149030, MC Y -987 ♦ AUSTIN, TEXAS 78714 -9030 ♦ (512) 929 -6439