Eligibility Criteria

To be considered eligible to apply, proposals must meet all of the eligibility criteria below.

Submission of proposals must be through the ZoomGrants™ platform.  Proposals received by mail, fax, email, or other method will not be accepted or considered.  Proposal information that is not submitted in ZoomGrants™ will not be considered.  Computers at branches of the City of Fort Worth Library branches are available to proposers that do not have internet access.  A list of the required documents to be completed in ZoomGrants™ is provided later in this document.

Allowable Expenses                                                                      

The table below includes examples of eligible expenses under each category.  It is not exhaustive.  Please consult staff for additional information.

• Eligible Staff Time
• Travel/Training
• Software/Equipment
• Contractor/Consultant
• Planning Meeting Costs¹
• Occupancy
• Program Expenses
• Startup Costs
• External Evaluation
• Eligible renovation²

¹Agenda required to receive reimbursement

Unallowable Expenses

The following costs are unallowable.

• Costs incurred outside of the grant period;
• Fundraising;
• Gift cards;
• Staff meals (except for planning meetings or when traveling for training);
• Alcoholic beverages;
• Promotional gifts;
• Debt;
• Acquisition of land or property;
• Major construction projects;
• Direct costs not linked to project activities;
• Indirect costs that exceed 10% of the total project award;
• Supplanting of funds for existing programs or activities;
• Applications from for-profit entities;
• Anything that is listed as ineligible or unallowable under the specific funding categories.

The actual amount of funds awarded may vary at the City’s discretion. Funds will be paid to the agency as reimbursement upon submittal of satisfactory documentation and expense eligibility.  Agencies that are unable to carry expenses until reimbursement may inquire of staff to review their situation and possible alternatives.

Forms to Be Submitted Prior to Due Date

The following table lists the required forms to be submitted in ZoomGrants™ for each funding category.  Descriptions of these requirements are available in the ZoomGrants™ platform.

Development Grants

• ZoomGrants™ Forms –
• Narrative Questions
• Project Plan
• Budget
• Document Uploads (below)
• Letter of Commitment**
• Financial Documents**
• Letter of Non-Profit Status**
• List of Board of Directors**
• Memorandum of Understanding*,** (Special projects only)
• Sub-Grant Budget *,** (Special Projects only)
• Existing Corrective Action Plan (CAP)**

^*If applicable

^**See List of Defined Terms for more information

Completion of Responses

Information presented in the proposals will be used to evaluate the qualifications of the proposers and to determine if proposers will be selected to provide services to eligible City residents.

Responses shall be completed in accordance with the requirements of this RFP.  Statements made by a proposer shall be without ambiguity, and with adequate detail, where necessary, for clear understanding.

Clarifications & Issuance of Addenda

Any explanation, clarification, or interpretation desired by a proposer regarding any part of this RFP must be requested from Liz Garza, Contract Compliance Specialist.  Contact information for Ms. Garza is provided at the beginning of this document.  Responses to all questions will be published weekly on the City of Fort Worth Police Department website, which can be found at https://police.fortworthtexas.gov/CCPD/.

Any changes to this RFP will be communicated to all potential applicants.  Sole issuing authority of any addenda shall be vested with the City of Fort Worth Police Department.  Applicants are responsible to download the most recent documents at the site provided above.

Delivery of Proposals

Proposals must be submitted in ZoomGrants™ no later than the dates provided in the schedule below.  Basic instruction in ZoomGrants™ will be provided at the pre-proposal conference sessions.  Late proposals will not be accepted or considered.

Schedule of Consideration & Award of Funds

The following schedule is proposed for review and selection of programs to be funded.  The schedule may be subject to revision based on unforeseeable events, cancellation of City Council meetings, or absence of a Selection Committee quorum.

Attendance at one of the pre-proposal conferences is a mandatory requirement to be considered for funding.  Failure to attend and complete required registration will result in disqualification.  The pre-proposal conferences will be available virtually via a WebEx link. To request a link please email PSM@fortworthtexas.gov.  Finalists will be notified of a specific date and time to provide a brief presentation regarding their proposal at one of the Selection Committee meetings.  This schedule will be provided to the contact identified in each proposal.  Failure to attend and make this presentation at the assigned meeting will result in disqualification.

All proposal due dates are final and late proposals will not be accepted.

RFP Release Date                                           April 1, 2021

Pre-Proposal Conferences (4)                      

                                                                       April 6, 2021 – 1:00-3:00 PM

                                                                        April 8, 2021 – 1:00-3:00 PM

                                                                        April 13, 2021 – 1:00-3:00 PM

                                                                        April 15, 2021 – 1:00-3:00 PM

Deadline for Questions                                 NONE

Response to Questions                                 POSTED TO CCPD WEBSITE

Proposals Due Date                                       May 12, 2021

Application Review Meeting                        June 2, 2021

Selection Committee Meeting

(Proposal presentations)                              June 7 – 8, 2021

Selection Committee Recommendations    June 8, 2021

Notification of Awards                                 June

Finalize Deliverables/Contract                     July

Recommendations to CCPD Board              August

Contract Period Begins                                 October 1, 2021

Mandatory Orientation Meeting                 October 1, 2021 - Morning

On-site Monitoring Visit                               January 2022

Contract Period Ends                                    September 30, 2022

Application Support

Questions - Staff will provide weekly updates with responses to questions up until the due date.  Updates will be available on the City of Fort Worth Police Department website.

ZoomGrants™ - This is the first time FWPD will be using the ZoomGrants™ platform.  Staff will be available to assist with questions related to content as users enter their information into the forms. 

Tax Exemption

The City of Fort Worth is exempt from Federal Excise and State Sale Tax; therefore, the cost of taxes must not be included in any budget proposed under this RFP.

Costs Incurred in Responding

All costs directly or indirectly related to preparation of a response to the RFP or any oral presentation required to supplement and/or clarify a Proposal which may be required by the City shall be the sole responsibility of and borne by the participating Proposers.

Negotiations

The City reserves the right to negotiate eligible costs and activities to ensure that all funded programs are in compliance with CCPD Financial Policy.

Contract Incorporation

The contract documents may incorporate sections of this RFP, the Response to the RFP, and other terms and conditions as the parties may agree.  The contract or any related documents shall supersede the RFP.

Non-Endorsement

If a Proposal is accepted, the successful Proposer, hereinafter “Agency,” shall not issue any news releases or other statements pertaining to the award that state or imply the City of Fort Worth’s endorsement of the successful Proposer’s services.

Proposal Evaluation Process

CCPD Staff will review all responsive proposals and rank them based on the criteria outlined in this RFP with input from an Advisory Council.  Rankings will be presented to the Selection Committee in order to make funding recommendations to the CCPD Board of Directors.  The Selection Committee will determine the need for additional information and interviews in order to make recommendations.  Ultimate authority to award funds will reside with the Fort Worth City Council.

The City reserves the right to reject any or all proposals.

General Provisions

The proposals selected for funding may not assign rights or duties under an award, or subcontract delivery of services, without the prior written consent of the City of Fort Worth. Such consent shall not relieve the assignor of liability in the event of default by its assignee.

It is understood that the City reserves the right to accept or reject any and all Proposals and to re-solicit for Proposals as it shall deem to be in the best interests of the City of Fort Worth. Receipt and consideration of any Proposals shall under no circumstances obligate the City of Fort Worth to accept any Proposals.  If an award of contract is made, it shall be made to the responsible Proposers whose Proposals are determined to best meet the needs of the City and the evaluation factors set forth in the RFP.

Errors or Omissions

Proposers will not be allowed to take advantage of any errors or omissions in this RFP. Where errors or omissions appear in this RFP, proposers shall promptly notify the City of Fort Worth Police Department in writing of such error or omission discovered.  Any significant errors, omissions, or inconsistencies in this RFP are to be reported to Liz Garza, Contract Compliance Specialist. Contact information for Ms. Garza is provided at the beginning of this RFP document.  As needed and appropriate, such errors or omissions may be corrected through addenda to this RFP.

Contract & Budget Amendments

No oral statement of any person shall modify or otherwise change or affect the terms, conditions, or specifications stated in any contract resulting from this RFP.  Any changes to the contract will be coordinated through the City of Fort Worth Police Department, and as required by City policy, such amendments may require approval by the CCPD Board or City Council.

Venue

Any contract for award of funds under this RFP will be governed and construed according to the laws of the State of Texas.  The contract(s) is (are) performable in Tarrant County, Texas. Venue shall lie exclusively in Tarrant County, Texas.

Conflict of Interest

No public official shall have interest in this contract, in accordance with Vernon’s Texas Codes Annotated, Local Government Code Title 5, Subtitled C, Chapter 171.

Insurance

Each recipient agency shall carry insurance in the types and amounts listed below for the duration of its awarded contract and furnish certificates of insurance along with copies of policy declaration pages and policy endorsements as evidence thereof to the City of Fort Worth.

Proposer shall provide the City with certificate(s) of insurance documenting policies for the following minimum coverage limits that are to be in effect prior to commencement of any work pursuant to this Agreement:

Commercial General Liability (CGL) Insurance                                                                                          

            $1,000,000      Each Occurrence

            $2,000,000      Aggregate Limit

Nonprofit Agency Liability or Directors & Officers Liability Insurance                                              

            $1,000,000      Each Occurrence

            $1,000,000      Annual Aggregate Limit

Directors and Officers Liability coverage shall be in force and may be provided on a claim-made basis.  This coverage may also be referred to as Management Liability, and shall protect the insured against claims arising out of alleged errors in judgment, breaches of duty and wrongful acts arising out of their agency duties.  Coverage shall protect not only the entity, but all past, present and future directors, officers, trustees, employees, volunteers and committee members.

Business Automobile Liability Insurance                                                                                                

            $1,000,000      Each accident on a combined single limit basis or

            $250,000         Bodily injury per person

            $500,000         Bodily injury per person per occurrence

            $2,000,000      Aggregate

The insurance policy shall be endorsed to cover “Any Auto,” defined as autos owned, hired, and non- owned.  Pending availability of the above coverage and at the discretion of City, the policy shall be the primary responding insurance policy versus a personal auto insurance policy.

Workers Compensation Insurance                                                                                                          

Part A: Statutory limits

Part B:     Employer's liability

            $100,000         Each accident/occurrence

            $100,000         Disease –  per each employee

            $500,000         Disease  –  policy limit

The Workers Compensation Insurance policy shall be endorsed to include a waiver of subrogation, also referred to as a waiver of rights of recovery, in favor of City.

Additional Requirements:

• Where applicable, insurance policies required herein shall be endorsed to include City as an additional insured as its interest may appear. Additional insured parties shall include employees, officers, agents, and volunteers of City.
• Where applicable, agency shall require its sub-contractors to maintain applicable insurance coverages, limits, and other requirements as those specified herein; and, Contractor shall require its contractors to provide Agency with certificate(s) of insurance documenting such coverage. Also, Agency shall require its contractors to have City and Contractor endorsed as additional insureds (as their interest may appear) on their respective insurance policies.

Contract Constraints & Conditions

All services shall be provided in accordance with applicable requirements and ordinances of the City of Fort Worth, laws of the State of Texas, and applicable federal laws.

Submission Requirements

Responses not meeting the requirements of this RFP, or which are ambiguous or incomplete, will be rejected.  Proposals shall be limited to the requirements listed in this form unless staff request additional attachments. Any information attached but not requested will not be considered.  Any alteration or modification to the RFP will result in disqualification from consideration for funding.

Withdrawal of Proposals

A representative of the Proposer may withdraw a Proposal at any time prior to the RFP submission deadline by providing a written statement to Liz Garza, Contract Compliance Specialist.  Contact information of Ms. Garza is provided at the beginning of this RFP document.

List of Defined Terms

Advisory Council: the Partners with a Shared Mission Advisory Council consists of professionals from the community with experience in the following areas: Crime/Safety, CCPD Grants, Law Enforcement, Law, Minority/Underserved Communities, Non-Profit Management, and Program Evaluation, and.

Concept Paper:  this is the initial phase of the Program Grants application.  A form must be completed in ZoomGrants™ for review by the Selection Committee and possible invitation for full application.

Corrective Action Plan (CAP): A Corrective Action Plan is implemented after three (3) consecutive or six (6) non-consecutive months with corrections/concerns with reporting, OR in response to “Needs Improvement” findings during monitoring.  Agencies must report on CAP status at the end of each calendar year.  Existing CAP forms should be uploaded to ZoomGrants.

Crime: Behavior that the law makes punishable as a public offense.

Crime in Neighborhoods: Behavior that the law makes punishable as a public offense that occurs in areas of the community that are zoned for residential purposes.

Crime Prevention Project: a project that makes a measurable impact on reducing crime through developmental, community or situational crime prevention methods.

• Developmental Crime Prevention – projects that address developmental risk factors that influence the likelihood of offense by an individual.
• Risk factors include: impulsiveness, school achievement, child-rearing methods, young mothers, child abuse, parental conflict, disrupted families, poverty, delinquent peers, and deprived neighborhoods.
• Community Crime Prevention – projects that coordinate a community response to conditions that promote offense.
• Examples include: cross-sector collaboration, housing programs, etc.
• Situational Crime Prevention – projects that affect environmental factors that present immediate opportunities for offense
• Examples include: environmental design, surveillance cameras, hot spot crime enforcement, etc.

Current Balance Sheet (unaudited): A statement of assets, liabilities and capital for the agency.  The balance sheet must have been issued fewer than 90-days prior to the date application is submitted.  (Please note: if using a fiscal sponsor, provide this document for both applicant agency and fiscal sponsor).

Current Income Statement (unaudited): A statement of revenue and expense for the agency.  The income statement must have been issued fewer than 90-days prior to the date the application is submitted. (Please note: if using a fiscal sponsor, provide this document for both applicant agency and fiscal sponsor).

Current Year Budget: The agency budget for the current fiscal year.

Direct: The people or geographic boundary that the project is principally intended to benefit.

Direct Neighborhood Project: A project that principally benefits a definable residentially zoned area for the specific purpose of: 1) improving awareness of personal safety from crime, 2) improving the safety of the physical environment from crime, or 3) reducing crime in that neighborhood.  Direct Neighborhood Projects must demonstrate both prior planning and an evidence-informed methodology when addressing safety and/or crime.

Eligible Renovation: Renovation expenses are allowable for select categories provided they are justified to meet the selected CCPD Goal.  These applications are subject to the same proposal requirements as project with direct services. 

Eligible Staff Time: Eligible staff time is defined as staffing expenses that appropriate to the activities and outcomes of the Project Plan.  Consult CCPD staff for more information.

Fiscal Sponsor: this is a non-profit agency that provides oversight, financial management, and other administrative services to help build the capacity of the applicant.  Applicants who use a fiscal sponsor to apply must submit a Letter of Commitment with the sponsoring agency. 

Financial Documents: agencies must submit the following financial documents: IRS Form 990, Current Year Budget, Current Income Statement (unaudited), and Current Balance Sheet (unaudited).  Definitions for these items are provided in this list.

Gang-Related: Activities and behavior of three or more persons having a common identifying sign or symbol or an identifiable leadership who continuously or regularly associate in the commission of criminal activities.

Indirect Cost: 10% of direct expenses is allowable for Facilities and Administration. Please briefly describe the agency’s indirect expenses.

Individuals/Unregistered Entities: this is an individual or agency that meets all other eligibility requirements but does not have the required 501c3 non-profit status.  In these cases, the applicant must have a fiscal sponsor.  A ‘fiscal sponsor’ (defined above) is another non-profit agency that agrees to provide fiscal oversight demonstrated by a letter of commitment.

Intervention Project: a project that makes a direct measurable impact on current or previously documented risky behavior.  Risky behavior is any behavior that is documented to precede criminal behavior. 

IRS Form 990: Form filed with the IRS required for non-profits. 

Juvenile: a person from the age of 10 to 17 years who is either 1) at risk of or 2) has been found to have engaged in delinquent conduct by a court of competent jurisdiction.

Juvenile Crime: Behavior by a juvenile that the law makes punishable as a public offense.

Letter of Commitment with an Academic Institution/Qualified Researcher: Agencies applying for Planning Grant Projects (or funds for evaluation) must submit a letter of commitment with the individual or institution that will be guiding these activities.  The letter should reveal the extent to which the individual or institution was involved in the development of the proposal. If multiple letters are required then these should be submitted as a single document.

Letter of Commitment from Fiscal Sponsor: Agencies applying for Capacity Building Projects as an individual/unregistered entity must have a fiscal sponsor provide a letter of commitment that outlines the agreement between the two parties.  See “Individuals/Unregistered Entities” and “Fiscal Sponsor” for more information.

Letter of Commitment from qualified Non-Profit Consultant:  Agencies applying for a Capacity Building Project must identify a qualified non-profit consultant in the area of operations they wish to build capacity in.  This can be in any area of operations including fundraising, legal, board development, training, evaluation, etc.  The letter should reveal the extent to which the individual or institution was involved in the development of the proposal. These proposals will be evaluated (among other things) on the strength of the proposal and the qualifications of those involved in the project (including the consultant). If multiple letters are required then these should be submitted as a single document.

Letter of Non-Profit Status: Certification of an agency’s 501 (c), tax-exempt status.

List of Board of Directors:  Agencies must submit a list of their governing Board of Directors to include name, employer, and phone number. 

Measurable Activity Goal: a measurable goal that describes important benchmarks in achieving the outcome objective

Memorandum of Understanding (MOU) with Sub-Grantee Agencies:  Agencies that wish to use sub-grantee agencies to perform (not support) measurable activities or outcomes should submit a memorandum of understanding with these agencies.  This should outline the roles/responsibilities, budget, and controls in place to ensure compliance with CCPD policy and procedure.  If multiple MOU’s are required then these should be submitted as a single document.  An MOU and Sub-Grant Budget form should be uploaded to ZoomGrants for each requested award.  

Minority: means a person who is a member of any of the following:

• “Black Americans,” which includes persons having origins in any of the Black racial groups of Africa;
• “Hispanic Americans,” which includes persons of Mexican, Puerto Rican, Cuban, Dominican, Central or South American, or other Spanish or Portuguese culture or origin, regardless of race;
• “Native or Indigenous Americans,” which includes persons who are enrolled members of a federally or State recognized Indigenous Indian tribe, Alaska Natives, or Native Hawaiians;
• “Asian-Pacific Americans,” which includes persons whose origins are from Japan, China, Taiwan, Korea, Burma (Myanmar), Vietnam, Laos, Cambodia (Kampuchea), Thailand, Malaysia, Indonesia, the Philippines, Brunei, Samoa, Guam, the U.S. Trust Territories of the Pacific Islands (Republic of Palau), Republic of the Northern Marianas Islands, Samoa, Macao, Fiji, Tonga, Kirbati, Tuvalu, Nauru, Federated States of Micronesia, or Hong Kong;
• “Subcontinent Asian Americans,” which includes persons whose origins are from India, Pakistan, Bangladesh, Bhutan, the Maldives Islands, Nepal or Sri Lanka;

Neighborhood: Areas of the City of Fort Worth that are zoned for residential purposes.

Outcome Objective: an objective that describes a measurable change to knowledge, awareness, attitudes, skills and/or behaviors of participants. 

Project Plan Form:  The Project Plan is a table that summarizes the activities, deliverables, outcomes, etc. of the proposal.  This template serves as the work plan that the project will be evaluated for award.

Resident: a person who resides more than half their time in the City of Fort Worth. 

Safety:  projects that demonstrably improve personal safety or increase awareness of personal safety in relation to criminal offense. 

Sub-Grant: This occurs when an agencies request funding to use another agencies to perform (not support) measurable activities or outcomes.  Any sub-grants listed in the budget require a Memorandum of Understanding and a separate Budget Form must be included in submission.  An MOU and Sub-Grant Budget form should be uploaded to ZoomGrants for each requested award.

Target Group/Program: Target group/program is the population or programming that is being targeted by the project.  Capacity Building Project and Planning Projects are reserved for programs that serve foster care youth, adjudicated youth, previously incarcerated adults, or the Special Emphasis – Police/Community Relations. 

Underserved: a community population sharing singular or intersecting distinct characteristics, including racial, ethnic, language, LGBTQ status, disability, age, gender, incarceration history, immigrant status, geographic location, that have been systematically denied a full opportunity to participate in aspects of economic, social, and civic life.

Violent crime: Crime that includes murder and non-negligent manslaughter, forcible rape, robbery, and aggravated assault.

ZoomGrants™ Forms:  this is an electronic submission platform used by the City of Fort Worth to solicit proposals for funding.  Individuals/Agencies will submit their information and attachments through this system.