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HomeMy WebLinkAboutELDERHAUS ADULT DAY PROGRAM, INC. - CONTRACT - AGREEMENT MISC - ELDERHAUS ADULT DAY PROGRAM, INC.Nature in the City Grant Agreement 1 NATURE IN THE CITY PLANNING PROJECT AGREEMENT THIS AGREEMENT is made and entered into this 6th day of March, 2018, by and between the CITY OF FORT COLLINS, COLORADO, a municipal corporation (the "City"), and ELDERHAUS ADULT DAY PROGRAM, INC. (the "Grantee"), whose address is 6813 South College Avenue, Fort Collins, Colorado 80525. RECITALS A. It is in the best interests of the City, Larimer County, and the State of Colorado to pursue conservation efforts that protect and enhance wildlife habitat, recognizing there is nationwide attention regarding the impact local and regional environmental efforts can have on furthering environmental and economic health of communities; and B. It is the objective of the City of Fort Collins to conserve the natural environment for its wildlife habitat value as a service to the people of Fort Collins; and C. The City Plan policies adopted by the Fort Collins City Council include Open Lands Policy OL-1 .2, Urban Development, to encourage and assist efforts by private landowners and organizations to protect, restore or enhance privately owned natural areas within the City's Growth Management Area; and D. The mission of the Natural Areas Department is to protect and enhance lands with existing or potential natural values in furtherance of the Open Lands Policy and the City Strategic Plan, including Environmental Health strategy 4.8, to expand, improve, restore and protect wildlife habitat, urban forests and the ecosystems of the Poudre River and urban ecosystems; and E. On March 25, 2015, City Council adopted Resolution 2015-039 approving the Nature in the City (NIC) Strategic Plan, to be administered by the Natural Areas Department in partnership with the Planning Services division of Community Development & Neighborhood Services (CDNS), with the goal of investing in community enhancement of natural spaces; and F. In November 2015, City voters approved a ballot measure to fund the NIC capital project program as a component of the Community Capital Improvement Program (CCIP); and G. In 2016, City Council appropriated funds to provide staff capacity and program funding through the Keep Fort Collins Great sales tax to implement the NIC Strategic Plan, including a localized community grant program; and H. NIC developed the NIC Grant program to incentivize private property owners to collaborate and coordinate with City to identify, establish, and restore community natural spaces; and I. NIC staff has selected Grantee’s proposed project, as described in further detail in Exhibits “A” and “C” attached hereto, for funding in accordance with the NIC Grant program’s guidelines and the CCIP capital project funding restrictions. NOW, THEREFORE, in consideration of their mutual promises contained herein, the parties agree as follows: DocuSign Envelope ID: F924C52A-E147-4CC7-8C00-46B7B09E306B Nature in the City Grant Agreement 2 1. Grantee shall plan and design the project and use the funds provided under this Agreement in accordance with the NIC Grant program capital project proposal scope of work (“Scope”), attached as Exhibit "A" and incorporated by this reference, at the following location (Project site): Elderhaus Adult Day Program Inc. – 6813 South College Avenue, Fort Collins, Colorado 80525 2. Any modification of the performance of this project from that indicated in the Scope, must be submitted for and receive prior written approval by the City, at the sole discretion of the City. 3. For the completion of the design and planning of this project, Grantee shall receive Five Thousand dollars ($5,000.00). Project funds may be distributed as a lump sum or as a reimbursement, at the City’s sole discretion. Funding arrangements will be detailed within the project Scope. All funds shall be expended by Grantee by June 1, 2019. 4. Grantee shall provide the City with a written evaluation and fiscal report, including copies of receipts for expenditures of funds, results achieved, community impact, and goals for long- term maintenance of the project no later than June 15, 2019. A template for this report is attached as Exhibit B and incorporated by this reference. Grantee agrees to allow the City to monitor the Project site through citizen science and other research endeavors that support the NIC program, and to allow the City to feature the project and associated proposal (images, videos, etc.) in public outreach, marketing and educational materials. The City will contact Grantee for permission prior to accessing the Project site. 5. Grantee agrees to make all records pertaining to activities carried out under this Agreement available to the City for audit upon request for at least three years following the fulfillment of this Agreement. 6. If any provision of this Agreement is not met in the manner and time specified by Grantee, Grantee will be in breach and the City may terminate the Agreement. Upon such termination, Grantee will return to the City all funds paid in accordance with this Agreement within thirty (30) days following receipt of the written request from the City to do so. 7. This Agreement is not assignable without prior written consent of the City. 8. Grantee hereby represents and warrants it is the owner of, or if not the owner, has the permission of the owner of, the Project site upon which the proposed activities will take place, and further represents and warrants it is fully authorized to undertake the activities set forth in Exhibit A. 9. At all times during the term or performance of this Agreement, Grantee shall comply with all applicable federal, state and local laws, rules and regulations that have been or may hereafter be established. This requirement includes, but is not limited to the City of Fort Collins and/or Larimer County Land Use and Building Codes. DocuSign Envelope ID: F924C52A-E147-4CC7-8C00-46B7B09E306B Nature in the City Grant Agreement 3 10. The signatories aver that to their knowledge no City employee has a personal or beneficial interest whatsoever in the services or property described herein. 11. Grantee shall indemnify, save and hold harmless the City, its officers, employees, and agents, against any and all claims, damages, liability, and court awards including costs, expenses, and attorney fees incurred as a result of any act or omission by Grantee, its employees, agents, subcontractors, or assignees pursuant to the terms of this Agreement. 12. Grantee, if an individual, must i. produce either a valid Colorado driver's license or a Colorado identification card; a U.S. military card or military dependent's identification card; a U.S. Coast Guard merchant mariner card; or a Native An1erican tribal document; and ii. execute an affidavit stating he or she is a U.S. citizen or legal permanent resident or he or she is otherwise lawfully present in the U.S. pursuant to federal law. 13. Grantee represents and agrees that: i. As of the date of this Agreement: 1. Grantee does not knowingly employ or contract with an illegal alien; and 2. Grantee has participated or attempted to participate in the basic pilot employment verification program created in Public Law 208, I 04th Congress, as amended, and expanded in Public Law 156, 108th Congress, as amended, administered by the United States Department of Homeland Security (the "Basic Pilot Program") in order to verify confirm the employment eligibility of all newly hired employees that Grantee does not employ any illegal aliens. ii. Grantee shall not knowingly employ or contract with an illegal alien to perform works under this Agreement or knowingly enter into a contract with a subcontractor that fails to certify to Grantee that the subcontractor shall not knowingly employs or contracts with an illegal alien to perform work under this Agreement. IN WITNESS WHEREOF, the parties hereto have executed this Agreement this 6th day of March, 2018. DocuSign Envelope ID: F924C52A-E147-4CC7-8C00-46B7B09E306B Nature in the City Grant Agreement 4 CITY OF FORT COLLINS, COLORADO: By: Gerry Paul, Director of Purchasing ATTEST: Approved as to form: GRANTEE: By: Print Name: Title: (if applicable) Email Phone DocuSign Envelope ID: F924C52A-E147-4CC7-8C00-46B7B09E306B 970-221-0406 Executive Director Joanne Vande Walle grantwriter@elderhaus.org Assistant City Attorney City Clerk • • • • • DocuSign Envelope ID: F924C52A-E147-4CC7-8C00-46B7B09E306B EXHIBIT B NATURE IN THE CITY 2018 Capital Project Fund: Fiscal Report and Project Evaluation Each applicant that successfully receives funding from NIC must submit a fiscal report and project evaluation to document how NIC project funds were spent according to the Scope of Work, assess project success and community impact, and provide feedback for future years. The report must be electronically submitted to the N IC project manager tasked with this project by June 1Sth, 2019. Please utilize the format below, and contact us with any questions or feedback. NIC Funding Documentation Please provide documentation of how all N IC project funds were spent. Please provide a line-item budget (preferably in Microsoft Excel format) with all actual costs of N IC funded project components. Please also attach (preferably in pdf format) ali receipts showing proof of payment for materials, labor, and services for NIC funded project components. Project Success In 1-3 paragraphs, please describe the overall success of your project. Discuss, being specific as possible, how the implemented project has furthered N IC's goals of providing additional connectivity to nature for both wildlife and Fort Collins residents, maintaining and restoring wildlife habitats within the urban portions of the community, and shifting landscapes to more diverse forms. Testimonials Please provide 1-3 testimonials from project or community partners documenting the impact of the project. What did N IC funding enable you to achieve that you would not have been able to otherwise? Self-Evaluation Did you achieve or exceed objectives outlined in your application? What are your key lessons learned from the project? Are there any aspects of the project that you would have done differently? Is there anything else you learned that you would like to share? NIC Program Evaluation What feedback do you have for N IC to improve next year? Are there changes in process, support, or implementation that could improve other projects in the future? Are there additional resources you wish you would have had going through the process? Performance Metrics Please provide any performance metrics you have gathered or observed after the project implementation. Examples of performance metrics could include DocuSign Envelope ID: F924C52A-E147-4CC7-8C00-46B7B09E306B DocuSign Envelope ID: F924C52A-E147-4CC7-8C00-46B7B09E306B Powered by ZoomGrants™ Email This Preview Save as PDF Print Close Window A▲▼ City of Fort Collins CO - Nature in the City program Natural Areas 2018 Nature in the City Community Projects Grants 10/22/2017 deadline Elderhaus Community Respite Ecosystem $ 5,000.00 Requested $ 2,500 Applicant Match Submitted: 10/2/2017 3:50:38 PM (Pacific) Additional Contacts joanne@elderhaus.org Ronnyah Hamilton 6813 S. College Ave Fort Collins, CO 80525-4144 United States grantwriter@elderhaus.org Tel: 970-221-0406 Pre-Qualification 1. Are you the owner of the property you’d like to complete a community project on, OR do you have written permission from the property owner that you can complete this project? 2. Have you secured all community approvals needed for your project to move forward (e.g. HOA approval)? 3. Is your project located within Fort Collins city limits? (Although most NIC projects need to be within city limits to qualify for funding, your project might still qualify. Contact us before you proceed) 4. Do you have funding and a plan for the long term maintenance needs of your project? 5. If selected for a grant, you will be required to sign a NIC project agreement similar to the one found in the "NIC Resources" tab on the dashboard. After reviewing the document, would you be able to agree the terms of the agreement? 6. If you'd like to provide additional information about any of the pre-qualification questions above, please provide the information below. -no answer- ✔✔✔✔ YES NO ✔✔✔✔ YES NO ✔✔✔✔ YES NO ✔✔✔✔ YES NO ✔✔✔✔ YES NO Application Questions EXHIBIT C ORIGINAL GRANT APPLICATION DocuSign Envelope ID: F924C52A-E147-4CC7-8C00-46B7B09E306B General Information 1. What type of NIC grant are you applying for? 2. In a paragraph or two, please describe your community project. Elderhaus is a nonprofit that provides community based day services to adults 18 and older, with disabilities; Down syndrome, traumatic brain injury, early onset dementia and age related frailty, the majority are low income. Our vision is to develop the ~ 2 acre property to be low maintenance, sustainable and provide respite by including: Pollination garden Wild Life Habitat focusing on attracting birds, including Osprey Community Garden We would love to have assistance planning these 3 areas, choosing appropriate plants, shrubs, flowers and vegetables, utilizing grant dollars to plan the space, purchase and plant them. Xeriscaping the supporting landscaping will further enhance the environment and the learning experience for all involved. This environment will provide an intergenerational partnership with Coyote Ridge students bringing them into the gardens and wild life habitat, identifying types of birds, butterflies, etc. The vision for the garden is to involve the Habitat for Humanity community that lives next door to us; to share planting, watering, weeding and harvesting the produce to share. Nature is inspirational, providing peace and respite to many, including those with chronic conditions such as our participants, as well as for all community members seeking acceptance and peaceful co-existence. Connectivity 3. Describe how your project will benefit plants and animals and their habitat in your neighborhood. Supporting the plant and animal habitat is important to the ecosystem and all who live in it, benefiting land, water and air. We collaborated with an Eagle Scout candidate in 2017 and have a bird wall that will facilitate nesting shelter while providing respite, valuable learning and nurturing opportunities for students, neighbors and Elderhaus participants. An Osprey pole installed at the corner of our lot, near a natural water source will further enhance the area as a peaceful respite garden. A Community Garden would be a valuable learning opportunity and eventually a good source of healthy food for Elderhaus participants as well as low income families living in Habitat for Humanity homes that have very small yards with limited or no space for a food garden. Shared responsibility for success would develop strong self-esteem and feeling valued. People who garden tend to eat more healthy fruits and veggies thus improving overall health and appetite. 4. How will your project better connect your neighborhood to nearby nature? Passive public access is available via an Elderhaus gate that opens at the walking trail in the Avondale neighborhood. Neighbors have access today to view the bird wall, raised gardens and all future enhancements. This would enable families to visit while Elderhaus is open, but also during our off hours. Scheduled times to “share the care” while areas become established and during growing season will be facilitated by Elderhaus with the school and neighbors. This will further feelings of inclusiveness and respect for people from diverse income and cultural backgrounds. A neighborhood pot luck picnic at the end of the harvest season will be planned to celebrate the gifts from the earth. Intergenerational relationships are beneficial for everyone, facilitating an inclusive community that welcomes and values all members. 5. Will there be public access to your project site? If not, discuss why public access is not appropriate for your project. Elderhaus is a nonprofit that cares for adults 18 and older with disabilities, including Down syndrome, numerous forms of dementia, traumatic brain injury, etc., over 70 primary and secondary diagnoses. Participants need assistance with activities of daily living (ADL’s) and require supervision. All areas are visible from the gate off the walking trail and our parking lot, and can be viewed at any time - those that want to help maintain the areas can sign up with our volunteer coordinator. We’ll communicate proposed plans and activities with the neighborhood via email and neighborhood websites as well as the HOA. Collaboration with Coyote Ridge Elementary School will be face to face and structured as part of school activities. Mini Grant (max $1,000) ✔✔✔✔ Planning Grant (max $5,000) Implementation Grant (max $25,000) DocuSign Envelope ID: F924C52A-E147-4CC7-8C00-46B7B09E306B Coordinating the gardens with the Habitat neighbors will be done via phone, voicemail and written mail or door flyers. 6. Who will your project benefit in the neighborhood and the community in general? NIC is especially interested in connecting those in the community who have barriers to connecting with nature. This project will benefit the students at Coyote Ridge Elementary, Avondale/Ridgewood Hills neighborhood, Elderhaus participants and many community members that volunteer and/or visit Elderhaus. As a respite garden it can be enjoyed by anyone; we will have chairs available to sit outside in the yard and contemplate. Neighbors, students, participants and staff can learn, work in the dirt or just find peace in the diverse display of nature. Project Approvals 7. It is common for projects to require a building permit or minor amendment from the City. Have you consulted with the City’s Planning Services staff to discuss whether you need a building permit or minor amendment to proceed with your project? Planning Services can be reached at (970)416-4311 or reverette@fcgov.com. 8. After discussing your project with Planning Services, describe what permits will be required and/or what development review processes you will need to go through for your project. Still don't know for sure? Contact us and we'll help you navigate the process. We are not sure what if any will be required, but will work within the required processes for success. 9. What other approvals you will be required to complete your project (e.g. HOA, school, etc.)? Have you received these approvals yet? We plan to have a collaborative effort that will involve the Avondale Ridgewood Hills neighbors, Coyote Ridge Elementary School and others to create a final plan. We will present final plans to all shareholders (HOA, school, neighbors, etc) to obtain necessary approvals. Funding 10. Has this project been funded by NIC in past years? 11. Please list any funding for your project provided by other City of Fort Collins grant programs. No other funding has been provided, Elderhaus will do a 50% match for this grant. 12. Unfortunately, NIC funds can't be used for ongoing maintenance. Please describe the amount and source of your project's long term maintenance funding (if needed). The desire is for minimal maintenance, to have plants and flowers that attract pollinators while also meeting xeriscape recommendations - we do have a several volunteers that assist with yard work and will help to maintain this area as well. Elderhaus will be responsible for the maintenance of all projects. Maintenance today is generally provided via volunteers, in- kind service, staff, etc. – no funds from NIC will be used for maintenance Timeline 13. What month would you like to install/complete your project? Typical installation time are in the spring(May/June) and fall (Sept/Oct). YES ✔✔✔✔ NO YES ✔✔✔✔ NO May June July August September ✔✔✔✔ October DocuSign Envelope ID: F924C52A-E147-4CC7-8C00-46B7B09E306B 14. Discuss any hard deadlines or other timing constraints that are driving your timeline. No hard deadlines exist, however we would like to move quickly complete planning and obtain all necessary approvals so that implementation could be completed in 2019. Community Outreach and Impact 15. Describe your efforts to build support for the project with your neighborhood. Does your neighborhood support the project? Provide any documentation of neighborhood support as an attachment in the Documents tab Contact has been initiated with the coordinator for the 3rd grade science project with the Osprey. Informal discussion with Avondale neighbors on the walking trail and neighborhood regarding enhanced garden and wildlife projects. Informal discussion with 2 Habitat families regarding their only disappointment being lack of gardening space. All discussions have been very positive. We believe that if we had some initial plans to share with all stakeholders, that we would have large support from neighbors, Coyote Ridge Elementary and the Ridgewood Hills HOA. When we purchased this property at 6813 S. College Ave, we reached out to all neighbors and the HOA, provided information about our mission, hours of operation and had 2 Q&A forums to address any concerns. We believe that this facilitated positive relationships with our neighbors that continue today – we would utilize the same approach if needed, or potentially a less formal open house. Any suggestions are welcome. 16. Please discuss any controversial components of your project or any other barriers that might threaten the full success of your project. We don’t believe that there are any controversial components to the project. Collaboration with the school would be necessary to make the project a credible learning experience, this would not detract from our commitment to complete the project, and would potentially enhance the experiences of Elderhaus as well as the students. None of the plans will impede the current view of neighbors or their use of the property. If an issue arose we would work through it with the appropriate people to reach a consensus. 17. What will be the impact to your neighborhood if this project isn't funded in 2018? Elderhaus would do work on a much smaller scale, and the concern would be that it might not be fully sustainable. We believe that this grant is an opportunity to do a comprehensive project that will live on for many years, benefiting the ecosystem, neighborhood families, students, staff and participants of Elderhaus. If possible, we would create the comprehensive plan and necessary approvals in 2018, as well as minimal improvements, such as the foundation for the nutrition garden and initial steps for the pollination garden. The complete implementation would ideally happen with a NIC grant in 2019. Budget Project Funding Confirmed Cash Funding Tentative Cash Funding Confirmed In-Kind Tentative In-Kind Elderhaus Match $ 2,500.00 Fort Collins NIC Grant $ 5,000.00 Total $ 2,500.00 $ 5,000.00 $ 0.00 $ 0.00 Project Expenses Cash Costs Other Costs Landscape Design $ 3,000.00 Engineering Survey Site Prep/Demolition $ 800.00 Hardscape (boulders, mulch, breeze, etc) $ 1,000.00 Landscaping (plants, soil, compost, trees) Irrigation Install (timer, lines, heads, etc) $ 2,000.00 Electrical Service to Site $ 1,500.00 Water Service to Site DocuSign Envelope ID: F924C52A-E147-4CC7-8C00-46B7B09E306B Application ID: 94268 Become a fan of ZoomGrants™ on Facebook Problems? Contact us at Questions@ZoomGrants.com ©2002-2018 GrantAnalyst.com. All rights reserved. "ZoomGrants" and the ZoomGrants logo are trademarks of GrantAnalyst.com, LLC. Logout | Browser * ZoomGrants™ is not responsible for the content of uploaded documents. Other Contractor 1 Other Contractor 2 Other Contractor 3 Permits and Fees Contingency (10% of budget, REQUIRED) $ 700.00 Total $ 9,000.00 $ 0.00 Budget Narrative This is a very basic budget, which will be modified as we get a firm plan - our goal for this project. We would like to do some initial irrigation and ground prep in this phase, however if funds are needed for the architectural planning and detailed documents, that will be the priority. Documents Documents Requested * Required? Attached Documents * Project Concept Plan/Construction Drawings Project Timeline download template ✔✔✔✔ Initial Timeline Contractor Bid 1 Contractor Bid 2 Contractor Bid 3 Contractor Bid 4 Project Existing Conditions Images (combine up to five images of the existing site conditions into a pdf if possible) Other Document 1 (please name file a descriptive name that describes the content) Other document 2 Landowner permission to complete NIC project HOA/school/other approval documentation DocuSign Envelope ID: F924C52A-E147-4CC7-8C00-46B7B09E306B