HomeMy WebLinkAboutIR 7243 ,
INFORMAL REPORT TO CITY COUNCIL MEMBERS No. 7243
OPP 0 . To the Mayor and Members of the City Council January 5, 1988
x C'* Subject: PROCEDURE FOR PROCESSING AND ACCEPTING FACILITY GIFTS
Attached is a draft of the proposed policy for the City accepting facility
gifts from different entities. The proposed policy includes the items
which the City Council has identified in the past as being important items
to be considered before gifts are accepted by the City.
A copy of this proposed policy has been sent to the major foundations and
other organizations within the City which have donated facilities in the
Should you have any questions, additional information on the proposed policy
will be provided.
"'W4 ity Manager
ISSUED BY THE CITY MANAGER FORT WORTH, TEXAS
City of Fort Worth
Procedure for the Processing and
Accepting Facility Gifts
1.0 Purpose of Policy:
To outline a procedure to be followed by the City of Fort Worth when
accepting gifts of facilities, improvements to be constructed on City owned
land or when authorizing a study involving City property.
2.0 Entities affected by this policy:
Private, non-profit, or private for profit organizations, foundations or
individuals which desire to donate a facility or the construction of a
facility to the City of Fort Worth.
3.0 Approval of Project Conce2t:
3.1 The donating entity will present a written description of the concept
of the proposed project to the City Manager. The description shall
include, but not limited to the following information:
3.1.1 The location of the project.
3. 1.2 The scope of the project - indicating whether this is one
phase of a larger project.
3.1.3 The estimated construction cost of the project.
3.1.4 The estimated annual maintenance and operation cost of the
project.
3.1.5 The schedule for the construction and completion of the
project.
3.2 The City Manager shall provide a copy of the project description
to the City Council and provide a copy to the appropriate department
OpIk
head for analysis.
3.3 The proposed project will be reviewed by designated staff based
on the following criteria:
3.3.1 The proposed project's relationship to specific departmental
and/or City-wide goals and objectives.
3.3.2 The immediate and long-range financial impact of the project
on the City's operating budget.
3.4 Staff will prepare a recommendation on the proposed project based
on the above referenced information and forward same to the
appropriate board or commission, and the City Manager.
3.5 The City Manager will submit a report on the project concept with
the recommendation from the appropriate board or commission to the
City Council for action.
4.0 Authorization to Construct Projects:
4.1 Following approval of the project concept by the City Council the
donating entity should complete detailed plans, and specifications
for the proposed project.
4.2 The detailed plans of the proposed project will be submitted to
the City Manager.
4.3 The City Manager will provide a copy of the project plans to the
appropriate staff and board or commission for review.
4.4 The City Manager will submit a recommendation on the proposed project
plans with that of the appropriate board or commission to the City
Council for action.
4.5 The City Council may authorize the construction of the proposed
project.
4.6 The contract documents of the authorized project will contain the
required bonding, insurance, and indemnification provisions
satisfactory to the City.
5.0 Funding of Construction Costs:
The funding entity must document that the necessary funds to pay for the
proposed construction costs of the donated project are available at the
time the City Council is requested to authorize the construction of the
project.
6.0 Method of Awarding Construction Contracts
City Council will determine how the construction contract will be awarded
which may include one of the following options:
6.1 Require the funding entity to deposit the necessary funds with the
City.
6.1.1 The City may then use City staff to construct the project.
6. 1.2 The donated funds may be used by the City to award a
construction contract following City procedures.
OP011 6.2 Allow the funding entity to award contracts for the construction
of the project.
7.0 Construction of Projects:
7.1 Unless otherwise authorized, all costs, fees, permits, and other
requirements of the project will be borne by the funding entity.
7.2 Construction Inspections.
7.2.1 The City will be allowed to inspect any phase of the
construction which may be beyond normal inspections of
construction projects.
7.2.2 The funding entity will provide to the City regular progress
reports and other information as requested.
7.3 Change Orders.
7.3.1 Requests for change orders will follow the same procedure
used to authorize the construction of the project. (See Section
4.0)
0
7.3.2 Change orders which increase the contract cost may be
authorized by the City Manager if the increase does not exceed
Poll 10% of the original contract or cause an original contract
of less than $5,000 to exceed $5,000 in value.
7.3.3 All change orders which increase the original contract by
more than 10% or cause an original contact of less than $5,000
to exceed $5,000 in value must be approved by the City Council .
8.0, Acceptance of Project:
The Directors of the Department of Transportation and Public Works and
the appropriate Department or their designees will inspect the project
after construction is completed, but before the construction contractor
is given its final payment to determine the acceptability of the project.
9.0 Authorization of Studies:
An entity desiring to conduct a study affecting City property, at their
expense, shall follow the steps outlined in Section 3.0 Approval of Project
Conceot of this procedure to receive authorization from the City Council
to conduct the study.