HomeMy WebLinkAbout1993-07-12 - Minutes•
GROUP:
DATE:
PRESENT:
ADVERTISING & PROMOTION COMMISSION
July 12, 1993
Coy Kaylor
Joe Fennel
Fred Hanna
Fred Vorsanger
Woody Bassett
Steve Ward
Marilyn Johnson
Ben Mayes
Susan Stirewalt
ABSENT: Bill Clodfelter, Jim Waselues
OTHERS PRESENT: John Kalagias, Jerry Rose, Rusty Garrett,
Ron Wood, Dan Dwyer, Tom Pearson, Carl Collier, Dan Bennett,
and Kirby Estes.
CALL TO ORDER:
The meeting was called to order by Chairman Coy Kaylor at
2:00 p.m. at City Hall, Room 326.
MONTHLY REPORTS:
MINUTES: Motion by Fennel, second by Vorsanger to approve
the minutes as mailed. Motion carried.
FINANCIAL: Ben Mayes presented the financial report. HMR
collections increased 2.27% over 1992 with collections
of $57,092 in June. Year to date increase is up about
6%.
Budget total expenses to date are $308,729. Lights of
the Ozark funding support will be moved from Special
Projects to Festival Support category.
Bassett requested Ben Mayes to trace HMR collected funds
in relation to paying off CEC bonds. Uses of HMR
collected funds was discussed by Jerry Rose.
ACTIVITY REPORT: Marilyn Johnson reported on the following:
1) June 800# calls increased again over last year.
150 more calls were received in the office.
Year to date total is 3397 calls.
2) Convention activity included providing information
packets for conventions in town, finalizing
giveaways for U of A freshman orientation sessions,
and providing information for July Statesman issue
on convention and visitor development.
3) Convention and Visitor Development Director assisted
with the following: SWEPCO with Central and
South West Division meeting, Mid -South Summer
School, Community Development Society, and a German
documentary film crew.
4) Ribbon cutting and grand opening of Super 8 motel.
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5) Received Clinton brochure and Presidential Cities
literature.
CHAMBER REPORT TO COMMISSION (SECOND QUARTER) - Marilyn
Johnson recapped activities completed in second
quarter relative to the Chamber of Commerce contract
with the A & P Commission. Steve Ward acknowledged the
progress of the Chamber in accomplishing goals of the A
& P Commission. Motion by Vorsanger, second by Fennel
to approve Chamber Report to Commission. Motion
carried.
BLACKWOOD MARTIN AGENCY REPORT - Susan Stirewalt reported for
the agency that they are gearing up for fall ad
placement. The Clinton brochure, the NATA ad and co-op
ad were completed in June. They are starting the
evaluation of publications in preparation for next year.
Motion by Vorsanger, second by Fennel to accept Agency
report. Motion carried.
OLD BUSINESS:
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AKANSAS AIR MUSEUM - John Kalaglias reported on the War
Birds. He said 7,000 people viewed the war birds.
Advertising was fantastic. Plans are underway for
another static display next year. He thanked the A & P
Commission for purchase of the fuel and identified
others who had sponsored.
SLO-PITCH SOFTBALL REPORT - This report was postponed pending
receipt of figures from the national office.
NEW BUSINESS:
LEGISLATIVE CHANGES FOR A & P COMMISSIONS - Marilyn Johnson
reviewed changes passed in the last state legislative session
that affected the A & P Commission. These included the
makeup of the A & P Commission and Allowing HMR taxes to be
used for maintenance of convention centers.
HMR ORDINANCE - Jerry Rose reviewed the history of the HMR
tax in Fayetteville. He stated that he would recommend that
before the City Council pass the changes recommended by the A
& P Commission that they get an opinion from bond counsel,
check with the city finance department about the
administration of a separate tax, and think about the
definitions of those affected by the ordinance such as delis,
concession stands, etc.
He stated that there was a rational for collecting the
present tax on businesses offering on -premise consumption.
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There was no rational for exclusively take-out restaurants.
He recommended that the city finance department determine
which restaurants fall under the present tax. Motion by
Vorsanger, second by Hanna that the Mayor and city staff
administratively enforce the present ordinance. Motion
carried.
TROLLEY FEASIBILITY STUDY - Marilyn reported on her research
into a trolley for Downtown, Dickson St, and the U of A.
Vorsanger moved to apply for a trolley feasibility planning
grant from the state Highway Department, second by Fennel.
Motion carried.
DICKSON STREET RENOVATION - Richard Shewmaker presented a
proposal for the A & P Commission to use the Reserve Funds
for completion of the Dickson Street Renovation. The
project would include purchasing land for parking lots to
provide 300 additional parking spaces. The Dickson Street
Improvement District will pay $52,000. Discussion followed.
Bassett mentioned the perception of giving a lot of money to
a special interest project and ignoring other capital
improvement needs. Fennel requested that the Commission go
slowly and not push this through.
Motion by Vorsanger, second by Bassett to have a public
hearing regarding the Dickson Street project and ideas of
community needs which would qualify for HMR funds. Motion
carried. August 2 at 6:00 p.m. was selected pending approval
o f absent commissioners and availability of room.
OTHER BUSINESS:
COLLECTION OF ANTIQUITIES - Mayor Hanna shared a letter
o ffering a collection of antiquities if the city will provide
a location to display them together (approximately 10,000 sq.
ft). The Mayor said the county might have room in the old
courthouse for a city/county museum after they move into the
new courthouse.
He asked that ideas of how we might take advantage of this
o ffer be given to him.
FEASIBILITY STUDY FOR CONVENTION CENTER - Marilyn Johnson
reported that a part of the budget was allocated for a
feasibility study for a convention center. She will have
ready within the next two weeks the Request for Proposals for
the Study. It was decided that the City Professional
Selection Policy would be followed. Discussion followed
regarding who would serve on the selection committee. It was
the concensus that the entire A & P Commission and a
representative of the city staff would comprise the selection
committee.
HOGFEST - Coy Kaylor suggested an idea of a new festival for
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Fayetteville with Harley motorcycles - The Hogfest. This
would be similar to the festival in Sturgis, South Dakota.
There being no further business, the meeting was adjourned at
4:00 p.m.
Respectfully submitted,
Marilyn Johnson
Director
Convention and Visitor Development
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1.0 BACKGROUND
The Fayetteville Advertising and Promotion Commission is
requesting proposals for Professional Services for a
feasibility/planning study to determine the need for an
exhibition hall and convention center.
The entire proposal process will be governed by the city
of Fayetteville Administration Policy & Procedure # PUR-
13, dtd June 27, 1990. A copy of this policy is
available from the issuing department by calling 521-
1710.
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1.1 ISSUING DEPARTMENT
This request for proposal is issued by the Advertising
and Promotion Commission of the City of Fayetteville,
Arkansas.
Vendor questions regarding this proposal shall be
addressed to Marilyn Johnson, 521-1710.
1.1.1 SELECTION COMMITTEE
Representatives of the Advertising and
Promotions Commission and a representative of
the city of Fayetteville shall compose the
committee designated to review each proposal.
The city purchasing manager and the director
of convention and visitor development shall be
ex -officio members of the committee.
1.2 SELECTION PROCESS
In evaluating the qualifications of each firm, the
selection committee shall review the following:
1.2.1 Qualifications in Relation to Specific Project
to be performed: Information reflecting the
qualifications of the firm. Indicate
specialized experience and technical
competence of the firm in connection with the
type and complexity of the services used.
1.2.2 Experience, Competence, and Capacity for
Performance: Information reflecting the
names, titles, and qualifications of the major
personnel assigned to this project. List
references of clients for like services
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performed.
1.2.3 Proposed Method of Doing Work: A proposed work
plan indicating methods and schedules for
accomplishing the work
1.2.4
Past Performance: Previous evaluations (as set
forth in PUR-13.08) shall be considered a
significant factor. If previous evaluations
with this commission or city are not
available, the firm's past performance records
with others shall be used, including quality
of work, timely performance, diligence,
ability to meet past budgets, and any other
pertinent` information.
1.2.5 Price: Vendors are to quote an estimated price
for completion of each phase of project in 1.4
SCOPE OF WORK. Actual project cost will be
determined at the time of bid negotiation.
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1.3 PROPOSAL EVALUATION
1.3.1 In evaluating the qualifications of each firm,
the review Committee shall consider the
following (assigning point ranges for each
element from 15% to 40%, so that the total for
the five elements combined equals 100%)
1.3.1.1 Qualifications in relation to specific
project to be performed 15 points;
1.3.1.2 Experience, competence, and capacity of
performance 15 points;
1.3.1.3 Proposed method of doing work 30 points;
1.3.1.4 Past performance 15 points; and
1.3.1.5 Price Estimation 25 points.
1.3.2 The review committee shall evaluate all
submittals and may conduct interviews with
each firm submitting a proposal. The method
of selection shall be for each committee
member to rate the firms based on the points
established in the RFP so that so that each
member selects three (3) firms, rated 1,2,3.
The firm with the highest number of first
place votes shall be selected (if a tie
occurs, the firm receiving the highest number
of first and second place votes shall be
selected. If a tie still exists, the
Committee shall hold further discussions and
a re -vote shall occur.)
1.3.3 The review committee or its designee shall then
negotiate a contract for the services to be
rendered, at compensation which the review
committee, or its designee, determines to be
fair and reasonable to the City, subject to the
approval of the Advertising and Promotion
Commission.
1.3.4 Should the review committee, or its designee,
be unable to negotiate a satisfactory contract
with the firm considered to be most qualified,
at a price determined to be fair and reasonable
to the City, negotiations with that firm shall
be formally terminated. The review committee,
or its designee, shall then undertake
negotiations with the second most qualified
firm. Should the review, or its designee, be
unable to negotiate a satisfactory contract
with any of the selected firms, then the review
committee shall reevaluate the services
including the scope and reasonable fee
requirements.
1.3.5 After negotiations and review by the City
Attorney, Internal Auditor, Accounting
Supervisor, and Purchasing Manager, the
selection committee will recommend the most
advantageous contract to the Advertising and
Promotions Commission for awarding.
1.4 SCOPE OF WORK
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The selected firm will be expected to perform the
following services:
1.4.1 An analysis of present convention facilities.
1.4.2 Determination of need for a convention center,
including analysis of state and regional
conventions and exhibitions.
1.4.3 Proforma for convention center including but
not limited to architectural program, project
cost estimate, 5 year operating/maintenance
and revenue budget forecast. Architectural
program should address the following, areas:
•convention center and exhibition hall, multi-
purpose space, banquet facilities and parking.
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1.4.4 Siting of convention center.
1.4.5 Economic impact projection of convention
center.
1.4.6 Funding of the construction of convention
center.
1.5 ADDITIONAL INFORMATION FOR PROPOSERS
1.5.1 Vendors must submit ten (10) signed copies of
the complete proposal.. Any descriptive
literature or other materials submitted with
the proposal response must be included with
all copies.
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1.5.2 The proposal and all copies must be signed by
an official authorized to bind the vendor to
resultant contract -
1.5.3 The vendor's response to this proposal will
become part of any resulting contract.
1.5.4 The city reserves the right to award a
contract or reject a proposal for any or all
line items of a proposal received as a result
of this Request for Proposal. Proposals may
be rejected for one or more reasons including
but not limited to the following:
1.5.4.1 Failure of the vendor to submit his
proposal on or before the deadline date.
1.5.4.2 Failure of the vendor to respond to a
requirement for oral or written
clarification.
1.5.4.3 Failure to supply vendor references.
1.5.4.4 Failure to sign an official proposal
document.
1.6 BID FORMAT
1.6.1 Any statement in this document which contains
the words "must" or "shall" means that
compliance with the intent of the statement is
mandatory, and failure by the proposer to
satisfy that intent will cause the bid to be
rejects.
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1.6.2 The proposer must respond to each item in
PROPOSAL EVALUATION 1.3.1 paragraph and SCOPE
OF WORK 1.4 of this proposal in sequence.
1.7 PROPRIETARY INFORMATION
1.7.1 Proprietary information submitted with this
proposal will be processed in accordance with
applicable City of Fayetteville, Arkansas
procurement procedures.
1.7.2 Proposals, and documents pertaining to this
proposal become the property of the City and
shall be open to public inspection subsequent
to bid opening.
1.8 RESERVATIONS
1.8.1 This proposal does not commit the Advertising
and Promotion Committee and/or City to award a
contract, to pay cost incurred in the
preparation of a bid in response to this
request, or to procure or contract for
services or supplies.
1.9 PROPOSAL OPENING DATE AND LOCATION
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1.9.1 To be considered, proposals must be received
prior to the time and date specified below at
the following address:
TIME:
DATE:
LOCATION:
10:30 AM
August 31, 1993
Fayetteville Advertising and
Promotion Commission
c/o Chamber of Commerce
P.O. Box 4216
26 W. Center Suite 215
Fayetteville, AR 72702-4216
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