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HomeMy WebLinkAbout148-99 RESOLUTION• • RESOLUTION NO 14$ -99 A RESOLUTION APPROVING $15,000 MATCHING FUNDS AND TO APPLY FOR THE ARKANSAS DEPARTMENT OF PARKS AND TOURISM ATTRACTION FEASIBILITY STUDY MATCHING GRANT PROGRAM TO ASSIST THE BOTANICAL GARDEN SOCIETY OF OZARKS, INC. FOR A FEASIBILITY STUDY FOR THE BOTANICAL GARDEN OF THE OZARKS. BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council hereby approves $15,000 matching funds and to apply for the Arkansas Department of Parks and Tourism Attraction Feasibility Study Matching Grant Pogram to assist the Botanical Garden Society of Ozarks, Inc. for a feasibility study for the Botanical Garden of the Ozarks. A copy of the rules and regulations for the grant and a copy of the grant is attached hereto marked Exhibit "A" and made a part hereof. PASSED AND APPROVED this 16th day of November , 1999. Witt 4. • By. de. ,� Heather Woodruff, City rk APPROVED. By. Fred Hanna, Mayor ARKANSAS TOURISM ATTRACTION FEASIBILITY STUDY MATCHING GRANT PROGRAM Rules and Regulations INTRODUCTION Welcome to the Arkansas Department of Parks & Tourism's "TOURISM ATTRACTION FEASIBILITY STUDY MATCHING GRANT PROGRAM" This information is designed to assist you through the applica- tion process. If you have questions, please feel free to call or write to: Tourism Attraction Feasibility Study Grant Program; Arkansas Department of Parks & Tourism, Tourism Development Section; One Capitol Mall, Little Rock, Arkansas 72201; Telephone: 501-682-5240; Fax: 501-682-2523. • AN OVERVIEW OF THE BASICS L WHO MAY APPLY? Eligible Applicants crik The only entities eligible to apply for financial assistance for a tourism attraction feasibility study are: • Incorporated Arkansas Cities • Arkansas Counties Unincorporated cities or communities must seek county sponsorship of the study. Of course, incorporated cities may submit a joint application with counties or other incorporated cities for the sponsorship of the study. Ineligible Applicants The following may not make application for the Tourism Attraction Feasibility Study Grant Program: • Chambers of Commerce • Regional Tourist Associations • Advertising and Promotion Commissions • Convention and Visitors Bureaus • Colleges and Universities • Other private non-profit corporations, foundations, clubs or organizations • Any other private entity Only one grant per fiscal year (July 1 - June 30) will be allowed per applicant unless a county is applying on behalf of separate cities. Only one grant per project will be allowed during the life span of the project. Il. HOW MUCH MAY WE APPLY FOR? Applicants may apply for up to 515,000 in reimbursable matching funds. The applicant must be able to match the grant amount with a like amount of cash. In-kind contributions are ineligible as a match. Other state funds received by a city or county qualifying or utilizing funds under this program are also ineligible as a match. Grant awards will be made to eligible applicants on the basis of available appropriated funds. Each grant will be given on a matching one-for-one basis. For example, if a city applies for 515,000 in matching funds, it must be able to match the grant with 515,000. Ill. WHAT TYPES OF PROJECTS MAY WE APPLY FOR? Only tourism attraction feasibility studies can be funded through this program. A tourism feasibility study is defined as research conducted for the purpose of determining the possibility and potential of a specific tourism attraction within the city or county boundaries. Tourism attraction means cultural or historical site, recreational or entertainment facility, area of natural phenomenon or scenic beauty, theme park, amusement or entertain- ment park, indoor or outdoor play or music show, botanical gardens, or cultural or educational centers. IV. WHEN IS THE APPLICATION DUE? There will be three grant award periods per fiscal year with a maximum of 515,000 per grant being awarded.. The fiscal year for the Arkansas Department of Parks & Tourism is July 1 through June 30. The deadline for receipt of applications is 5:00 p.m. on the last Friday in July, the Last Friday in September, and the last Friday in November. All applications must be physically received in the Parks & Tourism office by these dates. Appli- Arkansas Tourism'AttractioniFeasibility'SfudyMsfehing.GrantPrograntiRtiles"and:Regulattons ..;: PAGE2 cations simply postmarked by these dates are not acceptable. Applications may be faxed to 501-632-2523, but they must arrive prior to the above deadlines. If the application is faxed, all forms containing original Signa- ' tures must be postmarked on or before the application deadlines. V. WHERE TO SEND THE APPLICATION: Tourism Attraction Feasibility Study Grant Program Arkansas Department of Parks & Tourism Tourism Development Section One Capitol Mall Little Rocky Arkansas 72201 VL HOW THE APPLICATION CAN BE PREPARED: A&ansas. THE NATURAL STATE The application can be prepared locally or by consultants (grant preparation cannot be paid for with grant funds). The Tourism Development staff will be available to assist with any questions about the grant application. Vll. WHAT TO INCLUDE IN THE APPLICATION: Alt requests for state grant funds under this program must be submitted on the enclosed application form. Each applicant must submit a statement of the minutes or administrative order from the governing city or county board approvin: the matchin_ fund _rant re uest and a statement affirming the amount of fu d • helor committe or t e protect ac city or county must appoint an agent to act as a coordinator between the city or county and the ArkansasDepartment of Parks & Tourism. The agent's name, mailing address, and phone number must be liste on the application forum. A statement of procedures that will be used by the party conducting the study must be submitted with the application. In addition, a summary of�how the study will be utilized and benefit the grantee must be submitted. When the study is contracted to a vendor outside of the city or county governmental operation, the name of the professional firm, a brief history and list of clients and experience, and the procedures it will use to perform the study must be presented with the application. Vlll. WHAT ARE OUR OBLIGATIONS? The Tourism Director of the Arkansas Department of Parks & Tourism will appoint a panel to review and ap- prove qualifications of all grant 'pplications. Recommendations by this panel will be made to the Tourism Director or his appointee for the awarding of the grants within fifteen (15) days of the application due date. All feasibility studies must be completed within 1 1 i months of the awards • . • • - !rant, or they may be considered void and canceled. The Tourism Director or his appointee may approve an extension of the comple- tion date, but in no case may the completion date be extended beyond June 30 of the fiscal year in which the grant is awarded. Matching funds may only be expended for the purpose as reported in the application and approved by the Tourism Director or his appointee. In some instances, the Department may require standard or special procedures to be used in completing grants. In such cases, these procedures will be issued before the grant is approved, accepted, and made a part of the application. A copy of the tourism attraction feasibility study must be submitted to the Arkansas Department of Parks & Tourism within thirty (30) days after its completion. In addition, a summary of how the study will be used must be submitted. IX. REQUEST FOR PAYMENT: Within thirty (30) days of completion of the study, the city or county must submit the following: (1) A completed, legible Request for Payment Form (enclosed), verifying that the city or county has completed and spent at least one-half of the grant amount or total project cost from funds provided by the city or county. (2) Copies of itemized invoices reelecting the total cost of the project. (3) A copy of the city or county's canceled checks (front and back) or cashier's checks reelecting that one-half or more of the grant amount has been expended as required in the application. (4) A copy of the tourism attraction feasibility study and a summary of how the study will be used.. ATTACHMENTS.' (1) Application for Funding; (2) Request for Payment Form • ARKANSAS TOURISM ATTRACTION FEASIBILITY STUDY MATCHING GRANT APPLICATION Application for Funding Arkansas. 711E NATURAL STATE Read the accompanying Rules and Regulations carefully. See instructions on reverse side and submit completed form to: Tourism Attraction Feasibility Study Grant Program Arkansas Department of Parks & Tourism, Tourism Development Section One Capitol Mall, Little Rock, AR 72201 PH: 501-682-5240 • FAX: 501-662.2523 Please Print: A. Applicant(s): City of Fayetteville Project Title: Botanical Garde{ Socihty of the Ozarks. Inc. Agent's Name: Yolanda Fi cads Tntprnal A1144tor City/State/ZIP: 11,3„West Mountain Street, Fa,yetteyille, AR 72701 Phone: 501-575-8323 FAX: 501-575-8257 E -Mail: n/a County: watt,;pgtnn B. Amount of Funds Requested: $15.000 Total Feasibility Study Cost: $29.049.78 C. Who will be conducting the study? • Is the firm/person conducting the study outside of your city or county governmental operation? al YES 0 NO If yes, please provide answers to the remainder of the questions in Section C, and attach a brief history and alist of clients and experience for the firm conducting the study. Firm Name: Dean Runyan Associates (DRA) City/State/ZIP:815_SW.. Second Avenue, Suite 620, Portland. OR' 97204 Phone: (503)226-2973 FAX: D. CERTIFICATION BY CHIEF EXECUTIVE OFFICER: "I hereby certify that the information contained on this forst and the attached documents is true and correct to the best of my knowledge. I understand that this application will be rated on the basis of the information submitted and that the submission of incorrect data can result in this application being withdrawn from consideration for funding Attached is a statement of the minutes or administrative order from the governing city or county board approving the matching fund grant application and a statement affirming the amount offinds held by or committed for the project. Also attached is a statement of the procedures that will be used by the party conducting the study and a summary of how the study will be utilized." Signature: Title: Mayon Printed Name: Fred Hanna Date: 11/16/99 E. Application Preparer's Name: Mountain Street, Fayetteville, AR 72701. Heather Woodruff, City Clerk • City/State/ZIP: 113 W. Phone: 501-575-8323 FAX: 501-575-8257 Form TFS 001 06/99 Botanical Garden of the Ozarks Feasibility Analysis Components Dean Runyan Associates 10 November 1999 How the study will be utilized This study will be an important component of a master planning effort for the Garden. Its findings will help assure that there is a market for the Garden and that the garden can be operated in a cost-effective manner once it opens. The project has the advantage that the feasibility analysis will be conducted in parallel with the master planning effort, allowing the economic analysis to directly inform and help guide the Garden design process. For example, the analysis of markets and demand will help determine the most suitable components to include in the garden, and what their scale should be. Similarly the financial analysis will help determine what revenue -generating components should be included in the garden design. Qualifications Dean Runyan Associates (DRA) was founded in 1986 to specialize in economic and market research related to recreation, education and tourism. DRA often participates on master planning teams in order to provide an economic and business component to the project, and in particular to assist with planning for a facility that is as financially successful as possible. Specific projects that relate closely to the proposed project include economic and financial analysis for the Washington Park Arboretum in Seattle. This project, which we completed with the Portico Group, involved analyzing demand for the facility, preparing detailed revenue and cost projections, developing a multi -phase staffing plan, and preparing preliminary operating budgets for three phases of development Potential revenue sources included admissions, parking, retail sales, educational activities, special events and donations, as well as support from two government agencies and a private foundation. The Oregon Garden is a major display garden and research facility now under construction near Silverton in the central Willamette Valley. We analyzed site requirements for the facility and made a site recommendation, projected attendance and other elements of demand, developed a preliminary operating budget and discussed the economic impacts of the facility. DRA has also prepared financial projections and plans for a number of museums, interpretive centers, zoos, aquariums and recreation destinations. Most of these projects involve analyzing demographictrends and making specific attendance and financial projections. A project list appears in the Appendix. DRA also specializes in analyzing and planning for tourism development and has prepared a number of tourism studies and master plans, including a tourism master plan for Alaska, another for North Dakota, and economic studies for state tourism departments in California, Washington, Oregon, Texas, Colorado, Idaho, Alaska and North Dakota Procedures Task 1: Market Analysis This task describes the primary visitor market for the proposed facility and provides very important information for purposes of projecting potential demand for a new facility. This analysis will be based in part on data collected from comparable facilities, travel- and tourism -related sales data, and other information useful for documenting the growth and significance of Arkansas travel and tourism. This task also involves identifying and contacting a selection of six to eight comparable garden facilities, gathering information on: • Visitor origin, demographics and other characteristics • Visitor attendance and seasonal variations • Facility, site and area use patterns, including access, traffic patterns, attendee length of stay, seasonal and other use patterns, associated activities of visitors, etc. • Anticipated plans for expansion, changes in interpretive programming, and/or new cooperative arrangements with other facilities • Any data on economic benefits to local and regional areas A second facility category includes attractions in the local area and elsewhere in Arkansas, such as museums, recreation sites, commercial attractions, visitor information sources, campgrounds, etc., which can provide useful data regarding visitor origin, seasonality and other factors important for preparing attendance forecasts. Task 2: Demand Projection A visitor use forecast will be prepared for the Garden in order to guide facility planning This forecast will specify the seasonal, day -of -the -week, and hourly attendance distribution, and in particular will include peak period specifications for purposes of sizing buildings, parking lots and other facilities. Forecasts will be prepared using a well-established and methodologically justifiable approach, based on: • current seasonal patterns of recreation and travel • existing and projected demand from local, regional and national markets • existing and projected penetration of anticipated markets • projected market area trends, including population growth, income and recreation activity Task 3: Economic Feasibility Analysis Revenue projections will be prepared from attendance projections and other operational data. These revenues will then be compared with projections of operating costs, as determined through analysis of a) previous operating cost estimates of the facility and b) the operating costs of comparable facilities. Staffing is typically a primary cost item for facilities such as the Garden and will be considered carefully, including the potential for using volunteers and interns. The results of the revenue and cost analysis will be summarized in the form of a five- year pro forma financial analysis showing cash flow and profit/loss. BOTANICAL GARDEN SOCIETY OF THE OZARKS, INC. P.O. Box 3079 • Fayetteville, Arkansas 72702-3079 • 501-443-6638 November 3, 1999 TO: Fayetteville City Council FROM: Donna Porter, Director Botanical Garden Society of the Ozarks RE. Matching Funds The effort to establish and develop The Botanical Garden of the Ozarks is now in its seventh year and making progress. The Botanical Garden Society has recently hired the Portico Group, a landscape architectural firm out of Seattle, to develop the master plan for the garden. This firm was chosen due to their knowledge and experience in this specialized area of planning. The master planning has begun and will continue contingent on.funding availability. Two firms have been sub -contracted by Portico to complete this planning team. One is AldrichPears, who will develop the interpretive plan for the garden, and the other is Dean Runyan Associates, who will conduct the feasibility study for the garden. The resulting work of these two firms is essential in developing a comprehensive, final master plan. I was recently informed by Alett Little of a matching grant program from the Arkansas Department of Parks and Tourism which provides up to $15,000 from the state for tourism attraction feasibility studies. The grant application must be submitted by an incorporated Arkansas city. This up -to -$15,000 in state funding must be matched by the city submitting the application In the grant's guidelines it specifically states that botanical gardens are eligible for this funding. The Botanical Garden Society cannot apply on its own behalf, but will work with the city `agent' submitting the proposal to provide certain information that is required. The total cost of the Feasibility Study will be $29,049.78. The Society is asking the City of Fayetteville to assist in this essential planning element of the Botanical Garden of the Ozarks and match half of the total amount, which would equal $14,524.89. The remaining half is what will be applied for, through the city, from the state's Parks and Tourism Department. If this request is approved by the city council the city agent must submit, along with the application, a statement of the minutes from the city council meeting approving the matching fund request and provide a statement affirming the amount of funds held by or committed to the project. Deadline for application is November 26, 1999. For more detailed information, I have attached the application guidelines. • Botanical Garden Society of the Ozarks Master Planning Services REQUEST FOR PROPOSAL To be considered, written proposals must be received by September 23, 1998, no later than 5:00 p.m. in the format set forth in the accompanying documents. A non- responsive or incomplete proposal will not be considered. Proposals received after this deadline will not be considered. Proposals should be delivered to the following address: Ms. Donna Porter Director Botanical Garden Society of the Ozarks, Inc. PO Box 3079 Fayetteville, AR 72702 501-443-6638 Fax: 501-442-2968 Note: Packages may be delivered to: BGSO, Inc. 44 N. School • Fayetteville, AR 72701 The outside of the envelope must be clearly marked "Master Planning Services Proposal." 1. It should be clearly understood that any costs incurred by the proposer in responding to this request for proposal is at the proposer's own risk and expense as a cost of doing business. The Botanical Garden Society of the Ozarks (BGSO) is not liable for reimbursement to the proposer for any expense so incurred, regardless of whether or not the proposal is accepted. 2. Any conditions or expectations on the part of the proposer for performance by the BGSO must be set forth in the proposal. 3. At the discretion of the BGSO, one or more proposers may be asked for more detailed information before final award is made. 4. The BGSO will not be responsible for misdirected proposals. Proposer should call the BGSO Office at (501) 443-6638 to insure receipt of their proposal documents prior to opening time and date listed above. Page 1 of 4 • 5. Proposers must provide the BGSO with their proposals signed by a person having legal authority to submit bids on behalf of the proposer. 6. Any inquiries for explanation in regard to the BGSO requirements should be made to: Stephen H. Jeffus, PE Vice -President, BGSO Board of Directors PO Box 590 Fayetteville, AR 72702 Phone (501) 443-7237 Fax (501) 444-7775 The names of any persons or firms submitting questions, clarifications, or requests will not be disclosed until after the deadline for submitting. The consulting firm/team shall also provide information that addresses the following: • Work on a project similar in nature to this type of work. Examples of design and master planning of botanical gardens, or a project considered relevant, should be included in the proposal. • The present workload and ability to complete the work in the time frame derived. • Office location where the majority of daily work will be accomplished. • Names, titles, work address and work telephone numbers of the responsible corporate officer(s) in the proposed office location. • Description of the size, history, and overall directly related experience of the proposed office that will accomplish the daily work. In addition, the proposals should include the following information: Organizational Chart: • Provide Organizational Chart for proposed project team. • Brief description of responsibilities and summary resumes of key professional personnel emphasizing experience directly related to responsibilities on this project. Also, include any specialty certification which demonstrates special qualifications related to this project. Page 2 of 4 • Communication: • Indicate how coordination and communication will take place between firm and BGSO representatives. Additional Information: • Any additional information or related services that BGSO should be aware of which might have a bearing of the firm's qualifications to perform this work. • The consultant shall furnish a work plan and estimated time required to complete the scope of work. It will be necessary for anyone submitting a proposal to furnish four (4) original documents and eight (8) copies. The detail evaluation of the proposals will possibly include a presentation by selected firms combined with an interview by the Selection Committee. Award of a contract may be made with or without interviews. Presentation and/ or interview expenses shall be borne by the consulting firm/team. Criteria which may be used in evaluating proposals and selecting the consulting firm/team include: 30 points 1. Specialized experience and technical competence of the firm with respect to the type of professional services required; 30 points 2. Capacity and capability of the firm to perform the work in question including specialized services, within the time limitations fixed for the completion of the project; 30 points 3. Past record of performance of the firm with respect to such factors as control of costs, quality of work and ability to meet schedules and deadlines; and 10 points 4. Firm's familiarity with the area in which the project is located. The award points may be used to assist the selection committee in rendering a decision through empirical analysis, however, the BGSO reserves the right to conduct other evaluations as may be required in order to render an informed and optimum decision. Page 3 of 4 After evaluation of the proposals, the qualified firms shall be ranked accordingly. BGSO will then enter negotiations with the most qualified firm for the master planning project. In the event that the negotiations between the firm and BGSO cannot be accomplished to the satisfaction of BGSO, then BGSO shall reserve the right and authority to undertake negotiations with the second (and subsequently the third) most qualified firm. Negotiations will continue in this sequence until a mutually acceptable agreement has been reached, or until all firms are rejected. All interested firms are welcome and encouraged to conduct inspections of the proposed garden site. Page 4 of 4 Landscape Architectural firms responding to RFP Becca Hanson The Portico Group 217 Pine St. (new address) 2nd Floor Seattle, WA 98101 John Royster The Big Muddy Workshop 3620 Leavenworth Street Omaha, NE 68105 Wayne Cooper Carter & Burgess, Inc. 10809 Executive Center Dr., Suite 204 Little Rock, AR 72211 Arlin Vancuren Howell & Vancuren, Inc / CDC 100 W. Center St., Suite 105 Fayetteville, AR 72702 Jeff Knopp Behnke Associates, Inc. 700 W. St. Clair Ave., Suite 416 Cleveland, OH 44113-1230 Suzanne Roe Dirsmith The Dirsmith Group 318 Maple Ave. Highland Park, IL 60035 Geoffrey L. Rausch Environmental Planning & Design 100 Ross Street Pittsburgh, PA 15219 NOV 02 '99 06:53PM PORTICO INC. • • P.2/2 Cost Estimate for BGSO• Feasibility Study Task Cost Mark-up, Total Task Total Phase 1 - Completed Labor • 6,196.00 1.03 6,381.88 Expenses 750:00 1.03 772.50 7,154.38 Phase 2 Labor 10,880.00 1.03 11,206.40 Expenses 2,000.00 1.03 2,060.00 13,266.40 • Prep for Document 4,000.00 , 1.03 4,120.00 4,120.00 Project Coordination :•Masterplan Coordination/Per Day 800.00 4 . 3,200.00. Chr•,sultant Coordination/Per Day 1,000.00 0.5 500.00 Expenses 300.00 1.03 309.00, 4,009.00 Printing ' ' 500.00 1 500.00 Total: Cost of BGSO Feasibility. Study ' 29,049.78 • • BOTANICAL GARDEN SOCIETY OF THE OZARKS, INC. P.O. Box 3079 • Fayetteville, Arkansas 72702-3079 • 501-443-6638 November 16, 1999 TO: Peggy Vice City of Fayetteville, Purchasing FROM: Donna Porter, Director RE Selection Process for Master Planning/Feasibility Study Services In August of 1998, the Botanical Garden Society of the Ozarks sent out twelve RFP's (Request for Proposals) to Landscape Architectural firms across the country for Master Planning Services. These services were to include market and economic research that would serve to guide in the master planning of the Botanical Garden of the Ozarks. Deadline for proposal receipt was September 23, 1998. Out of the twelve firms, proposals were received by the Society from eight of the contacted firms. The Society's Master Planning Committee conducted an all day retreat to review and evaluate the eight firms. A `short list' of three firms was the results of this process. The short list included The Portico Group (which included Dean Runyan and Associates), Environmental Planning and Design, and The Big Muddy Workshop. References of the three `short listed' firms were then checked by the Society's Director. This entailed phone interviews with previous or current clients of the firms At least three references were contacted for each firm. The Director then reported back to the Master Planning Committee with the findings from these phone interviews. A selection was then made by the Master Planning Committee based upon all of the compiled information. A recommendation from the Master Planning Committee was then brought before the Society's Board of Directors and voted upon. The selection of the The Portico Group, which included Dean Runyan and Associates to conduct market and economic research studies, was the final result. • as. i(47.- 9," MICROFILMED BOTANICAL GARDEN SOCIETY OF THE OZARKS, INC. P.O. Box 3079 • Fayetteville, Arkansas 72702-3079 • 501-443-6638 TO: Carla Edwards FROM: Donna Porter, Directo Botanical Garden Society of the Ozarks RE Tourism Feasibility Study Grants — clarification of tasks to phases DATE: December 7, 1999 Work on Task 1: Market Analysis, which will be included in the Feasibility Study for the Botanical Garden of the Ozarks, began in September of 1999, and is completed. This corresponds with Phase One on the Cost Estimate for BGSO Feasibility Study. Task 2: Demand Projection corresponds with cost estimates under the heading of Project Coordination and entails the utilization and coordination of all information gained through this feasibility research into the master planning of the garden. A description of the work included in this phase is described under Task 2 in the Feasibility Analysis Components document that was submitted with the grant application. Task 3: Economic Feasibility Analysis corresponds with Phase Two cost estimates. A description of the work entailed with this phase is included under Task: 3 Economic Feasibility Analysis in the Feasibility Analysis Components document as well. Work on Task 2 and Task 3 are pending funding availability and have not been started. 12/07/99 15:33 • 231 501 575 8257 City of Faye • Q001 TRANSMISSION OK TX/RX NO. CONNECTION TEL CONNECTION ID START TIME USAGE TIME PAGES RESULT *** ACTIVITY REPORT *** 5249 915016822523p5897 12/07 15:32 00'34 1 OK Post -it Fax Note 7671 Date /Z/iNq # of " pages To eotgecf/ CC - Co/Dept. From 4?7F/i� f/ UFS' Co Phone # G/T/[ 0» %75x/i97E- / Phone # 50/ 75123 mami Fax # Fax# 5/ 5-7S-IJ5-7