HomeMy WebLinkAbout40-01 RESOLUTION1'
RESOLUTION NO.
40-01
A RESOLUTION IN SUPPORT OF GRANT MONEY
FOR USE BY THE PARKS AND TRAILS COMMITTEE
WHEREAS, The City Parks and Recreation Divison with concurrence of the
Parks and Recreation Advisory Board desires to apply for an $80,000.00 grant from the
Arkansas Recreation Trails Fund, and;
WHEREAS, the City Parks and Recreation Division will supply the necessary
matching funds up to $20,000.00 from its 2001 Parks and Recreation Capital
Improvement Budget;
NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council supports the trail project and the grant
request by the Parks and Recreational Divison and authorizes the expenditure of
up to $20,000.00 from the 2001 Parks and Recreation Capital Improvement
Budget as a 20% share of the project's cost.
Section 2. That the City Council's support for this project and grant
request shall be communicated to the Arkansas State Highway and
Transportation Department.
PASSED AND APPROVED this day of March, 2001.
By:
Heather Woodruff, City Clerk
By:
APPROVED:
•
NAME OF FILE:
CROSS REFERENCE:
Resolution No. 40-01
•
03/20/01
Resolution No. 40-01
03/09/01
Departmental Correspondence to Mayor Coody & Staff, thru Connie
Edmonston, Parks & Rec. Superintendent, from Eric J. Schuldt, Parks &
Res. Coordinator
03/21/01
Contract for Landscape Architectural Services (City of Fayetteville -
Recreational Trails Fund Grant Application - 2001)
12/22/00
Copy of letter to Mayor Coody from Dan Flowers, Director of Highways
and Transportation, Arkansas State Highway Commission
Copy of Arkansas Recreation Trails Fund - FY 2001 Funds
03/21/01
Staff Review Form
03/05/01
Staff Review Form
04/03/01
Memo to Eric Schuldt, Parks & Recreation, from Heather Woodruff,
City Clerk
04/03/01
Memo to Eric Schuldt, Parks & Recreation, from Heather Woodruff,
City Clerk, regarding Eastin Outdoors.
NOTES:
FAYETTEVOLLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
•
To:
Thru:
From:
Date:
Re:
Mayor Dan Coody and Staff
Connie Edmonston. Parks and Recreation SuperintenJen
Eric J. chuldt, Parks Development Coordinator
March 9, 2001
Contract
Please review the contract with Eastin Outdoors Inc.. for professional services to prepare the
2001 Recreational Trails Grant materials for the City of Fayetteville. The contract also includes
working with staff to provide a site analysis, recommendations, and a conceptual plan for the
Lake Fayetteville trail project.
A resolution giving authority for the Parks and Recreation Division to apply for the Recreational
Trails Grant is on the March 20, 2001 City Council agenda. Parks staff will wait until after the
March 20' meeting to execute this contract. Thank you for your input.
i•
CONTRACT FOR LANDSCAPE ARCHITECTURAL SERVICES
City of Fayetteville - Recreational Trails Fund Grant Application —2001
Agreement made this /%%Z/ , 2001, between the City of Fayetteville, legal
representatives of a municipal corporation of the State of Arkansas, herein referred to as "City" and
Ken Eastin, d/b/a Eastin Outdoors, Inc., 2033 S. Ashwood, Fayetteville, Arkansas 72210, herein
referred to as "Consultant".
Pursuant to Ark. Code Ann. § 19-11-805 the City and the Consultant have jointly prepared a
detailed, written description of the scope of proposed services and attached said description hereto as
Exhibit A and incorporate said description herein by references as if set forth word for word.
For the consideration set forth herein, the parties agree as follows:
1. Consultant being the firm selected, through negotiation, by the City, shall provide to the
City the services set forth on Exhibit A hereto:
2. The City shall pay the Consultant the price and amount set forth on Exhibit A hereto.
3. In addition to paying the amount set forth on Exhibit B hereto, the City shall designate
representatives who are authorized to make decisions on the City's behalf when requested to do so by
the Consultant.
4. Terms of Payment. Billings will be based upon percentage of completion of project with
completion of the project occurring upon submission of grant package to the appropriate agencies
upon approval by the City.
5. Assignment. Neither party to this agreement shall transfer, sublet or assign any rights
under or interest in this agreement without the prior written consent of the other party.
6. Delegation of Duties. Neither party to this agreement shall delegate any of its duties
hereunder without prior written consent of the other party.
7. Attorney's Fees. In the event of any disagreements arising from, or relating to, the services
provided under this instrument, both parties (City and Consultant) agree to mediation by an
unbiased arbitrator as a binding measure to settle the dispute.
Ca
Eastin Outdoors
City of Fayetteville, Arkansas
Contract for Landipe Architectural Services
Page 2 of 3
8. Entire Agreement. This agreement comprises the final and complete agreement between
the City and the Consultant. It supersedes all prior or contemporaneous communications,
representations, or agreements, whether oral or written, relating to the subject matter of this
agreement. Amendments, alterations, modifications, or other changes to this agreement shall not be
binding unless made in writing by both the City and the Consultant.
9. Force majeure. This agreement shall be inoperative during such period of time as
delivery or except may be rendered impossible by reason of fire, strike, act of God, government
regulations, or other cause beyond the control of either party.
10. Changed Conditions. The City may at any time, by written order, make changes within
the general scope of this contract. If any such change causes an increase or decrease in the cost of, or
the time required for, performance of this contract, an equitable increase or decrease shall be made to
the Contract amount. Changes, modifications, or amendments shall not be allowed without a
formal contract amendment approved by the mayor or city council in advance of the changes.
Should the Consultant call for contract renegotiation, the Consultant shall identify the changed
conditions necessitating renegotiation and the Consultant and the City shall promptly and in good
faith enter into renegotiation of this instrument. Should the City determine that the changed
conditions are not in the best interest of the City, then the original contract shall remain in full force
and effect.
12. Endorsement. The Consultant shall endorse and recommend all plans, specifications,
estimates, and landscape architecture data furnished.
13. Hold Harmless. The Consultant shall hold harmless the city from all claims of liability
due to the Consultant's activities during the time this contract is in force
13. Choice of Law. This contract shall be interpreted by the laws of the State of Arkansas.
In witness whereof, the parties have executed this agreement at Fayetteville, Arkansas (City), and
Eastin Outdoors, Inc. (Consultant), the date and year first above written.
)1)&1 .1( ()
00
n tastin, President, Dan Coody, Mayor
Eastin Outdoors, Inc.
City of Fayetteville, Ark
0
Eastin Outdoors
City of Fayetteville, Arkansas
Contract for Lar ape Architectural Services
Page 3of3
EXHIBIT A
SCOPE OF SERVICES
The purpose of this project is to prepare, submit, and publicly support one parks and recreation
grant application. It shall be submitted to the Arkansas Highway Department, Planning and
Research Division (Arkansas Recreational Trails Fund).
Services include and are limited to the following:
Arkansas Highway Department, Planning & Research Division (Arkansas Recreational
Trails Fund) grant application
1. Preparation of Grant Application
a. Collaborate with City of Fayetteville Parks and Recreation Department officials to
determine site, scope of project, grant funding request, and budget
categories. This includes site analysis, recommendations, and development of
conceptual plan based on previous site plans provided by the City of Fayetteville.
b. Obtain environmental clearances from appropriate state agencies including the State
Historic Preservation Officer.
c. Prepare text addressing each informational question on the application including
budget categories.
d. Compile and submit 12 copies of completed application to the grantor on or before
May 11, 2001.
e. Though it is not required as part of the application, if the City of Fayetteville Parks
and Recreation Department decides to conduct a public hearing apprising special
interest groups of the grant application, Eastin Outdoors, Inc. will attend and
provide information/technical assistance in answering public inquiries regarding the
application.
Fee for Services $3,000.000
Eastin Outdoors
•
Contract for Landfie Architectural Services
City of Fayetteville, Arkansas Page 2 of 3
8. Entire Agreement. This agreement comprises the final and complete agreement between
the City and the Consultant. It supersedes all prior or contemporaneous communications,
representations, or agreements, whether oral or written, relating to the subject matter of this
agreement. Amendments, alterations, modifications, or other changes to this agreement shall not be
binding unless made in writing by both the City and the Consultant.
9. Force majeure. This agreement shall be inoperative during such period of time as
delivery or except may be rendered impossible by reason of fire, strike, act of God, government
regulations, or other cause beyond the control of either party.
10. Changed Conditions. The City may at any time, by written order, make changes within
the general scope of this contract. If any such change causes an increase or decrease in the cost of, or
the time required for, performance of this contract, an equitable increase or decrease shall be made to
the Contract amount. Changes, modifications, or amendments shall not be allowed without a
formal contract amendment approved by the mayor or city council in advance of the changes.
Should the Consultant call for contract renegotiation, the Consultant shall identify the changed
conditions necessitating renegotiation and the Consultant and the City shall promptly and in good
faith enter into renegotiation of this instrument. Should the City determine that the changed
conditions are not in the best interest of the City, then the original contract shall remain in full force
and effect.
12. Endorsement. The Consultant shall endorse and recommend all plans, specifications,
estimates, and landscape architecture data furnished.
13. Hold Harmless. The Consultant shall hold harmless the city from all claims of liability
due to the Consultant's activities during the time this contract is in force.
13. Choice of Law. This contract shall be interpreted by the laws of the State of Arkansas.
In witness whereof, the parties have executed this agreement at Fayetteville, Arkansas (City), and
Eastin Outdoors, Inc. (Consultant), the date and year first above written.
ZaAA g
K/n F.astin, President, Dan Coody, Mayor
Eastin Outdoors, Inc.
Ci tY of FaY etteville Ark3neas
Eastin Outdoors
•
Contract for Lane Architectural Services
City of Fayetteville, Arkansas Page 3 of 3
EXHIBIT A
SCOPE OF SERVICES
The purpose of this project is to prepare, submit, and publicly support one parks and recreation
grant application. It shall be submitted to the Arkansas Highway Department, Planning and
Research Division (Arkansas Recreational Trails Fund).
Services include and are limited to the following:
Arkansas Highway Department, Planning & Research Division (Arkansas Recreational
Trails Fund) grant application
1. Preparation of Grant Application
a. Collaborate with City of Fayetteville Parks and Recreation Department officials to
determine site, scope of project, grant funding request, and budget
categories. This includes site analysis, recommendations, and development of
conceptual plan based on previous site plans provided by the City of Fayetteville.
b. Obtain environmental clearances from appropriate state agencies including the State
Historic Preservation Officer.
c. Prepare text addressing each informational question on the application including
budget categories.
d. Compile and submit 12 copies of completed application to the grantor on or before
May 11, 2001.
e. Though it is not required as part of the application, if the City of Fayetteville Parks
and Recreation Department decides to conduct a public hearing apprising special
interest groups of the grant application, Eastin Outdoors, Inc. will attend and
provide information/technical assistance in answering public inquiries regarding the
application.
Fee for Services $3,000.000
ARKANSAS STATE HIGHWAY COMMISSON
JOHN 'Ms LIPTON, CHAIRMAN
WARREN
J.W. 'BUDDY' BENAFIELD, VICE CHAIRMAN
HICKORY PLAINS
MARY P. 'PRISSY' NICKERSON
TEXARKANA
Dear Mayor:
P.O. Box 2261
LITTLE ROCK, ARKANSAS 72203-2261
TELEPHONE No. (501) 569-2000
FAX No. (501) 569-2400
December 22, 2000
Reference is made to the Arkansas Recreational Trails Program.
JONATHAN BARNETT
SILOAM SPRINGS
HERBY BRANSCUM, JR.
PERRYVILLE
DAN FLOWERS
DIRECTOR OF
HIGHWAYS AND TRANSPORTATION
DEC 2 7 2000
MAYOR'S CCE
Arkansas has been allocated federal funds for the purpose of constructing motorized and
non -motorized recreational trail projects These funds must be matched by local trail
sponsors at the rate of 80 percent federal funds, 20 percent local funds. In-kind donations
of labor and materials can be used as all or part of the required local matching funds. The
deadline for applications to be returned to the Arkansas State Highway and
Transportation Department in Little Rock is 4:00 p.m. Friday, May 11, 2001.
An application for Program funds can be obtained by calling (501) 569-2207 or by e-mail
to steve.weston(a ahtd.state ar us
c: Chief Engineer
Sincerely,
Dan Flowers
Director of Highways
and Transportation
• •
ARKANSAS RECREATIONAL TRAILS FUND
FY 2001 Funds
The Arkansas Recreational Trails Fund uses federal funding from the Transportation Equity Act
for the 21' Century (TEA -21) for the purpose of building and performing major maintenance on
motorized, non -motorized, and multiple use trails. Agencies of city. county, state, or federal
government and duly incorporated private/non-profit agencies can apply for these funds if access
to the project by the general public is provided throughout the life of the project.
A local sponsor must provide at least 20% of the total project cost. The local share can be in the
form of cash, donated funds, or the documented fair market value of any donated materials or
services that are accepted and incorporated into the project. Federal funds from other sources
cannot be used to match these funds. Federal agencies wishing to use these funds can provide up
to 15% of the total project cost as match, with the remaining 5% coming through cooperative
relationships with trail user groups.
This is a reimbursable program This means once the local sponsor receives an official Notice -
to -Proceed from the Arkansas State Highway and Transportation Department. 80% of the costs
directly attributable to the project can be reimbursed. The local sponsor is responsible for
maintaining records and proving that expenses are legitimate and directly related to the project.
This may be in the form of receipts, time sheets, etc. Such reimbursement will occur after an on-
site visual verification conducted by AHTD.
PROJECT ADMINISTRATION PROCESS
The following steps will be taken to administer approved trail projects through completion.
Successful applicants (sponsors) will be notified by the Arkansas Recreational Trails
Advisory Committee.
A trails project administration workshop will be held. Each sponsor must have a
representative at this meeting. Environmental clearances, billing procedures, and
administrative procedures will be discussed.
Sponsors will transmit a resolution to the Arkansas State Highway and Transportation
Department (AHTD) from their governing body expressing support for the project and
that they have the resources for their 20% share of their project's cost.
Recreational Trails Program
7001 Funds
19R,
TR(
r-�
• •
An Agreement of Understanding will be executed between the sponsor and AHTD. This
document outlines the responsibilities of each of the respective parties.
5. The sponsor will provide AHTD with proof of land ownership and all plans, mapping,
and construction specifications for review and approval.
The sponsor will provide AHTD with proof of State Historic Preservation Officer
approval of the project and any other documentation necessary to obtain environmental
clearances
Once plans. maps, and construction specifications have been approved and after all
environmental clearances have been obtained the final Contract between the sponsor and
AHTD will be executed.
A pre -construction conference will be held.
AHTD will provide the sponsor with an official Notice To Proceed. All expenses
incurred after receipt of the Notice To Proceed will be reimbursable at the rate of
80%. All such expenses must be directly related to the trail project as outlined in
the documentation listed above. Any expenses incurred prior to receipt of the
Notice To Proceed will be the responsibility of the sponsor and will not be eligible
for reimbursement.
10. At set stages during the construction of the project, the sponsor can request
reimbursement for work accomplished. Such reimbursements will be preceded by a
visual verification conducted by AHTD staff. The stages at which reimbursement can be
requested will be clearly outlined in the Agreement of Understanding.
For information contact:
Steve Weston
AHTD — Planning and Research
P.O. Box 2261
Little Rock, AR 72203
(501) 569-2020
steve.weston@ahtd.state.ar.us
Recreational Trails Program
2001 Funds
2
• •
Project Title:
Applicant:
Address:
Primary Contact Person:
Title: Phone: Fax
E-mail
Type of Applicant (circle one) Private/Non-Profit Government Agency
BUDGET INFORMATION; fill out attached 3 page budget sheet and fill in these blanks.
Local Share (must be at least 20% of total project cost):
TEA -21 Share (not to exceed 80% of total project cost):
Total Project Cost:
$
PROJECT LOCATION
County: Nearest Municipality:
Township: Range: Section(s):
Land Ownership (circle one) Public Private
Provide an accurate map indicating the location to the project in relation to the nearest
municipality. This map must include information necessary to locate the site from the
nearest state or U.S. highway.
PROJECT DESCRIPTION
Recreational Trails Program 3
2001 Funds
• •
1. Outline exactly what will be accomplished with the funds you are applying for. Provide
a description of the work to be accomplished, how it will be accomplished, and who
will perform it. Include materials to be used, source of labor, and source of design and
construction standards to be used. Provide an accurate site plan covering the entire
project with north arrow, scale, project beginning and end point(s), individual points of
construction, maintenance, etc.
Length of trail to be constructed:
Recreational Trails Program 4
2001 Funds
•
2. What is the primary purpose of this trail project? (check one)
Restoration of sites damaged by trail use.
New trail construction.
•
Improvements, upgrading, or segment relocation to enhance use of
existing trails
Trail -side or trail -head facility construction including but not
limited to benches, vista clearing, bridges, parking, information
boards, etc.
Circle each of the trail uses to be provided by this project and provide a brief
explanation of how each will be accommodated.
bicycling
overnight/long
distance hiking
aquatic
Recreational Trails Program
2001 Funds
day hiking
4 -wheel drive
vehicle
barrier free
equestrian
4 -wheel all
terrain vehicle
motorcycle
jogging/fitness
interpretive
other
4. How does this project accomplish a recommendation in the current Statewide
Comprehensive Outdoor Recreation Plan (available from the Arkansas Department of
Parks and Tourism, 501-682-1302)? State the recommendation and provide a brief
explanation.
How will the project be designed and constructed to ensure the safety of its users and to
avoid the danger or injury to users due to possible conflicts between different uses?
Recreational Trails Program 6
2001 Funds
6. Describe how maintenance will be accomplished after project completion. Include who
will perform maintenance, maintenance schedule and checklist, and inspection schedule.
7. Explain the planning process that led to this proposal, i.e. public involvement,
establishment of need and demand, review process, etc.
8. What accommodations will be made to provide access to this trail for individuals with
disabilities?
Recreational Trails Program 7
2001 Funds
What is the source of the required local 20% match (budget item, donated materials,
donated services, or donated cash)? If donated funds, materials, or services will be used
as all or part of the local 20% match, written commitments by the donors(s) must be
provided. Please provide copies of this documentation.
10. Will this project be accomplished by a contractor or by in-house (force -account) labor?
11. List any previous Recreational Trail Program funds you have received and the projects'
status.
All applications must be received at the Arkansas State Highway and Transportation
Department headquarters building in Little Rock no later than 4:00 P.M., Friday, May 11,
2001. No facsimile (fax) or electronic (e-mail or disc) applications will be accepted. Send
twelve (12) copies of this application with all necessary attachments to:
Thomas L. Harrell, Planning and Research Engineer
Planning and Research Division
Arkansas State Highway and Transportation Department
P.O. Box 2261
Little Rock, Arkansas 72201
Recreational Trails Program 8
2001 Funds
Project Name
Sponsor
A�nsas Recreational Trails Program
Application Budget Sheet
•
1 Clearing and Grubbing
Please estimate the costs of all clearing and grubbing associated with this project .
Length (in feet) Width (in feet)
Material $
Labor $
2 Sub -base
Please estimate the cost of purchasing and installing sub -base aggregate for this project.
Approximate number of cubic yards:
Material $
Labor $
3 Paving
Please estimate the cost of purchasing and installing trail paving material.
Length (in feet) Width (in feet)
Asphalt, approximate number of cubic yards.
Concrete, approximate number of cubic yards:
Other (indicate material), approximate number of cubic yards:
Material S
Labor $
4 Boardwalk Construction
Please estimate the cost of purchasing and installing materials for boardwallcs.
Length (in feet) Width (in feet)
Recreational Trails Program Budget Sheet - Page 1 of 3
2001 Funds
Material $
Labor $
Attach additional sheets if necessary
IIla
nsas Recreational Trails Program
Application Budget Sheet
5 Trail Support Facilities
Please estimate the number and cost of purchasing and installing trail support facilities such
as signs, bulletin boards, benches, parking spaces, etc..
A
B
c
D
E
Material $
Labor $
6 Bridges
Please estimate the number and cost of purchasing materials and installing bridges
Number of bridges:
Length(s) of bridges:
Width(s) of bridges:
Distance between water and surface of bridges:
Material $
Labor $
7 Utilities
Please describe and estimate the costs for installation of any utilities necessary for this project,
i.e. water lines, electrical lines, etc.
A
B
c
D
Recreational Trails Program
Budget Sheet - Page 2 of 3
Material $
Labor $
$
$
2001 Funds Attach additional sheets if necessary
•
A nsas Recreational Trails Program
Application Budget Sheet
•
8 Drainage Structures
Please describe and estimate the costs for purchasing materials and installing any
drainage structures, i.e. culverts, etc..
Number:
Length:
Material $
Labor $
9 Brochures and/or Educational Materials
Please estimate the costs associated with publishing any brochures necessary for your trail
project.
Material $
10 Other
Please describe and estimate the cost for any other trail related project.
A
B
C
D
Labor $
PROJECT TOTALS
Material $
Labor $
Total Project Material $
Total Project Labor $
Total Project Cost $
Recreational Trails Program Budget Sheet - Page 3 of 3
2001 Funds Attach additional sheets if necessary