HomeMy WebLinkAbout162-08 RESOLUTIONRESOLUTION NO. 162-08
A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A LETTER
OF AGREEMENT WITH THE UNIVERSITY OF ARKANSAS
TECHNOLOGY DEVELOPMENT FOUNDATION (UATDF) TO COST -
SHARE THE PREPARATION OF AN ECONOMIC DEVELOPMENT
STRATEGIC PLAN IN AN AMOUNT NOT TO EXCEED $75,000.00.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas hereby authorizes
the Mayor to execute a Letter of Agreement with the University of Arkansas Technology
Development Foundation (UATDF) to cost -share the preparation of an Economic Development
Strategic Plan in an amount not to exceed $75,000.00.K/TR
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PASSED and APPROVED this 19th day of August, 2008.
APPROVED:
By:
ATTEST:
By:
SONDRA E. SMIT City Clerk/Treasurer
LETTER OF AGREEMENT
FOR
ECONOMIC DEVELOPMENT SERVICES
WHEREAS the University of Arkansas and the City share a longstanding interest to
promote the economic vitality of Fayetteville and,
WHEREAS volatile sales tax revenues pose a serious threat to sustaining quality of life
programs funded by the City and,
WHEREAS the University created the University of Arkansas Technology Development
Foundation, a separate 501 c. 3. Organization to assist it in its economic development
mission and efforts and,
WHEREAS the University and the City have determined that an economic development
strategic plan is essential to providing long-term fiscal sustainability and,
WHEREAS the preparation of an economic development strategic plan by the University
of Arkansas Technology Development Foundation will offer an opportunity to engage
contractors to work with the public, City Council, University Administration, and key
stakeholders to define the economic future of Fayetteville and,
WHEREAS the University of Arkansas Technology Development Foundation shall enter
into a contract for the economic development strategic plan,
It is hereby agreed that the parties cost share the economic development strategic
plan and the City share not exceed 50% of the project cost or $75,000.00 whichever is
less.
Entered into this day of August, 2008
For the City of Fayetteville:
For the University of Arkansas
Technology
UQdc€L r LA&u Jrdf/rn
City of ayettevill Staff Review -orm
Gary Dumas
Submitted By
City Council Agenda Items
and
Contracts, Leases or Agreements
8/19/2008
City Council Meeting Date
Agenda Items Only
Division
Action Required:
Operations
cz
tees
goo
/6eR
6F At
itch'
Department
Approve resolution authorizing the Mayor to execute a letter of agreement with the University of Arkansas Technolog
Development Foundation (UATDF) for contract services related to the development of an Economic Development
Strategy for Fayetteville
$75,000
Cost of this request
Account Number
Project Number
Budgeted Item
xx
$
75,000.00
Category / Project Budget
Funds Used to Date
75,000.00
Remaining Balance
Budget Adjustment Attached
Program Category / Project Name
Program / Project Category Name
Fund Name
Gary Dumas
Department Director
8/6/2008
Date
City Attorney(
a� to
aa 0. . 8 -3 -or
Finance and Internal Service Director
Date
Previous Ordinance or Resolution #
Original Contract Date:
Original Contract Number:
Received in City/�
Clerk's Office - _ o4
Received in
Mayor's Office
•
Comments:
Revised April 16, 2007
1ayeievit1e
ARKANSAS
OPERATIONS DIRECTOR
To: City Council
From: Gary Dumas, Director of Operations
Date: August 5, 2008
RE• Approving a Letter of Agreement Establishing Economic Development Partnership with
University of Arkansas through the Technology Development Foundation (UATDF)
Backgrou nd
At the City Council's March 18th meeting the Council appropriated revenue to partner with
UATDF to undertake an Economic Development program and strategy. This request is a follow-
up of that action seeking the approval of a letter of agreement with UATDF. This agreement will
allow the UATDF to in -turn enter into a contract with the selected consultant.
At the March 18th agenda the need for this Economic Development program and strategy was
discussed and approved. That discussion focused on the following:
The City of Fayetteville like all Arkansas cities derives its primary source of general fund
operating revenue from sales tax collections. During 2007 sales tax revenue for
Fayetteville declined approximately 2.76% below 2006 collections. This helped to create
a shortfall for the general fund of approximately $1.02 million. Sales tax revenue for
2008 was budgeted for 2% growth above 2007 collections and the split between
operations and capital usage was modified from 50-50 to 60% operations and 40%
capital. That 2% growth, if achieved and modification of the split to 60-40 will make an
additional $1.72 million available for general fund operations. Even with this change in
.funding practices cost cutting measures for the 2008 budget were still necessary to
balance revenue and expenses.
It has become apparent during the past 18 months that the purchasing dynamics of the
region have changed and that the significant sales tax growth that Fayetteville has
experienced during the past decade will not return.
For the next few years, adjustments in expenses and/or revenues will allow the
government to remain fairly stable. However, decreases in expenses will mean a
reduction in services, and an increase in millage will affect every property owner.
The City is not in crisis. But it appears evident that within the next 2 to 6 years those
adequate resources may not be available to continue to provide the level of services our
citizens deserve and have come to expect. Keep in mind also that many of these services
are the ones that are unique to Fayetteville and separate us from our regional
competitors.
113 West Mountain
Fayetteville. Arkansas 72701
Office phone - 479-575-8330
Fax - 479-575-8257
E-mail - gdmnas@cifayMlcville.arus
It is not the strongest of the species that
survive, or the most intelligent,
but the one most responsive to change. ---
Author unknown. commonly misauribuled to Charles Darwin
Discussion
The University of Arkansas and the City of Fayetteville coexist in a cooperative and
mutually bene ficial relationship.
The University has embarked on its vision of emerging as a nationally competitive,
student -centered research university serving Arkansas and the world, lifting into the
ranks of the nation's top 50 public research universities.
The state of Arlcansas needs a top -tier public research university if it is to become
competitive in the "New Economy," which is based on knowledge generation and
advanced technology.
According to the "New Economy Index" published in 2001 by the Milken Institute, the
state of Arkansas ranks 50th overall in the 12 educational and economic measures
required for success in the new economic era. (In the "2007 State New Economy Index"
by The Information Technology and Innovation Foundation and the Ewing Marion
Kauffman Foundation, Arkansas ranks 47`h) The state cannot move forward without a
top-ranked public research university, which directly affects a majority of those 12
educational and economic measures.
The University of Arkansas is poised to become that top -tier public research university.
The states that will prosper most in the new century are those that nurture knowledge-
based and high-tech business and industry while creating a quality of life that attracts
and keeps talented people in the state.
These efforts of the University to lift itself to the top tier of public research universities,
while benefiting the entire state, will be centered in Fayetteville. Necessary elements of
the University's success will be:
• the ability of the local government to provide the quality of life amenities that will
attract and retain the best educators, scientists, researchers, and students and
• the ability of the local government to provide an atmosphere that nurtures an
entrepreneurial spirit to move research into the marketplace and job creation.
For that reason the University of Arkansas through the Technology Development
Foundation (UATDF) has agreed to partner with the City to begin a process of
developing a roadmap to fiscal sustainability for the local government. The City of
Fayetteville's ability or lack of ability to fund a stable government and quality of life
amenities will greatly help or hinder the mission of the University and the University's
success in becoming a top -tier public research university will help the City achieve fiscal
stability.
The UATDF has agreed to provide up to 50% or $75,000 for phase one of an economic
development strategic plan for the community. This first phase is envisioned to be a
community-based visioning process, building consensus and perspective, utilizing
consultant services for this activity.
There has been some discussion concerning an attempt to accomplish this consensus and
perspective building using internal or local resources. The purpose of using outside
consultant services is to gain from their prior experience and knowledge, and to gain a
113 West Mountain
Fayetteville- Arkansas 72701
Office phone - 479-575-8330
Fax - 479-575-8257
E-mail - gdumas@ci.fayettcvillc.ar.us
It is not the strongest of the species that
survive, or the most'intelligent,
but the one most responsive to change. ---
Author unknown. commonly misa(rribuled to Charles Darwin
new point of view of our local issues. Yes it is true that we all know Fayetteville, and we
have our own opinions about what Fayetteville needs. What outside services will bring is
the facilitation of a constructive discussion bringing that diverse knowledge and diverse
opinion into a consolidated statement with which all sides can identify and move toward
the achievement of our common objective — a sustainable, successful Fayetteville
economy. That is not a task that will easily be achieved. As with all communities there
are great divides of opinion. Preparing the Council and the community for an uncertain
future and developing a guide to encourage job and economic growth necessary to
maintain and even expand upon the quality of life amenities enjoyed in Fayetteville is
perhaps the most important and pressing task at hand.
The UATDF and the City have solicited, interviewed, and selected an Economic Development
specialist, Eva Klein and Associates (EKA) to undertake this important task. The Scope of Work
developed with FICA, the City and the UATDF is attached for your review
Recommendation
Approve resolution authorizing the Mayor to execute the letter of agreement with UATDF.
113 West Mountain
Fayetteville, Arkansas 72701
Omce phone - 479-575-8330
Fax - 479-575-8257
E-mail - gdumaseci.tayetteville.ar.us
It is not the strongest of the species that
survive, or the most intelligent,
but the one most responsive to change. ---
Author unknown. commonly misattributed to Charles Darwin
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE MAYOR TO EXECUTE A
LETTER OF AGREEMENT WITH THE UNIVERSITY OF
ARKANSAS TECHNOLOGY DEVELOPMENT FOUNDATION
(UATDF) TO COST -SHARE THE PREPARATION OF AN
ECONOMIC DEVELOPMENT STRATEGIC PLAN IN AN
AMOUNT NOT TO EXCEED $75,000.00.
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1. That the City Council of the City of Fayetteville, Arkansas
hereby authorizes the Mayor to execute a Letter of Agreement with the
University of Arkansas Technology Development Foundation (UATDF) to cost -
share the preparation of an Economic Development Strategic Plan in an amount
not to exceed $75,000.00.
PASSED and APPROVED this 19th day of August, 2008.
APPROVED: ATTEST:
By: By:
DAN COODY, Mayor SONDRA E. SMITH, City Clerk/Treasurer
LETTER OF AGREEMENT
FOR
ECONOMIC DEVELOPMENT SERVICES
WHEREAS the University of Arkansas and the City share a longstanding interest to
promote the economic vitality of Fayetteville and,
WHEREAS volatile sales tax revenues pose a serious threat to sustaining quality of life
programs funded by the City and,
WHEREAS the University created the University of Arkansas Technology Development
Foundation, a separate 501 c. 3. Organization to assist it in its economic development
mission and efforts and,
WHEREAS the University and the City have determined that an economic development
strategic plan is essential to providing long-term fiscal sustainability and,
WHEREAS the preparation of an economic development strategic plan by the University
of Arkansas Technology Development Foundation will offer an opportunity to engage
contractors to work with the public, City Council, University Administration, and key
stakeholders to define the economic future of Fayetteville and,
WHEREAS the University of Arkansas Technology Development Foundation shall enter
into a contract for the economic development strategic plan,
It is hereby agreed that the parties cost share the economic development strategic
plan and the City share not exceed 50% of the project cost or $75,000.00 whichever is
less.
Entered into this ,r day of August, 2008
For the City of Fayetteville: For the University of Arkansas
Technology
Development Foundation
E EX/A KLEIN
ASSOCIATESR
trategies for the Global Knowledge Economy
503 Seneca Road Great Falls, Virginia 22066 USA
PH: 703.406.6100 F: 703.406.6101
evakleinassociales.com evaldeln@evakleinassoaates.com
August 11, 2008
TO: Planning Leadership Committee
Fayetteville Economic Development Strategy
VIA: Mr. Phillip S. Stafford, UATDF
Dave Whitmire, UATDF
Gary Dumas, City of Fayetteville
Susan Thomas, City of Fayetteville
Casey Mileham, UATDF
cc Diane Lupke, Lupke Associates
Anita B. Morrison, Bay Area Economics
Dr. Kathryn Baker Smith, Eva Klein & Associates/Guilford Technical Community College
FROM: Eva Klein y/J,
SUBJECT: Scope of Work for Phase I -r
With this memo, I enclose the proposal of Eva Klein & Associates (EKA) to provide Phase I of Fayetteville's
initiative to develop an Economic Development Strategy / Plan.
The enclosed proposal is based on various scope discussions EKA has had with representatives of the
Planning Leadership Committee during the last two months—in which different levels of effort and different
ways to define first and second phases were considered.
This final version of Phase I is close to the "ULI model" that you originally envisioned, in that our team's on-
site time in Fayetteville is scheduled for one single concentrated four-day visit. However, we have added
the data collection and analysis tasks that we have been discussing—to precede that visit.
The culmination of Phase 1, in this scope, will be EKA's written documentation of the outcomes of the
analytical tasks and the Day 4 Closing Workshop, defined as an "Economic Development Strategy
Framework." The actual economic development strategies and tactics would be the subject of Phase II, as
you originally conceived.
Please let me know if you have questions.
Our team looks forward to working with Fayetteville on this important project.
Best regards.
EKA
Proposed Scope and Work Program
University of Arkansas Technology Development Foundation and City of Fayetteville
Economic Development Strategy—Phase I
Economic Development Strategy Framework
August 11, 2008
GOALS AND OBJECTIVES
Fayetteville's leadership is seeking to create a new economic development strategy for Fayetteville and to
achieve buy -in and commitment to that strategy—so that it will have o high probability of implementation.
The City of Fayetteville is the primary focus, but the leadership acknowledges that some regional strategy
elements are sensible to consider, if/as they are necessary to Fayetteville's success. Throughout this scope
discussion, references to "Fayetteville" are meant to also include regional elements wherever appropriate
and applicable, even if not specified.
As a result of our scope development dialogue, the phases of planning are defined as follows:
• Phase I: Economic Development Strategy—The Framework. Phase 1 is defined to include initial
collection and analyses of data; a single visit event to include an Opening Workshop and presentation;
stakeholder interviews; consultant work session; and a Closing Workshop in which the future directions,
or the Economic Development Strategy Framework, will be developed with stakeholders. The
deliverable will be written documentation of this Framework.
• Phase II: Economic Development Strategy—The Roadmap. Phase II is defined as the development of
an Economic Development Strategy / Plan—including main strategies and primary tactics for
implementation, including roles and responsibilities of various organizations in a multi-year
implementation plan; resource / investment requirements; refinement of targets relating to goals, etc.
This is a proposal for Phase I. The consultant team's objectives and task outline for Phase I are as follows:
• Collect, organize, and analyze background statistical data and existing strategic plans and other
documents that relate to current and future economic development in Fayetteville
• Prepare for and conduct a four-day team visit to Fayetteville that will include workshops and interviews
• Prepare the final deliverable.
WORK PROGRAM
Summary
This protect is organized into 4 Tasks:
Task 1—Statistical Data and Reports—Demographic, Economic, Industry, Education, Workforce
Task 2—Review of Existing Plans and Strategies
Task 3 -Consultant Team Visit (Workshops and Stakeholder Interviews)
Task 4—Deliverable—Economic Development Strategy Framework
Each task is described below.
Revised / Final August 11, 2008
Page 1 of 9
EIA KLEIN
pc ASSOCIATESg
KK
Task Descriptions
Task 1—Statistical Data and Reports—Demographic, Economic, Industry, Education, Workforce
Objective: Establish comprehensive, current baseline of relevant statistics about Fayetteville and its region
Tasks:
1.A Collect, organize, and analyze statistical, demographic, economic, industry, and other
quantitative data pertinent to recent trends, current situation, and future protections (where
applicable) of key parameters for Fayetteville and the two -county region, including but not
limited to:
• Employment trends by industry
• Commuting patterns
• Business creation trends—births, deaths, etc.
• Population trends, population by age cohorts
• Education attainment
• Income trends by households, etc.
• Patterns of growth
• • Workforce information, including industry, occupation, and wage statistics
1.B Request and review any special studies or reports, for example, on tax revenue protections,
industry forecasts, or workforce needs, to augment our search of existing, standard data
sources.
1.0 Prepare a bibliography of data and documents and compile an analytical summary
Task 2—Review of Existing Plans and Strategies
Objective: Achieve understanding of ongoing strategies and current plans of major stakeholder
organizations, as an additional important element of the baseline for planning
Tasks:
2.A
Note: For example, we are aware that the University's ARTP strategy and the Green Valley
sustainability initiative already are important strategic initiatives to which there is commitment.
Collect and review existing/most current strategic plans or business plans of agencies and
institutions relevant to economic development, including but not limited to:
• Fayetteville Economic Development Council
• University of Arkansas -Fayetteville / UA Technology Development Foundation
• NW Arkansas Community College
• NW Arkansas Council
• Fayetteville Public Schools (and other local public school systems)
• Local chambers of commerce and other business organizations, if any others
• State of Arkansas
• Major corporate members of the community
2.6 Develop preliminary conclusions about the role in, and impact on, Fayetteville's vision and
future strategy that might derive from existing/ongoing plans of stakeholder organizations.
Revised / Final August 11, 2008
Page 2 of 9
•
EVA KLEIN
ASSOCIATESg
EKA
Task 3—Consultant Team Visit to Fayetteville
Objective: Prepare for and conduct a four-day consultant team visit to Fayetteville, as the main event of
Phase 1—to collect qualitative interview data and to facilitate a Workshop with stakeholders to
develop the Economic Development Strategy Framework.
Tasks:
3.A
Work with the Planning Leadership Committee to plan, organize, schedule, and prepare for
the visit, including detailed agenda, presentation materials, interview protocols, etc.
3.6 Conduct the 4 -day visit:
• Day 0: Team travel in to Fayetteville and final preparations
• Day 1—Morning: Conduct an Opening Workshop with a large invited audience that will
include our presentation on the Knowledge Economy and initial discussion of the rationale
for a new economic development strategy for Fayetteville (up to half-day)
• Day 1—Afternoon: Conduct interviews with individuals and groups who broadly represent
the stakeholders—both constituents in the community and the "actors" in Fayetteville's
economic development strategy
• Day 2—All Day: Continue interviews
• Day 3: Conduct a consultant team internal work session to organize and analyze the
findings of the interviews and to prepare for the Day 4 Closing Workshop
• Day 4: Facilitate a full-day (or nearly full-day) Closing Workshop (or "Summit" or other
title) with large group of participants to present the findings (as a preliminary SWOT) and
to lead discussion toward development of the Economic Development Strategy Framework
• Day 4: Travel out
Note: For budgeting, this is four days on site, including arrival on the prior day and travel
out on the fourth day. The number of interviews (individual and group) will be determined
based on available time of four consultants for part of Day 1 and all of Day 2 and
assuming that one consultant can do five (5) individual interviews per full day and two
consultants together can do four (4) group interviews per full day.
Task 4—Deliverable—Framework for Economic Development Strategy
Objective: Document the outcomes of the Day 4 Workshop (incorporating SWOT analysis) and prepare
the Economic Development Framework that will guide development of the Strategy / Plan in
Phase II.
Tasks:
4.A
Integrate and analyze all the data derived from Tasks 1 through 3 and prepare the draft of the
deliverable of Phase I, to include:
• The completed SWOT Analysis
• The Economic Development Strategy Framework (as derived in the Day 4 Closing
Workshop)
4.6. Review the draft of the final deliverable in a meeting with the Protect Leadership Committee
(Meeting to be attended by E. Klein only).
4.0 Produce the final deliverable.
Revised / Final August 11, 2008
Page 3 of 9
€/A KLEIN
ASSOCIATES
EKA
TEAM
The Phase I core team was selected for complementarity of their skills—as generalists in economic
development but also with some specific areas of special expertise, as follows:
• Eva Klein—University-Centered Economic Development Strategies
• Diane Lupke—Community-Based and Regional Economic Development Strategies
• Anita B. Morrison—Economic and Development Market Analyses and Urban / Regional Strategy
Development
• Dr. Kathryn Baker Smith—Community College and Technical Education and Workforce Development
All four consultants will participate in the visit and development of the analyses and the deliverable.
DELIVERABLES
Interim Work Products
Interim work products will include:
• Bibliography of Data, Documents, Plans, and Reports
■ Interview Plan (Interviewee Selection, Interview Protocols)
• Detailed Schedule / Agendas
■ Presentation Materials for Opening Workshop (Day 1)
• Presentation Materials for Closing Workshop (Day 4)
Final Deliverables
The Phase I deliverable will be:
• Economic Development Strategy Framework (including SWOT Analysis)—review draft
■ Economic Development Strategy Framework (including SWOT Analysis)—final
The most important deliverable, of course, is not a written deliverable. It is achievement of much -enhanced
enthusiasm among key constituencies for the work of developing an Economic Development Strategy /
Plan, as Phase II.
BUSINESS TERMS
Form of Contract
Given the inevitable difficulties of predicting the outcomes of a strategic planning process with multiple
constituencies, in which achieving consensus is perhaps more important than writing a document, we
recommend a "time and materials" contract, based on this initial scope, budget assumptions, and cost
estimate, with a not -to -exceed amount established initially. Then, if/as the situation warrants, changes to
scope—either additions or reductions of team members or tasks or days on site, with associated changes in
costs, can be executed as amendments to the agreement by mutual agreement of the parties.
Revised / Final August 11, 2008
Page of
EVA KLEIN
ASSOCIATES
EEA
Schedule
Assuming authorization to proceed by August 29, 2008, the Phase I schedule would be as follows:
Fayetteville Economic Development Strategy
Phase I --Framework for Economic Development Strategy
Schedule Overview
Aug -08
Sep -08
Oct -0B
Nov -08
Dec -08
ag1.KA1R
Month 1
Month 2
Month 3
Month 4
Month 5
0
Scope Refinements; Conrad Development (City and
UATDF; with EKA); Authorization to Proceed
WA
IalReview
of Statistical Data/Reports--Demographic,
Economic, Industry, Education, Workforce
2
Review of Ealing Plans and Strategies—Local 8
Regional Organizations
.
3A
Planning 8 Preporotion for Four -Day Team Visit to
Fayetteville
..
33
Four -Day Team Visit to Fayettevilleel
4A
Prepare Deliverable: Economic Development
Framework (induding SWOT Analysis)—Review Draft
1[4.11
4.B
with Project Committee to Review/Discuss Draft
of Deliverable
tMeeting
4.0
Prepare Final Deliverable
MI
A= Interim or Final Deliverable • = Meeting E nl
Note: This schedule assumes a contrail in place and authorization for EKA
needed for Tasks 1 and 2 and 3.A (visit preparation). Target for completion
to proceed by August
would be early December,
29, 2008. A full 6 to 8 weeks is
depending upon when th
Professional Fees
Based on the foregoing scope, tasks, and assumptions, fees are estimated in the following table.
Revised / Final August 11, 2008
Page of
EVA KLEIN
ASSOCIATESP,
EKA
Fayetteville
Phase I—Framework
Estimate of
Hours
Economic
for Economic
and Fees—August
Development
Strategy
Development Strategy
11, 2008
Task #
Task
Assumptions/Comments
Est.
Hrs
$Est
Fees
Task 1
Statistical Data and
Reports—
Demographic,
Economic, Industry,
Education, Workforce
Collect, organize, and analyze data from existing sources; no
original primary data collection is assumed. Planning
Leadership Committee will assist in data collection.
106
$21,816
Task 2
Review of
Plans and
Existing
Strategies
Planning
documents.
Leadership Committee will
assist in collection
of
44
$10,030
Task 3
Team Visit
(Opening Workshop;
Stakeholder
Interviews; Consultant
Work Session; and
Closing Workshop)
Includes
■
•
•
■
•
•
4 days
Conduct
the Knowledge
half-day•
Total of
mix of individual
developed
One day
findings
Person -days)
Closing
consultants)
Related
Travel in
on site for four (4)
an initial workshop, including
Economy and ED
4 consultants)
six (6) person -days of
and group interviews
with the Project Leadership
of consultant work on-site;
and prepare material
Workshop (full-day or
preparation time
is on prior day; travel
consultants
strategy
consultant
for the
nearly
_
out is
a
time
(details
Committee)
develop
Closing
hill
on the
to:
presentation
planning
day
applied
to
interview
Workshop
x 4
fourth
on
(up to
to
be
(4
day
259
$60,307
t
Task 4
Economic
Development Strategy
Framework (including
SWOT Analysis)
Integration of
Tasks 1 through
Workshop, with
Development
designed to provide
strategic planning.
Committee (to
the
StrategyFramework"
quantitative
3, and
consltant
the
Scope
review the
and
the outcomes
team
planning
includes
draft)
qualitative information from
of Task 4 Closing
input, as the "Economic
deliverable. This will be
"agenda" for Phase II ED
a Review Meeting with the
for 1 consultant (1 person -day).
191
$47,957
Summary/Totals
600
$140,110
Summary / Totals (Rounded)
600
$140,000
Protect Monagement and Interim Communications now is allocated
to the four main tasks.
Expenses
Travel
Travel is estimated for the following number of person -trips:
Task 3.B Visit
4 (Klein, Lupke, Morrison, Smith)
Task 4.B Review Meeting 1 (Klein)
All travel -related expenses will be billed as actually incurred, without mark-up. Air fares will be booked at
the lowest fare available at the time of booking for a reasonable itinerary on the required dates. We would
be happy to achieve government or university rates at area hotels if the City or University can arrange this.
Revised / Final August 11, 2008
Page 6 of 9
EVA KLEIN
ASSOCIATESE
EKA
Administrative Expenses
Administrative expenses should be modest, unless we produce many copies of materials for distribution,
which can be estimated based on typical copy and document production charges that are the same as
FEDEX-Kinko's. Any major duplicating/printing undertaken will be additional expense and agreed upon in
advance.
Expense Estimate Summary
Travel $ 8,000
Travel—Contingency $ 1,000
Administrative $ 1,000
Total Estimated Expenses $10,000
With estimated expenses included, the total estimated budget is $150,000.
Invoices and Payments
EKA will invoice monthly for fees and expenses incurred in the month lust ended. Invoices will include:
• Total hours incurred
• Total professional fees
■ Expenses for travel (with Travel Expense Reports and receipts, if desired)
■ Administrative expenses (e.g. LD telephone, fax, printing/duplication—color copies, overnight
deliveries, etc., without back-up).
Payment is due 30 days from the invoice date (net 30). Payments may be made via check or electronic
funds transfer. Penalties and interest may be applied for payments received later than 30 days.
Confidentiality and Proprietary Materials
All materials provided by client participants to EKA will be treated with suitable confidentiality by EKA, its
employees and subcontractors.
Work products created in this study will be owned by the University of Arkansas Technology Development
Foundation or the City of Fayetteville. EKA and/or its subcontractors will retain ownership of any
proprietary data, methods, or materials which it may use in the course of producing work for Fayetteville.
Revised / Final August 11, 2008
Page 7 of 9
E/A KLEIN
ASSOCIATESe
EKA
EXHIBIT 1 NOTES ON STAKEHOLDER INTERVIEWS
Interview Scheduling Assumptions
Interviews are incredibly important to any strategic process, especially one that requires achievement of
broad participation and buy -in. But they also are extremely time-consuming and thus expensive, including:
■ Preparation: Organization, selection of interviewees, scheduling; preparation of interview protocols
■ Interviews: Days on site to conduct the interviews
• Analysis: Conversion of voluminous notes into distilled findings.
The following is provided for the Planning Leadership Committee's consideration of time and costs:
1. All four consultants will conduct interviews for approximately 1.5 days each (about 6 person -
days). The actual schedule will be developed based on scheduling of the Workshops.
2. All the following assumes that interviewers stay stationary in assigned conference rooms and
do NOT have to travel between interviews, which wastes time.
3. Based on a full day, one consultant con do five (5) individual interviews per day, scheduled as
1.25 hours each, with short amounts of time in between. Very small groups (e.g. 2 or 3
interviewees) can be handled the same way, although it.might be better to organize the
schedule for at least 1.5 hours if more than one individual. A typical schedule of interviews for
one consultant for a full day would be:
Individuals Very Small Groups f2 or 31
8:30 - 9:45am 8:30 - 10:OOom
10:00 -, 11:15am 10:15 - 11:45am
11:30-12:45pm 11:45 - 1:O0pm (Break/Lunch)
12:45-2:OOpm (Break/Lunch) 1:00 - 2.30pm
2:00-3:15pm . 2:45-4:15pm
3:30-4:45pm 4:30 - 5:45pm
Group interviews typically must be scheduled for two hours, with half an hour between. They
require two interviewers and they take longer because so many more people have to express
answers/views. Two interviewers can comfortably do three groups per full day, or four groups,
if the schedule is pushed. Groups of 8-10 are ideal. Somewhat smaller or larger is workable.
A typical schedule for group interviews for two consultants for a full day would be:
8:00 - 10:OOam
10:30 - 12:30pm
12:30 - 1:45pm (Break/Lunch)
1:45 - 3:45pm (or 2:00 - 4:OOpm)
4:15 - 6:15pm (or break up for individual interviews, e.g. 4:00 — 5:15pm)
Since half of Day 1 will be for the Opening Workshop; half of Day 1 and all of Day 2 will be
available for interviews. The 1.5 days (x 4 consultants) will require a plan to maximize and
optimize the available interview time. •
Revised / Final August 11, 2008
Page 8 of 9
EYA KLEIN
ASSOCIATES
FKA
Interviewees
The following lists provide a base of potential interviews from which the Planning Leadership Committee
and the consultants will develop the actual schedule of interviews. Not all will be included.
Individuals
1. Mayor Coody
2. Alderwoman Thiel
3. Alderwoman Gray
4. Alderman Cook
5. Alderwoman Allen
6. Alderman Ferrell
7. Alderman Rhoads
8. Alderman Jordan
9. Alderwoman Lucas
10. City Budget Director
11. UofA Chancellor
12. FPS Superintendent
13. Mayor McCaslin
14. Mayor Womack
15. Mayor VanHoose
16. Rogers -Lowell Chamber President
17. Bentonville -Bella Vista Chamber President
18. Springdale Chamber President
19. Steve Rust, Fayetteville, EDC
20. Dan Sanker, CaseStack and Green Valley
Initiative
21. Owner/Editor of most influential media in the
region
Groups
1. Community Activists
2. FEDC
3. Chamber Board
4. Bankers Association
5. Developers
6. Fayetteville Council of Neighborhoods
7. Industrial Users Group (Tyson, P&G, Superior)
8. Wal-Mart Vendors
9. Utility Execs
10. Sustainability Leaders (UofA, Wal-Mart, City)
11. Senior City Staff
12. Chamber Young Professionals
13. UofA Professors
14. Public School Educators
15. UA Technology Development Foundation
16. NW Arkansas Council
17. Quorum Court Members
18. Journalists / Members of print and electronic
media/press
19. Neighborhood/retail revitalization groups or
CDCs
Revised / Final August 11, 2008
Page 9 of 9
E/A KLEIN
ASSOC{ATES?
8.20.08 Clarice Pearman - Res. 162-08 Page 1
From: Clarice Pearman
To: Dumas, Gary
Date: 8.20.08 3:38 PM
Subject: Res. 162-08
Attachments: 162-08 UofA Technology Dvlpmnt Foundation-Itr agrmt.pdf
Gary:
Attached is a copy of the resolution passed by City Council, August 19, 2008. I asked Lana to get the mayor's signature as
soon as possible to expedite this as you asked. This will confirm that I have given you two signed agreements by the
mayor. Please be sure that the University retums one signed agreement to the City Clerk's office to attached to the
resolution. Have a good day.
Thanks.
Clarice
(8.21.08 Clarice Pearman - Res. 162-08
From:
To:
Date:
Subject:
Attachments.
Pettit
Clarice Pearman
Dumas, Gary
8.21.08 4:10 PM
Res. 162-08
162-08 UofA Technology Dvlpmnt Foundation-Itr agrmt.pdf
CC: Audit
Gary:
Attached is a copy of the above resolution passed by City Council. This will confirm that I received the letter agreement
signed by the University of Arkansas representative. I appreciate your help. Please let me know if there is anything else
needed for this item. Have a good day.
Thanks.
Clarice