HomeMy WebLinkAbout134-16 RESOLUTION113 West Mountain
Street Fayetteville,
AR 72701
(479) 575-8323
Resolution: 134-16
File Number: 2016-0298
ECONOMIC DEVELOPMENT CONTRACT FOR SERVICES - EXTENSION:
A RESOLUTION TO APPROVE AN EXTENSION TO THE CONTRACT WITH THE FAYETTEVILLE
CHAMBER OF COMMERCE FOR ECONOMIC DEVELOPMENT CONSULTING SERVICES FOR UP
TO THREE (3) MONTHS IN AN AMOUNT NOT TO EXCEED $41,250.00, AND TO APPROVE A
BUDGET ADJUSTMENT.
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 approves an extension to the
contract with the Fayetteville Chamber of Commerce for economic development consulting services for
up to three (3) months in an amount not to exceed $41,250.00.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget
adjustment, a copy of which is attached to this Resolution. oillir
PASSED and APPROVED on 7/5/2016
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Sondra E. Smith, City Clerk
Treasurer
Page I Printed on 716116
City of Fayetteville, Arkansas 113 West Mountain Street
_ - Fayetteville, AR 72701
(479)575-8323
- Text File
File Number: 2016-0298
Agenda Date: 7/5/2016 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: A. 8
ECONOMIC DEVELOPMENT CONTRACT FOR SERVICES - EXTENSION:
A RESOLUTION TO APPROVE AN EXTENSION TO THE CONTRACT WITH THE
FAYETTEVILLE CHAMBER OF COMMERCE FOR ECONOMIC DEVELOPMENT
CONSULTING SERVICES FOR UP TO THREE (3) MONTHS IN AN AMOUNT NOT TO EXCEED
$41,250.00, AND TO APPROVE A BUDGET ADJUSTMENT
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 approves an extension to
the contract with the Fayetteville Chamber of Commerce for economic development consulting services
for up to three (3) months in an amount not to exceed $41,250.00.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget
adjustment, a copy of which is attached to this Resolution.
City of Fayetteville, Arkansas Page 1 Printed on 7/6/2016
City of Fayetteville Staff Review Form
2016-0298
Legistar File ID
7/5/2016
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Jeremy Pate 6/15/2016
Submitted By Submitted Date
Action Recommendation:
Development Services /
Development Services Department
Division / Department
A resolution to approve a contract extension with the Fayetteville Chamber of Commerce for Economic
Development Services on a month to month basis, to allow for new Request for Proposals to be advertised,
contractors selected, and new contracts negotiated for City Council approval, and approving a budget adjustment
Budget Impact:
1010.6600.5315.00
Account Number
59027-901
Project Number
General Fund
Fund
Contract Services
Project Title
Budgeted Item? No
Current Budget
$
_
Funds Obligated
$
Current Balance
Does item have a cost? Yes
Item Cost
$
41,250.00
Budget Adjustment Attached? Yes
Budget Adjustment
$
41,250.00
Remaining Budget
TMm
V20140710
Previous Ordinance or Resolution # S620.75-16
Original Contract Number:
Comments:
Approval Date:
CITY OF
V e
ARKANSAS
MEETING OF JULY 05, 2016
TO: Mayor Lioneld Jordan
Fayetteville City Council
THRU: Don Marr, Chief of Staff
CITY COUNCIL AGENDA MEMO
FROM: Jeremy Pate, Development Services Director
DATE: June 16, 2016
SUBJECT: Economic Development Contract for Services - Extension
RECOMMENDATION:
Staff recommends a month to month contract extension with the Fayetteville Chamber of
Commerce for economic development consulting services, in order for the City to advertise the
Request for Proposals (RFP), consider responses, select a contractor and negotiate a contract
for City Council consideration, as recommended by the adopted Strategic Plan.
BACKGROUND:
The Fayetteville Chamber of Commerce was selected by the City Council through a competitive
bidding process in 2009 to perform economic development consulting services. The City has
extended that contract on several occasions since 2009, with the same tasks and deliverables. In
May, the Council unanimously adopted Fayetteville First, the City's newly updated Economic
Development Strategic Plan. Fayetteville First gives policy direction for the City to achieve its
stated goals, along with an implementation plan as a roadmap. Following the adoption of the
Strategic Plan, city staff met with Boyette to review the Implementation Plan, which is a fluid,
dynamic document adding more tangible timeframes and action items to be accomplished over
the next five years. It was determined at that time that establishing the economic delivery service
model should be one of our first steps, among others such as the recent Fayetteville school
performance presentation at agenda session, a developer input session to better communicate
code expectations and hear about possible improvements, and more targeted outreach to the
Arkansas Research and Technology Park (ARTP) and University, both of which placed a
presentation of Fayetteville First on their board meeting agendas to understand more about where
the City is headed.
DISCUSSION:
During the month of June, city staff has been researching benchmark city RFPs, and is preparing
two separate proposals, as recommended by Fayetteville First. The first is Business Recruitment
and Business Retention & Expansion Services, and the second is Entrepreneurial/Startup
Services. Each is unique in its focus, and the responsibilities for these functions need to be clearly
defined, along with performance metrics to measure the effectiveness of delivery of each role. In
addition, staff has begun researching job descriptions and functions for one new position to be
requested in the 2017 budget that would coordinate all services at the city level, giving specific
Mailing Address:
113 W. Mountain Street www.fayetteville-ai.gov
Fayetteville, AR 72701
attention to communication and management of the contracts and entrepreneurship/innovation in
particular.
Because of the time it takes to conduct this research, advertise the RFPs with enough time to
carefully consider proposals, negotiate a contract with the selected contractor, and bring that
contract to the Council for consideration, there will be a gap in our current services if a contract
extension is not approved. Certain items within the current contract do not reflect performance
measures or metrics that the City wants to continue tracking under the Fayetteville First plan,
while with others it is important to maintain continuity. Staff is recommending that a change in the
Appendix A be approved, outlining new focus areas that are recommended by Fayetteville First,
in order to get a jump start on the research and questions in these areas while the RFP process
unfolds. In this way, we are not paying for services we do not plan to continue in the future, but
rather beginning the shift in way of thinking and focus areas identified in our strategic plan.
Frankly, city staff should have advised the Mayor and Council to approve a longer extension three
months ago, when we understood the schedule for adoption of the Strategic Plan would push us
longer than anticipated. We did not adequately budget enough time to go through the RFP
process, particularly with a wholly new entrepreneurial/innovation focus. At this time, we hope to
advertise the RFPs in July for a period of six weeks, meet to consider and recommend a
contractor, and negotiate a contract for consideration by the City Council in September.
BUDGET/STAFF IMPACT:
Under the same payment terms as the current contract but with a modified scope of work and
deliverables, an extension for up to a three-month period has a $41,250 budget impact, should
services be provided for all three months. Should the City be ready to end the contract before
that time, there is a 15 -day notification period that allows the City or Chamber to terminate the
contract. Staff proposes a budget adjustment in this amount to be taken from the use of Fund
Balance.
Attachments:
Proposed Contract and Attachments
Budget Adjustment
CONTRACT FOR
ECONOMIC DEVELOPMENT CONSULTING SERVICES
BETWEEN
THE CITY OF FAYETTEVILLE, ARKANSAS
AND
THE FAYETTEVILLE CHAMBER OF COMMERCE
WHEREAS, the City of Fayetteville, Arkansas wishes to contract for Economic Development
Consulting Services, and;
WHEREAS, the Fayetteville, Arkansas Chamber of Commerce wishes to provide Economic
Development Consulting Services to the City of Fayetteville, Arkansas, and;
WHEREAS, the Fayetteville, Arkansas Chamber of Commerce was initially selected to perform
Economic Development Consulting Services for the City of Fayetteville utilizing the competitive
Request for Proposal selection process in 2009 (via REP 09-14, Economic Development
Consulting Services), and;
WHEREAS, the City Council of Fayetteville, Arkansas has waived competitive bidding and
approved a contract for Economic Development Consulting Services with the Fayetteville,
Arkansas Chamber of Commerce, and;
WHEREAS, the City of Fayetteville, Arkansas wishes to extend a revised contract for consulting
services on a month to month basis for a period of up to three (3) months while preparing,
advertising and selecting a contractor through a new Request for Proposal selection process.
NOW THEREFORE:
In consideration of the mutual promises contained in this Agreement and other good and
valuable consideration,
Agreement is made this day of JUl\, 2016 by and between the City of
Fayetteville, Arkansas located at 113 W. Moun ain, Fayetteville, Arkansas 72701 and the
Fayetteville, Arkansas Chamber of Commerce located at 21 West Mountain Street, Suite
300, Fayetteville, Arkansas 72701. Term: This Agreement shall be on a month -to -
month basis, for a term of up to three (3) months ending September 30, 2016. This
contract may be canceled by either party with fifteen days written notice.
2. Renewals: This agreement may only be renewed by approval of the City Council and
with mutual agreement of the Chamber of Commerce.
Economic Development Consulting Services Contract
Page 1 of 4
3. Attachments: The Contract documents which comprise the contract between the City
of Fayetteville and the Fayetteville Chamber of Commerce consist of this Contract and
the following documents attached hereto, and made a part hereof:
a.) Exhibit A - Schedule Detail for Deliverables and Performance Measures
* The City of Fayetteville shall coordinate with the Fayetteville Chamber of Commerce for
modifications to this schedule. Any modifications shall be agreed upon by both the City and
Fayetteville Chamber of Commerce; however, any changes affecting price shall have prior
approval by the Fayetteville City Council. In the event Exhibit A is revised and price is not
modified, such revised document shall be provided to the City Council at the next regularly
scheduled quarterly update.
4. Services to be Provided: During the terms of this Agreement, the
Fayetteville Chamber of Commerce shall:
• Serve as the first point of contact for economic development services as the City's
contractor and maintain good relations with the Arkansas Economic Development
Commission and other economic development partners locally, nationally and
internationally;
* Maintain clear and open communication with the City on all economic development
services and activities provided under the scope of this contract; and clearly
articulate when communicating on behalf of the Chamber of Commerce versus City -
contracted initiatives (i.e. expanded broadband), to create clear accountability
• Provide all deliverables and performance measures outlined in the attached Exhibit
A
5. Fees and Expenses: The City of Fayetteville agrees the consulting fee shall be paid
upon invoice as follows:
Consultation Services shall be invoiced for each month in the amount of $13,750 per
month. Total fees for consultation services shall not exceed $41,250, from the date of
contract. The Fayetteville Chamber of Commerce shall track, log and report hours and
expenses directly related to this Agreement along with invoice for payment for each
month. Invoices shall be itemized.
6, Notices: Any notice required to be given under this Agreement to either party to the
other shall be sufficient if addressed and mailed, certified mail, postage paid, delivery,
fax (receipt confirmed), or overnight courier.
7. Applicable Law: This Agreement shall be governed by and construed in accord with the
laws of the State of Arkansas.
8. Entire Agreement: This Agreement sets forth the entire agreement and
understanding between the parties on the subject matter of this Agreement. Neither
party shall be bound by any conditions, definitions, representations or warranties with
Economic Development Consulting Services Contract
Page 2 of 4
respect to the subject matter of this Agreement other than those as expressly provided
herein.
9. Amendments and Waivers: Changes, modifications, or amendments in scope, price or
fees to this contract shall not be allowed without a prior formal contract amendment
approved by the Mayor and the City Council in advance of the change in scope, cost or
fees. No modification of this Agreement shall be binding unless made in writing and
executed by both parties. No waiver by either party or any breach or obligation of the
other party under this Agreement shall constitute a waiver of any other prior or
subsequent breach or obligation.
10. Performance Measures: The Fayetteville Chamber of Commerce shall provide the
deliverables as outlined in the attached Exhibit A. Performance measures are included
for each item and will be used to evaluate the work performed throughout the entire
term of the contract. Performance measures have been modified from the previously
executed contract to exclude certain deliverables no longer desired, and to include new
deliverables and performance measures identified in the adopted Fayetteville First
Economic Development Strategic Plan.
11. Contract Administration
The Mayor or his/her Designated Representative shall be the Contract Administrator for this
contract. The Fayetteville Chamber of Commerce President and CEO or his/her Designated
Representative shall be the primary contact for all matters pertaining to this contract. While it is
understood that many facts pertaining to projects must be held in the strictest confidence, the
Fayetteville Chamber of Commerce President and CEO will insure that the Mayor is kept abreast
of details and progress made pertaining to Economic Development prospects considering
development in Fayetteville to the greatest extent possible.
12. Freedom of Information Act
City contracts and documents prepared while performing city contractual work are subject to
the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented
to the City of Fayetteville, the Fayetteville Chamber of Commerce will do everything possible to
provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom
of Information Act (A.C.A. §25-19-101 et. seq.). Only legally authorized photocopying costs
pursuant to the FOIA may be assessed for this compliance.
Economic Development Consulting Services Contract
Page 3 of 4
IN WITNESS WHEREOF, the parties have executed this Agreement.
Fayetteville Chamber of Commerce
By
J.�,7q/en Clark; President and CEO
T
8
Date: t ."!
Date: 2.I ) (P rid
h*etteville, s
YDate2/7_
s
Attest:
Date:
Sondra E. Smith, City Clerk/Treasurer
Economic Development Consulting Services Contract
Page4 of 4
Exhibit "A"
Contract for Economic Development Services
Schedule of Deliverables and Performance Measures
1. Business Attraction
a. Promote Fayetteville to Site Selection Consultants
b. Maintain the three primary items on the economic development webpage
(News, Employment Opportunities and Training Opportunities) linked under the
City's new Economic Development website structure until the City
Communications and Marketing team is ready to transfer to a city -led initiative
c. Manage business and industry relationships and wherever possible and in line
with the City's stated target sectors or focus areas, partner with the AEDC and
relevant partners
d. Be the point -of -contact for economic development purposes, with clear
communication to the City of all viable initiatives or projects needing attention
e. Develop, assist and support home grown businesses
f. Support and assist new businesses coming to Fayetteville
g. Continue tracking employee headcount attributed to all new businesses
h. Respond to inquiries related to property or space needs for targeted business
sectors identified in the Fayetteville First Strategic Plan.
i. Work on attracting/creating jobs with a focus on jobs with living wages
j. Support and assist development of the NWA region for economic development
purposes
2. Business Retention and Expansion
a. Continue tracking retention rates for existing businesses and existing employee
headcount.
b. Provide technical assistance or referrals to existing businesses to assist them to
retain jobs and/or expand operations.
c. Facilitate, support or advertise appropriate seminars and training to Fayetteville
and NWA
d. Robust Business Retention and Expansion Program: Draft a BR&E program
outline identifying proposals for the following:
i. Goals for the number of businesses to visited each year
ii. Types of questions to ask during each visit
iii. Process for addressing any identified business needs or challenges
following the visit
iv. Use of an easily shared project management data tool to track visits and
employer input, with a summary of how any business needs or challenges
were addressed following each visit
v. Summary report template of the BRE&E accomplishments on a
quarterly/annual basis, including the information listed above, as well as
the number of new expansion projects, jobs created or saved, average
wages and investment related to the program
vi. Compile a separate list of Legacy Manufacturers, along with a focused
BR&E program designed more specifically to their needs, including probing
for concerns related to facility expansion, new equipment investment,
workforce attraction and training, and infrastructure
vii. Research and compile a list of Fayetteville's regional headquarters in the
corporate and other sectors, startups that consider Fayetteville their
"home -base," and contacts/location information for corporate
headquarters or other locations that Fayetteville -based companies have.
3. Entrepreneurship and Innovation
a. Provide technical assistance or referrals to perspective entrepreneurs
b. Develop or recommend training and education opportunities to startup
businesses
c. Create innovative spaces and programs to support entrepreneurs: Continue
efforts to establish the NWA Innovation Hub enabling innovators and
entrepreneurs to "make things," along with the creation of a robotics training
center in downtown
4. Arts & Culture
a. Support existing programs: Encourage public and private art installations. Pursue
opportunities to engage the business community and legacy manufacturers to
become involved in visual art installations and spaces for exhibition. Expand the
Chamber's Celebrate Arts program to identify locations and begin cultivating
interest in a program to procure art installation viewable to the public, working
with the Fayetteville Arts Council and/or City staff.
5. Education! Workforce
a. Ensure Workforce and Training needs are met
• Prepare a summary report related to a review of current workforce
analysis studies done for the region to gain an understanding of the
workforce availability related to the occupations required of the targeted
business sectors, potentially working with the NWA Council on this
initiative
• Provide a listing of degree programs, enrollment and graduates of higher
education institutions in the region that may serve Fayetteville, relative to
the targeted business sectors
• Maintain existing training/trade program offerings
Work with existing employers to develop existing workforce
6. Lifestyle Quality
a. Explore other redevelopment opportunities
• Continue investigating opportunities and engaging with property owners
along Hwy 71b/College Avenue as a priority for redevelopment as a
walkable destination.
b. Seek development of hotel/conference center
• Provide a needs analysis for a hotel/conference center, including size,
potential location factors, potential developers, and creative funding
options. To be closely coordinated with Mayor and his assigned staff.
Reports and Presentations
a. The Fayetteville Chamber shall provide written reports and prepare a brief
presentation to the Mayor and City Council on a quarterly basis. Reports and
presentations should outline the tasks accomplished and include statistics for
each performance measure outlined herein.
A schedule for completion of outlined performance measures and a monthly
status report shall be submitted for each month of the contract.
Communications from the Chamber of Commerce related to economic
development initiatives within the scope of the contract, major decisions and/or
development matters, and public facing activities should be coordinated with the
Mayor's office or his assigned staff.
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year Division: Development Services Adjustment Number
201 6 Dept.: Development Services
Requestor: Jeremy Pate
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
$41,250 is requested in the Economic Development Services account. These funds will be used on a month to month
basis for a maximum three-month contract renewal with the Fayetteville Chamber of Commerce. The funds are being
taken from the Use of Fund Balance.
RESOLUTION/ORDINANCE
COUNCIL DATE:
LEGISTAR FILE ID#:
7/5/2016
2016-0298
3aurT w FO
6/20/2016 3:35 PM
Budget Director
TYPE:
DESCRIPTION:
GLDATE:
POSTED:
Date
TOTAL 41,250 41,250 v.20160125
Increase / (Decrease) Proiect.Sub#
Account Number Expense Revenue Project Sub AT Account Name
1010.6600.5315.00 41,250 - 59027 901 EX Contract Services
1010.0001.4999.99 - 41,250 RE Use of Fund Balance
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