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HomeMy WebLinkAbout258-17 RESOLUTIONT'AVF 1l, f HFkA�Si`� 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 258-17 File Number: 2017-0628 WALTON FAMILY FOUNDATION DESIGN EXCELLENCE PROGRAM GRANT: A RESOLUTION TO THANK THE WALTON FAMILY FOUNDATION, TO AUTHORIZE MAYOR JORDAN TO ACCEPT A DESIGN EXCELLENCE PROGRAM GRANT FROM THE WALTON FAMILY FOUNDATION IN THE AMOUNT OF $1,770,000.00 TO FUND THE DESIGN OF AN INTERACTIVE OUTDOOR CULTURAL ARTS CORRIDOR ALONG THE RAZORBACK REGIONAL GREENWAY, TO AUTHORIZE THE ISSUANCE OF A REQUEST FOR QUALIFICATIONS WITH THE CONDITION THAT ONLY FIRMS PRE -APPROVED BY THE WALTON FAMILY FOUNDATION MAY RESPOND, AND TO APPROVE A BUDGET ADJUSTMENT WHEREAS, the City of Fayetteville has been selected to receive a Walton Family Foundation Design Excellence Program grant to fund the design of the Fayetteville Arts Corridor; and WHEREAS, the City is committed to funding and implementing the final approved designs by 2021, likely through a combination of a voter approved infrastructure improvement bonds, Capital Improvement Plan sidewalk funds, dedicated trail funds, and philanthropic donations; and WHEREAS, a condition of the grant requires that the design be completed by one of the Architecture/Landscape Architecture firms that has been pre -approved by the Foundation as part of the Northwest Arkansas Design Excellence Program, which will necessitate adding this condition to the City's Request for Qualifications for this project. NOW, THEREFORE, 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 thanks the Walton Family Foundation, and authorizes Mayor Jordan to execute a Design Excellence Program Grant Agreement with the Walton Family Foundation in the amount of $1,770,000.00 to fund the design of an interactive outdoor cultural arts corridor along the Razorback Regional Greenway in downtown Fayetteville. Page 1 Printed on 1216117 Resolution: 258-17 Section 2: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Jordan to issue a Request for Qualifications with the condition that only firms that have been pre -approved by the Walton Family Foundation may respond. Section 3: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to this Resolution. PASSED and APPROVED on 12/5/2017 Attest: Sondra E. Smith, City Cleric Treasurer IwIlilt[t1f►/ �4 K',' I'7S' rri Ate• r �yETI. FVILLE Page 2 Printed on 1216117 City of Fayetteville Staff Review Form 2017-0628 Legistar File ID 12/5/2017 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Peter Nierengarten 11/17/2017 Sustainability & Resilience / Chief of Staff Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends approving a resolution accepting the Walton Family Foundation Design Excellence Program grant in the amount of 1.77 million dollars to fund the design of the Fayetteville Cultural Arts Corridor and approval of a budget adjustment. 2230.631.8006 Account Number 31708.1701 Project Number Budgeted Item? No Does item have a cost? No Budget Adjustment Attached? Yes Budget Impact: Special Grants Fund Cultural Arts Corridor Grant Project Title Current Budget Funds Obligated Current Balance Item Cost Budget Adjustment Remaining Budget $ 1,700,000.00 1,700,000.00 V20140710 Previous Ordinance or Resolution # Original Contract Number: Approval Date: Comments: Please note that the Walton Family Foundation grant letter is unsigned. Upon City Council acceptance of the grant, they will digitally sign the letter and provide that final copy to the City for the Mayor's signature. CITY OF FAYETTEVILLE ARKANSAS MEETING OF DECEMBER 5, 2017 TO: Mayor Lioneld Jordan Don Marr, Chief of Staff CC: Chris Brown, City Engineer Theodore Jack, Park Planning Superintendent FROM: Peter Nierengarten, Director of Sustainability DATE: November 17, 2017 CITY COUNCIL MEMO SUBJECT: Walton Family Foundation Design Excellence Program - Cultural Arts Corridor RECOMMENDATION: Staff recommends approving a resolution accepting the Walton Family Foundation Design Excellence Program grant in the amount of 1.77 million dollars to fund the design of the Fayetteville Cultural Arts Corridor and approval of a budget adjustment. BACKGROUND: The Walton Family Foundation Design Excellence Program provides financial support to governmental organizations, school districts and non -profits that intend to develop space for public purposes in Benton and Washington Counties. The program provides planning and design expertise by world-class architects and landscape architects for public projects that incorporate sustainability, infill and adaptive reuse, energy efficiency and multi -modal accessibility. The 2017 Design Excellence Program focuses on Parks and Green Spaces. Qualifying projects should: • Make a compelling case for how the project will increase public access and strengthen the surrounding neighborhood • Include a funding plan for the development of the project • Leverage the connected trail network • Demonstrate a commitment to sustainability • Embody an innovative spirit, encouraging visitors, citizens, etc. to engage with the space in new ways DISCUSSION: The City of Fayetteville submitted for consideration the design of an interactive outdoor Cultural Arts Corridor along the Razorback Regional Greenway in downtown Fayetteville. The corridor is anchored by the Fayetteville Public Library and Fay Jones natural area on the south, and the Walton Arts Center and Dickson Street Entertainment District on the north. The Razorback Regional Greenway is the connective element that links downtowns' cultural, educational and arts destinations to surrounding neighborhoods. The upcoming construction of the Fayetteville Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Public Library expansion and Theatre Squared, in addition to rapid development in areas surrounding the corridor, is expected to increase walking and bicycling along the Greenway. The City specifically requested design assistance to improve infrastructure and public spaces on 12 acres of city -owned property within the 50 -acre Cultural Arts Corridor. Design components could include festival space, public plazas, proximate parking, streetscape enhancements, trail improvements, natural spaces, outdoor classrooms, green infrastructure and streamside access. Specific design elements for the corridor will be determined through an open public engagement process. The Cultural Arts Corridor presents a once-in-a-lifetime opportunity to improve the existing Razorback Regional Greenway through access to natural and urban public spaces, cultural and educational attractions, the University of Arkansas, downtown square and the wider city and region. As a selected recipient of this grant the Walton Family Foundation has committed to fund 100% of the design of the public spaces and infrastructure improvements over a 24 -month timeline. As a condition of the grant, design of the project must be completed by one of the Architecture/Landscape Architecture firms that has been pre -approved as part of the Northwest Arkansas Design Excellence Program. This will necessitate adding this pre -approval requirement to the City's Request for Qualifications (RFQ) for design service for this project. BUDGET/STAFF IMPACT: By accepting this grant, the City of Fayetteville will commit to funding and implementing the final approved designs by 2021. The Walton Family Foundation grantee is aware that the primary funding source for construction is contingent upon a voter approved infrastructure improvement bond. While this is the primary source of funding for the project, staff has identified numerous supplementary funding sources that may also be utilized to help pay for portions of the construction of the design elements identified in the Cultural Arts Corridor. These may include; Capital Improvement Plan sidewalk funds, dedicated trail funds, grants and philanthropic donations. These supplementary funds do not have the capacity to support the full construction without a voter approved improvement bond. Attachments: Walton Family Foundation Design Excellence Program Grant Letter Walton Family Foundation Design Excellence Grant Application Cultural Arts Corridor Map Budget Adjustment DocuSign Envelope ID: FAF88289-048C-46C1-9F 3E11A531D314 WALTON FAMILY F O U N D A T 1 O N December 5, 2017 Lioneld Jordan Mayor City of Fayetteville 113 W. Mountain Street Fayetteville, AR 72701 RE: Grant #2017-1739 Dear Mayor Jordan, It is my pleasure to inform you that the Walton Family Foundation, Inc. ("Foundation") has approved a grant in the amount of $1,770,000.00 to the City of Fayetteville ("Grantee"). The project term will be December 1, 2017 to December 1, 2019. This grant is subject to the following terms and conditions: 1. Purpose: The purpose of the grant is for the design of a series of urban spaces creating the Cultural Arts Corridor (CAC) in downtown Fayetteville, Arkansas as part of the Design Excellence program. This grant is more fully described in Grantee's proposal dated October 4, 2017. Grantee agrees to use all grant funds exclusively for the grant's purposes. Any changes in these purposes must be authorized in advance by the Foundation in writing. 2. Amount: One Million, Seven Hundred Seventy Thousand Dollars ($1,770,000.00). Grant payments will be made as follows: Installment Amount Requirement #1 $875,000.00 Payable upon completion of signed grant agreement #2 $20,000.00 See Installment Two #3 $437,500.00 See Installment Three #4 $437,500.00 See Installment Four 3. Payable: Initial installment of $875,000.00 shall be initiated upon receipt of this completed letter from the Grantee acknowledging the terms and conditions set forth herein. Grantee should receive the initial installment electronically, within 14 days of completion of this document. Installment Two: Payment of up to $20,000 will be made upon receipt of documented travel expenses. Travel expenses should include travel for each firm that interviews during the design firm selection process. It can pay for a trip by Grantee to conduct a final interview and/or visit a relevant precedent site with the selected design firm before design development begins. Installment Three: Payment of $437,500 will be made upon receipt of schematic design including renderings and a preliminary cost estimate, compared to budget. In addition, Grantee P.O. Box 2030, Bentonville, AR 72712 I Tel: 479.464.1570 Fax: 479.464.1580 www.waltonfamilyfoundation.org DocuSign Envelope ID: FAF88289-048C-46C1-9f 1E11A531D314 shall give the Foundation written confirmation that the project is tracking with the anticipated construction budget or that additional funding will be committed to construct the project once design is complete. Installment Four: Final payment of up to $437,500 will be made upon receipt of design development drawings including renderings and a preliminary cost estimate, compared to budget. In addition, the Grantee shall give the Foundation written confirmation that the project scope remains consistent with the original intent and that the project is tracking with the anticipated construction budget or that additional funding will be committed to construct the project once design is complete. All terms must be met by no later than December 1, 2019 to be eligible for payment. 4. Accounting: (a) The Foundation encourages, whenever feasible, the deposit of grant funds in an interest-bearing account. For purposes of this letter, the term "grant funds" includes the grant and any income earned thereon. (b) Grantee will maintain records of receipts and expenditures made in connection with the grant funds and will keep these records during the period covered by the Grantee's reporting obligations specified in paragraph 5 and for at least four years thereafter ("Maintenance Period"). Grantee will make its books and records in connection with the grant funds available for inspection by the Foundation during normal business hours as the Foundation may request at any time during the Maintenance Period. 5. Reporting and Evaluation: Grantee will provide the Foundation with financial and narrative reports by the due dates listed in the report schedule below. Each report shall include an account of expenditures of grant funds, and a brief narrative of what was accomplished (including a description of progress made in fulfilling the purposes of the grant and a confirmation of Grantee's compliance with the terms of the grant). Report Date Report Type 5/1/2018 Interim Narrative 7/31/2018 Interim Financial and Narrative 12/15/2018 Interim Financial and Narrative 5/31/2019 Final Financial and Narrative Success will be measured against the outputs and outcomes described in Appendix A. All reports will be sent electronically to HomeRegion@wffmail.com. Please reference Grant #2017-1739 on all reports submitted. Grantee payments are always contingent upon the Foundation's approval of Grantee's operations based on the above reports and the Foundation's satisfaction with such information as it chooses to obtain from other sources. 6. Representations: Grantee represents and warrants to the Foundation that: DocuSign Envelope ID: FAF88289-048C-46C1-9: ;E11A531D314 (a) Grantee is an organization in good standing, is either an organization described in section 501(c) (3) of the Internal Revenue Code ("Code") or a governmental unit, and is not a "private foundation" described in section 509(a) of the Code. Grantee will promptly notify the Foundation of any change in Grantee's tax status under the Code. (b) In no event will Grantee use any grant funds: (i) to carry on propaganda, or otherwise to attempt, to influence legislation; (ii) to influence the outcome of any specific public election or to carry on, directly or indirectly, any voter registration drive; or (iii) to undertake any activity other than for a charitable, educational or other exempt purpose specified in section 170(c)(2)(B) of the Code. (c) Grantee will comply with all applicable laws and regulations. 7. Repayment: Grantee agrees to repay to the Foundation any portion of the grant funds not used for the grant's purposes. In addition, the Foundation may discontinue any further payments to Grantee, and may direct Grantee to repay any unexpended grant funds to the Foundation, if any of the following events occurs: above; (a) Grantee ceases to maintain its tax-exempt status as described in paragraph 6(a) (b) Grantee fails to comply with the terms of this letter; or (c) There is a material change in Grantee's key personnel that in the sole opinion of the Foundation adversely affects Grantee's management of the grant. 8. Release and Indemnity: Unless prohibited by law, Grantee shall release, indemnify, defend and hold harmless the Foundation and its directors, officers, employees and agents from and against any and all claims, actions, suits, demands, damages, losses, expenses and liabilities, arising out of or related in any way to the actions or omissions of Grantee (or its directors, officers, employees, agents or contractors) in connection with the Grant and the project funded by the Grant, except to the extent caused by the Foundation's (or its directors', officers', employees' or agents') negligent actions or omissions. Grantee further agrees to carry insurance in such forms and amounts as are commercially reasonable and appropriate to cover Grantee's operations and to enable Grantee to indemnify and defend the Foundation as provided hereunder. 9. Grant Publicity: Grant publicity related to this grant consistent with Grantee's normal practice is permitted, subject to the following provisions. The Foundation expects any announcements and other publicity to focus on Grantee's work and the project or issue funded by the grant. Recognition of the Foundation's role in funding the project is permitted, provided that the timing, content and strategic focus of such publicity should be approved by the Foundation contact listed in paragraph 11. Publicizing the grant and the Foundation in Grantee's publications and communications in a manner consistent with similar grants obtained by Grantee is permitted. DocuSign Envelope ID: FAF88289-048C-46C1-9: E11A531D314 The Foundation may ask Grantee to provide illustrations, photographs, videos, recordings, information or other materials related to the grant (collectively "Grant Work Product") for use in Foundation communications including the Foundation's website, annual report, newsletters, board materials, presentations, communications and other publications. Grantee agrees to provide the Foundation with such items upon the Foundation's reasonable request and hereby grants to the Foundation and anyone acting under the authority of the Foundation a fully paid- up, world-wide, right and license to use, reproduce, display and distribute the Grant Work Product in connection with the Foundation's charitable operations and activities. In connection therewith, Grantee shall be responsible for obtaining all necessary rights and permissions from third parties for the Foundation to use the Grant Work Product for these purposes. By signing this Agreement, Grantee also acknowledges and agrees to use by the Foundation of historical, programmatic and other information relating to Grantee and the grant hereunder. 10. Gratuities: The Foundation desires that all of Grantee's resources be dedicated to accomplishing its philanthropic purposes. Therefore, Grantee agrees that it will not furnish the Foundation or its Board of Directors, officers, staff or affiliates with any type of benefit related to this grant including tickets, tables, memberships, commemorative items, recognition items, or any other benefit or gratuity of any kind. 11. Contact: For all communications regarding this grant, please contact the Foundation by email at HomeRegion@wffmail.com. Please reference Grant #2017-1739 in your communication. We have enclosed the grant letter. By electronically signing this item the Grantee acknowledges and agrees to the terms and conditions herein. A copy of the completed document will be emailed to the Grantee through DocuSign. If the electronic signing of this item is not completed by December 8, 2017, the Foundation will consider the Grantee to have declined the grant. On behalf of the Foundation, I extend every good wish for the success of your organization's endeavors. Sincerely, DocuSigned by: E vc,d'� Kyle6�49FF�e erson Executive Director ACKNOWLEDGED AND AGREED DocuSigned by: 6U'�'l'" FU12/6/2017 1 9:31:25 AM CST By: — Lioneld Jordan (Date) City of Fayetteville DocuSign Envelope ID: FAF88289-048C-46C1-9: E11A531D314 Appendix A: City of Fayetteville Citv nf Favetteville Cultural Arts Corridor + +Outputs And Outcomes By Measured or evaluated Who will do what and how much? when? by? Outputs The City will work with the Fayetteville Public Library to ensure that the FPL expansion project currently in design has trail connectivity integrated into the 12/31/17 Program records design that coordinates with the Cultural Arts Corridor programming needs. The City of Fayetteville will interview a minimum of three candidates in person Correspondence describing from the design firms recommended by the Design Excellence Selection 2/28/18 selection criteria and final Committee and a select a design team for the project. decision The City of Fayetteville will enter into a contract with the selected design firm to produce design drawings for the overall Cultural Arts Corridor and specifically 4/6/18 Executed contract for the Fay Jones Parkland, the West Avenue and Dickson Street Plaza and the CAC Street and Trails improvements. The design firm will create a detailed design schedule, with delivery dates for schematic design, design development and construction drawings. Updated Copy of design schedule plans and cost estimates will be submitted to WFF at each of the milestones, 4/15/18 and milestone updates with recommendations from the design firm and grantee on how to proceed compared to capital construction budget estimates. The selected design firm will complete a schematic design including renderings 7/31/18 Copy of plans, renderings and a preliminary cost estimate for the CAC. and cost estimates The design firm will complete a full set of construction plans, specifications, Copy of final plans and updated construction cost estimates and other necessary documents to bid the 3/31/19 documents project. The City of Fayetteville will conduct a series of at least ten stakeholder and public input meetings to discuss collaboration, mutual interests, and to solicit public dialogue about the project. Of the ten meetings, at least one will be held each before schematic design, design development and final design. 5/31/19 Program records Stakeholder meetings may be in collaboration with Fayetteville Public Library expansion meetings. The city will also provide an on-line format to solicit feedback. A minimum of 1000 people will participate in the stakeholder meetings, public input sessions and through online interaction. Outcomes The Cultural Arts Corridor final design will be approved by the necessary city 5/31/19 Program records boards and committees. The City of Fayetteville will commit to funding construction of the approved 12/01/19 Letter from mayor design for the Cultural Arts Corridor. mmmawmEamm Walton Family Foundation Grant Application Name of Organization: City of Fayetteville Name of Project/Proposal: City of Fayetteville Cultural Arts Corridor By submitting this request for funding, the requesting organization acknowledges that The Walton Family Foundation has not previously made any promise to provide the funding requested herein and that the requesting organization has not relied to its detriment upon any statement by The Walton Family Foundation or its representatives to obtain the funding requested herein. The requesting organization further acknowledges that any approval of its grant proposal will be communicated only by, and is contingent upon execution of, a written grant agreement between the requesting organization and the Foundation signed by the Foundation's Executive Director. Organization Name: Organization Address City of Fayetteville 113 W. Mountain Street Fayetteville, AR 72701 Organization Telephone: 479-444-3471 Tax ID Number: Government Entity Head of Org/Authorized Signatory: Lioneld Jordan Signatory Address (if different than above): Head of Org Email: Mayor@fayetteville-ar.gov Key Contact: Leif Olson Key Contact email: lolson@fayetteville-ar.gov Key Contact phone: 479-575-8269 Project Name: City of Fayetteville Cultural Arts Corridor Total Requested: $1,770,000.00 Proposal 10/4/2017 Date: Grant Period: From 12/1/2017 To 12/1/2019 WFF Program Jeremy Pate Officer: 1. Request/Purpose of Grant Briefly summarize the purpose and need for the project/program, the requested amount, and any requested terms (such as multiple years or matching). The budget template attached is the location for detailed financial information. This space is really just an abstract of the proposal. The purpose of this grant request is to fund the design of an interactive outdoor Cultural Arts Corridor (CAC), in downtown Fayetteville. This corridor is anchored by the Fayetteville Public Library (FPL) and Fay Jones natural area on the south, and the Walton Arts Center and Dickson Street Entertainment District to the north. Many of the City's major arts and entertainment destinations are located along the Razorback Regional Greenway within this corridor: the Walton Arts Center, Theater Squared, Nadine Baum Studios, and the Fayetteville Public Library. The City envisions the CAC area as a multi -block corridor that has an overall cohesive context while also providing a variety of landscapes, destinations and points of interest that will enhance and enrich the experiences of residents and visitors alike. The City is interested in developing the CAC through a sustainable landscape design that incorporates the six fundamental strategies that were identified in the Fayetteville Downtown Master Plan: • Creation of a series of interconnected special places — develop active and green transportation linkages to the major cultural, educational, entertainment, open space and education hubs located within the downtown area. • A superbly walkable environment — this should be showcased as downtown's hallmark • Smart about parking — the parking need must be met but efficiently and sustainably so that the sense of place is enhanced, not weakened in the process. • Smart rules — the establishment of zoning and development rules that attract and secure a caliber of development worthy of downtown. • Special places — recognize and encourage an experience -based economy by focusing and expanding on arts, culture, and entertainment experiences. • Living downtown — it must be made a priority to get more people living downtown. The City has identified three major design elements for study in the CAC: The Fay Jones Parkland adjacent to the Razorback Regional Greenway (RRG) and the Fayetteville Public Library (FPL). This area has the potential to showcase how to transition from natural and passive spaces to a more urban environment within a small geographic space. This parkland is a natural, tranquil and contemplative environment that can also provide an excellent trail connection from the RRG to the FPL expansion site which is currently under design. The topography and setting of the Fay Jones natural area presents a particularly complicated, and consequently rewarding design challenge. For instance, the challenging topography could be designed with innovative drainage infrastructure to capture and infiltrate stormwater runoff from the Library site through a series of low -impact stormwater features. The natural wooded sloping basin on the Fay Jones natural area may also be suitable for the development of a formal or informal outdoor amphitheater and outdoor learning space. The transition from the Library on the hill to the natural areas along the Tanglewood Branch should be creatively designed to incite curiosity, drawing individuals visiting one location to also visit the other The West Avenue and Dickson St. Plaza. The City is interested in exploring designs for developing the West Avenue parking lot with structured parking, liner buildings and an urban plaza. The West Avenue parking lot has been the subject of several design studies and project proposals over the years. The future programing of this parking lot could happen in am number of ways and the City is looking for a design that can accomplish multiple goals. Currently the lot contains 290 parking spaces that generate revenue for the repayment of bonds issued to fund the Spring Street Parking Deck. Ultimately, the City is looking for a development design that creates a public open space or plaza that is flexible in its' use, retains the RRG, explores parking and access solutions, and creates platted lots that can be marketed to the private sector to recover the costs associated with the public amenities created. Street and Trail Improvements. The streets and trail connections are the transportation corridors that will provide residents and visitors with the access to the amenities within the CAC. Pedestrians will utilize access that is safe, comfortable, and convenient to destinations and open spaces. Downtown and Entertainment parking space scarcity during peak time periods, such as major theatrical shows, will also be better balanced by creating a "park once and walk" environment. And finally, the Razorback Regional Greenway (RRG) is perhaps the most important connective element that links downtowns' cultural, educational and arts destinations to each other and the surrounding neighborhoods. The natural vegetative corridor that is the RRG in this location is a welcome respite from the urban development that surrounds it. This corridor can be strengthened and unified through a strong design concept, additional public art, gathering and seating areas and access to the existing natural features such as Tanglewood Branch. 2. Background Include a basic description and history of the organization (2-3 paragraphs). Please also note the other organizations with which you are collaborating. Cities are inherently dynamic with development and redevelopment happening over long periods of time as communities and markets shape land use priorities. The proposed Cultural Arts Corridor (CAC) in downtown Fayetteville is the latest reinvention of these properties. These areas were historically a mixture of industrial, commercial, and residential uses near the Frisco Rail Line. Over time the industrial uses have transitioned to the commercial, residential and cultural arts uses that prevail in the CAC today. This project will help lead change and the shaping of the built environment towards a setting that is rich in experiences and readably accessible to the community. This area was identified in the 1980's for redevelopment through the site selection for the eventual development of the Walton Arts Center in the early 1990's. The success of the Walton Arts Center led to the economic boom of the Dickson St. area which is today identified as the Entertainment District. Likewise, the construction of the Fayetteville Public Library in 2004 changed the neighborhood and activity level in the area south and west of the downtown square. The recent groundbreaking for Theatre Squared in the CAC further cements this area as a cultural arts district. The City anticipates working in close collaboration with all three major cultural arts anchors within the district. 3. Output and Outcome Performance Measures Outputs And Outcomes By Measured or evaluated Who will do what and how much? when? by? Notes. Outputs The City will work with the Fayetteville Public Library The City of Fayetteville will to ensure that the FPL expansion project currently in provide a copy of any design has trail connectivity integrated into the 12/31/17 applicable public design that coordinates with the Cultural Arts documents at the request of Corridor programming needs. the Walton Family Foundation. The City of Fayetteville will interview a minimum of three candidates from the design firms Correspondence describing recommended by the Design Excellence Selection 02/28/18 selection criteria and final Committee and a select a design team for the decision project. The City of Fayetteville will enter a contract with the selected design firm to produce design drawings for the overall Cultural Arts Corridor and specifically for 04/06/18 Executed contract the Fay Jones Parkland, the West Avenue and Dickson Street Plaza and the CAC Street and Trails improvements. The design firm will create a detailed design schedule, with delivery dates for schematic design, design development and construction drawings. Updated cost estimates will be provided at each of 4/15/2018 Copy of design schedule the milestones, with recommendations from the design firm and grantee on how to proceed compared to capital construction budget estimates. The design firm will complete a full set of construction plans, specifications, updated Copy of final plans and construction cost estimates and other necessary 03/31/19 documents documents to bid the project. The City of Fayetteville will conduct a series of at least 10 stakeholder and public input meetings to 05/31/19 Program records discuss collaboration, mutual interests, and to solicit public dialogue about the project. Of the ten meetings, at least one will be held each before schematic design, design development and final design. Stakeholder meetings may be in collaboration with Fayetteville Public Library expansion meetings. The city will also provide an on- line format to solicit feedback. A minimum of 1000 people will participate in the stakeholder meetings, public input sessions and through online interaction. Outcomes The Cultural Arts Corridor final design will be approved by the Fayetteville Planning Commission 05/31/19 Program records (or equivalent approval if not required by Planning Commission). The City of Fayetteville will commit to funding construction of the approved design for the Cultural 12/01/19 Letter from mayor Arts Corridor. The city will award the first construction contract for 06/01/20 Copy of contract the Cultural Arts Corridor construction. Park construction will be completed according to the Inspection results by WFF approved plans, and verified in writing by the design 12/31/21 and written confirmation by firm. design firm 4. Evaluation of Proposed Project Please describe how you will evaluate the project moving forward. You do not need to restate what is in section 3. Here you only say how the information will be collected. The City of Fayetteville will provide all financial and narrative reports as requested during the project and through the construction phase of its' many elements. The parkland, plaza, street and trail infrastructure projects will be maintained by the City of Fayetteville in perpetuity. The City anticipates that these parkland and transportation infrastructure improvements will spur economic growth in the downtown and entertainment district areas. This economic growth will catalyze further investments in these areas and attract residents and visitors to utilize and enjoy these spaces. The City will evaluate the short-term success of this grant by how many people are engaged in the design of the three major elements; streets and trails, Fay Jones Parkland and the West Ave. parking lot development and by the level of consensus for the final landscape and architecture plans. A successful fulfillment of this grant will be design solutions that can be utilized to secure financing for the eventual construction of amenities. The City will evaluate the long-term success of the Cultural Arts Corridor through the expected increased activity and economic development. Tools for long-term success evaluation may include: • Increased property value within the CAC over time, • Increased Fayetteville Public Library cardholders, circulation, and visitor usage, • Addition of commercial, residential or special use space in the CAC over time, • Increased trail users and pedestrians within the district, • Completed build -out of the West Ave. parking lot that balances parking, public open space and commercial and residential development, • Completed street improvements that include, sidewalks, street trees, transit shelters and lighting. If an external third party evaluation will be completed, describe their evaluation plan. NA 5. Financiallnformation/Sustainability Also, please briefly describe the plan to make the project or organization sustainable after the grant period (if applicable). The City of Fayetteville will provide on-going maintenance of all the public assets that get constructed from this design process. The City believes that these projects will capitalize on the synergy created by connecting anchor destinations with the Razorback Regional Greenway and additional street improvements. Additionally, the City anticipates that providing safe and convenient active transportation access between the two anchor areas will more efficiently utilize the scarcity of parking resources within the downtown area. Ultimately, the economic development potential of the cultural assets in and adjacent to the CAC will provide future revenue for the City, thus creating a virtuous cycle of revenue generation and investment within the downtown area. 6. Board Members Please provide us with a list of your organization's board members. Mayor Lioneld Jordan City Council: Ward 1 Position 1 - Adella Gray Ward 1 Position 2 - Sarah Marsh Ward 2 Position 1 - Mark Kinion Ward 2 Position 2 - Matthew Petty Ward 3 Position 1 - Justin Tennant Ward 3 Position 2 - Sarah Bunch Ward 4 Position 1 - John LaTour Ward 4 Position 2 - Alan Long 7. Management/Key People Involved Proiect and Organization Management — List the 1-3 people involved in managing the project and give 2- 4 sentence bios • Peter Nierengarten, Sustainability Director. Peter is the Sustainability and Parking Director for the City of Fayetteville. He is a passionate supporter of sustainable development and investment in bicycle and pedestrian infrastructure, organic food production, creative reuse and recycling, energy conservation, green stormwater, public transportation, rainwater harvesting and composting. He is very interested in promoting sustainability and livability for the City of Fayetteville and advancing the six goals of City Plan 2030. Peter is a 2001 graduate of the University of Arkansas with undergraduate and master's degrees in Civil Engineering. He has over 14 years of experience in municipal government in project and program • Ted Jack, Parks Planner. Ted received his Bachelor of Landscape Architecture degree and Master of Science in Environmental Planning and Management from Louisiana State University. His master's thesis was titled "Greenways and Their Effect on the Quality of Life in Cities." Ted is a Certified Recreation and Park Professional and as Assistant Superintendent at the Recreation and Park Commission for the Parish of East Baton Rouge (BREC), he managed the Planning, Capital Improvements, Maintenance, and Conservation Departments and strategic planning for the agency. BREC is recognized as one of the top park systems in the country with numerous recognitions awarded to the system and its staff from several organizations, including the National Recreation and Park Association (NRPA). Ted has master planned and designed dozens of parks and special use facilities and has served on teams that have planned and designed projects involving many agencies and groups, such as the integration of the Main Library in Baton Rouge into Independence Community Park. Ted also worked for Louisiana State University as manager of campus planning for four years. Chris Brown, City Engineer. Chris is the City Engineer for the City of Fayetteville. In his current role, he manages a team that provides development review, design, land acquisition, stormwater, and inspection services for the City. His team also manages the trails design and coordination program in the City. Chris is a 1994 graduate of the University of Arkansas, and is a member of the Arkansas Academy of Civil Engineering. He has over 23 years of experience in municipal government, at all levels of project design and management. 8. Applicant self-assessment of risks to success Please identify any risks to project success. The City of Fayetteville is committed to developing the Fay Jones Parkland to provide connectivity between the Razorback Regional Greenway and the Fayetteville Public Library. This project has very strong support from the Fayetteville Public Library and the City. The City acknowledges that the West Ave Parking lot development scenario is a complicated project. There are numerous stakeholders invested in this land and its use. The City is hopeful that a design professional can help to develop a design that will adequately address stakeholder concerns over parking, greenspace and commercial activity. The City also recognizes that the street and parkland improvement designs will need to be identified and prioritized for a future bond issue. These projects will need to stand on their own and be significant enough to justify their inclusion in a bond issue. Lessons Learned — If you have previously been a grantee of The Walton Family Foundation, please discuss any missed targets, the lessons learned, and how you aim to address those moving forward. The City of Fayetteville has been fortunate to work on numerous projects with the Walton Family Foundation with great success and we anticipate similar outcomes with this request. 9. Project Budget TOTAL PROJECT WFF PROJECT WFF PROJECT WFF BUDGET REQUEST BUDGET REQUEST BUDGET REQUEST PERSONNEL EXPENSES (for this project only) i Salaries $ $ $0 $ $ $0 Benefits , $0 $ $ $0� Other PERSONNEL SUBTOTAL $d - $q, $0 $0 —._...._._.......-.... ........ ................... --- $(Y! $0 $ --... _ ... _................... $ $D .__....- $0 $0 -- DIRECT EXPENSES i (for this project only) [ Travel $20000 $20000' $0 $ $2000 $20000 Meetings/Events _ $D $ $0 $ $ $0 I Printings/Publications/Electronic $0 $ $0 -- $ $ — $0 � Postage $ $ $0 $ $ $01 $0 $ $ $ $ $ Telephone Supplies $ $ $0 $ $ $oil Equipment $D— _ $0 $ $0 � Other $100000 $1000000 $750000 $75000 $1750000 $1750000 ii DIRECT EXPENSES SUBTOTAL $102000 $1020000; $750000 $75000 $1770000 $1770000 i PARTNER EXPENSES (for this project only) — -$0�v - Consultants $� $0 $ $D $0 I j Sub grants $01 $0 $0 $ $0 $ PARTNER EXPENSES SUBTOTAL s i$0 Overhead �W $0 $ $ $0� EXPENSE TOTAL $0 $ $0 $ $0- $0 i INCOME CATEGORIES (for this grant only) € Requestfrom WFF $a j 1 $0 $ -�u Other Foundations Public Agencies $ $0 $0 — _ ?— __-____-_ $0 $ Corporations $0 Individuals $ $0 3 $0 1 Earned Revenue $ $0 $0 $0 $0 $0 Other INCOME TOTAL $0 $0 $D 's Budget Narrative: Project Budget Narrative Guidance for WFF Proposals For each budget category, include a brief description for the requested funds. Expense Categories & Narrative Requirements I. Personnel • Salaries: • Benefits: • Other: II. Direct Expenses • Travel: • Meetings/Events: • Other: III. Partner Expenses • Consultants: • Sub Grants: IV. Overhead V. Income Categories (for this grant only) • Other Foundations: • Public Agencies: • Corporations: • Other: 10. Other information Comparable organizations and programs — Please list any other organizations that provide similar programs or services to your direct beneficiaries and describe how your program or service is different. 11. Other attachments i) Any organizational plan related to the Grant Request ii) IRS Determination Letter iii) Latest available IRS Form 990 for your organization iv) Latest available FYE statement or audit as well as current Income Statement and Balance Sheet v) Other optional narrative as necessary to explain project or organization vi) The organizational budget and board list vii) Other optional supporting illustrations or exhibits (e.g. maps, project/organization logic models) T 99 U 7*14atural m ,= Q Area'. y J S" R q � w ffioutn St x Corridor Area ,;' Structure- � q iM e,. Trail '. m q Railroad 71e #y � v Property Boundary Park ' ° o VSNW,,P..raJ.ri sty-"�; . # Cultural Arts W Dickson St F# Corridor ' R i f p FAYETTEVILLE ti ARKANSAS Q 3y; _.:u_==•' z OWest Feet Avenue 0 400 3 # Lot Q to N r�fo- l; , q Cree H� a C. ¢ z _ ', C Theatre Theatre W Z _j 2 uort.: Z' Squared r4 Rg W Meadow St t r �= 4 I .�. M J . ol # Q)i01 t e 1 -rail t -- Orjf Z, � w W tp Center St ^ 0ad # 4� W Mountain St y > E • _ : i(f q PL6,'Ic LZ ra A' J W Putman St # W #ock St ^ zil y, Kg r, Fay ]ones v Fayetteville " `' a Park Land 3 Public Library Expansion ' rs a Ave r T 99 U 7*14atural m ,= Q Area'. y J S" R q � w ffioutn St x Corridor Area ,;' Structure- � q iM e,. Trail '. m q Railroad 71e #y � v Property Boundary Park ' ° o VSNW,,P..raJ.ri sty-"�; . # City of Fayetteville, Arkansas - Aget Adjustment Form (Legistar) Budget Year Division Adjustment Number /Org2 SUSTAINABILITY/RESILIENCE (631) 2017 Requestor: Peter Nierengarten BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: Approval of a resolution authorizing acceptance of a Cultural Arts Corridor Grant from The Walton Foundation in the amount of $1,770,000 and approval of a budget adjustment to fund project 31708.1701 for design/professional services in the amount of $1,750,000 and travel & training in the amount of $20,000. COUNCIL DATE: 12/5/2017 LEGISTAR FILE ID#: 2017-0628 Lim H aVdw*w 1112012017 2:50 -PM Budget Director Date TYPE: DESCRIPTION: C:\Users\losmith\AppData\Roaming\L5\Temp\e2b5d76e-8aa5-4dbe-abcb-3dadc2l dfde5 1 of 1 GLDATE: RESOLUTION/ORDINANCE I POSTED: v.20170707 TOTAL 1,770,000 1,770,000 Increase / (Decrease) Project.Sub# Account Number Expense Revenue Project Sub AT Account Name 2230.631.8006-4305.00 - 1,770,000 31708 1701 RE "Commercial Grants - Commercial Grant - 2230.631.8006 -5314.00 1,750,000 - 31708 1701 EX "Professional Services - 2230.631.8006-5304.00 20,000 - 31708 1701 EX "Travel & Training - : C:\Users\losmith\AppData\Roaming\L5\Temp\e2b5d76e-8aa5-4dbe-abcb-3dadc2l dfde5 1 of 1 WALTON FAMILY F 0 U N D A T 10 IN November 14, 2017 Lioneld Jordan Mayor City of Fayetteville 113 W. Mountain Street Fayetteville, AR 72701 RE: Grant #2017-1739 Dear Mayor Jordan, It is my pleasure to inform you that the Walton Family Foundation, Inc. ("Foundation") has approved a grant in the amount of $1,770,000.00 to the City of Fayetteville ("Grantee"). The project term will be December 1, 2017 to December 1, 2019. This grant is subject to the following terms and conditions: 1. Purpose: The purpose of the grant is for the design of a series of urban spaces creating the Cultural Arts Corridor (CAC) in downtown Fayetteville, Arkansas as part of the Design Excellence program. This grant is more fully described in Grantee's proposal dated October 4, 2017. Grantee agrees to use all grant funds exclusively for the grant's purposes. Any changes in these purposes must be authorized in advance by the Foundation in writing. 2. Amount: One Million, Seven Hundred Seventy Thousand Dollars ($1,770,000.00). Grant payments will be made as follows: Installment Amount Requirement #1 $875,000.00 Payable January 2018, contingent upon completion of signed grant agreement #2 $20,000.00 See Installment Two #3- $437,500.00 See Installment Three #4 $437,500.00 See Installment Four 3. Payable: 'Initial installment of $875,000.00 shall be payable January 2018, contingent upon receipt of this completed letter from Grantee acknowledging the terms and conditions set forth herein. Installment Two: Payment of up to $20,000 will be made upon receipt of documented travel expenses. Travel expenses should include travel for each firm that interviews during the design firm selection process. It can pay for a trip by Grantee to conduct a final interview and/or visit a relevant precedent site with the selected design firm before design development begins. �. an Tel:.; . I, ., Fax 4!.,.-,. www.waltonfamilyfoLindation.org ,,.:. .,,..711 me,! ..,.�_. .�,,. Installment Three: Payment of $437,500 will be made upon receipt of schematic design including renderings and a preliminary cost estimate, compared to budget. In addition, Grantee shall give the Foundation written confirmation that the project is tracking with the anticipated construction budget or that additional funding will be committed to construct the project once design is complete. Installment Four: Final payment of up to $437,500 will be made upon receipt of design development drawings including renderings and a preliminary cost estimate, compared to budget. In addition, the Grantee shall give the Foundation written confirmation that the project scope remains consistent with the original intent and that the project is tracking with the anticipated construction budget or that additional funding will be committed to construct the project once design is complete. All terms must be met by no later than December 1, 2019 to be eligible for payment. 4. Accounting: (a) The Foundation encourages, whenever feasible, the deposit of grant funds in an interest-bearing account. For purposes of this letter, the term "grant funds" includes the grant and any income earned thereon. (b) Grantee will maintain records of receipts and expenditures made in connection with the grant funds and will keep these records during the period covered by the Grantee's reporting obligations specified in paragraph 5 and for at least four years thereafter ("Maintenance Period"). Grantee will make its books and records in connection with the grant funds available for inspection by the Foundation during normal business hours as the Foundation may request at any time during the Maintenance Period. 5. Reporting and Evaluation: Grantee will, provide the Foundation with financial and narrative reports by the due dates listed in the report schedule below. Each report shall include an account of expenditures of grant funds, and a brief narrative of what was accomplished (including a description of progress made in fulfilling the purposes of the grant and a confirmation of Grantee's compliance with the terms of the grant). Report Date. Report Success will be measured against the outputs and outcomes described in Appendix A. All reports will be sent electronically to HomeRegion@wffmail.com. Please reference Grant #2017-1739 on all reports submitted. Grantee payments are always contingent upon the Foundation's approval of Grantee's operations based on the above reports and the Foundation's satisfaction with such information as it chooses to obtain from other sources. Type 5/1/2018 Interim Narrative 7/31/2018 Interim Financial and Narrative 12/15/2018 Interim Financial and Narrative 5/31/2019 Final Financial and Narrative Report Date. Report Success will be measured against the outputs and outcomes described in Appendix A. All reports will be sent electronically to HomeRegion@wffmail.com. Please reference Grant #2017-1739 on all reports submitted. Grantee payments are always contingent upon the Foundation's approval of Grantee's operations based on the above reports and the Foundation's satisfaction with such information as it chooses to obtain from other sources. 6. Representations: Grantee represents and warrants to the Foundation that: (a) Grantee is an organization in good standing, is either an organization described in section 501(c) (3) of the Internal Revenue Code ("Code") or a governmental unit, and is not a "private foundation" described in section 509(a) of the Code. Grantee will promptly notify the Foundation of any change in Grantee's tax status under the Code. (b) In no event will Grantee use any grant funds: (i) to carry on propaganda, or otherwise to attempt, to influence legislation; (ii) to influence the outcome of any specific public election or to carry on, directly or indirectly, any voter registration drive; or (iii) to undertake any activity other than for a charitable, educational or other exempt purpose specified in section 170(c)(2)(B)'of the Code. (c) Grantee will comply with all applicable laws and regulations. 7. Repayment: Grantee agrees to repay to the Foundation any portion of the grant funds not used for the grant's purposes. In addition, the Foundation may discontinue any further payments to Grantee, and may direct Grantee to repay any unexpended grant funds to the Foundation, if any of the following events occurs: (a) Grantee ceases to maintain its tax-exempt status as described in paragraph 6(a) above; (b) Grantee fails to comply with the terms of this letter; or (c) There is a material change in Grantee's key personnel that in the sole opinion of the Foundation adversely affects Grantee's management of the grant. 8. Release and Indemnity: Unless prohibited by law, Grantee shall release, indemnify, defend and hold harmless the Foundation and its directors, officers, employees and agents from and against any and all claims, actions, suits, demands, damages, losses, expenses and liabilities, arising out of or related in any way to the actions or omissions of Grantee (or its directors, officers, employees,agents or contractors) in connection with the Grant and the project funded by the Grant, except to the extent caused by the Foundation's (or its directors', officers', employees' or agents') negligent actions or omissions. Grantee further agrees to carry insurance in such forms and amounts as are commercially reasonable and appropriate to cover Grantee's operations and to enable Grantee to indemnify and defend the Foundation as provided hereunder. 9. Grant Publicity: Grant publicity related to this grant consistent with Grantee's normal practice is permitted, subject to the following provisions. The Foundation expects any announcements and other publicity to focus on Grantee's work and the project or issue funded by the grant. Recognition of the Foundation's role in funding the project is permitted, provided that the timing, content and strategic focus of such publicity should be approved by the Foundation contact listed in paragraph 11. Publicizing the grant and the Foundation in Grantee's publications and communications in a manner consistent with similar grants obtained by Grantee is permitted. The Foundation may ask Grantee to provide illustrations, photographs, videos, recordings, information or other materials related to the grant (collectively "Grant Work Product") for use in Foundation communications including the Foundation's website, annual report, newsletters, board materials, presentations, communications and other publications. Grantee agrees to provide the Foundation with such items upon the Foundation's reasonable request and hereby grants to the Foundation and anyone acting under the authority of the Foundation a fully paid- up, world-wide, right and license to use, reproduce, display and distribute the Grant Work Product in connection with the Foundation's charitable operations and activities. In connection therewith, Grantee shall be responsible for obtaining all necessary rights and permissions from third parties for the Foundation to use the Grant Work Product for these purposes. By signing this Agreement, Grantee also acknowledges and agrees to use by the Foundation of historical, programmatic and other information relating to Grantee and the grant hereunder. 10. Gratuities: The Foundation desires that all of 'Grantee's resources be dedicated to accomplishing its philanthropic purposes. Therefore, Grantee agrees that it will not furnish the Foundation or its Board of Directors, officers, :staff or affiliates with any type of benefit related to this grant including tickets, tables, memberships, commemorative items, recognition items, or any other benefit or gratuity of any kind. 11. Contact: For all communications regarding this grant, please contact the Foundation by email at HomeRegion@wffmail.com. Please reference Grant #2017-1739 in your communication. We have enclosed the grant letter. By electronically signing this item the Grantee acknowledges and agrees to the terms and conditions herein. A copy of the completed document will be emailed to the Grantee through.DocuSign. If the electronic signing of this item is not completed by December 1, 2017, the Foundation will consider the Grantee to have declined the grant. On behalf of the Foundation, I extend every good wish for the success of your organization's endeavors. Sincerely, Kyle J. Peterson Executive Director ACKNOWLEDGED AND AGREED Lioneld Jordan (Date) City of Fayetteville Appendix A: City of Fayetteville uty of i-ayettevine uunurai Arts Lornaor Outputs And Outcomes By Measured or evaluated Who will do what and how much? when? by? Outputs The City will work with the Fayetteville Public Library to ensure that the FPL 7/31/18 Copy of plans, renderings expansion project currently in design has trail connectivity integrated into the 12/31/17 Program records design that coordinates with the Cultural Arts Corridor programming needs. Copy of final plans and The City of Fayetteville will interview a minimum of three candidates in person 3/31/19 Correspondence describing from the design firms recommended by the Design Excellence Selection 2/28/18 selection criteria and final Committee and a select a design team for the project. decision The City of Fayetteville will enter into a contract with the selected design firm to produce design drawings for the overall Cultural Arts Corridor and specifically 4/6/18 Executed contract for the Fay Jones Parkland, the West Avenue and Dickson Street Plaza and the CAC Street and Trails improvements. The design firm will create a detailed design schedule, with delivery dates for schematic design, design development and construction drawings. Updated Copy of design schedule plans and cost estimates will be submitted to WFF at each of the milestones, 4/15/18 and milestone updates with recommendations from the design firm and grantee on how to proceed . compared to capital construction budget estimates. The selected design firm will complete a schematic design including renderings 7/31/18 Copy of plans, renderings and a preliminary cost estimate for the CAC. and cost estimates The design firm will complete a full set of construction plans, specifications, Copy of final plans and updated construction cost estimates and other necessary documents to bid the 3/31/19 documents project. The City of Fayetteville will conduct a series of at least ten stakeholder and public input meetings to discuss collaboration, mutual interests, and to solicit public dialogue about the project. Of the ten meetings, at least one will be held each before schematic design, design development and final design. 5/31/19 Program records Stakeholder meetings may be in collaboration with Fayetteville Public Library expansion meetings. The city 'will ,also provide an on-line format to solicit feedback. A minimum of 1000 people will participate in the stakeholder meetings, public input sessions and through online interaction. Outcomes The Cultural Arts Corridor final design will be approved by the necessary city( 5/31/19 I Program records boards and committees. The City of Fayetteville will commit to funding construction of the approved I 12/01/19 I Letter from mayor design for the Cultural Arts Corridor.