HomeMy WebLinkAbout197-19 RESOLUTION113 West Mountain Street
Fayetteville, AR 72701
(479)575-8323
Resolution: 197-19
File Number: 2019-0509
FAYETTEVILLE ADVERTISING AND PROMOTION COMMISSION CONTRACT:
A RESOLUTION TO APPROVE A CONTRACT WITH THE FAYETTEVILLE ADVERTISING AND
PROMOTION COMMISSION IN THE AMOUNT OF $35,000.00 TO MANAGE THE
DEVELOPMENT OF VARIOUS PROGRAMMING, MARKETING AND OPERATIONS ASPECTS OF
THE CULTURAL ARTS CORRIDOR PROJECT, 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 and authorizes
Mayor Jordan to sign a contract with the Fayetteville Advertising and Promotion Commission in the amount
of $35,000.00 to manage the development of various programming, marketing and operations aspects of the
Cultural Arts Corridor Project.
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.
PASSED and APPROVED on 9/3/2019
Page 1
Attest:
Lijzi� • `�```4R��>tu�tirrn���i
Sondra E. Smith, City Clerk Tr T* •/
_v.
: FAYET7EVII-1.
yzm
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
i;
Text File
File Number: 2019-0509
Agenda Date: 9/3/2019 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Resolution
Agenda Number: C. 5
FAYETTEVILLE ADVERTISING AND PROMOTION COMMISSION CONTRACT:
A RESOLUTION TO APPROVE A CONTRACT WITH THE FAYETTEVILLE ADVERTISING AND
PROMOTION COMMISSION IN THE AMOUNT OF $35,000.00 TO MANAGE THE
DEVELOPMENT OF VARIOUS PROGRAMMING, MARKETING AND OPERATIONS ASPECTS
OF THE CULTURAL ARTS CORRIDOR PROJECT, 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 and authorizes Mayor
Jordan to sign a contract with the Fayetteville Advertising and Promotion Commission in the amount of
$35,000.00 to manage the development of various programming, marketing and operations aspects of the
Cultural Arts Corridor Project..
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 9/4/2019
Leif Olson
Submitted By
City of Fayetteville Staff Review Form
2019-0509
Legistar File ID
9/3/2019
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
8/16/2019 SUSTAINABILITY/RESILIENCE (631)
Submitted Date Division / Department
Action Recommendation:
Contract for Services with the Fayetteville Advertising and Promotion Commission to manage the development
of various programming, marketing, management and operations aspects of the Cultural Arts Corridor Project
and approval of a budget adjustment.
1010.090.6600-5315.00
Account Number
46080.7810
Project Number
Budgeted Item? No
Does item have a cost? Yes
Budget Adjustment Attached? Yes
Budget Impact:
Contract Services
Fund
Cultural Arts Corridor
Project Title
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
$
30,000.00
$
3,529.25
$ 26,470.75
$
35,000.00
$
35,000.00
26,470.75
V20180321
Purchase Order Number: Previous Ordinance or Resolution #
Change Order Number:
Original Contract Number:
Comments:
Approval Date:
�b CITY OF
=� FAYETTEVILLE
ARKANSAS
MEETING OF SEPTEMBER 03, 2019
TO: Mayor and City Council
THRU: Don Marr, Chief of Staff
FROM: Peter Nierengarten, Environmental Director
DATE: August 16, 2019
CITY COUNCIL MEMO
SUBJECT: Contract for Services with the Fayetteville Advertising and Promotion
Commission to Manage the Development of Various Programming,
Marketing, Management and Operations Aspects of the Cultural Arts
Corridor Project and approval of a budget adjustment.
RECOMMENDATION:
Staff recommends a Contract for Services with the Fayetteville Advertising and Promotion
Commission to manage the development of various programming, marketing, management and
operations aspects of the Cultural Arts Corridor Project and approval of a budget adjustment.
BACKGROUND:
Nelson Byrd Woltz Landscape Architects (NBW) is nearing completion of the 75% Design
Development drawings and documentation for the Fay Jones Woods and the streetscape
design for West Ave. Construction in the Fay Jones Woods and streetscape is scheduled to
begin in the spring of 2020. The construction of the West Ave. Civic Space is anticipated to be
complete in 2022. Additionally, the City is in continued discussion and negotiations for the
development of a replacement parking structure located within the corridor either on N. School
Ave between Dickson and Spring Streets or on the Depot Lot on the northwest corner of
Dickson St. and West Ave.
The timing and scheduling of the various sub projects within the CAC project will become of
critical importance as the project moves into the construction phase. Ideally, the programming
planning, marketing, and operations and maintenance planning would also be happening
simultaneously. The forethought for how these spaces will be activated and utilized can be as
important as the design and materials pallet used by the landscape architects during the
physical design process. Examples of programming planning in the design process would
include:
• The location of electrical outlets for temporary lighting, performance or art installations,
• The durability and long-term maintenance requirements of materials selected for site
furnishings like benches and bike racks,
• Site considerations and locations for permanent or temporary sculpture pedestals, and
• Performance space site considerations such as ease of loading, adequate and
convenient electrical and data utilities, and
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
• Smart Cities elements such as wifi, smart lighting, video security.
Additionally, the City and the Advertising & Promotion Commission needs to begin to plan for
the programming of these spaces. It is a goal that both the Civic Space and the Fay Jones
Woods be designed to support a wide variety of planned, structured events as well as being
conducive to passive recreation. An entity will need to be identified, or a new one created, to
oversee the intentional programming of the CAC, including the performance space in the Civic
Plaza and the various spaces within the Fay Jones Woods. The wide variety of events
envisioned to be held in the CAC (concerts, theatrical performances, visual arts festivals, crafts
fairs, bicycle and running events, etc.) require operational expertise that exceeds current staff
capabilities.
On June 18, 2019, the Fayetteville City Council passed Resolution 148-19 expressing the City's
intent to work with the A&P to develop a scope of work for programming, marketing, operations
and maintenance aspects of the project and the drafting of a contract for these services.
DISCUSSION:
Since passage of the resolution of intent, the Fayetteville Advertising and Promotion
Commission staff began work on developing a scope of work for overseeing the planning,
programming, and implementation of the CAC project. Through those discussions and further
analysis, the A & P has identified D.R. Horne and Company to assist with this work.
The Advertising and Promotion Commission and D.R. Horne identified that a program setting
process should be formulated in coordination with NBW as they work through the final design
development process. They recommended the following steps be taken to develop a clear and
comprehensive program of uses for inclusion as the detailed plans are further developed:
Fay Jones Woods programing: Nature education programs, coordination with the
Fayetteville Public Library, public art installations, intimate performance spaces.
Civic Plaza programming: larger scale events, day-to-day uses that are highly active,
public art installations, interactions with the privately developed buildings fronting on the
civic plaza
Architecture programming for Civic Plaza Buildings
In order to fill the gap in programming of these important spaces the A&P will be contracted to
lead the following aspects of the project:
• Design — A&P will provide input to the NBW design process on the Woods and the Civic
Plaza so that ensuing facilities address programming needs. The working relationship
with NBW needs to be established in a timely manner, so that project schedules can be
maintained.
• Civic Plaza Buildings — A&P will provide input on the development of the two buildings at
either end of the Civic Plaza and should be involved in review of proposals from the
developers.
• Programming Plan — A&P will lead development of programming plans for the Woods
and the Civic Plaza. A&P does not need to be the `expert' in each type of program that
will be offered; instead, it can act as the organizing entity that sets the overall direction
for programming with meaningful input from properly -positioned stakeholders and
ensures coordination across the spectrum of program offerings.
• Branding & Marketing — A&P will lead development of branding for the CAC.
Establishing a recognized brand, and the marketing of that brand, will influence
importantly how the spaces within the CAC are thought of and used by the public.
Development of the brand and marketing strategy needs to be carefully considered in
the context of programming of the CAC
• It is a possibility that the best way to manage operations of these spaces after
implementation of the CAC will be to form a new non-profit entity that is focused
specifically on activation and management of the CAC. If this is the case, A&P can help
define the purpose and structure of this organization, perhaps acting as an incubator in
early stages until it reaches the capacity to function as a separate entity.
• Operations & Management — The City may perform some of the normal municipal
maintenance functions within the CAC. However, management of certain facets of the
Woods and Civic Plaza, especially specialty facilities related to programming, may be
outside the scope of what the city is equipped to manage. As such, A&P needs to be
heavily involved in the development of an Operations & Management Plan for the CAC
and will need to structure a plan to have the capacity to provide an appropriate level of
management services.
BUDGET/STAFF IMPACT:
The cost for this contract with the Fayetteville Advertising & Promotions Commission to manage
the development of various programming, marketing, management and operations aspects of
the Cultural Arts Corridor Project programming and planning services for the Cultural Arts
Corridor Project is $35,000. Funding for this contract is available in the Sustainability Extra
Services account. A budget adjustment is needed to move this funding from the Extra Services
account to the Cultural Arts Corridor Project budget.
Attachments:
Resolution 148-19
Contract with A&P Commission for Cultural Arts Corridor services
Budget Adjustment
CONTRACT
FOR THE PROVISION OF SERVICES FOR THE DEVELOPMENT OF VARIOUS
PROGRAMMING, MARKETING, MANAGEMENT AND OPERATIONS ASPECTS OF THE
CULUTAL ARTS CORRIDOR PROJECT TO BE PROVIDED BY THE FAYETTEVILLE
ADVERTISING AND PROMOTION COMMISSION, INC.
THIS CONTRACT made and entered by and between the City of Fayetteville, Arkansas, an Arkansas
municipal corporation ("City"), and the Fayetteville Advertising and Promotion Commission
("Commission") WITNESSESSTH:
IN CONSIDERATION of the mutual promises and obligations of the parties contained herein, and other
good and valuable consideration, the City of Fayetteville and the Fayetteville Advertising and
Promotion Commission hereby agree as follows:
1. The Commission agrees to coordinate with Nelson Byrd Woltz (NBW) Landscape Architects
during the design process so that ensuing facilities address programming needs of the Cultural
Arts Corridor. This includes wayfinding and interpretive elements as they are intimately tied to
branding, marketing, and programming, which must all coalesce to create the identity of the
project.
2. The Commission agrees to lead development of programming plans for the Cultural Arts
Corridor. The Commission will act as the organizing and managing entity that sets the overall
direction for programming with meaningful input from stakeholders
3. The Commission agrees to advise the City, NBW and the developers and architects selected
during the design development process regarding the design and use of the two buildings located
at the north and south ends of the West Avenue Civic Space.
4. The Commission agrees to lead the development of a branding and marketing strategy that is
aligned with the programming context of the various public spaces within the Cultural Arts
Corridor.
5. The Commission will work with stakeholders and the public to clarify governance needs for the
new spaces, including how they are managed, operated, and funded.
6. The Commission agrees to assist and collaborate with the City in developing an Operations and
Management Plan for the Cultural Arts Corridor.
7. To accomplish the goals of the City and the Commission, and as consideration for this agreement,
City agrees to pay Commission the sum of $35,000.00.
8. The term of this Contract shall be for six (6) months from the date of execution of this agreement.
Either party may terminate this contract without penalty by giving the other party thirty (30) days
written notice of its intent to terminate.
For purposes of notice required by this paragraph, notice shall be sent by the parties via first-class
U.S. Mail to the addresses indicated below, or otherwise delivered to the administrative office of
the other party:
To City: City of Fayetteville
Mayor's Office
113 W. Mountain St.
Fayetteville, AR 72701
To the Commission
The Fayetteville Advertising and Promotion Commission
c/o Executive Director
P.O. Box 4157
Fayetteville, AR 72702
9. The Fayetteville Advertising and Promotion Commission shall invoice the City monthly for
services provided herein. Payments by Fayetteville shall be made within thirty (30) days of the
receipt of the Commission's invoice.
10. Changes, modifications or amendments to the scope, price or fees dictated by this Contract shall
not be allowed without a prior formal Contract amendment approved by the Mayor and the City
Council of Fayetteville in advance of the change.
11. Freedom of Information Act: City contracts and documents prepared while performing city
contractual work are subject to the Arkansas Freedom of Information Act (FOIA). If a FOIA
request is presented to Fayetteville, the Commission will do everything possible to provide the
documents in a prompt and timely manner as prescribed in the FOIA (Ark. Code Ann. § 25-19-
101, et seq.). Only legally authorized photocopying costs pursuant to the FOIA may be assessed
for this compliance.
12. Jurisdiction: Legal jurisdiction and venue for the resolution of any legal or equitable disputes
arising under this Contract lie exclusively in the Circuit Court of Washington County, Arkansas.
THE FAYETTEVILLE ADVERTISING
AND rROMOTION COMMISSION
By: /a a�tgj
Molly executive Director
Date:
Mtl►
THE CITY
ARKANS
By:
i el Jorda
Date:
ATTEST:
FAYETTEVILLE
201.9
`x%1111 trtirf
Sondra E. Smith, City Clerk-Treas • ' ' ' ' ?: ,9s'�,
=v; FAYETTEVILL%
C-, .�:
113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Resolution: 148-19
File Number: 2019-0347
CULTURAL ARTS CORRIDOR PROJECT:
A RESOLUTION TO EXPRESS THE INTENTION OF THE CITY COUNCIL TO WORK JOINTLY
AND COOPERATIVELY WITH EXPERIENCE FAYETTEVILLE TO DEVELOP A SCOPE OF WORK
AND CONTRACT FOR THE PROGRAMMING, MARKETING, OPERATIONS, AND MAINTENANCE
OF THE CULTURAL ARTS CORRIDOR PUBLIC SPACES
WHEREAS, it is important to begin planning now for the long-term management and operation of these
public spaces through a comprehensive and holistic approach; and
WHEREAS, funding for the planning, design, implementation and maintenance of the elements
identified in the scope of work will be requested through a negotiated contract to be approved by the
City Council at a future date.
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 expresses its intention to
work closely and in unison with Experience Fayetteville to develop a scope of work and contract for
the programming, marketing, operations, and maintenance of the Cultural Arts Corridor public spaces.
PASSED and APPROVED on 6/18/2019
Attest:
Jordan
Sondra E. Smith
Pager
FAYETTEVILLE:
vy9�XfA N��p`��
'''� ��1i 0� i %i ��``.
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
.. Text File
— File Number: 2019-0347
Agenda Date: 6/18/2019 Version: 1 Status: Agenda Ready
In Control: City Council Meeting File Type: Resolution
Agenda Number: C. 7
CULTURAL ARTS CORRIDOR PROJECT:
A RESOLUTION TO EXPRESS THE INTENTION OF THE CITY COUNCIL TO WORK JOINTLY
AND COOPERATIVELY WITH EXPERIENCE FAYETTEVILLE TO DEVELOP A SCOPE OF WORK
AND CONTRACT FOR THE PROGRAMMING, MARKETING, OPERATIONS, AND
MAINTENANCE OF THE CULTURAL ARTS CORRIDOR PUBLIC SPACES
WHEREAS, it is important to begin planning now for the long-term management and operation of these public
spaces through a comprehensive and holistic approach; and
WHEREAS, funding for the planning, design, implementation and maintenance of the elements identified in the
scope of work will be requested through a negotiated contract to be approved by the City Council at a future
date.
NOW, THEREFORE, BE 1T RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section I: That the City Council of the City of Fayetteville, Arkansas hereby expresses its intention to work
closely and in unison with Experience Fayetteville to develop a scope of work and contract for the
programming, marketing, operations, and maintenance of the Cultural Arts Corridor public spaces.
City or Fayetteville, Arkansas
Page 1
Printed on 6/17/2019
City of Fayetteville Staff Review Form
2019-0347
Legistar File ID
6/18/2019
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Leif Olson 5/31/2019 SUSTAINABILITY/RESILIENCE (631)
Submitted By Submitted Date Division / Department
Action Recommendation:
Resolution of intent to work with Experience Fayetteville on developing a scope of work and contract for the
creation and ultimate implementation of a programming, marketing, and operations and maintenance plan for
the public spaces being designed and constructed in the Cultural Arts Corridor project.
Budget Impact:
Account Number
Project Number
Budgeted Item? NA Current Budget
Funds Obligated
Current Balance
Fund
Project Title
I�
Does item have a cost? NA Item Cost
Budget Adjustment Attached? NA Budget Adjustment
Remaining Budget I -
V20180321
Purchase Order Number: Previous Ordinance or Resolution #
Change Order Number: Approval Date:
Original Contract Number:
Comments:
CITY OF
FAYETTEVILLE
1W ARKANSAS
MEETING OF JUNE 18, 2019
TO: Mayor and City Council
CITY COUNCIL MEMO
THRU: Don Marr, Chief of Staff
Peter Nierengarten, Environmental Director
Molly Rawn, Experience Fayetteville Executive Director
FROM: Leif Olson, Long Range Planner
DATE: May 29, 2019
SUBJECT: Resolution of intent to work with Experience Fayetteville on developing a
scope of work and contract for the creation and ultimate implementation of
a programming, marketing, and operations and maintenance plan for the
public spaces being designed and constructed in the Cultural Arts Corridor
project.
RECOMMENDATION:
Staff recommends approving a resolution for City staff to work with Experience Fayetteville to
develop a programming, marketing, and operations and maintenance scope of work and
contract for the public spaces being designed and constructed in the Cultural Arts Corridor
project.
BACKGROUND:
The Cultural Arts Corridor project will be a transformative change for downtown Fayetteville. It
will provide opportunities for a wide variety of programmed and un -programed events, activities
and learning opportunities. The Fay Jones Woodland will incorporate sustainable stormwater
elements, woodland restoration with native plant materials, nature trails and viewing platforms,
locations for acoustic performances, opportunities for visual arts, streambank restoration and
informal gathering areas. The Civic Space and West Avenue improvements will provide
opportunities for informal gatherings as well as programmed events and festivals.
The City's landscape design consultant, Nelson Byrd Woltz (NBW), is currently working on final
design development and construction documents for the major components of the Cultural Arts
Corridor project including; the Fay Jones Woodland, Razorback Regional Greenway,
streetscape design for West Avenue, and the West Avenue Civic Space. The Design
Development phase of the project is scheduled to be completed in the early fall of 2019.
Construction is scheduled to begin in the first quarter of 2020 for the Fay Jones Woodland and
the adjacent trails and streetscapes. Construction on the West Avenue Civic Space will begin in
2021 upon the completion of a new downtown parking deck and the Fay Jones Woodland and
associated projects.
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
DISCUSSION:
It is important to begin planning now for the long-term management and operation of these
public spaces through a comprehensive and holistic approach. This includes; the naming and
marketing of the district, the development of the organizational assets for the programming and
operations of the Fay Jones Woodland and the West Avenue Civic Space, and the development
of a long-term operations and maintenance plan. NBW and City staff believe that the Design
Development phase of the project this summer is the opportune time to include the entity
charged with programming these spaces on the design team to provide insight and feedback as
the project progresses.
This resolution will enable staff to begin working with Experience Fayetteville to develop a scope
of work for the programming, marketing, operations and maintenance aspect of the project and
the drafting of a contract for these services. Funding for the planning, design, implementation
and maintenance of the elements identified in the scope of work will be requested through a
negotiated contract to be approved by the City Council at a future date.
BUDGETISTAFF IMPACT:
None
Attachments:
City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar)
Budget Year Division Adjustment Number
/Org2 SUSTAINABILITY/RESILIENCE (631)
2019
Requestor: Peter Nierengarten
BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION:
Budget adjustment is needed to move $35,000 Contract Services Account to fund a contract with the Fayetteville
Advertising and Promotions Commission to manage the development of various programming, marketing, management
and operations aspects fo the Cultural Arts Corridor (CAC) Project.
COUNCIL DATE: 9/3/2019
LEGISTAR FILE ID#: 2019-0509
L ilk H u tchevi%
8/19/2019 8:32 AM
Budget Director
TYPE:
JOURNAL #:
Date
D - (City Council)
RESOLUTION/ORDINANCE
I GLDATE:
CHKD/POSTED:
TOTAL
Account Number
- -
Increase / (Decrease)
Expense Revenue
Project.Sub#
Project Sub.Detl AT
v.20190516
Account Name
1010.090.6600-5315.00
35,000
46080 7810 EX
Contract Services
1010.631.6310-5130.00
(35,000)
EX
Extra Services - Personnel
H:\Budget Adjustments\2019_Budget\City Council\09-03-2019\2019-0509 BA A&P Contract 1 of 1