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Date
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January 7, 2008
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Agenda
Item No. 40 Roll
Call No. 08- Communication No. 08-007
Submitted by: Donald
M. Tripp, Park and Recreation Director |
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AGENDA HEADING:
Approval of an exception to the competitive procurement process for an agreement with June L. Owens & Associates, LLC for program management at Evelyn K. Davis Park.
SYNOPSIS:
Approval of an
exception to the competitive procurement process for a one-year agreement (two
one-year renewal options) with June L. Owens & Associates, LLC for program
management at Evelyn K. Davis Park. The agreement has two components: 1)
administration and program management at Evelyn K. Davis Park at a cost not to
exceed $13,000; 2) a comprehensive summer youth program, before and after school
programming, and neighborhood special events. Supplies, materials and staff for
the second component will not exceed $62,000 for direct expenses of program
offerings. Staff recommends an exception to the competitive bidding
requirements because Ms. Owens is uniquely qualified due to her ties with and
understanding of the neighborhood. This agreement will begin upon Council
action and extend through December 31, 2008.
FISCAL IMPACT:
Amount: The City has received $225,000 of
private donations for the purpose of enhanced programming at Evelyn K. Davis
Park. The costs for this management contract are not to exceed $75,000 annually
over a three-year period.
Funding Source: Fiscal Year
2007-08 Operating Budget, Park and Recreation Department, Expendable Trust
Funds, Evelyn K. Davis Park, ET901 PKS981700, page 258.
ADDITIONAL INFORMATION:
In September
2006, William Knapp gathered financial support for the Evelyn K. Davis Park
Improvements Project, which included components of infrastructure improvements
as well as enhanced park management and operations. Private sector donations totaling $425,000
were specifically committed to address increased programming and
family-oriented park activity ($225,000) as well as a police presence
($150,000) at the park over the course of the 2008, 2009, and 2010 fiscal
years.
This operations
funding allows the Park and Recreation Department to provide a higher level of
programming than is usually seen in neighborhood parks throughout
The Park and
Recreation Department developed a vision of how to best utilize the private
donations for programming at the park. The vision anticipates that Evelyn K.
Davis Park staff would reach out to the community and serve as a social liaison
by attending neighborhood events, distributing fliers and brochures and speaking
at neighboring churches, agencies, schools and organization meetings. The increased
activity in the park would attract people from within and outside of the King
Irving and Mondamin Presidential neighborhoods.
The park’s youth camp programming would provide neighborhood youth
expanded understanding and opportunities within Greater Des Moines,
particularly through field trips to the Blank Park Zoo, Science Center of Iowa,
etc. A key programming element would be re-introduction of the Evelyn K. Davis day
camp (summer) and after school program (winter, spring, fall) within Evelyn K.
Davis Park. Programming would also occur at Forest Avenue Library and
In order to
begin this new programming in the 2007 season, the Park and Recreation
Department developed a paid intern position and interviewed several applicants
(with a panel that included King Irving Neighborhood representation). Due to
the unique program and the available financial parameters, we were unable to
find an applicant who met the desired criteria.
At the same time this process was taking place, Thrivent began
sponsorship of an additional initiative, entitled Thrivent Builds Neighborhoods,
to assist with building participation, pride and community perception in the
King Irving and Mondamin Presidential Neighborhoods.
June L. Owens,
President of June L. Owens & Associates, LLC, became aware of these
endeavors and came forward with a proposal to provide the recreational
programming component of the Evelyn K. Davis Park Improvement Project through a
Program Management Agreement. June L. Owens & Associates is a
multifunctional firm established in 2002, providing services in Human Resources
consulting and training, special event planning and coordination, public
relation and marketing services and program management.
Staff recommends
an exception to the competitive bidding requirements because of the specific
need to identify staff familiar with the characteristics and needs of the
neighborhoods surrounding the park. Ms. Owens is uniquely qualified due to her
ties with and understanding of the neighborhood. As a child growing up in the King Irving
Neighborhood, June Owens attended Evelyn K. Davis’ Tiny Tots Daycare program,
where her mother was a staff member. She
is keenly aware of the characteristics, problems and potential inherent to the
neighborhood and its residents. She is also familiar with agencies best suited
to bring about the desired outcomes. Furthermore, Ms. Owens is an independent
third party who is not affiliated with existing programming in the
neighborhood. As a marketing and promotions professional, she can objectively
execute the terms of this agreement without being bound to the missions of
other agencies or programs. Park and Recreation Department staff will provide
oversight to direct the vision of programming and ensure quality services are
provided to area residents.
The one-year
agreement has two components:
- Administration and management of
program elements based out of Evelyn K. Davis Park as outlined in the
original Evelyn K. Davis Park Improvement Project. This includes working
with neighborhood leadership to identify programming needs and
establishment of partnerships with existing area organizations such as the
Grubb YMCA, King Elementary School, Forest Avenue Library, Inner City
Urban Development (ICUD), etc., to enhance and support existing
opportunities. The cost for this component will not exceed $13,000
annually.
- A comprehensive summer and after
school youth education/recreation program. The cost for this component
will not exceed $62,000 annually. June L. Owens & Associates will be
reimbursed from receipted invoices for purchased supplies, materials and
staff hired as direct expenses for program offerings.
Ms. Owens has
proposed a focus on learning, citizenship and fun with programs to support
youth athletics, tutoring and job training incorporated into the overall
program goals. Her work will involve several community-based special events and
specific program offerings including art in the park (partnerships with Des
Moines Art Center, Drake University, Des Moines Area Community College), Sunday
ice cream socials, a “Stories With the Stars” reading program, “When I Grow Up”
presentations by area professionals about careers and educational pathways,
“Diversecity” programming exploring the diverse populations within the
neighborhood/Des Moines community, and a “Hoopin’ It” 3 on 3 basketball
tournament. A preliminary budget for the
2008 calendar year follows:
Total Annual Budget: $75,000
- Administrative overhead $13,000 coordination and management of program
- Evelyn K. Davis Camp Coordinator 14,500
year-round permanent part-time position
- Assistant E.K. Davis Camp
Coordinator 12,500
year round permanent part-time position
- E.K. Davis summer Youth Counselors
4,800
- Workers’ comp 1,000
- Health insurance 3,600
- Contractor’s Liability Insurance 1,600
- Field trip transportation 3,000
- Field trip admissions 3,000
- Neighborhood special events 4,000
(minimum of four celebrations)
- Crafts, equipment and supplies 4,000
- Day camp and after school snacks 4,000
- Coach/instructor fees for programs
and other 1,500 entities
- Fee-based program participation
scholarships 2,000
- Miscellaneous expenses 2,500 (printing, honorarium, movie
rental, etc.)
After an
unsuccessful effort to hire a paid intern to administer this work, staff feels
the proposed Program Management Agreement with June L. Owens & Associates,
LLC is a better alternative to permanent staffing for this program. It
addresses the need for program staff who are both familiar with and dedicated
to the special needs of the citizens of the neighborhoods surrounding Evelyn K.
Davis Park while at the same time providing flexibility and professionalism in
programming and promotion. Contracted staff will meet regularly with Park and
Recreation Department staff to evaluate the program curriculum, budgets,
volunteer support and partnerships to aid in developing a comprehensive
program. A detailed report outlining
program offerings, participation, budget, etc. will be provided at the
conclusion of each program year as a prerequisite to consideration of contract
renewal by staff and City Council.
PREVIOUS COUNCIL ACTION(S):
Date: June 4, 2007
Roll Call No. 07-1115
Action: On Evelyn K.
Davis Park Improvements: Resolution approving plans, specifications, form of
contract documents, Engineer’s Estimate and designating lowest responsible
bidder as Baker Electric, Inc., (Britt Baker, CEO), $153,900.26. (Council
Communication No. 07-336) Moved by Vlassis to adopt. Motion carried 7-0
Date: March 12, 2007
Roll Call No. 07-499
Action: Community
Attraction and Tourism (CAT) Program Agreement with Vision Iowa Board for
acceptance of a $130,000 award for the Evelyn K. Davis Park Improvements
Project. (Council
Communication No. 07-145) Moved by Mahaffey to approve.
Motion carried 6-1.
Date: September 25, 2006
Roll Call No. 06-1931
and 06-1932
Action: Authorization to submit Community Attraction
and Tourism Grant application and to reappropriate $50,000 to FY 2006-07 Park
and Recreation Department CIP Budget for Evelyn K. Davis Park improvements.
Moved by Vlassis to adopt. Motioned
carried 6-0; and Acceptance of donations to fund Evelyn K. Davis Park improvement
and programs. (Council
Communication No. 06-623) Moved by Vlassis to adopt. Motioned passed 6-0.
BOARD/COMMISSION ACTION(S):
NONE
ANTICIPATED
ACTIONS AND FUTURE COMMITMENTS:
Option for approval of two renewal options.