Title
Resolution to Approve a Partnership Agreement with Community Action Network for Operation of Bryant and Northside Community Centers per RFP No.681 in the Amount of $59,088.00 for FY 08 and a One-Year Renewal Option for $145,000.00 for FY 09
Memorandum
Attached is a resolution to approve a partnership agreement with Community Action Network for operation of the Bryant and Northside Community Centers per bid #681 in the amount of $59,088.00 for FY 08 and a one-year renewal option for $145,000.00 for FY 09. Funds for the project are included in the approved FY 08 Parks and Recreation Services General Fund budget and the FY 09 Parks and Recreation Services General Fund budget plan, respectively. The reason for the increase in FY 09 is due to increased service levels. During FY 08, the service level will not be as high because evaluations and assessments will be performed. A higher level of programming will occur during FY 09.
The City of Ann Arbor owns and operates two community centers. The Parks and Recreation Services staff is recommending that the City enter into a partnership agreement with the Community Action Network to provide community-directed outreach, social, and recreation services creating community centers that serve the immediate geographic neighborhoods for the Bryant Community Center and the Northside Community Center. Under the terms of the agreement Community Action Network would manage and operate the two community centers. This recommendation is consistent with the plan as presented during budget deliberations for FY 08 and FY 09.
Community Action Network will evaluate current social and recreation services needs in the Bryant neighborhood and the Northside neighborhood. Based on the completed needs assessment, the Community Action Network will develop and deliver programming that will result in high-quality services and community relations that meet the needs of residents in the Bryant and Northside neighborhoods. The initial agreement will be for a period of six months, commencing in January 2008 and continuing until June 30, 2008 with the option to renew the agreement for one additional year, July 1, 2008 - June 30, 2009.
The Parks and Recreation Services staff and Community Action Network believe that the partnership between the organizations will enhance the scope and quality of the programming that can be provided to the Bryant and Northside Neighborhoods. Key elements of the partnership agreement include:
• Program development, community center operations, and staffing are transferred to the Community Action Network.
• The City will provide utilities, designated routine maintenance, non-routine maintenance and capital improvement activities.
• Financial support will be provided by the City as included in the approved FY 08 budget and the FY 09 Financial Plan (R-80-3-07).
• Administrative reviews of the Agreement operational requirements, program reviews, and site reviews will be conducted by the City on a quarterly basis.
• Community Action Network will continue utilizing the Parks and Recreation Services scholarship program for Ann Arbor residents participating in programs and activities at the community centers.
• Tasks to be completed under the terms of the Agreement include the following:
o Conduct a thorough needs assessment for outreach services, social services, and recreation programming for the Bryant and Northside neighborhoods.
o Research and inventory existing outreach, social, and recreation service providers that currently offer services to the Bryant and Northside neighborhoods.
o Engage the community and current patrons to gather comments through a needs assessment process.
o Develop and deliver a program of services that addresses the needs of the Bryant and Northside neighborhoods.
RFP No. 681 documents were advertised on MITN BidNet and distributed to various organizations on October 8, 2007. The Community Action Network proposal was the only response to RFP No. 681. A task force of Community Services Area staff evaluated the proposal and invited the Community Action Network to provide further information in an interview with the selection committee. The selection committee, which included Community Service Area staff and two representatives from the Bryant neighborhood, interviewed the organization’s staff. On the basis of the interview process, the selection committee determined Community Action Network was capable of implementing this partnership agreement.
This Partnership Agreement was approved by the Community Action Network Board of Directors on October 27, 2007 and approval is recommended by City staff and the Parks Advisory Commission.
Staff
Prepared by: Christen Smith, Parks & Recreation Services Manager
Reviewed by: Jayne Miller, Community Services Administrator
Approved by: Roger W. Fraser, City Administrator
Body
Whereas, The Procurement Office released Request For Proposal No. 681 on October 8, 2007, seeking proposals for the operation and management of the Bryant and Northside Community Centers;
Whereas, The Community Action Network (“CAN”) proposal was the sole response to the Request for Proposals;
Whereas, The committee of Community Service Area staff and two representatives from the Bryant Community Center interviewed the organization and determined the CAN was capable of fulfilling the specified service requirements in the RFP and recommended implementing a partnership agreement with CAN;
Whereas, The CAN will work in partnership with the City of Ann Arbor and other community agencies to provide community-directed outreach, social, and recreation services creating community centers that serve the immediate geographic neighborhoods for the Bryant Community Center and the Northside Community Center;
Whereas, Under the terms of the Partnership Agreement the CAN will be responsible for management of and needs assessment for the Bryant Community Center and Northside Community Center and the City will retain oversight of the Bryant Community Center and the Northside Community Center operations through regular reporting by the CAN to the City Parks and Recreation Services staff and quarterly administrative review and site visits by the Parks and Recreation Services staff;
Whereas, The Board of Directors for CAN approved the Partnership Agreement with the City on October 27, 2007;
Whereas, Funds for implementation of the Partnership Agreement are included in the approved FY 08 Parks and Recreation Services General Fund budget and the FY 09 Parks and Recreation Services General Fund Financial Plan;
Whereas, The CAN received living wage and Human Rights approval on December 13, 2007; and
Whereas, The Parks Advisory Commission recommended approval of the Partnership Agreement, per the requirements of RFP No. 681, with the CAN on December 18, 2007;
RESOLVED, That City Council approve a Partnership Agreement under the terms of RFP No. 681 with the Community Action Network in the amount of $59,088.00 for operation and management of the Bryant and Northside Community Centers for FY 08 with the option to exercise a one-year renewal of the Agreement for FY 09 in an amount not to exceed $145,000.00;
RESOLVED, That the Mayor and City Clerk are authorized and directed to execute the contract after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator is authorized to take all necessary actions to implement this Resolution, including exercise of the one-year renewal option and execution of the renewal agreement, if deemed in the best interest of the City.