Title
Resolution to Approve a Three-Year Partnership Agreement with Community Action Network for Operation of Bryant and Northside Community Centers per Bid #726 in the (Not to Exceed $145,000.00/per fiscal year) With a Two Year Renewal Option (Not to Exceed $145,000.00/per fiscal year) Contingent Upon Future Approved Funding
Memorandum
Attached for your review and approval is a resolution for a partnership agreement with Community Action Network (CAN) for operation of the Bryant and Northside Community Centers per Bid #726. The cost of the three-year Partnership Agreement would be an amount not to exceed $145,000.00 for each of the fiscal years covered by the contract term (FY 10 through FY 12) contingent on Council's approval of continued funding for Bryant and Northside Community Centers for FY 11 and FY 12. Funds for the contract for FY 10 are included in the approved FY 10 Parks and Recreation Services General Fund budget. In addition, approval of this contract will allow the City Administrator to execute a Two Year Renewal Option at a cost not to exceed $145,000.00 per fiscal year for FY 13 and FY 14, contingent on Council's approval of funding for Bryant and Northside Community Centers for FY 13 and FY 14.
The City of Ann Arbor owns two community center facilities. In January of 2008 the City of Ann Arbor entered into a Partnership Agreement with CAN to operate both Bryant and Northside Community Centers. The initial agreement was for a six month period with an option to renew for one (1) additional year, July 1, 2008 - June 30, 2009. The Agreement was renewed for that additional year and the Parks and Recreation Services staff is now recommending that the City enter into another Partnership Agreement with CAN to continue to provide community-directed outreach, social, and recreation services that serve the immediate geographic neighborhoods for the Bryant Community Center and the Northside Community Center. Under the terms of the agreement CAN would continue to manage and operate the two community centers for the next three years with an option to renew for an additional two years. This recommendation is consistent with the plan as presented during budget deliberations for FY 10.
As part of the initial agreement, CAN evaluated the social and recreation services needs in the Bryant neighborhood and the Northside neighborhood. Based on the completed needs assessment, CAN developed and implemented programming that focuses on providing high-quality services and community relations that met the needs of residents in the Bryant and Northside neighborhoods. We have been encouraged with CAN's progress over the past year and a half and have enjoyed a strong, collaborative partnership in helping to provide the necessary services to these two communities.
Parks and Recreation Services staff and CAN believe that the continued partnership between the organizations will provide needed consistency in programming as well as continue to enhance the scope and quality of the programming that has already been provided to the Bryant and Northside neighborhoods. Key elements of the partnership agreement include:
· Program development, community center operations, and staffing by Community Action Network.
· The City will continue to 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 10 budget.
· Administrative reviews of the Agreement, 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 continued under the terms of the agreement include the following:
o Review and update of current needs assessment that was conducted in June, 2008 to ensure that community needs are being addressed.
o Evaluation of current outreach, social, and recreation programs and services being offered to the Bryant and Northside neighborhoods to determine the effectiveness of these programs.
o Continual engagement of community and current patrons to further develop and deliver a program of services that addresses the needs of the Bryant and Northside neighborhoods.
RFP No. 726 documents were advertised on MITN BidNet on February 20, 2009. Community Action Network submitted the sole proposal and met the requirements of RFP No. 726 by the April 3, 2009 deadline.
On the basis of the proposal and established working relationship over the past year and a half, Parks and Recreation staff determined that Community Action Network was capable of continuing to implement this Partnership Agreement.
This agreement is supported by the Community Action Network Board of Directors, the Parks Advisory Commission and City staff.
Community Action Network meets the living wage requirements and received Human Rights approval on April 28, 2009.
Staff
Prepared by: Jeff Straw, Parks & Recreation Services Deputy Manager
Reviewed by: Colin Smith, Parks & Recreation Services Manager and Jayne Miller, Community Services Administrator
Body
Whereas, Community Action Network will continue to 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, This Partnership Agreement will continue to provide for City oversight of the Bryant Community Center and the Northside Community Center operation through regular reporting by Community Action Network to the City Parks and Recreation Services staff and quarterly administrative review and site visits by Parks and Recreation Services staff;
Whereas, The Procurement Office sought proposals on February 20, 2009 and the proposal received from Community Action Network was identified as the sole proposal;
Whereas, Community Action Network has been operating Bryant Community Center and the Northside Community Center since January, 2008;
Whereas, On the basis of the proposal and working relationship over the past year and a half, Community Services Area staff determined Community Action Network was capable of continuing to implement this Partnership Agreement;
Whereas, Funds for implementation of the Partnership Agreement for FY 10 are included in the approved FY 10 Parks and Recreation Services General Fund budget;
Whereas, The Parks Advisory Commission recommended approval of the Partnership Agreement, per the requirements of RFP No. 726, with Community Action Network on May 19, 2009; and
Whereas, Community Action Network meets the living wage requirements and received Human Rights approval on April 28, 2009;
RESOLVED, That City Council approve a three-year Partnership Agreement for services, per Bid #726, with Community Action Network in an amount not to exceed $145,000.00 for FY 10 and not to exceed $145,000.00 for FY 11 and FY 12, respectively, contingent on Council's approval of FY 11 and FY 12 funding for Bryant and Northside Community Centers;
RESOLVED, That City Council authorize the City Administrator to execute a Two Year Renewal Option of the Partnership Agreement at a cost not to exceed $145,000.00 per fiscal year for FY 13 and FY 14 contingent on Council's approval of funding for Bryant and Northside Community Centers for FY 13 and FY 14;
RESOLVED, That the Mayor and City Clerk be authorized and directed to execute the Partnership Agreement after approval as to substance by the City Administrator and approval as to form by the City Attorney; and
RESOLVED, That the City Administrator be authorized to take all necessary administrative actions to implement this resolution.