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File #: 19-2285    Version: 1 Name: 12/16/19 Agreement with Conservation Fund for Greenbelt Administration
Type: Resolution Status: Passed
File created: 12/16/2019 In control: City Council
On agenda: 12/16/2019 Final action: 12/16/2019
Enactment date: 12/16/2019 Enactment #: R-19-557
Title: Resolution to Approve an Agreement with The Conservation Fund for Administration of the City's Open Space and Parkland Preservation Program (up to $710,998.20 over 3.5 years)
Attachments: 1. Greenbelt-Parkland PS RFP 2019(final).pdf, 2. PROPOSAL_TheConservationFund.pdf, 3. CF PSA (final).pdf
Title
Resolution to Approve an Agreement with The Conservation Fund for Administration of the City's Open Space and Parkland Preservation Program (up to $710,998.20 over 3.5 years)
Memorandum
This resolution approves an agreement with The Conservation Fund for the administration of the City's Open Space and Parkland Preservation Program, including greenbelt and parkland acquisitions. The contract is for an initial period of 18 months with an option for the City to renew for up to two one-year terms thereafter. The initial 18-month period is not to exceed $297,000.00. The subsequent one-year optional renewal periods increase rates by 3% each year for not-to-exceed totals of $203,940.00 for the first one-year renewal and $210,058.20 for the second one-year renewal.

The City released RFP #19-33 (attached) soliciting services for this project. The Conservation Fund was the only respondent. The Conservation Fund has provided this service to the City since the program's inception. They provide the City with program administration, outreach and strategic plan development, land and easement acquisition, partnership development, and easement monitoring services.

The current agreement with The Conservation Fund expires on December 31, 2019 and runs on a calendar-year cycle. To put the agreement back on a fiscal-year cycle, staff is proposing an 18-month initial term, with two one-year administrative renewals at the City's option. The one-year renewals stipulate a 3% increase in rates and not-to-exceed amount for each renewal.

Budget/Fiscal Impact:
The estimated costs are:

Up to $297,000.00 for the first 18-month period (January 1, 2020 - June 30, 2021)
Up to $203,940.00 for the first one-year renewal (July 1, 2021 - June 30, 2022)
Up to $210,058.20 for the second one-year renewal (July 1, 2022 - June 30, 2023)

Funds are available in the Open Space and Parkland Preservation Millage Fund. $200,000.00 is currently budgeted in the FY2020 budget for these services (thro...

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