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Res No 125-96-9879TO: FROM 0 CITY OF SOUTH MIAMI 6130 Sunset Drive, South Miami, FL 33143 Mayor and Commission DATE: r e Cox, City Manag RE: July 19, 1996 Agenda Item #.7. Commission Meeting July 23, 1996 Grants Generation Consultant Parks Recently the Parks Department advertised a Request for Qualifications (RFQ) which emphasized experience in generating grant funds for parks and recreation. Stan Hemphill responded to the RFQ and has the background that was sought. He has generated large sums for Dade county Parks and is now a consultant working privately. Mr. Hemphill's initial emphasis will be on generating funding for improvements to Fuchs Park. Chamber South has agreed to reimburse Mr. Hemphill's documented expenses related to grants for Fuchs Park improvements. If he is successful in obtaining funds for other park improvements, a fee will be paid by the city in an amount not to exceed ten percent (10 %). During the period of this contract, the city will establish the needed network and be able to continue the effort to obtain much needed additional funding. I strongly encourage your support of this resolution. A fp F. PROPOSED GRANTS MANAGEMENT SERVICES The Request For Qualifications for the "Parks And Recreation Grants Generation And Planning" stipulated that the consulting services shall include, but not be necessarily be limited to, the following work scope. Planning Identification, research and scheduling of Grant programs that can help finance the City's priority parks and recreation capital improvements. nerati on Appl i cati revenues tal i zati o ministration Preparati progress, requi red on for and securing of approved Grant that provide the City additional capi - n resources. on and submission of all commencement, and close -out administrative documents to obtain Grant payments for the City. CONSULTING SERVICES PROPOSAL Stan A. Hemphill therefore proposes to provide to the City of South Miami and its Parks and Recreation Department exactly this SERVICES SCO E as described on Page 01 of the Request for Qualifi- cations. These grants (1) Planning, (2) Generation and (3) Admin- istration consulting services will be provided in complete accord with the SERVICES COMPENTSATI intent described on Page 02 of the Request For Qualifications. ft it These basic services will be implemented through the follow- ing types of grants management actions for the City of South Miami's Parks and Recreation Department, referred below as the Client: O1. Prepare and execute a Consulting Services Agreement with the Client for the Services Project . 02. Study the need for capital improvements planning , f financing , acquisition, design, development and equipment at each of the Client's existing and future project sites. 03. Study the Project Information provided by the Client for each site. 04. Visit each site to become familiar with its location, con- figuration, surrounding features, natural features, man -made features, leisure emphases and future capitalization needs . 05. Attend Information Meetings concerning each site. 06. Review Client Souvenirs provided by the Client. 07. Attend Social Functions concerning each site. 08. Identify potential government and /or foundation grant pro- grams through which funds may be applied for and obtained in support of the Client's capital improvements needs. 09. Prepare a linkages between the Cl ple grant.programs. - 10. 11. Prepare a to depict the p 1 anned Tent's capitalization needs and multi- light on a multi -year bas of applications planned t grant programs. is the amounts, needs and deadlines o be submitted through selected identify savings alternatives for the Client to If possible, fulfill cash cost sharing requirements. 12. Obtain the written author Manager prior to pursuing waiver opportunity. ization and direction of the Project each • grant opportunity and each ft For each grant and /or waiver opportunity authorized and di- rected by the Project Manager, the following types of grants man- agement actions will also be implemented for the Client 13. Research the grant program, its ing organization, its advisory its decision makers. admini. council strators, its govern- or review panel, and 14. Cultivate the grant program personnel to establish and strengthen long lasting productive relationships. 15. Obtain the current guidelines, s tructions for the grant progr application forms and in- am. 16. Prepare an outline for the grant application . 17. Gather, organize and integrate narrative data and visuals for the grant application. 18. If possible, obtain a written waiver of retroactivity that (a) saves the Client the necessity of providing cash cost sharing and /or (b) allows for eligible preagreement costs. 19. Prepare the grant application in a tailored manner to docu- ment the project's service and financial needs. 20. Obtain the Client's official signature on all necessary ap- plication documents. 21. Submit the grant application in a timely manner at the op- timum delivery location and presentation setting. - 22. Provide the Client with a complete copy- .-of the. application . 23. If necessary, mobilize community based group, government agency and /or legislative support for the grant application. 24. Obtain information concerning the amount of competition for the requested grant. 25. If necessary, present the grant request through a dynamic approach to showcase the project's service and financial needs to the grant decision makers at a public review meet - ing(s) . r JO 2 6 . Follow -up with the grant program personnel to maximize the approval competitiveness of the grant application. 27. Obtain the grant program personnel's comoouLtment to the grant application. 2 8 . Obtain a draf t grant agreement from the grant program person- nel. 0 29. Review and negotiate the draft grant agreement to clarify all language, terms, conditions and attachments before the Client executes the legally binding monetary document. 30. Obtain the Client's official signature on all necessary grant agreement documents. 31. Return the Client signed grant agreement to the grant program personnel. 32. Obtain a copy of the fully executed grant agreement from the the grant program personnel. 33. Provide the Client with a fully executed copy of the grant agreement. For each grant agreement provided to the Client, the follow- ing types of grants management actions will also be implemented: 34. Prepare a fill the s funding. Grant Agreement-Summary to help mon pecif'c requirements and timelines itor and ful- of the approved 35. Prepare-any required project commencement documents* 36. Prepare any required status reports. 37. Prepare any required expenditure documentations and /or grant payment requests. 38. Facilitate any required audit information. 39. 40. Facilitate any required recognition signage. Prepare any required grant amendments. I ►v s 41. Prepare any required project completion documents* 42. Express written appreciation and gratitude to the grant pro- gram personnel. ..�.� i PWAN These proposed consulting services will address all of the key duties required with the three management actions of (1 ) Grants Planning , (2 ) Grants Generation and (3 ) Grants Adminis tra- tion for the South Miami Parks and Recreation Department's capital improvements projects. The documents that follow present Stan A. Hemphill's qualifications to successfully implement these consult- ing services.