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HomeMy WebLinkAboutA001 - Council Action Form dated August 25, 2026ITEM #:13 DATE:08-25-26 DEPT:ADMIN SUBJECT:AMENDMENT TO FY 2026/27 AMES REGIONAL ECONOMIC ALLIANCE CAMPUSTOWN CONTRACT COUNCIL ACTION FORM BACKGROUND: On May 26, 2026, the City Council approved contracts with organizations that requested funds for FY 2026/27 through the Outside Funding Request program. One of the contracts, in the amount of $46,000, was entered into with the Ames Regional Economic Alliance (AREA) to support programming for the Campustown business district. The AREA is requesting an amendment to the FY 2026/27 contract to replace its obligation to host a summer series festival event in summer 2026 with a task to host a winter event. The value of this task is $7,500, paid on a reimbursement basis once the task is complete. An amendment has been prepared to authorize the replacement task (attached). It has been signed by the organization and returned, and is now presented for City Council approval. The total value of the contract remains $46,000, as originally approved. ALTERNATIVES: 1. Approve the requested amendment to the Ames Regional Economic Alliance's FY 2026/27 outside funding agreement for Campustown. 2. Do not approve the requested contract amendment. 3. Refer this item to staff for further information. CITY MANAGER'S RECOMMENDED ACTION: The requested amendment does not increase the value of the overall contract. Instead, it allows the AREA to host a winter activity in lieu of the summer activity as originally proposed. Therefore, it is the recommendation of the City Manager that the City Council adopt Alternative No. 1, as described above. ATTACHMENT(S): AREA Contract for Campustown.pdf Campustown AMENDMENT 1 1 CONTRACT FOR SERVICES THIS AGREEMENT, made and entered into the 1st day of July, 2026, by and between the CITY OF AMES, IOWA, a municipal corporation organized and existing pursuant to the laws of the State of Iowa (hereinafter sometimes called "City") and Ames Regional Economic Alliance (an entity organized and existing pursuant to the laws of the State of Iowa and hereinafter called "Provider") for activities specific to the area generally known as “Campustown"; WITNESSETH THAT: WHEREAS, the City of Ames has, by its City Council acting in open and regular session, determined that certain services and facilities to be provided to the City of Ames and its citizens by Provider, such services and facilities being hereinafter described and set out, should be purchased in accordance with the terms of a written agreement as hereinafter set out, in accordance with all applicable Federal, State, and Local laws or regulations; NOW, THEREFORE, the parties hereto have agreed and do agree as follows: I PURPOSE The purpose of this Agreement is to procure for the City of Ames and its citizens certain services and facilities as hereinafter described and set out; to establish the methods, procedures, terms and conditions governing payment by the City of Ames for such services; and, to establish other duties, responsibilities, terms and conditions mutually undertaken and agreed to by the parties hereto in consideration of the services to be performed and monies paid. II SCOPE OF SERVICES A. For an amount not to exceed $46,000, the City agrees to purchase the Provider’s services and facilities as described below: Drawdown Schedule: Conduct District-wide clean up and beautification (part 1) July 2026 $11,500 Host restaurant/bar promotional event July 2026 $3,000 Host summer series festival event July 2026 $7,500 Host Fall event Nov. 2026 $5,000 Host Small Business Saturday event Nov. 2026 $2,500 Serve as a point of contact for the District regarding the City of Ames Façade Grant Program Jan. 2027 $5,000 Conduct District-wide clean up and beautification (part 2) Jan. 2027 $11,500 2 2 It is understood and agreed that the services and facilities described in this scope of services are to take place in the area generally referred to as “Campustown.” III METHOD OF PAYMENT A. All payments to be made by the City of Ames pursuant to this Agreement shall be reimbursement for actual costs incurred by Provider in providing services required by Section II above. Any alternate payment arrangements must be approved by the City Council. B. The City will disburse payment monthly on requisition of Provider. C. Requisitions for disbursement shall be made in such form and in accordance with such procedures as the Director of Finance for the City shall prescribe. Said form shall include but not be limited to an itemization of the nature and amount of costs for which reimbursement is requested, and must be filled out completely. D. The maximum total amount payable by the City of Ames under this agreement is detailed in the SCOPE OF SERVICES (Part II of this contract), and no greater amount shall be paid. E. All unobligated amounts disbursed to the Provider shall be repaid to the City as of the effective date of termination of this agreement. The Provider shall repay to the City any disbursed funds for which documentation of actual expenses is not provided. F. The Provider shall requisition for funds no more frequently than once per month. If Provider wishes to request disbursement of funds on other than a monthly basis, the Provider must submit a request in writing to be approved by the City Manager’s Office. Failure to request reimbursement in a timely manner shall be grounds for termination of this agreement. In no case will a disbursement request be accepted for reimbursement after July 15th of the following fiscal year. IV FINANCIAL ACCOUNTING AND ADMINISTRATION A. All monies disbursed under this Agreement shall be accounted for by the accrual method of accounting. B. Monies disbursed to Provider by the City will be deposited by Provider in an account under the Provider’s name. All checks drawn on the said account shall bear a memorandum line on which the drawer shall note the nature of the costs for which the check is drawn in payment, and the program(s) of service. C. All costs for which reimbursement is claimed shall be supported by documentation evidencing in proper detail the nature and propriety of the charges. All checks or other accounting documents pertaining in whole or in part to this Agreement shall be clearly identified as such and readily accessible for examination and audit by the City or its authorized representative. D. All records shall be maintained in accordance with procedures and requirements established by the City Finance Director, and the City Finance Director may, prior to any disbursement under this Agreement, conduct a pre-audit of record keeping and financial accounting procedures of the Provider for the purpose of determining changes and modifications necessary with respect to accounting for funds made available 3 3 hereunder. All records and documents required by this Agreement shall be maintained for a period of three (3) years following final disbursement by the City. E. At such time and in such form as the City may require, there shall be furnished to the City such statements, records, reports, data, and information as the City may require with respect to the use made of monies disbursed hereunder. F. At any time during normal business hours, and as often as the City may deem necessary, there shall be made available to the City for examination all records with respect to all matters covered by this Agreement and Provider will permit the City to audit, examine, and make excerpts or transcripts from such records. G. The Provider must submit a final report to the City within thirty (30) days of the submission of the final requisition for reimbursement or the concluding date of this contract, whichever is earlier. The final report shall describe, at minimum, the services and facilities provided under the contract, an accounting of the number of individuals to whom services or facilities were provided, and any supporting documentation to substantiate these descriptions. Failure to submit a final report as required may result in any funds awarded to the Provider through subsequent contracts being held in sequestration until the final report is complete. V DURATION This Agreement shall be in full force and effect from and after July 1, 2026, until June 30, 2027. The City Council may terminate this Agreement by giving written notice to the Provider at least sixty (60) days before the effective date of such termination. From and after the effective date of termination, no further disbursement under this Agreement shall be made by the City. Any money disbursed to the Provider and unencumbered or unspent as of the effective date of termination, shall be repaid to the City. VI DISCRIMINATION PROHIBITED In accordance with Chapter 14 of the Municipal Code, no person shall, on the grounds of age, race, color, creed, religion, national origin, disability, sexual orientation, gender identity, or sex be excluded from participation in, be denied the benefits of, or be subjected to discrimination under any program or activity funded in whole or in part with funds made available under this Agreement. IN WITNESS WHEREOF the parties hereto have, by their authorized representatives, set their hand and seal as of the date first above written. CITY OF AMES, IOWA ATTEST: BY______________________________ ________________________________ John Haila, Mayor Renee Hall, City Clerk Ames Regional Economic Alliance 4 4 BY______________________________ Authorized Representative 5 Page 1 of 2 AMENDMENT TO CONTRACT FOR SERVICES THIS AMENDMENT, made and entered into ________________, 2026, to an Agreement in an amount not to exceed $46,000 and entered into on July 1, 2026, by and between the CITY OF AMES, IOWA, a municipal corporation organized and existing pursuant to the laws of the State of Iowa (hereinafter sometimes called "City") and Ames Regional Economic Alliance (an entity organized and existing pursuant to the laws of the State of Iowa and hereinafter called "Provider") for activities specific to the area generally known as “Campustown"; WITNESSETHS THAT: WHEREAS, the City of Ames has, by its City Council acting in open and regular session, entered into an Agreement with the Provider for services and facilities to support the Campustown district; and WHEREAS, Provider has identified a task in its FY 2026/27 Agreement that it desires to replace with an alternative, and has requested a modification of the scope of services; NOW, THEREFORE, the parties hereto have agreed and do agree as follows: I: AMENDMENT TO SCOPE OF SERVICES Article II (Scope of Services) of the Agreement is hereby superseded by the following paragraph: A. For an amount not to exceed $46,000, the City agrees to purchase the Provider’s services and facilities as described below: Drawdown Schedule: Task Date Amount Conduct District-wide clean up and beautification (part 1) July 2026 $11,500 Host restaurant/bar promotional event July 2026 $3,000 Host Fall event Nov. 2026 $5,000 Host Winter Event Dec 2026 $7,500 Host Small Business Saturday event Nov. 2026 $2,500 Serve as a point of contact for the District regarding the City of Ames Façade Grant Program Jan. 2027 $5,000 Conduct District-wide clean up and beautification (part 2) Jan. 2027 $11,500 6 Page 2 of 2 It is understood and agreed that the services and facilities described in this scope of services are to take place in the area generally referred to as “Campustown.” II: REMAINING TERMS OF AGREEMENT The remaining terms of the Agreement shall remain in full force and effect. IN WITNESS WHEREOF the parties hereto have, by their authorized representatives, set their hand and seal as of the date first above written. CITY OF AMES, IOWA ATTEST: BY______________________________ ________________________________ John Haila, Mayor Renee Hall, City Clerk Ames Regional Economic Alliance BY______________________________ Authorized Representative 7