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RESOLUTION NO. 10,119
AUTHORIZING THE CITY MANAGER TO ENTER INTO A
CONTRACT WITH GLOBAL LINK PLUS FOR CONFERENCE
COORDINATOR SERVICES FOR THE 1999 SISTER CITIES
INTERNATIONAL CONFERENCE TO BE HELD IN LITTLE ROCK,
ARKANSAS.
WHEREAS, the City of Little Rock Board of Directors (Board of Directors) approved Little
Rock, Arkansas Ordinance No. 17,453 (April 1, 1997) declaring the 1999 Sister Cities International
Conference Coordinator a professional service; and
WHEREAS, a Request for Qualifications for Conference Coordinator Services was initiated
on April 4, 1997; and
WHEREAS, Global Link Plus was selected by the review committee as the most qualified
candidate among the five applicants who submitted a proposal for the position of Conference
Coordinator; and
WHEREAS, the City of Little Rock (City) entered into a Memorandum of Understanding
with Global Link Plus on September 4, 1997; and
WHEREAS, the City subsequently entered into a Contract for Conference Coordinator
Services with Global Link Plus on October 10, 1997, subject to the approval of the Board of
Directors.
NOW, THEREFORE, BE IT RESOLVED BY THE BOARD OF DIRECTORS OF
THE CITY OF LITTLE ROCK, ARKANSAS:
SECTION 1. The City Manager is authorized to enter into a contract with Global Link Plus
for conference coordinator services for the 1999 Sister Cities International Conference to be held
in Little Rock, Arkansas, pursuant to the conditional terms negotiated on October 10, 1997.
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1 ADOPTED: November 4, 1997
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ATTEST:
ROBBIE HANCOCK
CITY CLERK
APP OVED AS TO FORM:
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THOMAS M. CARPENTE
CITY ATTORNEY
APPROVED:
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On this 1044 day of QQ,,e Q , 1997, the CITY OF LITTLE ROCK,
ARKANSAS ( "CITY") and GLOBAL LINK PLUS ( "GLOBAL LINK ") enter into the following
Contract for Conference Coordinator Services for the provision of services in accordance with the
Request for Qualifications dated April 4, 1997, as follows:
The City of Little Rock, Arkansas is seeking the services of a conference
coordinator with regard to the 1999 Sister Cities International Conference. You are
invited to submit a proposal expressing interest in providing such services to the City
in accordance with the terms and conditions outlined below.
Sister Cities International was established during the presidential term of
Dwight D. Eisenhower. The purpose of this organization is to foster understanding
among peoples by linking U.S. communities with cities in other parts of the world.
Such liaisons result in cultural and educational exchanges involving both officials
and citizens of the linked communities.
The governing body of the City of Little Rock, referred to as the Board of
Directors, established a Sister Cities Commission ( "Commission ") in 1992. By terms
of the enabling ordinance, the Commission consists of thirteen members appointed
by the Board of Directors upon the recommendation of the City Manager. Since the
Commission was established, Little Rock has established ties with four Sister Cities:
Kaohsiung, Republic of China; Hanam City, South Korea; Ragusa, Italy; and
Changchun, People's Republic of China.
In March 1996 a committee of commission members, accompanied by Little
Rock's mayor and a member of the Board of Directors, made a formal proposal to
the Board of Directors of Sister Cities International to host the 1999 conference. In
competition with two other cities, Little Rock was awarded the conference. Since
that time, a conference committee has met monthly to develop preliminary plans for
the 1999 event. A member of the Little Rock Convention and Visitor Bureau has
also taken an active planning role.
As 1999 approaches, the City recognizes the need to assign coordination of
the conference to an individual who is qualified for this assignment by past
experience and expertise. It is apparent that a successful conference will depend on
careful advance planning as well as an intensive level of activity immediately before
and during the event.
The Conference is expected to attract up to 2,500 delegates from the United
States and other nations. The Conference will be held in July and will run from
Wednesday through Saturday, with some collateral meetings (e.g., Board of
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Directors meeting) scheduled on the Tuesday preceding the conference. Meetings
will be held both in downtown Little Rock convention centers and in other venues
in Little Rock and surrounding communities. The exact program has not yet been
developed, but activities at the 1996 Boston conference provide a sample of the
program. In Boston, delegates had opportunities to attend a welcoming reception, an
optional off -site event (a major league baseball game in Boston), opening
ceremonies and parade of nations, seminars, workshops, committee meetings, annual
business meeting, off -site dinner and entertainment and a gala banquet on the last
evening. Delegates were also offered their choice of full -day excursions either
concurrent with the conference or immediately before or after.
Planning in Little Rock is still in preliminary stages. One major consideration
has been taken care of: convention center space has been reserved and blocks of
sleeping rooms have been set aside for delegate use at nearby hotels.
NDKOVAGMAM
The following is a general list of services to be provided by the conference
coordinator. The list is not intended to be all - inclusive as unanticipated situations
may arise requiring additional assistance. The City reserves the right to contract for
less than all the listed services.
1. Establish continuous liaison with the national organization, Sister Cities
International, headquartered in Washington, D.C.
2. Administer a budget of $500,000, to be raised from public and private
sources in Arkansas. (Note: Coordinator will not be responsible for raising these
funds.)
3. Arrange facilities for all activities of the conference, including off -site
events.
4. Work with area hotels before the conference to assure all appropriate
arrangements are made and during the conference to monitor adherence to the plan
and revise plans as needed.
5. Procure equipment required for registration, staff and press rooms,
including but not restricted to computers, facsimiles, laser printers, phones and
photocopiers.
6. Serve as primary contact with all subcontracted services, including
caterers, transportation providers, audiovisual services, convention services, etc.
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7. Arrange for, and supervise, temporary personnel (both volunteers and paid 556
personnel) required for the conference, including staff for registration desk and
information area.
8. Serve as principal liaison with representatives of international officials
who, by reason of their positions, require extraordinary attention including security
precautions.
9. Be available to attend monthly meetings of the Sister Cities Commission
in Little Rock and other meetings as necessary, and, during the six months prior to
the conference, be available for a 40 -hour work -week in Little Rock.
This request seeks a qualified conference coordinator. Therefore cost is not
a criterion for selection and will not be considered in determining which individual
is the most qualified.
Respondents to this request for qualifications will provide the information in
the order requested regarding the respondent's qualifications:
1. Detailed curriculum vitae including education and employment history.
2. Description of similar assignments that you have performed.
3. List of personal and professional references, including name, address,
telephone number and nature of relationship.
4. Any other documentation that specifically details your unique
qualifications for this assignment.
Each proposal received will be reviewed by the Selection Committee
composed of four members of the Commission, one member of the Board of
Directors and the Assistant City Manager. Outstanding candidates will be invited to
a personal interview with the committee, who will identify up to three candidates to
present capabilities to the entire Commission. The Selection Committee will operate
under the provisions of Little Rock, Arkansas Ordinance No. 15221, which
establishes the procedure for competitive selection of professional services providers.
The following will be used by the Committee to evaluate qualifications:
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1. Experience in planning and management of a national or international
meeting.
2. Prior management experience with special emphasis on supervision of
others, whether employees or volunteers.
3. Experience in negotiating contracts, with special emphasis on
entertainment and catering services.
4. Experience in administering and managing a sizeable budget.
5. Evidence that respondent has acted as an organizational spokesperson in
meetings with, and presentations to, civic groups, business leaders and other groups
or individuals.
6. Experience in establishing and maintaining effective liaison with a
national governing body like Sister Cities International.
7. Knowledge of protocol as it relates to contacts with international, national
and local officials.
8. Familiarity with computers, with special emphasis on building and
maintaining databases.
9. Familiarity with Little Rock and the State of Arkansas and evidence that
candidate is prepared to take appropriate steps to become more familiar.
As a result of the selection process pursuant to the above - referenced
provisions, the City and Global Link agree to the following terms:
I. TERM: The term for the provision of services shall begin on October 1, 1997, and sball
end on September 30, 1999, provided that any additional services that may be added to Global
Link's responsibilities pursuant to mutual agreement of the parties may extend the time for the
completion of services.
U. SCOPE OF SERVICES: Global Link will perform the services enumerated in the
above - referenced Request For Qualifications and the Description of Services prepared by Global
Link as follows:
1. Projection of time lines and schedules with Planning Committee;
2. Communicating and coordinating efforts with national SCI office;
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3. Meeting with and coordinating efforts of all local SCI committees;
4. Negotiation of contracts (vendors, cities w /invited delegations, etc.),
5. Maintenance of databases for volunteers, invitations, etc.;
6. Design of conference logo considerations for presentation to Planning Committee;
7. Creating and coordinating conference committee structure;
8. Planning, management, and coordination of events through committees;
9. Prepare and assist with planning and presentation of fundraising events through Planning
Committee;
10. Coordinate local and in -state tours through committees and Department of Parks &
Tourism;
11. Design and manage exhibit hall;
12. Solicit and manage exhibitors and exhibit space;
13. Organize and manage volunteers through committees;
14. Provide orientation of volunteers;
15. Meet with hotel personnel and provide pertinent staff training;
16. Meet and coordinate with Convention and Visitors Bureau personnel;
17. Secure and oversee special arrangements for foreign diplomats and speakers; provide
airport welcome and signage; and secure clergy for invocations at appropriate events through
committees;
18. Provide procurement and placement of audiovisual and other equipment;
19. Administer budget with Planning Committee;
20. Oversee ticket sales for special events and touts through committees;
21. Coordinate events, including all off -site and youth events;
22. Assure equitable use of community resources;
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23. Work with local SCI committees in procuring in -kind services;
24. Oversee telephone communications system;
25. Provide consultation on appropriate gifts and protocol for foreign delegates; organize
homestay as requested; provide and oversee procurement of international group enterta;nment
through committees;
26. Create correspondence and other printed materials as needed;
27. Work individually and with City Public Relations staff to produce mailouts, flyers,
other printed materials and oversee creation of Web Page construction and implementation;
28.Completion of post- conference responsibilities, materials, and conference summary
report.
III. CONSIDERATION: In exchange for the provision of services enumerated in the
Request for Qualifications and in Section II, the City agrees to pay Global Link as follows:
1. Twenty Thousand Dollars ($20,000.00) for the time period October 1, 1997, to
September 30, 1998. Payment shall be made in monthly installments of One Thousand Six Hundred
Dollars ($1,600.00) with an additional Eight Hundred Dollars ($800.00) to be paid in the Twelfth
(12th) month;
2. Twenty Thousand Dollars ($20,000.00) for the time period October 1, 1998, to
September 30, 1999. Payment shall be made in monthly installments of one Thousand Six Hundred
Dollars )$1,600.00) with an additional Eight Hundred Dollars ($800.00) to be paid in the Twelfth
(12th) month;
3. In the event that the revenues and monies generated and collected for the SCI 1999
Annual Conference (Conference) exceed the costs incurred on behalf of the Conference and result
in a net profit, then an amount not exceeding Twenty Five Thousand Dollars ($25,000.00) shall first
be paid to Global Link from any such net profits; and
4. In the further event that the revenues and monies generated and collected for the
Conference result in a net profit exceeding Twenty Five Thousand Dollars ($25,000.00), then
Twenty Percent (20 %) of any net profit over the sum of Twenty Five Thousand Dollars
($25,000.00) shall be paid to Global Link. The amount that will be paid under this provision shall
not exceed Twenty Thousand Dollars ($20,000.00).
IV. APPROVAL: The terms and conditions of this Contract for Conference Coordinator
Services are subject to the approval of the Little Rock Board of Directors.
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V. NON - APPROPRIATION: Notwithstanding the two (2) year term contained in Section
I, this Contract for Conference Coordinator Services shall terminate at such time as appropriated and
otherwise unobligated funds are no longer available to satisfy the obligations of the City hereunder.
The City shall give Global Link written notice thirty (30) days prior to such termination.
VI. ENFORCEMENT: It is agreed that this Contract for Conference Coordinator Services
shall be governed by, construed, and enforced in accordance with the laws of the State of Arkansas.
VII. VALIDITY: The invalidity of any portion of this Contract for Conference Coordinator
Services will not and shall not be deemed to affect the validity of any other provision. In the event
that any provision of this contract is held to be invalid, the parties agree that the remaining
provisions shall be deemed to be in full force and effect as if they bad been executed by both parties
subject to the expungement of the invalid provision.
VIIS; NON- DISCRMUNATION: Global Link, in performing under and pursuant to this
Contract-for Conference Coordinator Services, shall not discriminate against any worker, employee,
or applicant, or any member of the public, because of race, creed, color, religion, age, sex, or
national origin, nor otherwise commit an unfair employment practice.
CITY 1
BY:
ITS:
AND
GLOBAL LINK PLUS
BY:
SUSAN GREGORY
ITS: PRINCIPAL ASSOCIATE
AND
BY:
KAYE RIS R
ITS: CO- PRINCIPAL ASSOCIATE
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