HomeMy WebLinkAboutItem 02 Approval of City of Ocoee Participation in Healthy West Orange Trails Connection (HWOTC) FY26 Cost-Sharing
City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761
Phone: (407) 905-3100 ▪ www.ocoee.org
STAFF REPORT
Meeting Date: December 16, 2025
Item #: 2
Contact Name: Brett McFarlane Department Director:
Contact Number: Ext. 7145 City Manager: Craig Shadrix
Subject: Approval of City of Ocoee Participation in Healthy West Orange Trails Connection
(HWOTC) FY26 Cost-Sharing. (Concurrency & Commitment Coordinator McFarlane)
Background Summary: The Healthy West Orange Trails Connection (HWOTC) is an organization
consisting of a collaborative inter-jurisdictional committee to implement the ideas of the Healthy West Orange
Trails Initiative. The Initiative was created in 2021, with the mission of "bring[ing] together partners in the
shared goal of promoting and activating the trail system to create opportunities for physical activity, social
engagement, prosperity, and happiness."
The City has been a partner since HWOTC's inception and has been working closely with the other partner
agencies, including the Towns of Windermere and Oakland, the City of Winter Garden, the Gotha Rural
Settlement, and the Foundation for a Healthier West Orange as well as other supporting agencies, to plan and
implement various trail-related programs and projects. From 2022 to 2025, programs and projects have
included trail enhancement projects, trail safety audits, future trail corridor evaluations, community events, and
the creation of the Trail Side Development Design & Policy Guidelines.
Also, since the inception of the HWOTC collaborative effort, Bike/Walk Central Florida (BWCF) has provided
program facilitation services in accordance with Program Services Scopes prepared on an annual basis. Thus,
for the upcoming year, a new Scope of Program Services is needed to guide activities, programs, and services
for fiscal year 2026 (FY26). Pursuant to this need, BWCF has prepared the attached Scope of Program
Services and Cost-Sharing Schedule, which includes the total cost of the scope of services for FY26 and the
funding contribution needed from each partner.
Funding Partner Total Funding Contribution Amount
Foundation for a Healthier West Orange $39,000.00
City of Ocoee $20,500.00
City of Winter Garden $20,500.00
Town of Oakland $5,000.00
Town of Windermere $5,000.00
Total $90,000.00
City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761
Phone: (407) 905-3100 ▪ www.ocoee.org
The full list of tasks and deliverables is provided in the attached Scope (pages 2 through 5), but a summary is
provided below:
Program Task 1 – Program Facilitation
▪ 1.1 – Meetings: Executive Committee
▪ 1.2 – Meetings: Steering Committee
▪ 1.3 – Communications
▪ 1.4 – Program Facilitation Funding Agreements/Discussions
▪ 1.5 – FY26 Annual Report
Program Task 1 Deliverables:
▪ Executive & Steering Committee meeting agendas, materials/presentations, and minutes (Tasks 1.1
and 1.2)
▪ HWOTC Partner Update Email Campaign (one email newsletter bi-monthly in the week following
Executive Committee meetings) (Task 1.3)
▪ FY26 Annual Report (Task 1.5)
▪ HWOTC Partner recruitment and engagement summary
Program Task 2 – Trail Network Development
▪ 2.1 – Meetings: Trail Network Development Working Group
▪ 2.2 – Facilitation of HWOTC “Facilitation Fund” Grant Program
▪ 2.3 – Trail Grant Research and Support
▪ 2.4 – Trail Project Support
Program Task 2 Deliverables:
▪ Trail Network Development Working Group meeting agendas, materials/presentations, and minutes
(Task 2.1)
▪ Quarterly Summary of Efforts: Grant Program Facilitation and Application Reviews (Task 2.2)
▪ Quarterly Summary of Efforts: Trail Grant Research and Support (Task 2.3)
▪ Quarterly Summary of Efforts: Trail Project Support (Task 2.4)
▪ Working Group Activity Summary prepared for presentation at each quarterly Steering Committee
Meeting.
Staff has reviewed the attached Scope of Services and supports the City's continued partnership and
participation in the HWOTC collaborative to implement the ideas of the Healthy West Orange Trails Initiative.
Issue:
Should the Honorable Mayor and City Commissioners approve a contribution of $20,500 towards the HWOTC
FY26 Cost-Sharing Schedule for the City of Ocoee's continued partnership in the completion of the HWOTC
Program Administration and Facilitation Scope of Services?
Recommendations:
Staff recommends that the Honorable Mayor and City Commissioners approve the contribution of $20,500
towards the HWOTC FY26 Cost-Sharing Schedule for the City of Ocoee's continued partnership in the
completion of the HWOTC Program Administration and Facilitation Scope of Services.
City of Ocoee ▪ 1 N. Bluford Avenue ▪ Ocoee, Florida 34761
Phone: (407) 905-3100 ▪ www.ocoee.org
Attachments:
1. Funding Agreement
Financial Impacts:
The financial impact will be $20,500. The full amount was budgeted in the FY26 Budget under Development
Services's Contractual Services account (Account ID 001-515-00-3400).
Type of Item: Consent
Bike/Walk Central Florida
100 E Pine Street, Suite 110
Orlando, FL 32801
info@bikewalkcf.org
(407) 542-6074
Bike/Walk Central Florida is a 501(c)3 nonprofit organization.
FEIN: 46-1958502
100 E Pine Street, Suite 110-74 | Orlando, FL 32801 | www.bikewalkcentralflorida.org 1 | 8
September 17, 2025
Anoch Whitfield, AICP
City of Ocoee
1 N Bluford Avenue
Ocoee, FL 34761
Scope of Services: FY26 HWOTC Program Administration & Facilitation
Background
The Healthy West Orange Trails Connection (“HWOTC”) is the organization consisting of the collective
Interjurisdictional Committee to implement the ideas and recommendations of the Healthy West Orange Trails
Initiative. HWOTC facilitates collaborative efforts between Partner and Supporting Agencies to enhance,
create, and sustain an activated regional trails network for West Orange County that centers on building and
connecting healthy communities. The Partner Agencies include the Foundation for a Healthier West Orange
(“FHWO”), Town of Oakland, City of Winter Garden, City of Ocoee, Town of Windermere, and the census-
designated place of Gotha Rural Settlement. Numerous Supporting Agencies participate in Working Groups,
non-voting roles within the Steering Committee, and community engagement. The HWOTC is governed by an
Executive Committee and Steering Committee, as agreed upon by the Partner Agencies. The Executive
Committee is comprised of one (1) West Orange Healthcare District representative (Past Trustee – WOHD
dissolved June 2023), one (1) FHWO representative, and one (1) annually-elected City/Town representative.
The Steering Committee is comprised of one (1) staff member and one (1) alternate from each Partner
Agency. HWOTC Working Groups are comprised of various Steering Committee and Supporting Agency
members. Whereas most decisions relating to direction are expected to be made through consensus of the
entire HWOTC membership, final decisions are based on a one-vote per Partner agency system of the
Steering Committee.
Since inception of the HWOTC collaborative effort Bike/Walk Central Florida, a 501(c)3 nonprofit organization
(“BWCF”), has provided program facilitation services to HWOTC according to Program Services Scopes
prepared on an annual basis. A new Scope of Program Services is required to guide fiscal year 2026
services.
Pursuant to this need, BWCF is submitting this Proposal for delivery of services as described in the following
Scope of Program Services.
Purpose
To facilitate and administer the Healthy West Orange Trails Connection in pursuit of the Objectives of the
Healthy West Orange Trails Initiative Plan (“HWO Trails Initiative”).
September 17, 2025
FY26 HWOTC Program
Administration & Facilitation
Bike/Walk Central Florida
Bike/Walk Central Florida is a 501(c)3 nonprofit organization.
FEIN: 46-1958502
100 E Pine Street, Suite 110-74 | Orlando, FL 32801 | www.bikewalkcentralflorida.org 2 | 8
Scope of Program Services
Program Task 1 – Program Facilitation
Ensure ongoing, inclusive, and collaborative guidance for the Healthy West Orange Trails Connection.
BWCF will facilitate collaborative efforts between HWOTC Partner and Supporting Agencies to implement the
Healthy West Orange Trails Initiative, monitor performance, and evolve the mission, guiding principles and
strategies.
BWCF will manage relationships with Partner and Supporting Agencies, including drafting resolutions and
executing memorandums of understanding between the HWOTC and Steering Committee Agencies, whether
for the program in general or for funding agreements.
1.1 – Meetings: Executive Committee
BWCF will facilitate regularly scheduled meetings as detailed below. Meeting facilitation includes creation of
meeting agendas, materials/presentations, and minutes.
• Executive Committee (bi-monthly – 6 virtual meetings)
1.2 – Meetings: Steering Committee
BWCF will facilitate regularly scheduled meetings as detailed below. Meeting facilitation includes creation of
meeting agendas, materials/presentations, and minutes.
• Steering Committee (quarterly – 4 in-person meetings)
1.3 – Communications
BWCF will provide regular communications to all Partner and Supporting Agency contacts through a bi-
monthly partner update email campaign summarizing committee and working group activity updates,
HWOTC SUN Trail Loops development progress, and grant research and assistance efforts. Calls to action
and notification of grant opportunity deadlines will be included, as needed.
1.4 – Program Facilitation Funding Agreements/Discussions
BWCF will facilitate discussions with Partner Agencies throughout FY26 to identify facilitation needs and
reach consensus on funding agreements for future HWOTC program facilitation.
1.5 FY26 Annual Report
• BWCF will prepare a FY26 annual report that summarizes the activities of the HWOTC and its
Working Groups for Q4 fiscal year 2026 delivery. The Annual Report shall include summaries of:
- Program Facilitation and Administration
- Trail Network Development Working Group activities and accomplishments
- Trail Grant Program applications, awards, and recipient project details
- Note: report to be submitted in digital format; hardcopies upon request.
September 17, 2025
FY26 HWOTC Program
Administration & Facilitation
Bike/Walk Central Florida
Bike/Walk Central Florida is a 501(c)3 nonprofit organization.
FEIN: 46-1958502
100 E Pine Street, Suite 110-74 | Orlando, FL 32801 | www.bikewalkcentralflorida.org 3 | 8
Program Task 1 Deliverables
• Executive & Steering Committee meeting agendas, materials/presentations, and minutes (Tasks 1.1;
1.2)
• HWOTC Partner Update Email Campaign (one email newsletter bi-monthly in the week following
Executive Committee meetings) (Task 1.3)
• FY26 Annual Report (Task 1.5)
• HWOTC Partner recruitment and engagement summary
Program Task 2 – Trail Network Development
Facilitation and collaboration with the HWOTC Trail Network Development Working Group. The Working
Group shall primary function to further development of the HWOTC SUN Trail Loops vision, and align Partner
Agency trail projects with grant funding opportunities. Efforts shall align with certain HWO Trails Initiative
Objectives, including:
HWO Trails Initiative Objective: Connect
Create and activate a regional network of trails connecting municipalities, landmarks, and destinations in
West Orange County reaching all populations, including those that may have underlying health concerns.
HWO Trails Initiative Objective: Navigate
Increase navigation to and from trails by such methods as standardized wayfinding signage, evaluating trail
access and connections, and community communication and education.
HWO Trails Initiative Objective: Identify
Increase the viability of trails as a shared community asset by providing health and wellness for all. Increase
sense of shared community through integrated and consistent programming and planning.
2.1 – Meetings: Trail Network Development Working Group
BWCF will facilitate up to six (6) regularly scheduled bi-monthly meetings for the Trail Network Development
Working Group (virtual). Meeting facilitation includes creation of meeting agendas, meeting
materials/presentations, and minutes/notes.
September 17, 2025
FY26 HWOTC Program
Administration & Facilitation
Bike/Walk Central Florida
Bike/Walk Central Florida is a 501(c)3 nonprofit organization.
FEIN: 46-1958502
100 E Pine Street, Suite 110-74 | Orlando, FL 32801 | www.bikewalkcentralflorida.org 4 | 8
2.2 – Facilitation of HWOTC “Facilitation Fund” Grant Program
BWCF will continue facilitation of the HWOTC Grant Program in collaboration with the Trail Network
Development Working Group, Executive Committee, and Steering Committee.
• Continued development and maintenance of the online grant application submittal portal
(hwotcgrants.org);
• Support to HWOTC Partners, Supporting Agencies, and other grant applicants in identification and
refinement of project opportunities.
BWCF will facilitate and support the following HWOTC Grant Program application review processes:
• Application package sufficiency review;
• GIS-based project priority evaluation;
• Facilitation of application reviews by: Trail Network Development Working Group, Executive
Committee, and Steering Committee;
• Creation and submission of a review process summary and grant recommendation to the FHWO
Board of Directors.
- Note: to be completed only for applications for which the HWOTC Steering Committee
recommends an award of grant funding.
BWCF staff shall provide the following services related to the HWOTC SUN Trail Loops Planning Study:
• Development and distribution of a Request for Proposals (“RFP”) to solicit private-sector professional
services for completion of the Planning Study;
• In collaboration with FHWO, development of a service contract for the Planning Study;
• Development and facilitation of a selection committee to review and rank received proposals,
interview shortlisted candidates, and provide a selection recommendation to the HWOTC Steering
Committee and FHWO Board of Directors;
• Project management, including oversight of project timeline, milestones, and deliverables.
2.3 – Trail Grant Research and Support
BWCF staff shall continually research private, local, state, and federal grant programs to identify funding
assistance opportunities for HWOTC Partner Agency projects that align with the HWOTC Mission, especially
those featured in the HWOTC SUN Trail Loops Vision. BWCF will continue to maintain and update the
“HWOTC Grant Assistance” SharePoint page (available to all HWOTC members) with summary documents
assembled for grant programs that may present such opportunities.
BWCF will also research any grant program specifically requested by an HWOTC Partner Agency and
evaluate the grant program for suitability and applicability to trail-related projects aligned with the HWOTC
Mission, especially those featured in the HWOTC SUN Trail Loops Vision.
September 17, 2025
FY26 HWOTC Program
Administration & Facilitation
Bike/Walk Central Florida
Bike/Walk Central Florida is a 501(c)3 nonprofit organization.
FEIN: 46-1958502
100 E Pine Street, Suite 110-74 | Orlando, FL 32801 | www.bikewalkcentralflorida.org 5 | 8
2.4 – Trail Project Support
BWCF staff shall provide direct assistance and support to HWOTC Partner Agencies for trail-related projects
aligned with the HWOTC Mission, especially those featured in the HWOTC SUN Trail Loops Vision. Specific
details of distinct assistance and support efforts shall be determined collaboratively between BWCF staff and
the Partner Agency staff, and approved by the HWOTC Executive Committee. BWCF staff may collaborate
with the Trail Network Development Working Group members in support efforts, as needed.
Support may include:
• Assistance in assembly of grant application packages;
• Assistance in project planning and pre-design efforts (e.g. conceptual review, field evaluations, etc.)
• Advocacy for project(s) in local, regional, and state transportation and mobility planning efforts, and
area advisory boards and committees (e.g. Orange County Parks and Recreation Advisory Board,
MetroPlan Orlando, Florida Department of Environmental Protection Office of Greenways and Trails,
etc.)
Program Task 2 Deliverables
• Trail Network Development Working Group meeting agendas, materials/presentations, and minutes
(Task 2.1)
• Quarterly Summary of Efforts: Grant Program Facilitation and Application Reviews (Task 2.2)
• Quarterly Summary of Efforts: Trail Grant Research and Support (Task 2.3)
• Quarterly Summary of Efforts: Trail Project Support (Task 2.4)
• Working Group Activity Summary prepared for presentation at each quarterly Steering Committee
meeting
Schedule
BWCF will provide the services and deliverables described in this Scope of Program Services from October 1,
2025 to September 30, 2026.
Funding & Payment
The total estimated cost of BWCF’s program services is $90,000.00 – to be cost-shared amongst the
HWOTC Partner Agencies (together, the “Funding Partners”), according to the cost-sharing schedule, below.
BWCF will prepare invoices for each Funding Partner on a quarterly basis; payment is due within 30 days of
receipt of invoice.
September 17, 2025
FY26 HWOTC Program
Administration & Facilitation
Bike/Walk Central Florida
Bike/Walk Central Florida is a 501(c)3 nonprofit organization.
FEIN: 46-1958502
100 E Pine Street, Suite 110-74 | Orlando, FL 32801 | www.bikewalkcentralflorida.org 6 | 8
Cost-Sharing Schedule:
Funding Partner Total Funding Amount
Foundation for a Healthier West Orange $39,000.00
City of Ocoee $20,500.00
City of Winter Garden $20,500.00
Town of Oakland $5,000.00
Town of Windermere $5,000.00
total $90,000.00
2025 Schedule of Invoices:
Invoice FHWO Ocoee Winter Garden Oakland Windermere Total
Q1 (Jan 1) $ 9,750.00 $ 5,125.00 $ 5,125.00 $ 5,000.00 $ 5,000.00 $ 30,000.00
Q2 (Apr 1) $ 9,750.00 $ 5,125.00 $ 5,125.00 $ - $ - $ 20,000.00
Q3 (Jul 1) $ 9,750.00 $ 5,125.00 $ 5,125.00 $ - $ - $ 20,000.00
Q4 (Oct 1) $ 9,750.00 $ 5,125.00 $ 5,125.00 $ - $ - $ 20,000.00 $ 39,000.00 $ 20,500.00 $ 20,500.00 $ 5,000.00 $ 5,000.00 $ 90,000.00
Facilitation Task Cost Details:
Task # Program Facilitation Task Total Cost
Program Administration $16,268.00
BWCF internal program management (e.g. staff meetings,
task management and strategy, financial reporting, etc.) $15,430.00
Program Expenses $73.00
Mileage $765.00
1 Program Facilitation $18,340.00
1.1 Meetings: Executive Committee $5,472.00
1.2 Meetings: Steering Committee $7,296.00
1.3 Communications $1,932.00
1.4 Program Facilitation Funding Agreements/Discussions $1,340.00
1.5 FY26 Annual Report $2,300.00
2 Trail Network Development $55,392.00
2.1 Meetings: Working Group $5,472.00
2.2 Facilitation of Grant Program $21,472.00
2.3 Trail Grant Research and Support $12,616.00
2.4 Trail Project Support $15,832.00
total $ 90,000.00
September 17, 2025
FY26 HWOTC Program
Administration & Facilitation
Bike/Walk Central Florida
Bike/Walk Central Florida is a 501(c)3 nonprofit organization.
FEIN: 46-1958502
100 E Pine Street, Suite 110-74 | Orlando, FL 32801 | www.bikewalkcentralflorida.org 7 | 8
Responsibility of the Parties
The City of Ocoee (“CITY”) shall provide all of the necessary information and materials for Bike/Walk Central
Florida (“BWCF”) to complete the services. The CITY shall cooperate with BWCF in a timely manner. BWCF
shall perform the services in a professional manner, meeting all applicable deadlines as set forth in this
agreement. BWCF will communicate regularly with the CITY to report progress or any issues.
Confidentiality
Both parties agree to maintain the confidentiality of all proprietary or confidential information disclosed during
the course of this Agreement. This obligation will survive the termination of this Agreement.
Termination
This Agreement may be terminated under the following conditions:
• By the CITY: With written notice if BWCF fails to meet agreed-upon milestones or performs in a
manner that is inconsistent with the scope outlined in this Agreement.
• By BWCF: With written notice if the CITY fails to make timely payments or breaches the terms of the
Agreement.
Upon termination, BWCF shall deliver any work completed up to that point, and the CITY shall pay for all
services rendered up to the termination date.
Independent Contractor Relationship
It is understood that BWCF is an independent contractor and not an employee of the CITY. BWCF shall be
responsible for all taxes, withholdings, and other statutory obligations related to the services provided.
Limitation of Liability
Except for claims arising from gross negligence or willful misconduct, BWCF’s liability under this Agreement
shall be limited to the total compensation received for services rendered under this Agreement.
Dispute Resolution
In the event of any dispute under this Agreement, the parties will attempt to resolve the matter through
informal discussions. If the dispute cannot be resolved, it will be submitted to binding arbitration in Orlando,
FL under the rules of the American Arbitration Association (AAA).
Miscellaneous
• Governing Law: This Agreement shall be governed by the laws of the State of Florida.
• Entire Agreement: This Agreement constitutes the entire understanding between the parties with
respect to the subject matter and supersedes all prior agreements, whether written or oral.
• Amendments: This Agreement may only be amended in writing and signed by both parties.
September 17, 2025
FY26 HWOTC Program
Administration & Facilitation
Bike/Walk Central Florida
Bike/Walk Central Florida is a 501(c)3 nonprofit organization.
FEIN: 46-1958502
100 E Pine Street, Suite 110-74 | Orlando, FL 32801 | www.bikewalkcentralflorida.org 8 | 8
Please execute as indicated below and return a digital copy for our records. Your signature will serve as
BWCF’s authorization to proceed with the Scope of Program Facilitation Services contained herein.
Contact Patrick Panza at (407) 542-6074 x. 705 (o) or (407) 538-3843 (m) with any inquiries.
IN WITNESS WHEREOF, the parties hereto have executed this Scope of Services Agreement as of the
Effective Date.
City of Ocoee:
Signature: _____________________________
Name: _____________________________
Title _____________________________
Date: _____________________________
Bike/Walk Central Florida, Inc.:
Signature: _____________________________
Name: _____________________________
Title _____________________________
Date: _____________________________
9/16/25
Executive Director
Emily Bush