HomeMy WebLinkAboutOrdinance 4373 ORDINANCE NO, 4373
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING A CONTRACT
BETWEEN THE CITY OF FAYETTEVILLE, ARKANSAS AND THE
COUNCIL ON AGING IN THE AMOUNT OF THIRTY THOUSAND
NINE HUNDRED NINETY-NINE DOLLARS AND NINETY-SIX
CENTS ($30,999.96) TO PROVIDE PUBLIC RECREATION
SERVICES FOR THE SENIOR CITIZENS OF FAYETTEVILLE FOR
2002.
WHEREAS, providing quality recreational opportunities to the senior citizens of our community
is of mutual interest to the Cityof Fayetteville and the Council on Aging, and;
WHEREAS, the Council on Aging and the City of Fayetteville have developed a close working
relationship over the past thirty years, and;
WHEREAS, this relationship allows for a continuity of services vital to the efficient provision of
recreational opportunities, and;
WHEREAS, were it not for the services offered by the Council on Aging, the City of Fayetteville
would be required to assume the duty of providing staff, programming, promotion, and development for
senior citizen recreational serNices.
NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1 . That the City Council hereby waives the requirements of formal competitive bidding
and approves a contract between the City of Fayetteville, Arkansas and the Council on Aging in the
amount of Thirty Thousand Nine Hundred Ninety-Nine Dollars and Ninety-Six Cents ($30,999.96) to
provide public recreation services for the senior citizens of Fayetteville for 2002. A copy of said contract
marked Exhibit "A" is attached hereto and rrade a part hereof.
Section 2. That the City Council hereby authorizes the Mayor to sign said agreement with the
Council on Aging.
PASSED and APPROVED this 190' day of February, 2002.
APPROVED:
r r ( r
By: Lim &Z4
;p . so A ' D COODY, ayor
t IIFEg WOODRUFF, Cityerk
a •J �
NAME OF FILE: Ordinance No. 4373
CROSS REFERENCE:
02/19/02 Ordinance 4373
Contract with Council on Aging, Inc.
01/31/02 Memo to Mayor Coody and City Council thru Hugh Earnest, Urban
Development Director, from Connie Edmonston, Parks & Recreation
Superintendent, regarding Council on Aging Agreement and Ordinance
to waive competitive bidding
02/19/02 Staff Review Form
02/26/02 Memo to Connie Edmonston, Parks & Recreation, from Heather
Woodruff, City Clerk
NOTES :
0 0
ORDINANCE NO,
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING A CONTRACT
BETWEEN THE CITY OF FAYETTEVILLE, ARKANSAS AND THE
COUNCIL ON AGING IN THE AMOUNT OF THIRTY THOUSAND
NINE HUNDRED NINETY-NINE DOLLARS AND NINETY-SIX
CENTS ($30,999.96) TO PROVIDE PUBLIC RECREATION
SERVICES FOR THE SENIOR CITIZENS OF FAYETTEVILLE FOR
2002.
WHEREAS, providing quality recreational opportunities to the senior citizens of our community
is of mutual interest to the City of Fayetteville and the Council on Aging, and;
WHEREAS, the Council on Aging and the City of Fayetteville have develope a rking
relationship over the past thirty years, and;
WHEREAS, this relationship allows for a continuity of se i -e It effic'en provision of
recreational opportunities, and;
WHEREAS, were it not for the services offe ed y the Coun it n i g, the City o Fayetteville
would be required to assume the duty of providing s p ogramming, om on, and ev to ment for
senior citizen recreational services.
NOW, THEREF i BEI jRDAW CIT OUNCIL OF THE CITY OF
FAYETT 1 , AS:
S ction 1 . at he iU u it hereby aives th requirements of formal competitive bidding
and a pr • ves a con ac be e n t • o tteville, Arkansas and the Council on Aging in the
amount • Thirty Thou and i e Hun r mety-Nine Dollars and Ninety-Six Cents ($30,999.96) to
provide blit retreat n se ice or the senior citizens of Fayetteville for 2002. A copy of said contract
mtl hibit " ' ' a I ereto and made a part hereof.
ctio That the City Council hereby authorizes the Mayor to sign said agreement with the
Coun ging.
PASSED and APPROVED this day of 2002
APPROVED:
By:
DAN COODY, Mayor
ATTEST:
By:
HEATHER WOODRUFF, CityClerk
ORDINANCE NO.
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING A CONTRACT
BETWEEN THE CITY OF FAYETTEVILLE, ARKANSAS AND THE
COUNCIL ON AGING IN THE AMOUNT OF THIRTY THOUSAND
NINE HUNDRED NINETY-NINE DOLLARS AND NINETY-SIX
CENTS ($30,999.96) TO PROVIDE PUBLIC RECREATION
SERVICES FOR THE SENIOR CITIZENS OF FAYETTEVILLE FOR
2002.
WHEREAS, providing quality recreational opportunities to the senior citizens of our community
is of mutual interest to the Cityof Fayetteville and the Council on Aging, and;
WHEREAS, the Council on Aging and the City of Fayetteville have develope rking
relationship over the past thirty years, and;
WHEREAS, this relationship allows for a continuity of se i e It effic en provision of
recreational opportunities, and;
WHEREAS, were it not for the services offe ed y the Coun - it n i g, the City o Fayetteville
would be required to assume the duty of providing s p ogrammi g om on, and e laDment for
senior citizen recreational services.
NOW, THEREF BE I RDAI CIT OUNCIL OF THE CITY OF
FAYETTE LE, AS:
S ction 1 . at he •i un it hereb. aives t requirements of formal competitive bidding
and a pr • ves a con be e n th CR o tteville, Arkansas and the Council on Aging in the
amoun o Thirty Tho and i e Hun r mety-Nine Dollars and Ninety-Six Cents ($30,999.96) to
provide p blic recreaf n se is or the senior citizens of Fayetteville for 2002. A copy of said contract
marke hibit " a ereto and made a part hereof.
S do That the City Council hereby authorizes the Mayor to sign said agreement with the
Cou = ging.
PASSED and APPROVED this 151h day of January, 2002
APPROVED:
By:
DAN COODY, Mayor
ATTEST:
By:
HEATHER WOODRUFF, CityClerk
Co
C
• Ord . 4373 At
A&isA
CONTRACT OHIGINAL
Between The City of Fayetteville
and
Council on Aging, Inc.
WHEREAS, the City of Fayetteville has long been associated with and worked
with the Council on Aging, Inc. to provide public recreation for the citizens of Fayetteville;
and
WHEREAS, the Council on Aging, Inc. has long provided public recreation to the
senior citizens of Fayetteville; and
WHEREAS, it remains in the best interest of the City of Fayetteville and its citizens
to provide operating, promotion and development revenues to the Council on Aging, Inc. in
consideration for the substantial recreational programs provided by the Council on Aging,
Inc. to the senior citizens of Fayetteville.
NOW, THEREFORE, IT IS AGREED:
The City of Fayetteville shall provide the sum of $2,583 .33 monthly to the Council
on Aging, Inc. throughout the year of 2002 in consideration of the following duties and
obligations to be performed by the Council on Aging, Inc. :
A. The Council on Aging, Inc., promises to be responsible for
providing staff, programming, promotion, and development for the
Hillcrest Towers and Walker Park Community Centers. The
Council on Aging, Inc. agrees to use funding from the City to pay
for the promotion and development of recreational programs
designed specifically for senior citizens.
B. The Council on Aging, Inc. promises to make substantial portions
of its programs or facilities available to Fayetteville citizens (the
public) at little or no cost for needy senior citizens. The Council on
Aging, Inc. shall report on a quarterly basis the approximate
number of Fayetteville citizens served by its programs.
C. The Council on Aging, Inc. shall follow the general Working
Procedures and Responsibilities for the City of Fayetteville Parks
and Recreation Division and the Council on Aging, Inc. which is
attached as Exhibit A.
• Ord . 4373
CITY OF FAYETTEVILLE
By: prim fl04
DAN C ODY, Mayor
COUNCIL ON AGING, INC.
By: 8'1
Title
AT E�
or Woodruff, City Clerk
i0 Ord . 4373
EXHIBIT A
RECREATION IN FAYETTEVILLE
WORKING PROCEDURES AND RESPONSIBILITIES FOR THE
CITY OF FAYETTEVILLE PARKS AND RECREATION DIVISION
AND THE COUNCIL ON AGING, INC.
This Agreement is made and entered into between the City of Fayetteville Parks and
Recreation Division (Parks and Recreation) and the Council On Aging (hereinafter COA).
WHEREAS, the parties are two of the providers ofrecreational programs for the citizens of
Fayetteville and wish to define a working agreement which maybe revised and modified each year
upon mutual agreement between the Superintendent of Parks and Recreation and the Executive
Director of the Council On Aging; and,
WHEREAS, it is the goal of both parties to work in cooperation to enhance the recreation
facilities and programs offered by the parties and to act together in meeting the needs of the citizens of
Fayetteville; and,
WHEREAS, increased communications and anew set ofopeating procedures will assist with
the working relationship and will benefit both agencies and their operations; and,
WHEREAS, Parks and Recreation believes the goals of Parks and Recreation and COA
would best be accomplished by defining and streamlining responsibilities andprocedures; and, is
therefore recommending the merging of facility and program management for all recreation offerings,
thereby providing administrative accountability for all services provided to the citizens.
NOW, THEREFORE, in order to define and improve the current working relationship between
Parks and Recreation and COA, the following set of detailed operating procedures and responsibilities
are hereby established.
1 . COA will be responsible for providing staffing, programming, promotion and development
of recreational programs for senior citizens which includes, but is not limited to, recreational trips, arts
and crafts, music, and games.
2. Parks and Recreation will be responsible for providing or approving the staffing,
programming, maintenance, promotion and development of the parks systems within the city and the
recreational events occurring within the city for all ages.
3 . The COA Executive Director and Parks and Recreation Superintendent shall have periodic
meetings to ensure communication between the two entities.
Page 1
` 0 Ord . 4373
4. It is understood and agreed that the City's annual purchase of services will be negotiated
on a yearly basis. COA shall provide liability insurance for vehicles provided by the City of Fayetteville.
5. The COA Board of Directors is responsible for the management and operation ofthe annual
funding allocation to COA from the City ofFayetteville and shall have the responsibility for prioritizing
the use of such funds. However, 75 percent of the funding must be expended for promotion and
development of recreation.
6. COA shall schedule a meeting and submit an annual financial report to the Urban
Development Director on or before April of each year. Such report shall detail COA's use of the City
of Fayetteville's funding allocation.
7. COA shall comply with the schedules and procedures established by the Budget & Research
Division of the City of Fayetteville for annual funding requests.
8. The working procedures and responsibilities contained herein shall become effective January
1 , 2002.
CITY OF FAYETTEVILLE
BY:
py
COUNCIL ON AGING, INC.
r
BY:
ATTEST:
BY:
Page 2
• • Ord . 4373
CONTRACT
Between The City of Fayetteville
and
Council on Aging, Inc.
WHEREAS, the City of Fayetteville has long been associated with and
worked with the Council on Aging, Inc. to provide public recreation for the citizens of
Fayetteville; and
WHEREAS, the Council on Aging, Inc. has long provided public recreation
to the senior citizens of Fayetteville; and
WHEREAS, it remains in the best interest of the City of Fayetteville and its
citizens to provide operating, promotion and development revenues to the Council on
Aging, Inc. in consideration for the substantial recreational programs provided by the
Council on Aging, Inc. to the senior citizens of Fayetteville.
NOW, THEREFORE, IT IS AGREED:
The City of Fayetteville shall provide the sum of $2,583 .33 monthly to the
Council on Aging, Inc. throughout the year of 2002 in consideration of the following
duties and obligations to be performed by the Council on Aging, Inc. :
A. The Council on Aging, Inc., promises to be responsible for
providing staff, programming, promotion, and development
for the Hillcrest Towers and Walker Park Community Centers.
The Council on Aging, Inc. agrees to use funding from the City
to pay for the promotion and development of recreational
programs designed specifically for senior citizens.
B. The Council on Aging, Inc. promises to make substantial
portions of its programs or facilities available to Fayetteville
citizens (the public) at little or no cost for needy senior citizens.
The Council on Aging, Inc. shall report on a quarterly basis the
approximate number of Fayetteville citizens served by its
programs.
C. The Council on Aging, Inc. shall follow the general Working
Procedures and Responsibilities for the City of Fayetteville
Parks and Recreation Division and the Council on Aging, Inc.
which is attached as Exhibit A.
• • Ord . 4373
CITY OF FAYETTEVILLE
By:
DAN COODY, Mayor
COUNCIL ON AGING, INC.
By:
Title
ATTEST:
By:
Heather Woodruff, City Clerk
Ord . 4373
EXHIBIT A
RECREATION IN FAYETTEVILLE
WORKING PROCEDURES AND RESPONSIBILITIES FOR THE
CITY OF FAYETTEVILLE PARKS AND RECREATION DIVISION
AND THE COUNCIL ON AGING, INC.
This Agreement is made and entered into between the City of Fayetteville Parks and
Recreation Division (Parks and Recreation) and the Council On Aging (hereinafter COA).
WHEREAS, the parties are two of the providers of recreational programs for the citizens
of Fayetteville and wish to define a working agreement which may be revised and modified each
year upon mutual agreement between the Superintendent of Parks and Recreation and the
Executive Director of the Council On Aging; and,
WHEREAS, it is the goal of both parties to work in cooperation to enhance the recreation
facilities and programs offered by the parties and to act together in meeting the needs of the
citizens of Fayetteville; and,
WHEREAS, increased communications and a new set of operating procedures will assist
with the working relationship and will benefit both agencies and their operations; and,
WHEREAS, Parks and Recreation believes the goals of Parks and Recreation and COA
would best be accomplished by defining and streamlining responsibilities and procedures; and,
is therefore recommending the merging of facility and program management for all recreation
offerings, thereby providing administrative accountability for all services provided to the
citizens.
NOW, THEREFORE, in order to define and improve the current working relationship
between Parks and Recreation and COA, the following set of detailed operating procedures and
responsibilities are hereby established.
1 . COA will be responsible for providing staffing, programming, promotion and
development of recreational programs for senior citizens which includes, but is not limited to,
recreational trips, arts and crafts, music, and games.
2. Parks and Recreation will be responsible for providing or approving the staffing,
programming, maintenance, promotion and development of the parks systems within the city and
the recreational events occurring within the city for all ages.
3. The COA Executive Director and Parks and Recreation Superintendent shall have
periodic meetings to ensure communication between the two entities.
Page 1
• • Ord . 4373
4. It is understood and agreed that the City's annual purchase of services will be
negotiated on a yearly basis. COA shall provide liability insurance for vehicles provided by the
City of Fayetteville.
5 . The COA Board of Directors is responsible for the management and operation of the
annual funding allocation to COA from the City of Fayetteville and shall have the responsibility
for prioritizing the use of such funds. However, 75 percent of the funding must be expended for
promotion and development of recreation.
6. COA shall schedule a meeting and submit an annual financial report to the Urban
Development Director on or before April of each year. Such report shall detail COA's use of the
City of Fayetteville's funding allocation.
7. COA shall comply with the schedules and procedures established by the Budget &
Research Division of the City of Fayetteville for annual funding requests.
8. The working procedures and responsibilities contained herein shall become effective
January 1 , 2002.
CITY OF FAYETTEVILLE
BY:
Attest:
BY:
COUNCIL ON AGING, INC.
BY:
ATTEST:
BY:
Page 2
FAYETTEVILLE S
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
TO: Mayor Coody and City Council
THRU: Hugh Earnest, Urban Development Director
FROM: Connie Edmonston, Parks & Recreation Superintendent
DATE: January 31, 2002
RE: Council on Aging Agreement and Ordinance to Waive Competitive Bidding
Background
The City of Fayetteville has provided financial support for the Council on Aging since Hillcrest
Towers was built in 1972. This cooperative agreement between our two agencies has worked
extremely well throughout the years in serving the recreational needs of our senior citizens. It is
the goal of both parties to work in cooperation to enhance the recreation facilities and programs
in our City in order to meet the needs of the senior citizens of Fayetteville. It is the intent to
work together for the common good of the citizens by not providing public funding for multiple
competing program offerings. If the Council on Aging were not providing recreational services
for our senior citizens, the City would need to assume the responsibility.
Current Status
The 2002 budget includes $31,000 to be transferred to the Council on Aging to purchase public
recreational services for the senior citizens of Fayetteville. In addition, the City provides a bus
for program transportation. A resolution for contractual services as well as an ordinance to
waive competitive bidding is needed. The contract outlines the services the Council on Aging is
providing for the City. We are requesting a waiver of competitive bids to secure the continuity
of services provided and because the Council on Aging has adequately served our senior citizens
since 1972.
Recommendation
Parks and Recreation staff recommends approval of the contract with the Council on Aging to
provide public recreation services for the senior citizens of Fayetteville and an ordinance to
waive competitive bidding for these services.
0
STAFF REVIEW FORM
xx AGENDA REQUEST
_ CONTRACT REVIEW
GRANT REVIEW
For the Fayetteville City Council meeting of
Connie Edmonston
Name
ACTION REQUIRE _
to approve an agreement with the Council on Aging to pde
public recreation for the citizens of Fayetteville ^dan OrdinAnrP"to
waive competitive bidding for the payment to the Council on Aging in 2002
for the provision of public recreation.
Parks and Recreation
Division
19, 2002
Public Works
rtment
T TO CITY:
s -u nnn
Cost of this Request
1010-5220-5718-00
2250-9250-5718-00
Account Number
$7,750
$?i 7sn
Category/Project Budget
$n
Funds Used To Date
Category/Project Name
Athletic/ Rec Transfer
Park Development
Program Name
Na mil illirl General
Project Number Remaining Balance park- nPi,P1ni mPnt
Fund
BU ET E W: Budgeted Item Budget Adjustment Attached
u q t Ma qer Administrative Services Director
CONTRACT/GRANT/LEASE REVIEW:
1 �� - Accounts g Man ger
rIN
STAFF RECOMMENDATION:
Approval of Council
competitive bidding
GRANTING AGENCY:
a)ra� au G�I1/oa-
O to Internal itor Date
2 8'dZ
e ADA Coordinator Date
a ►a
Date
on Aging agreement and an ordinance to waive
for the Council on Aging.
7-3 -o
Date
Lpnsen}4�1eJJDA �
Neva Bvsrnee ' 1 —
Cross Reference
New Item: Yes- No
Prev Ord/Res #: _
Orig Contract Date:_
Orig Contract Number:
Page 2
STAFF REVIEW FORM
Description Adult Center Agreement with Parks Meeting Date February 19, 2002
Comments:
Budget Coordinator
Accounting Manager
City Attorney
Purchasing Officer
ADA Coordinator
Internal Auditor
Reference Comments:
FAYETTEVILLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDEN
To: Connie Edmonston, Parks & Recreation
From: Heather Woodruff, City Clerk
Date: February 26, 2002
Please find attached a copy of Ordinance 4373 waiving the requirement of formal competitive
bidding and approving a contract with the Council on Aging to provide public recreation services
for the senior citizens of Fayetteville for 2002. I am returning two (2) original contracts to you.
The third original will be microfilmed and filed with the City Clerk
cc: Nancy Smith, Internal Auditor
Hugh Earnest, Urban Development
Greg Boettcher, Public Works Director
010 03 City of Fayetteville
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Reference Date Ref. Taken Brief Description
ORD 2192002 4373 SENIOR CITIZENS OF FAYETTEVILLE
Enter Keywords........: ORD. 4373
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STAFF REVIEW FORM
C
xx AGENDA REQUEST
_ CONTRACT REVIEW
GRANT REVIEW
For the Fayetteville City Council meeting of February 19,2002
FROM:
Connie Edmonston Parks and Recreation Public Works
Name Division Department
ACTION REQUIRED:
A Resolution to approve an agreement with the Council on Aging to provide
public recreation for the citizens of Fayetteville and an Ordinance to
waive competitive bidding for the payment to the Council on Aging in 2002
for the provision of public recreation.
CITY:
tii nnn
Cost of this Request
1010-5220-5718-00
2250-9250-5718-00
Account Number
$7,750
$21 ,sn
Category/Project Budget
Sn
Funds Used To Date
Category/Project Name
Athletic/ Rec Transfer
Park Development
Program Name
Na 5.l nnn
General
Project Number Remaining Balance Dnrlr no..oinpmcnt
Fund
BUDGET REVIEW: Budgeted Item Budget Adjustment Attached
Administrative Services Director
CONTRACT/GRANT/LEASE REVIEW: GRANTING AGENCY:
Accounting Manager Date Internal Auditor Date
y Attorney Date ADA Coordinator Date
Purchasing Officer Date
STAFF RECOMMENDATION:
Approval of Council on Aging agreement and an ordinance to waive
competitive bidding for the Council on Aging.
/— Z2i
ion Date Cross Reference
D p ment Director Date New Item: Yes- No
Administrative Services Director Date Prev Ord/Res #: —
Orig Contract Date:_
Mayor Date
Orig Contract Number: