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Home My WebLink AboutOrdinance 4452 4452 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 ONE THOUSAND DOLLARS ($31,000.00) TO PROVIDE PUBLIC RECREATION SERVICES FOR THE SENIOR CITIZENS OF FAYETTEVILLE FOR 2003. 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 had a close working relationship for more than 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 services. 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 One Thousand Dollars ($31,000.00) to provide public recreation services for the senior citizens of Fayetteville for 2003. A copy of said contract marked Exhibit "A" is attached hereto and made a part hereof. PASSED and APPROVED this 17thday of December, 2002. APPROVED: By:, DAN COODY, Mayor 10 ATTEST: `�. f y S, IfEkkfiER WOODRUFF, C' Clerk 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 2003 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. CITY OF FAYETTEVILLE By: DAN CO Y, May COUNCIL �O"N" AGING, INC. By: , N1 uecAt* Df re . L(- Title ATTEST: By: - eather Woodruff, City Clerk E 7TF`.a \ zfll • t Ff. 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 i • 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 , 2003 . CITY OF FAYETTEVILLE BY: Attest: BY: COUNCIL ON AGING, INC. , ,tr 9 1 ';0t1a µ i BY: It._IIt ATTESTS %;f' �CY� BY: lI. Page 2 NAME OF FILE: Ordinance No. 4452 CROSS REFERENCE: Item # Date Document 12/17/02 Ord. No. 4452 2 11 /27/02 Staff Review Form w/attachments: memo to mayor/city council copy of contract w/exhibit 3 12/26/02 memo to Connie Edmonston NOTES: STAFF REVIEW FORM XX_ Agenda Request — Contract Review — Grant Review For the Fayetteville City Council meeting of: December 17, 2002 FROM: Connie Edmonston Parks & Recreation Urban Development Name Division Department ACTION REQUIRED: An Ordinance to approve an agreement with the Council on Aging to provide public recreation for the citizens of Fayetteville and to waive competitive bidding for the payment to the Council on Aging in 2003 for the provision of public recreation. COST TO CITY: $ 7,750 $31 ,000 (2003 Budget) $23,250 Transfers Youth/Adult Center Cost of this Request Category/Project Budget Category/Project Name 1010-5220-5718.00 $ 0 Athletic/Recreation Trans 2250-9250-5718.00 $ 0 Parks Development Account Number Funds Used to Date Program Name General n/a $317000 Parks Development Project Number Remaining Ba anceun BUDGET REVIEW: XX Budgeted Item _Budget Adjustment Attached V 1% xfliL Budget Manager Administrative Services Director CONTRACT/G T/LEASE REVIEW: GRANTING AGENCY: Accounting Manager Date Date ADA Coordinator Date 71 Ci rA mev ate Internal ditor Date a- Purchasing Officer Date STAFF RECOMMENDATION: Approval of Council on Aging agreement and to waive competitive bidding for the Council on ging. yy 0� Division Head Date Cross Reference Department Treclor Date New Item: Yes_ No Adm pstrative Se ices Director Date Prev Ord/Res #: �(3 93 — Mayor Date Orig Contract Date: Page 2 STAFF REVIEW FORM Description Council on Acting Agreement Meeting Date December 17, 2002 _ Comments: Reference Comments: Budget Coordinator Accounting Manager City Attorney Purchasing Officer ADA Coordinator Internal Auditor TME CITY OF FAYETTEVILLE, ARKANSAS DEPARTMENTAL CORRESPONDENCE TO: Mayor Coody and City Council THRU: Hugh Earnest, Urban Development Director / �p FROM: Connie Edmonston, Parks & Recreation Superintendeno DATE: November 26, 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 2003 budget includes $31 ,000 to be transferred to the Council on Aging to purchase public recreational services for the senior citizens of Fayetteville. 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. 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 2003 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. 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 , 2003. CITY OF FAYETTEVILLE BY: Attest: BY: COUNCIL ON AGING, INC. BY: it ATTEST: BY: AL � Page 2 CITY OF FAYETTEVILLE By: DAN COODY, M COUNCIL ON AGING, INC. By: P/I'l.d� Title ATTEST: / By: lid �r Bather Woodruff, City CIer1