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Home My WebLink AboutOrdinance 4533 � M ORDINANCE NO. 4533 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-TWO THOUSAND NINE HUNDRED DOLLARS ($32,900.00) TO PROVIDE PUBLIC RECREATION SERVICES FOR THE SENIOR CITIZENS OF FAYETTEVILLE FOR 2004. 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 of the City of Fayetteville, Arkansas hereby determines an exceptional situation exists in which competitive bidding is deemed not feasible or practical and therefore 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-Two Thousand Nine Hundred Dollars ($32,900.00) to provide public recreation services for the senior citizens of Fayetteville for 2004. A copy of said contract marked Exhibit "A" is attached hereto and made apart hereof. PASSED and APPROVED this 16`s day of December, 2003 . w � E �� FrA1F`j:. APPROVED- • =,. � ,Ili J��. �� By DAN OODY, Mayor SONDRA SMITH, City Clerk CONTRACT Between The City of Fayetteville A41CROFIL MED and Council on Aging, Inc. WHEREAS, the City of Fayetteville has long been associate 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 $2,741 .66 monthly to the Council on Aging, Inc. throughout the year of 2004 in consideration of the following duties and obligations to be preformed 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 the 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. i City of Fayetteville By: IAM �2Z DXN COODY, Mayor Council On Aging, Inc. By. Title ATTEST: By: A a, Sondra Smith, City Clerk 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 the Parks and Recreation and the Executive Director of the COA; 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 the 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 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. 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 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 Parks and Recreation Director on or before April of each year. Such report shall detail COA's use of the City of Fayetteville's funding allocation and accomplishment of performance measures as stated in number eight (8). 7. COA shall comply with the schedules and procedures established be the Budget & Research Division of the City of Fayetteville for annual funding requests. 8. Quarterly reports will be submitted to the Parks and Recreation Director on, or before, the following dates: April 10, July 10, October 10, and January 10 (2005). These reports will detail the following performance measures: A. Increase the amount of adult citizens served yearly by five percent. B. Provide 10 educational/recreational programs at the Community Adult Center and Fayetteville Senior Center. C. Serve more than 1 ,000 citizens/participants at the Community Adult Center at Hillcrest Towers. D. Provide community education through public relations and marketing by producing a marketing flyer for senior citizens and the general public. 9. The working procedures and responsibilities contained herein shall become effective January 1 , 2004. City of Fa ette, e By: DAN OODY, Ma r Council On Aging, Inc. By: / Title ATTEST: By: Sondra Smith, City Clerk kF p1f ETTF�� ld '� 'I�1d FAYETTEVI LLE THE CITY Of FAYETTEVIEEE. ARKANSAS DEPARTMENTAL CORRESPONDENCE To: David Wright Parks & Recreation From: Clarice Buffalohead-Pearman City Clerk Division Date: March 16, 2004 Re: Ord. No. 4533 Attached is a copy of the contract approved by the City Council December 16, 2003. 1 just receiv4this from the mayor. It will be recorded in the city clerk's office and microfilmed. If anything else is needed please let the clerk's office know. /cbp attachment(s) cc: Nancy Smith, Internal Auditor FR(�P1 : McNair & Associates • FAX NO. : 479-521-8617 • Mar. 19 2004 11 : 28AM P1 \\ I �C . CERTIFICATE OF LIABILITY INSURANCE °ATE """ °°"" 03/19/2004 PRO IDIDER (479) 521- 7800 FAX (479) 521-8617 ' THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION McNair & Associates ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE PBOX 819 • • HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR Fa �ettevil le , 71R 72702-0819 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Brian Yandel l I INSURERS AFFORDING COVERAGE NAIC p INSURED Council on Aging , Inc . Area Agency on Aging INSURER Philadelphia Indemnity 4507 Johnson Road nsuREAD; Risk Reducers , LLC Springdale , AR 72764 INSURERa St Paul Fire & Marine Ins Co INSURER D; INSURER E: COVERAGES THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDINI ANY REOUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH LICICB. AODREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR Dd TYPE OF INSURANCE POLICY NUMBER EF LIM19 GENERAL LIABILRr PHPK053273 07/01/2003 07/01/2004 EACH OCCURRENCE S 11000 , 00 X COMMEHCNL OENERAL LIAfRLRY OAMNG TO RENTED CLAIMS MADE aDODUR s 100 , 00 MED EIB' (Am°"° arse') S 5 , 000 A X PERSONAL S ADV INJURY S 1 ,000 , 0 GENERAL AGGREGATE S 3 , 000 , 00 NERL AGGREGA PLS APPLIES PER: PRODUCTS • COMPmP AGG S 3 , 000 , 00 Poucv .IECT LOG ( AUTOMOIRW LLAMm PHPK053273 07/01/2003 07/01/2004 COIdBINED X ANY AUTO (C60a =Dt)$INOLE LIMB S 1 , 000100 ALL OWNS° AUTOS SCNEDULEDAUTOS BODILYINJ(PV w) S HIREDAUT06 BODILY INJURYS NON-0WNEDAUTOS (Paraaidant)l) PROPERTY OAMAOE $ (Pe aCddMN LIABILITY AUTO ONLY. EA ACCIDENT S ANY AUTO OTHER EA ACC S AUTO AUT° ONLY: AGG S MESSM1WBRELLA LUURLIIY EACH OCCURRENCE S OCCUR CLAIMS MADE AGGREGATE S S DEDUCTIBLE S RETENTION S S WOPoCM COMPENSATION AND WC7834978 07/01/2003 07/07/2004 WC STATIM EMPLOYERS' LIABILITY B ANY PROPRIETORnARTNERIExECUTNE E.L. EACH ACCIDENT $ 500 , 00 OFFICERIMEAIBER EXCLUDED? E.L. DISEASE- EA EMPLOYE $ $00900 Iya 'AMPR uMe EL DISEASE -POLICY LIMIT $ 500 , 0 9PECLLL PitOVIS10N6 Clow oyee Theft Bond 406006748 04/01/2003 04/01/2006 $S0 ,000 Ci' OESCRPnM OF OPERATORS I LOCATIONS I VEHICLES I EXCLUSIONS AOOED BY ENDORSEMENT 14PEOULL PROVISIONS RECEIVE . O MAR 2 2 2004 ERTIFICATE HOLDER CITY OF FAY 'S OFFICE SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLEV BEFORE THE EMRATION OATS THEREOF, THE tMINO INSURER WILL ENDEAVOR TO MAIL 10 DAYSWWTTEMHOTICSTOTHECERRFICATtH LOERNAMEDY* THELE . City 01 Fayetteville BUT FAILURE TO MAIL&UCH NOTICE SHALL IMPOSE NO OBUGAIVH OR LIABILITY Attn : Fayetteville City Clerk OF ANY IOND UPON THE INSURER, RS AGENTS OR REPRESFNTATNU Fayetteville , AR 72701 AUTHORIZED REPRESEMATNE M �� Brian Yandell /PAT la AC ORD 26 (2001108) ®ACORD CORPORATION 1980 VIIY • ]f1l FGYV{fti3-IvLLyyJ�.1'.. . . • _ 1 iII mid 4� rh.1 ��IISI ra{drIYM1 � 'IS,raY•, I r"�(.rEF.1Ha �4I, �IdLfd]w 55 '1vL r"ItIyy,i�,1L'Y41L�I11^ .�I ' ,�fII�:ll0�'7Ih.,Y'..L lj{'+iI��^ ,AIp,d.r7 C LV°Y�dL�� 5 {�ki �4hf ^M u1 10 wj �• , u �'IS IS EVIDENCE THAT INSURANCE AS IDENTIFIED BELOW HAS BEEN ISSUED, IS IN FORCE, AND CONVEYS ALL THE GHTS AND PRIVILEGES • - ■ ■ UNDER THE POLICY. TPIia` COMPANY : 11 McNair & Associates ......... ............. Philadelphia Indemnity 01BOX 819P / Box 8SOO-8955 Fayetteville , A:R 72702-0819 AN: 11111 INSU TO LOAN NUMBER I POLICY NUMBER1 1 Johnson , • . DATE , - CONTINUED UNTIL Springdale , AIR 72764 07/01/2003 07/01/2004 �i�TED IF CHECKED ¢,''. 9 m. �.:';• bl. n a 1 .. I v v.` . nk Loc 1111 : Bldg 00001 945 South College Avenue Fayetteville , 1 h . �'i, ew',., I�Jjj}. P�ItA.,il�, bv ': ._ g1, Y91v Jn°"FY1'a'ii OF INSURANCE DCDUC1TIILE • p - p . 11 111 11 ;�-�.�,. ? , �I, M �+^ ...'i 7� >� 4 , . ..; � ,�rl7 i' 1��1„ lit . '� 1(a. IIIYa7��' JNII ai4a�'f s ,?� �, . r. �j„mr�"fro 'rc.'.N`kiw.�'^ I,� •'�.+r+„�: n+i. , •� �i "� n • > I . nnx ,x IIS* r WItF ' III Ii n '.^7 0� "' yll'� 317 7 1 1 , F ki IIF ' 1' ifAx �i(pp7.. u ,,V•hT, ifY . B" ,' �1�:,, I,�,, Itllf r1r, I . � U-0l I� x ,.. .� P L W I u)illt Y 1� •. . • r 1 ,Wrr �! ,r(� I• i ,y .y�.� I U � p � / 1 /Rb > I f1Y ' . W1-Y�J nj I. f Iinu.d . ' 1'�� I{9y� - J vI ' '` �' 11' 1i- Vt� I '.4 A11. JM1 ii9:I,J .al'Itn '� '!I uP.l: hv � ... .T•ue'i ..L VI' IR.f (I�CTE,P r.S�Tfa' l+�!kaLf �Fi. . 'dl.+ .sru� ZA 0 nZ � n � r � J it Of J y N O J O+ N 1 H � ryy� hI4 J J -ncl -' Dn v r D ✓ o r < �? i X m is < s, V (D N v O = 1 NAME OF FILE: Ordinance No. 4533 CROSS REFERENCE: Item # Date Document 1 11 /20/03 memo to mayor & city council draft ordinance draft contract Ex. A staff review form for 12/16/03 mtg copy of emails 2 01/12/04 memo to David Wright if cCaw.rc v NOTES : 010 03 Cit of Fayetteville 1 / 12 / 2004 Update Index Maintenance • 12 : 18 : 35 Document It Action Reference Date Ref . Taken Brief Description ORD 12162003 4533 Council on Aging/ Senior Center 2004 Enter Keywords . . . . Ord . 4533 Council on Aging waive competitive i ing pujDlxc recreation services Senior Center sr . cen er No Ex. . A attached-mayor re use o sign an return ; a kepti File Reference # . . . . . . : micro 1 m Security Class . . . . . . . . : Retention Type : Expiration Date . . . . . . . : * * * * Active Date for Cont / Referred : Name Referred to . . . . . . : Cmdl - Return Cmd8 - Retention Cmd4 - Delete Cmd3 - End Press ' ENTER ' to Continue Cmd5 -Abstract Yes No ( c ) 1986 - 1992 Munimetrix Systems Corp .