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HomeMy WebLinkAboutOrdinance 4650ORDINANCE NO. 4 6 5 0 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 $50,000.00 TO PROVIDE PUBLIC RECREATION SERVICES FOR THE SENIOR CITIZENS OF FAYETTEVILLE FOR 2005. 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 finds that such circumstances constitute an exceptional situation where competitive bidding is not feasible or practical, and 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 $50,000.00 to provide public recreation services for the senior citizens of Fayetteville for 2005. A copy of said contract marked Exhibit "A" is attached hereto and made a part hereof. PASSED and APPROVED this Th day of December 2004. Jffigaannn pF,sG APPROV Poo : �S E ;FAYETTEVILLE: �z', By. y ,qR PCO h D K N CO Y, Mayor ATTEST: %,ty/�KAW's' By %�ofA�� � SONDRA SMITH, City Clerk CONTRACT Between The City of Fayetteville 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 to 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 $4,166.66 monthly to the Council on Aging, Inc. throughout the year of 2005 in consideration of the following duties and obligations to be preformed by the Council on Aging, Inc.: A. The Council on Aging, Inc., shall 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. shall 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, and made a part hereof. DAN COODY, Council On Aging, Inc. 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 shall 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 shall 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 Director 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. 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 shall 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 no more than thirty (30) days after the end of the COA fiscal year, which ends on June 30, 2005. 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 by the Budget & Research Division of the City of Fayetteville for annual funding requests. 8. Quarterly reports shall be submitted to the Parks and Recreation Director on, or before, the following dates: April 10, July 10, October 10, and January 10 (2006). These reports shall 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 Fayetteville Senior Center and 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, 2005. 10. COA shall acknowledge the City of Fayetteville's contribution on general marketing flyers, brochures and other general marketing materials. City of ATTEST: By: Council On Aging, Inc. O� GAS Y O c %SGp gy. EVILLE: ;FAYETT 3 Title City I • NAME OF FILE: Ordinance No. 4650 w/Agreement & Ex. A CROSS REFERENCE: Item # Date Document 1 11/17/04 memo to mayor & City Council . 2 draft ordinance 3 draft contract 4 Staff Review Form 5 memo to David Wright 6 7 8 9 10 11 12 13 14 15 16 17 18 19 20 21 22 23 24 25 NOTES: Imp • • /Z/ 7 / 0/ V6So 6usel t on e i n5� Council on Aging p. 1 of 2 �� ! ✓�� City Council Meeting of December 7, 2004 CITY COUNCIL AGENDA MEMO To: Mayor and City Council Thru: Gary Dumas, Director of Operations Connie Edmonston, Director of Parks and Recreation From: David Wright, Recreation Superintendent Date: November 17, 2004 Subject: An ordinance waiving the requirements of formal competitive bidding and approving a contract between the City of Fayetteville and the Council on Aging in the amount of $50,000 to provide public recreation services for senior citizens of Fayetteville for 2005. Fayetteville Parks and Recreation Staff recommends to approve the contract with Council on Aging, Inc., to provide public recreation services for and waive competitive bid for services. The City of Fayetteville has provided financial support for the Council on Aging, Inc., since the Hillcrest Towers were built in 1972. This cooperative agreement between the City of Fayetteville and the Council on Aging has been very successful. The Council on Aging provides recreational programs that meet the needs of our senior citizen residents at the Hillcrest Towers and the Fayetteville Senior Center. It is the intent of both parties to work in cooperation to enhance the recreation facilities and programs in our City, while not duplicating services in efforts to spend tax payer's money as effectively as possible. If the Council on Aging were not serving our senior citizen population, the City would need to assume responsibility. The 2004 budget includes a total of $50,000 to be transferred to the Council on Aging, Inc. Of this transfer, $37,500 comes from the Parks and Recreation Division, Parks Development Program and $12,500 comes from the General Government Department, Miscellaneous Division. A resolution of contractual services, as well as an ordinance to waive competitive bidding is required. The contract outlines the services the Council on Aging is providing to the City and the citizens of Fayetteville. We are requesting a waiver of competitive bids to secure the continuity of services provided and because the Council on Aging, Inc., has adequately served our citizens since it was created. The agreement for 2005 is similar to the 2004 agreement. However, there is one change. The Council on Aging is recognizing the City of Fayetteville as a major contributor of their programs and facilities. If you have any questions regarding the Agenda Request or the Working Agreement, please call me at 444-3481, or email dwright a(�ci.favetteviIle.ar.us. Ll 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 $50,000.00 TO PROVIDE PUBLIC RECREATION SERVICES FOR THE SENIOR CITIZENS OF FAYETTEVILLE FOR 2005. 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"' i OF FAYETTEVILLE, ARKANSAS: Section 1. That the City Council of the City of Fayetteville, A 4 SF by finds that such circumstances constitute an exceptional situation where cou mp titive bidding is tot feasible { : or practical, and waives the requirements of formal�competitrve,bi'dingtAnd approxs a contract between the City of Fayetteville, Arkansas and the -Council on Aging.iri the amount qj $50,000.00 to provide public recreation services for the senio- - ti ens of Fayette e� r 2005. A opy of said contract marked Exhibit "A" is.at Ic hereto ar maVe a parereof. PASSED and AP] ATTEST: By: _1 ! 7w da,7 of SMITH, City Clerk DAN COODY, Mayor 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 shall 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 shall 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. The COA Executive Director and Parks and Recreation Director 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. 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 shall 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 no more than thirty (30) days after the end of the COA fiscal year, which ends on June 30, 2005. 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 by the Budget & Research Division of the City of Fayetteville for annual funding requests. 8. Quarterly reports shall 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 shall 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 Fayetteville Senior Center and 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, 2005. 10. COA shall acknowledge the City of Fayetteville's contribution on general marketing flyers, brochures and other general marketing materials. City of Fayetteville By: DAN COODY, Mayor Connie Edmonston Submitted By • City of Fayetteville • Staff Review Form City Council Agenda Items Contracts 12/712004 City Council Meeting Date Parks and Recreation Division Operations Department Action Required: ordinance waiving the requirements of formal competitive bidding and approving a contract between the City of /etteville, Arkansas and the Council on Aging, Inc. in the amount of $50,000 to provide public recreation services the senior citizens of Fayetteville for 2005. $ $50,000.00 Cost of this request 1010.6600.5718.01 2250.9250.5718.00 Account Number Project Number Budgeted Item �X $12,500 $37,500 Category/Project Budget $ $ Funds Used to Date $ 12,5001.00 $ 37, 500.00 Remaining Balance Budget Adjustment Attached Transfer to Council on Aging Program Category / Project Name Parks Development Program Program / Project Category Name Parks Development Fund Name Previous Ordinance or Resolution # 4533 I�t+l•"�1��� Original Contract Date: Department Director Date Original Contract Number: Received in City Clerk's Office City Attorney Date 1 / Received in Mayor's Office (gw-1 Mayor ate aye evi l�' Y ARKANSAS DEPARTMENTAL CORRESPONDENCE To: David Wright Parks & Recreation From: Clarice Buffalohead-Pearman Abo City Clerk Division Date: December 17. 2004 Re: Ord. No. 4650 11 City Clerk Division 113 West Mountain Fayetteville, AR 72701 Telephone: (479) 575-8323 Fax: (479) 718-7695 city_clerk@ci.fayetteville.ar.us The City Council passed the above ordinance, December 7, 2004, authorizing a bid waiver and approving a contract with Council on Aging. I have attached a copy of the ordinance for this item. The ordinance with attachments will be recorded in the city clerk's office and microfilmed. If anything else is needed please let the clerk's office know. Thanks. /cbp attachments cc: Internal Auditor