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HomeMy WebLinkAboutOrdinance 5209 ORDINANCE NO, 5209 AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING A CONTRACT BETWEEN THE CITY OF FAYETTEVILLE, ARKANSAS AND THE NORTHWEST ARKANSAS ECONOMIC DEVELOPMENT DISTRICT IN THE AMOUNT OF $55,000.00 TO PROVIDE PUBLIC RECREATION SERVICES FOR THE SENIOR CITIZENS OF FAYETTEVILLE FOR 2009. WHEREAS, providing quality recreational opportunities to the senior citizens of our community is of mutual interest to the City of Fayetteville and the Northwest Arkansas Economic Development District, and; WHEREAS, the Northwest Arkansas Economic Development District is uniquely qualified to provide the continuity of services vital to the efficient provision of recreational opportunities to the senior citizens of Fayetteville, and; WHEREAS, were it not for the services offered by the Northwest Arkansas Economic Development District, 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 waives the requirements of formal competitive bidding and approves a contract between the City of Fayetteville, Arkansas and the Northwest Arkansas Economic Development District in the amount of$55,000.00 to provide public recreation services for the senior citizens of Fayetteville for 2009. A copy of said contract marked Exhibit "A" is attached hereto and made a part hereof. ��•���FtKJTR�S°'�. PASSED and APPROVED this 16'h day of December, 2008. :�G.•&S Y 0 ,Gp ; U • APPROVED: ATTEST: _ ; FAYETTEVILLE °' y: y: 96WANSP ,)t% B B r'' � 6 6 t2N G�`N� T °`air+iiyNtN�`" DAN COODY, Mayor $ONDRA E. SMITH, City Clerk/Treasurer CONTRACT Between The City of Fayetteville and the Northwest Arkansas Economic Development District (NWAEDD) WHEREAS, the Northwest Arkansas Economic Development District (NWAEDD) is uniquely qualified to provide the full range of public recreation opportunities to the senior citizens of Fayetteville; and, WHEREAS, it is in the best interest of the City of Fayetteville and its citizens to provide operating, promotion and development revenues to the NWAEDD in consideration for the substantial recreational programs provided by the NWAEDD to the senior citizens of Fayetteville. NOW, THEREFORE, IT IS AGREED: The City of Fayetteville shall provide the sum of $4,583 .33 monthly to the NWAEDD throughout the year of 2009 in consideration of the following duties and obligations to be preformed by the NWAEDD: A. The NWAEDD shall be responsible for providing staff, programming, promotion, and development for the Hillcrest Towers and Walker Park Community Centers. NWAEDD agrees to use funding from the City to pay for the promotion and development of recreational programs designed specifically for senior citizens. B. NWAEDD shall make substantial portions of its programs or facilities available to Fayetteville citizens (the public) at little or no cost for the needy senior citizens. NWAEDD shall report on a quarterly basis the approximate number of Fayetteville citizens served by its programs. C. The NWAEDD shall follow the general Working Procedures and Responsibilities for the City of Fayetteville Parks and Recreation Division and the NWAEDD which is attached as Exhibit A, and is made a part hereof, as if set forth word for word in its entirety. City of Fayetteville, Arkansas Northwest Arkansas Economic Development District By: By: DAN COODY, Mayor J , Mi n 1 No , Executive Director ATTEST: Witness: By: t B . .4e ; SMITH, City Clerk Ka Curtis ,�`�G • • QTY p SGS'% V• : G F•• �p00 Director Senior Services Title OFAYETTEVILLE ; -9s 6 0 4 6 %,'yi . o EXHIBIT A RECREATION IN FAYETTEVILLE WORKING PROCEDURES AND RESPONSIBILITIES FOR THE CITY OF FAYETTEVILLE PARKS AND RECREATION DIVISION AND THE NORTHWEST ARKANSAS ECONOMIC DEVELOPMENT DISTRICT This agreement is made and entered into between the City of Fayetteville Parks and Recreation Division (Parks and Recreation) and the Northwest Arkansas Economic Development District (hereinafter referred to as NWAEDD). 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 Parks and Recreation Director and the Executive Director of the NWAEDD; 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 NWAEDD 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 NWAEDD, the following set of detailed operating procedures and responsibilities are hereby established. 1 . NWAEDD 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 system within the city and the recreational events occurring within the city for all ages. 3. The NWAEDD 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 NWAEDD Board of Directors is responsible for the management and operation of annual funding allocation to NWAEDD from the City of Fayetteville and shall have the responsibility for prioritizing the use of such funds. However, 60 percent of the funding shall be expended for promotion and development of recreation. 6. NWAEDD 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 NWAEDD fiscal year, which ends on June 30, 2009. Such report shall detail NWAEDD's use of the City of Fayetteville's funding allocation and accomplishment of performance measures as stated in number eight (8). 7. NWAEDD 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 15, July 15, October 15, and January 15 (2010). These reports shall detail the following performance measures: A. Operation of a full service senior center at both the Walker Park (Fayetteville Senior Center) and Hillcrest Towers locations to include socialization (recreation) by hosting daily social activities such as bingo, table games, exercise classes, and wellness programs. During the course of the year, an estimated 215 elderly citizens will participate at the two locations. B. Recreation opportunities at both locations will continue to provide such wellness recreational activities as PEPPI, Strong Women program, Tai Chi, and formal exercise classes on a weekly basis. Dances and music activities will be provided monthly at the Walker Park location. C. Both the Walker Park (Fayetteville Senior Center) and Hillcrest Tower locations will seek partnerships with outside organizations or community groups to assist in a variety of recreation programs and wellness classes. D. Transportation will be provided at both the Walker Park (Fayetteville Senior Center) and Hillcrest Towers for recreational trips such as competing in Bean Bag Baseball at other senior centers, attending the annual Senior Games, participating in events held at the Jones Center, etc. 9. The working procedures and responsibilities contained herein shall become effective January 1 , 2009. 10. NWAEDD shall acknowledge the City of Fayetteville's contribution on general marketing flyers, brochures and other general marketing materials. City of Fayetteville Staff Review Form City Council Agenda Items Seo and Contracts, Leases or Agreements N/r�, jf��yi5a5 12116/2008 �/n0 City Council Meeting DatetJ,el� rAgenda Items Only Connie Edmonston�k Parks and Recreation Operations Submitted By Division Department Action Required: An ordinance waiving the requirements of formal competitive bidding and approving a contract between the City of Fayetteville, Arkansas and the Northwest Arkansas Economic Development District in the amount of $55,000 to provide public recreation services for senior citizens of Fayetteville for 2009. 25,000.00 $55,00.0 $ 30,000.00 Transfer to Council on Aging - Cost of this request Category / Project Budget Program Category / Project Name 1010.6600.5718.01 2250.9250.5718.01_ _ $ Parks Development Program Account Number Funds Used to Date Program / Project Category Name $ 55,000.00 Parks Develoment . Project Number Remaining Balance Fund Name Budgeted Item ©x Budget Adjustment Attached Previous Ordinance or Resolution # 5100 Department Die Date Original Contract Date: / / Original Contract Number: City Attorney Dat Received in City Clerk's Office Y�1 Q 1d�cX^ 1 I r 25 -a 8 Finance and Internal Service Director Date QE1Received in Ma or's Office � � ; y Mayor Date Comments: Contingent upon City Council approval of the 2009 proposed budget. NWAEDD p. 1 oft City Council Meeting of December 16, 2008 CITY COUNCIL AGENDA MEMO To: Mayor Coody and City Council Thru: Gary Dumas, Director of Operations From: Connie Edmonston, Director of Parks and Recre tion ' Date: November 25, 2008 Subject: An ordinance waiving the requirements of formal competitive bidding and approving a contract between the City of Fayetteville and the Northwest Arkansas Economic Development District, in the amount of $55 ,000 to provide public recreation services for the citizens of Fayetteville for 2009. RECOMMENDATION Fayetteville Parks and Recreation Staff recommends to approve the contract with Northwest Arkansas Economic Development District (NWAEDD) to provide public recreation services for the citizens of Fayetteville and waive competitive bid for services. BACKGROUND In 1972, The City of Fayetteville begin providing financial support for the Council on Aging, Inc., to provide recreation services to senior citizens at the Hillcrest Towers and the Fayetteville Senior Center. This was the beginning of a very successful agreement that continued until the NWAEDD assumed the responsibilities of the Council on Aging in 2005. The NWAEDD provides recreational programs, meeting the needs of our senior citizen residents at the Hillcrest Tower and the Fayetteville Senior Center. It is the intent of both parties to work in cooperation to enhance the recreation facilities and program in our City, while not duplicating services in efforts to spend taxpayers' money as effectively as possible. If the NWAEDD were not serving out senior citizen population, the City would need to assume responsibility. DISCUSSION The 2009 budget includes a total of $55,000 to be transferred to the NWAEDD. Of this transfer, $30,000 comes from the Parks and Recreation Division, Parks Development Program and $25,000 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 NWAEDD 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 NWAEDD has adequately served our citizens for the past two years. BUDGETIMPACT The 2009 budget includes a total of $55,000 for the transfer to the NWAEDD. This is the same amount provided in 2008 . This request is contingent upon City Council approval of the 2009 proposed budget. If you have any questions regarding the Agenda Request or the Working Agreement, please call me at 444-3473, or email cedmonstonna,ci.fayetteville.ar.us. ORDINANCE NO, AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVING A CONTRACT BETWEEN THE CITY OF FAYETTEVILLE, ARKANSAS AND THE NORTHWEST ARKANSAS ECONOMIC DEVELOPMENT DISTRICT IN THE AMOUNT OF $55,000.00 TO PROVIDE PUBLIC RECREATION SERVICES FOR THE SENIOR CITIZENS OF FAYETTEVILLE FOR 2009. WHEREAS, providing quality recreational opportunities to the senior citizens of our community is of mutual interest to the City of Fayetteville and the Northwest Arkansas Economic Development District, and; WHEREAS, the Northwest Arkansas Economic Development District is uniquely qualified to provide the continuity of services vital to the efficient provision of recreational opportunities to the senior citizens of Fayetteville, and; WHEREAS, were it not for the services offered by the Northwest Arkansas Economic Development District, 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 waives the requirements of formal competitive bidding and approves a contract between the City of Fayetteville, Arkansas and the Northwest Arkansas Economic Development District in the amount of$55,000.00 to provide public recreation services for the senior citizens of Fayetteville for 2009. A copy of said contract marked Exhibit "A" is attached hereto and made a part hereof. PASSED and APPROVED this 16'h day of December, 2008. APPROVED: ATTEST: By: By: DAN COODY, Mayor SONDRA E. SMITH, City Clerk/Treasurer % 9 � ) ( 77 - � : kmn 3 D | | 0 k } CD | [ MO § - . � ! § » \ \ } \ § \ \ \ \ LCD ; o F = E k / k ' ( k _ - f $ U C E { ( \ } / ƒ ( ( E ( : ; I ( _ ® [ ! } : ) ) . . Page 1 of 1 Clarice Pearman - Ord. 5209 From: Clarice Pearman To: Edmonston, Connie Date: 12. 19.08 5: 17 PM Subject: Ord. 5209 CC: Audit; Vice, Peggy Attachments: Audit; Vice, Peggy Connie: Attached is a copy of the above ordinance passed by City Council regarding the services provided by NWAEDD. I am forwarding to Purchasing your purchase requisition. I am also forwarding to you two of three signed agreements. Please let me know if there is anything else needed for this item. Have a good day. Thanks. Clarice file:HC :\Documents%20and%20Settings\cpearman.000\Local%20 S ettings\Temp\XPgrpwise\494BD732F... 12. 19.08 City of Fayetteville Staff Review Form City Council Agenda Items C/7 or Contracts /111AIGt� Db N/A City Council Meeting Date l Connie Edmonston Parks and Recreation Operations Submitted By Division Department Action Required: The Walker Park Senior Adult Center lease agreement with the Area Agency on Aging of NW Arkansas allows for the building to be sublet if written consent of the City is obtained. The Area Agency on Aging is requesting to sublease the building to the NW Arkansas Economic Development District who would be responsible for conducting recreation services for senior citizens. This requires a written consent by the Mayor. N/A N/A N/A Cost of this request Category/Project Budget Program Category / Project Name N/A N/A N/A Account Number Funds Used to Date Program / Project Category Name N/A N/A N/A Project Number Remaining Balance Fund Name Budgeted Item Budget Adjustment Attached Previous Ordinance or Resolution # Ord 5209 Res 246-08 Departmen Director Date Original Contract Date: Original Contract Number: City Attorney Received in City Clerk's Off iciFp 11/ 31 Joe Finance and Internal Service Director Date Received in Mayor's Office / F ) Mayor Date ��