HomeMy WebLinkAboutOrdinance 5292 II
ORDINANCE NO. 5292
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 $53,350.00 TO PROVIDE PUBLIC
RECREATION SERVICES FOR THE SENIOR CITIZENS OF FAYETTEVILLE FOR
2010
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 ofthe 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$53,350.00 to provide public recreation
services for the senior citizens of Fayetteville for 2010. A copy of said contract marked Exhibit "A" is attached
hereto and made a part hereof. •"1'
PASSED and APPROVED this 15'hday of December, 2009. ;U ; • < 3
c ; FAYETTEVILLE •
APPROVED ATTEST: �z•. 5 � �
By- By: g
w
oriELDAfJ Mayor SONDRA 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 $4,445 .83 monthly to the NWAEDD
throughout the year of 2010 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:
I ELD J AN, Mayor J. MICIJ61& NOR , Ex. Dir.
ATTEST: Witness:
By. A
BW.
SONDRA E. SMITHa ��ryer "YE URTIS
Director Senior Services
c ; FAYETIEVILLE * ? Title
EXIHIBIT `,9s 99KANSP� S
��0'o;NcroN °�'��`
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 and
promotion, and development of recreational programs for senior citizens including 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, 2010. 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 (2011 ).
These reports shall detail the following performance measures:
A. Operation of a full service senior center at both the Walker Park
(Fayetteville Senior Activity and Wellness 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 Tai Chi and formal exercise classes will
be provided on a weekly basis. LIRT Classes and Use it or Lose it
classes will be provided on a bi-weekly basis. Dances and music activities
will be provided monthly at the Walker Park location.
C. Both the Walker Park (Fayetteville Senior Activity and Wellness 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 Activity and Wellness Center) and Hillcrest Towers for
recreational trips and special interest trips, as well as transporting seniors
for necessary appointments as scheduled through the Fayetteville Senior
Activity and Wellness Center.
9. The working procedures and responsibilities contained herein shall
become effective January 1 , 2010.
10. NWAEDD shall acknowledge the City of Fayetteville's contribution on
general marketing flyers, brochures and other general marketing materials.
i
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
12/15/2009
City Council Meeting Date
Agenda Items Only
Connie Edmonston Parks & Recreation
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 $53,350 to
provide public recreation services for senior citizens of Fayetteville for 2010.
23,350.00
$53,350 $ 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 2010 Budget Parks Development Program
Account Number Funds Used to Date Program / Project Category Name
$ 53,350.00 Parks Develoment
Project Number Remaining Balance Fund Name
Budgeted Item �x Budget Adjustment Attached
i
11/23/2009 Previous Ordinance or Resolution # 5209
e�or Date
Original Contract Date:
Original Contract Number:
Attorney U Date
'p, q a . a , - < < - ZY -20Q9
Finance and Internal Services Director Date Received in City ENTERED LY
/,,• Clerk's Office 11 2250 )
As"0
'Chilef of St f Date
Received in
Mayor's Office Y
�
Mayor ate
Comments:
i
t
r
Revised January 15, 2009
NWAEDD
p. I of 2
City Council Meeting of December 15, 2009
CITY COUNCIL AGENDA MEMO
To: Mayor Jordan and City Council
Thru: Don Marr, Chief of Staff
From : Connie EdmdbstFSn, Director of Parks and Recreation
Date: November 19, 2009
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 $53,350 to provide public recreation
services for the citizens of Fayetteville for 2010.
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 2010 budget includes a total of $53,350 to be transferred to the NWAEDD. Of this
transfer, $30,000 comes from the Parks and Recreation Division, Parks Development
Program and $23 ,350 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 three years.
BUDGETIMPACT
The 2010 budget includes a total of $53,350 for the transfer to the NWAEDD. This
agreement has a reduction of 3% compared to prior year funds which is a reduction of
$ 1 ,650. This request is contingent upon City Council approval of the 2010 proposed
budget.
If you have any questions regarding the Agenda Request or the Working Agreement,
please call me at 444-3473 , or email cedmonston(-),ci.favetteville.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 $539350.00 TO PROVIDE PUBLIC
RECREATION SERVICES FOR THE SENIOR CITIZENS OF
FAYETTEVILLE FOR 2010
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 CityCouncil of the Cityof 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$53,350.00 to provide public recreation
services for the senior citizens of Fayetteville for 2010. A copy of said contract marked Exhibit "A" is attached
hereto and made a part hereof.
PASSED and APPROVED this 15'' day of December, 2009.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
CONTRACT
Between The City ofFayetteville 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 $4,445 .83 monthly to the NWAEDD
throughout the year of 2010 in codsideration 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
C
By: By:
VLIQWELD Jqf6AN, Mayor J. MIC' NOR , Ex. Dir.
ATTEST: ' Witness:
By: B .
SONDRk% ,tfi irk / Treasurer KA CURTIS
EVILL ; 3
c � FpYEfT E > _ Director Senior Services
ti Title
2,
Osseo
7
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 and
promotion, and development of recreational programs for senior citizens including 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.
a
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, 2010. 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 (2011 ).
These reports shall detail the following performance measures:
A. Operation of a full service senior center at both the Walker Park
(Fayetteville Senior Activity and Wellness 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 Tai Chi and formal exercise classes will
be provided on a weekly basis. L.I.F.T Classes and Use it or Lose it
classes will be provided on a bi-weekly basis. Dances and music activities
will be provided monthly at the Walker Park location.
C. Both the Walker Park (Fayetteville Senior Activity and Wellness 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 Activity and Wellness Center) and Hillcrest Towers for
recreational trips and special interest trips, as well as transporting seniors
for necessary appointments as scheduled through the Fayetteville Senior
Activity and Wellness Center.
9. The working procedures and responsibilities contained herein shall
become effective January 1 , 2010.
10. NWAEDD shall acknowledge the City of Fayetteville's contribution on
general marketing flyers, brochures and other general marketing materials.
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