HomeMy WebLinkAboutOrdinance 5467 ORDINANCE NO. 5467
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 2012
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 because of its long service to Fayetteville citizens and its additional
state or federal funding as a nonprofit agency to provide services to our citizens, 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 determines that
the above circumstances make formal competitive bidding neither practical nor reasonable and
therefore 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 2012. A copy of said contract marked Exhibit"A"is attached hereto and made a part hereof.
Page 2
Ordinance No. 5467
PASSED and APPROVED this 66 day of December,2011.
APPROVED: ATTEST:
By: • By:
ON LD J Mayor LISA BRANSON, Deputy City Clerk
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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 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 2012 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 Walker Park's Fayetteville Senior Activity and
Wellness Center and Hillcrest Towers Community Center. NWAEDD agrees to
use funding from the City to pay for 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. NWAEDD shall provide Walker Park's Fayetteville Senior Activity and
Wellness Center as an emergency shelter when deemed necessary by the City of
Fayetteville.
D. 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 OFF ETTEVILLE
°p1l1IIIIiP,,, L IONE AN,Mayor
Pte: °� = NORTHWEST ARKANSAS ECONOMIC
's ;FAYETiEVILLEe e DEVELOPMENT DISTRICT
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s 1iII111CIO
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1"Ie S. M ael No n
Executive Director
ATTEST: Title
BYL► u�n �
Sondra E. Smith, City lerk �rc�as �6k '
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 Department (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, Walker Park's Fayetteville Senior Activity and Wellness Center has
been designated as an emergency shelter for the City of Fayetteville due to the location
and facility available to house citizens; 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.
6. The NWAEDD Executive Director and Parks and Recreation Director will
work jointly in opening Walker Park's Fayetteville Senior Activity and
Wellness Center as an emergency shelter as deemed necessary by the City
of Fayetteville. NWAEDD will utilize funds appropriated by the City of
Fayetteville for operational costs as necessary for the emergency shelter.
7. 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, 2012. Such
report shall detail NWAEDD's use of the City of Fayetteville's funding
allocation and accomplishment of performance measures as stated below
in number 9.
8. NWAEDD shall comply with the schedules and procedures established by
the Budget & Research Division of the City of Fayetteville for annual
funding requests.
9. 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 (2013). These reports shall detail the following performance
measures:
A. Operation of a full service senior center at Walker Park's 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 510 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. Walker Park's 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.
Transportation will be provided at both the Walker Park's 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.
E. NWAEDD shall acknowledge the City of Fayetteville's contribution
on general marketing flyers, brochures and other general marketing
materials.
10. The working procedures and responsibilities contained herein shall
become effective January 1, 2012.
CITY OF FAYETTEVILLE
BION ! �
EE J AS,Mayor
Attest:
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Sondra E. Smith, City C erk/ asur r
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A.. GXSY NORTHWEST ARKANSAS ECONOMIC
ci• oma' DEVELOPMENT DIST CT
;FAYETfEVILLE. _
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� BY:Z • e
r'°i�tP°�!�;KANSP Jim J. KraCa4 Nor
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Executive Director
Attest:
BY:
City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
12/6/2011
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 2012.
$53,350 $ 53,350.00 Transfer to Outside Services
Cost of this request Category/Project Budget Program Category/Project Name
1010.6600.5718.01 $ - Transfer to Council on Aging
Account Number Funds Used to Date Program/Project Category Name
T0901 T004 $ 53,350.00 General Fund
Project Number Remaining Balance Fund Name
Budgeted Item =x Budget Adjustment Attached
Previous Ordinance or Resolution# 5377 -
epartmentDirect ate
Original Contract Date:
Original Contract Number:
City Altor Date -
'Pa A 0. ,
Finance and Internal Services Director Date Received in City
Clerk's Office 11-13-I 1 A03 :20 IN
Chief of StaDate FA N/
` Received in l rl1
Mayor's Office
Ma orD/•alr�•/'//',
Comments: Contingent upon City Council approval of the 2012 proposed budget.
THE CITY OF FAYETTEVILLE,ARKANSAS
Fay e evl le PARKS AND RECREATION DEPARTMENT
r /13West Mountain
' Fayetteville,AR 72701
P(479)444-3471 F(4791521-7714
ARKANSAS
CITY COUNCIL AGENDA MEMO
To: Mayor Jordan and City Council
Thru: Don Marr, Chief of Staff
From: Connie Edmonston,Parks and Recreation Director/
Date: November 18,2011
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 2012.
PROPOSAL
The City of Fayetteville began providing financial support for the Council on Aging, Inc. in 1972 for
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
Walker Park's Fayetteville Senior Activity.and Wellness Center and Hillcrest Tower. It is the intent of
NWAEDD and the Parks and Recreation Department to work in cooperation to enhance the recreation
facilities and programs in our City, while not duplicating services in an effort to spend taxpayers' money
as effectively as possible. If the NWAEDD were not serving our senior citizen population, the City
would need to assume responsibility.
The 2012 budget includes a total of$53,350 to be transferred to the NWAEDD from the General Fund.
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 four years.
The agreement for 2012 is similar to the 2011 agreement, adding the designation of Walker Park's
Senior Activity and Wellness Center's building as an emergency shelter for the City of Fayetteville due
to the location and facility available to house citizens.
Telecommunications Device for the Deaf TDD(479)521-1316 113 West Mountain-Fayetteville,AR 72701
THE CITY OF FAYETTEVILLE,ARKANSAS
� 1PARKS AND RECREATION DEPARTMENT
Ytg
1 1t3WestMountain
Fayetteville,AR 72701
P(479)4443471 F(479)SZI-7714
ANSAS
RECOMMENDATION
Fayetteville Parks and Recreation Staff recommends approving 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.
BUDGETIMPACT
The 2012 budget includes a total of$53,350 for the transfer to the NWAEDD, which is the same as this
year. This request is contingent upon City Council approval of the 2012 proposed budget.
If you have any questions regarding the Agenda Request or the Working Agreement, please call me at
444-3473, or email cedmonston(a.ci.favetteville.ar.us.
Telecommunications Device for the Deaf TDD(479)521-1316 113 West Mountain-Fayetteville AR 72701
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$53,350.00 TO
PROVIDE PUBLIC RECREATION SERVICES FOR THE SENIOR CITIZENS OF
FAYETTEVILLE FOR 2012
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 because of its long service to Fayetteville citizens and its additional
state or federal funding as a nonprofit agency to provide services to our citizens, 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 determines that
the above circumstances make formal competitive bidding neither practical nor reasonable and
therefore 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 2012. A copy of said contract marked Exhibit"A" is attached hereto and made a part hereof.
PASSED and APPROVED this 6`" day of December, 2011.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E.SMITH,City Clerk/Treasurer
Boys and Girls Club Vs. Yvonne Richardson Center Participants Vs. Walker Senior Center
YRCC 2010 City Budget Participants City Cost Per Participant
Memberships=NIA $160,473 9,532 $16.84
Boys and Girls Club 2010 City Budget Participants City Cost Per Participant Cost Per Membership
Memeberships=6,407 $205,350 167,655 $1.22 $26.17
Walker Senior Center 2010 City Budget Participants City Cost Per Participant Cost Per Membership
Memberships=696 $53,350 1,537 $34.71 $76.65
Note: The Sr.Center provides 17,729 meals per year which is not part of the contract with the City.
'Cost includes program participants only.It does not include open recreational activities.All participants are duplicated counts.
Membership and Participation numbers provided by Agencies.