HomeMy WebLinkAboutOrdinance 5554 ORDINANCE NO. 5554
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 2013
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 finds the above
circumstances make competitive bidding 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 Northwest Arkansas Economic Development District in the amount of$53,350.00
to provide public recreation services for the senior citizens of Fayetteville for 2013. A copy of said
contract marked Exhibit"A" is attached hereto and made a part hereof.
PASSED and APPROVED this 18th day of December, 2012.
Page 2
Ordinance No. 5554
APPROVED: ATTEST:
B By:
y
I ELD JQ AN, Mayor SONDRA E.SMITH,City Clerk/Treasurer
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FAYETTEVILLE*
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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 2013 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 OF FA TTEVI
BY:
LIONELD AN, Mayor
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,o`��RK T RFNORTHWEST ARKANSAS ECONOMIC
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••sG'� DEVELOPMENT DISTRICT
FAYETTEVILLE;'_
• BY:
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J. dIdKEL NORTW
ATTEST: v'/� „� „ Executive Title Director
EXHIBIT
BY:
Sondra E. Smith, City Clerk/Treasurer
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 Fayetteville Senior Activity and Wellness Center 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, 2013. 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 (2014). 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 700 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. Formal exercise
classes and Use It or Lose It classes will be provided on a weekly
basis. L.I.F.T Classes will be provided on a bi-weekly basis. Dances
and music activities will be provided weekly 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 1,2013.
CITY OF FAYETTEVILLE
BY'
��
ONELD AN, Mayor
Attest:
BY: Q/T,s� jZ.
Sondra E. Smith, City Clerk/Treasurer
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Y 0,<-*••G� NORTHWEST ARKANSAS ECONOMIC
_ DEVELOPMENT DISTR CT
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FAYETTEVILLE;�
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�i9�'••:�kANSP•-'•\�.�� J. ELN N
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Attest:
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City of Fayetteville Staff Review Form
City Council Agenda Items
and
Contracts, Leases or Agreements
12/18/2012
City Council Meeting Date
�n Agenda Items Only
Connie Edmonstor '(X Parks &Recreation 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 2013.
$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
2013 Budget
"M let
Previous Ordinance or Resolution# 5467
;'e"partmDirector Date
Q Original Contract Date: Dec-12
/2—Original
/2—Original Contract Number:
bitf�kttorney Date
Finance and Internal Services Director Date Received in idity2 3-1 2 P 0 3: 14 R CV D
Clerk's Office
C iefo Sta Date
/ Received in9��
Mayor's Office
ayo to
Comments:Contingent upon City Council approval of the 2013 proposed budget.
V THE CITY OF FAYETTEVILLE,ARKANSAS
a e -eDEPARTMENT CORRESPONDENCE
��YANA
CITY COUNCIL AGENDA MEMO
To: Mayor Jordan and City Council
Thru: Don Marr, Chief of Staff
From: Connie Edmonston, Parks and Recreation Director•�Q'
Date: November 27, 2012
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 2013.
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 2013 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 2013 is similar to the 2012 agreement. Once
again the Walker Park's Senior Activity and Wellness Center's building is designated as an emergency shelter
for the City of Fayetteville due to the location and facility available to house citizens.
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.
BUDGET IMPACT:
The 2013 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 2013 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.fayetteville.ar.us.
Comparison of City of Fayetteville Contributions
Yvonne Richardson Community Center City Budget Participants City Cost Per Participant
Memberships=N/A $151,436 26,440 $5.73
Fayetteville Boys and Girls Club City Budget Participants City Cost Per Participant Cost Per Membershi
Memberships=6,407 $205,350 172,087 $1.19 $28.40
Walker Senior Activity and WellnessCenter City Budget! Participantsi City Cost Per Participant Cost Per Membership.
Membershi s=925 $53.3501 1,7661 $30.211 $57.68
Note: Participant and Membership numbers are from 2011 since 2012 has not been completed.
*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.
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 2013, CONTINGENT ON THE APPROVAL OF FUNDS
IN THE 2013 ANNUAL CITY BUDGET AND WORK PROGRAM
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 finds the above
circumstances make competitive bidding 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 Northwest Arkansas Economic Development District in the amount of$53,350.00
to provide public recreation services for the senior citizens of Fayetteville for 2013,contingent on the
approval of funds in the 2013 Annual City Budget and Work Program. A copy of said contract
marked Exhibit"A" is attached hereto and made a part hereof.
PASSED and APPROVED this 18th day of December, 2012.
APPROVED: ATTEST:
By: By:
LIONELD JORDAN, Mayor SONDRA E.SMITH,City Clerk/Treasurer
Requisition o.: Date:
' C��yOf�ayettev�lle Purchase Orrder(PO) R�que$t 11127/2012
(Not a Purchase order) 77 um er: xpec e elivery Date:
Alf pt►rChase�under$2500 shall be used on a P Cartlrun�ess metl►cal or 9099 service retafetl (Call x256 wifi►quest+ons)
�',„;,;,, „ z,',,,, , r�,,QII;PO`Rerquesf sha/hbe scanned fo;rzthe P�irchasmgfe-mail,Purchasrn`g@c►fayeffevtlle ar us,,;. r;: .,
Vendor#: Vendor Name. Mail
19400 NWA Economic Development District Yes:_ No:
Address: Fob Point: Taxable Quotes Attached
818 Hwy 62-65-412 North PO Box 190 FYV Yes:_ No: Yes: No:
City: State: Zip Code: Ship to code: Div' Head Approvral:
Harrison 1AR 727602-0190 !�
Requester: Requester's Employee#: tension:
Alan Bearden 3664 3406
Item Description Quantitv jUnitoflssue Unit Cost Extended Cost Account Numbers Project/Subproject# Inventory# Fixed Asset#
1 Contract Payment for Public 12 months 4,445.83 $53,350.00 1010.6600.5718.01 T0901 T004
Recreation
2 $0.00
3 $0.00
4 $0.00
5 $0.00
6 $0.00
7 $0.00
8 $0.00
9 $0.00
10 $0.00
Shipping/Handling Lot $0.00
Special Instructions:
2013 Purchase Order CONTRACT# ACH PAYMENT Subtotal: $53,350.00
Tax:
Total: $53,350.00
Approvals:
Mayor: Department Directo w* `wA Purchasing Manager:
Finance&Internal Services Director: Budget Manager: IT Manager:
Dispatch Manager: Utilities Manager: Other:
Revised 1/2/2008
