HomeMy WebLinkAboutOrdinance 5825F FAYETT
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113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Ordinance: 5825
File Number: 2015-0522
YOUTH CENTER, INC.:
AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE
BIDDING AND APPROVE A CONTRACT BETWEEN THE CITY OF FAYETTEVILLE,
ARKANSAS AND FAYETTEVILLE YOUTH CENTER, INC. IN THE AMOUNT OF
$225,000.00 TO PROVIDE PUBLIC RECREATION SERVICES FOR THE YOUTH AND
CITIZENS OF FAYETTEVILLE FOR 2016
WHEREAS, providing quality recreational opportunities to the youth and citizens of our community is
of mutual interest to the City of Fayetteville and Fayetteville Youth Center, Inc.; and
WHEREAS, Fayetteville Youth Center, Inc. and the City of Fayetteville have had a close working
relationship for many years and 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 Fayetteville Youth Center, Inc., the City of
Fayetteville would be required to assume the duty of providing staff, programming, promotion and
development for youth 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 an exceptional
situation exists in which competitive bidding is deemed not feasible or practical and therefore
waives the requirements of formal competitive bidding and approves a contract between the City
of Fayetteville, Arkansas and Fayetteville Youth Center, Inc. in the amount of $225,000.00 to
provide public recreation services for the youth and citizens of Fayetteville for 2016. A copy of the
Contract is attached to the Agenda item.
Page 1 Printed on 1212/15
File Number 2015-0522
PASSED and APPROVED on 12/1/2015
A nnrnv,-d
Ordinance # 5825
Attest:
Sondra E. Smith, City Clerk TreasnrG���K YtT��,S j r
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City of Fayetteville, Arkansas 113 West Mountain Street
j Fayetteville, AR 72701
(479) 575-8323
-- Text File
File Number: 2015-0522
Agenda Date: 12/1/2015 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Ordinance
Agenda Number: C. 2
YOUTH CENTER, INC.:
AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING
AND APPROVE A CONTRACT BETWEEN THE CITY OF FAYETTEVILLE, ARKANSAS AND
FAYETTEVILLE YOUTH CENTER, INC. IN THE AMOUNT OF $225,000.00 TO PROVIDE
PUBLIC RECREATION SERVICES FOR THE YOUTH AND CITIZENS OF FAYETTEVILLE FOR
2016
WHEREAS, providing quality recreational opportunities to the youth and citizens of our community is
of mutual interest to the City of Fayetteville and Fayetteville Youth Center, Inc.; and
WHEREAS, Fayetteville Youth Center, Inc. and the City of Fayetteville have had a close working
relationship for many years and 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 Fayetteville Youth Center, Inc., the City of
Fayetteville would be required to assume the duty of providing staff, programming, promotion and
development for youth 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 an exceptional
situation exists in which competitive bidding is deemed not feasible or practical and therefore waives
the requirements of formal competitive bidding and approves a contract between the City. of
Fayetteville, Arkansas and Fayetteville Youth Center, Inc. in the amount of $225,000.00 to provide
public recreation services for the youth and citizens of Fayetteville for 2016. A copy of the Contract is
attached to the Agenda item.
City of Fayetteville, Arkansas Page 1 Printed on 121312015
City of Fayetteville Staff Review Form
2015-0522
Legistar File ID
12/1/2015
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Connie Edmonston 11/4/2015 Parks & Recreation /
Parks & Recreation Department
Submitted By Submitted Date Division / Department
Action Recommendation:
Approval of an ordinance waiving the requirements of formal competitive bidding and approving a contract
between the City and Fayetteville and the Fayetteville Youth Center, Inc. in the amount of $225,000 to provide
public recreation services for the youth and citizens of Fayetteville for 2016, contingent on approval of the 2016
annual city budget and work program.
Original Contract Number:
Comments: Pending on City Council approval of the 2016 Proposed Budget.
Approval Date:
Budget Impact:
1010.6600.5718.00
General
Account Number
Fund
40901-4002
Transfer to Boys and Girls Club
Project Number
Project Title
Budgeted Item? Yes
Current Budget
$ 225,000.00
Funds Obligated
$ -
Current Balance
$ 225;000;£0
Does item have a cost? Yes
Item Cost
$ 225,000.00
Budget Adjustment Attached? No
Budget Adjustment
Remaining Budget
$ -
V20140710
Previous Ordinance or Resolution # 5726
Original Contract Number:
Comments: Pending on City Council approval of the 2016 Proposed Budget.
Approval Date:
CITY OF
i
a e eelle
ARKANSAS
MEETING OF DECEMBER 1, 2015
TO: Mayor and City Council
THRU: Don Marr, Chief of Staff
CITY COUNCIL AGENDA MEMO
FROM: Connie Edmonston, Parks and Recreation Director
DATE: November 4, 2015
SUBJECT: Fayetteville Boys and Girls Club Recreation Contract for 2016
RECOMMENDATION:
Approval of an ordinance waiving the requirements of formal competitive bidding and approving
a contract between the City and Fayetteville and the Fayetteville Youth Center, Inc. in the
amount of $225,000 to provide public recreation services for the youth and citizens of
Fayetteville for 2016, contingent on approval of the 2016 annual city budget and work program.
BACKGROUND:
The 2016 budget includes a total of $225,000 to be transferred to the Fayetteville Youth Center,
Inc. 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 Fayetteville Youth Center
is providing to the City and the citizens of Fayetteville. Please note the Fayetteville Youth Center
refers to the operations of the Fayetteville Boys and Girls Club throughout this contractual
agreement. A waiver of competitive bids is being requested to secure the continuity of services
provided and because the Fayetteville Youth Center has effectively served our citizens for the
past 48 years.
DISCUSSION:
The City of Fayetteville has provided financial support for the Fayetteville Youth Center since
1967. Each year, the Parks and Recreation Director and Boys and Girls Club Executive Director
evaluate operations to determine if we are meeting the needs of the citizens of Fayetteville in the
most efficient possible manner. The attached "Working Agreement" helps avoid duplication or
competition of programs between the two organizations. It is the intent of both agencies to work
together for the common good of the citizens by not providing public funding for multiple
competing program offerings. If the Boys and Girls Club was not providing recreational services
for our youth as well as citizens, the City of Fayetteville would need to assume the responsibility.
The agreement for 2016 is similar to the 2015 agreement with an update of the programs offered
and correction that the summer free lunch program may be changed to another school location in
which the Boys and Girls Club will provide transportation for the children at YRCC. The number
of children at the YRCC needing transportation from the YRCC to the free lunch program has
increased from 50 to 70 children. In addition, the Club will provide bus transportation for shuttling
purposes for participants in running and biking special events offered by the Parks and Recreation
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
Department two times a year. The Fayetteville Boys and Girls Club building is designated as an
emergency shelter for the City of Fayetteville due to the location and facility available to house
citizens.
BUDGET/STAFF IMPACT:
The 2016 budget includes a total of $225,000 for this request. Funding was increased five percent
from the 2015 budget allocation. The request is contingent upon City Council approval of the 2016
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�_fayetteville-ar.gov.
Attachments:
Signed Contract
Proposed Ordinance
PO Request
CONTRACT
Between The City of Fayetteville
And
Fayetteville Youth Center, Inc.
WHEREAS, the City of Fayetteville has long been associated with and worked
with the Fayetteville Youth Center, Inc. to provide public recreation to the citizens of
Fayetteville; and
WHEREAS, the Fayetteville Youth Center, Inc. has long provided public
recreation to the youth and citizens of Fayetteville; and
WHEREAS, it remains in the best interest of the City of Fayetteville and its
citizens to provide operating revenues to the Fayetteville Youth Center, Inc. in
consideration for the substantial recreational programs provided by the Fayetteville
Youth Center, Inc. to the youth and citizens of Fayetteville.
NOW, THEREFORE, IT IS AGREED:
The City of Fayetteville shall provide the sum of $18,750 monthly to the Fayetteville
Youth Center, Inc. throughout the year of 2016 in consideration of the following duties
and obligations to be performed by the Fayetteville Youth Center, Inc.:
A. The Fayetteville Youth Center, Inc. shall be jointly responsible with the
Fayetteville School System to provide staffing, programming,
maintenance, promotion and development for the following facilities:
Asbell Gymnasium, Holcomb Gymnasium, Vandergriff Gymnasium and
the main facility of the Boys and Girls Club on Rupple Road. The
Fayetteville Youth Center, Inc. agrees to use funding from the City to pay
for gymnasium supervisors and custodians at these sites.
B. The Fayetteville Youth Center, Inc. shall make a substantial portion of its
programs or facilities available to Fayetteville citizens (the public) at little
or no cost for needy youth. Although basic membership fees may be
required for many Fayetteville residents, needy youth wishing to
participate at the Fayetteville Youth Center, Inc. facility shall not be
denied access solely because they do not have sufficient funds to pay for a
regular membership. The Fayetteville Youth Center, Inc. shall report on a
quarterly basis the approximate number of Fayetteville Citizens served by
its programs and shall include the number of "scholarships" or free
memberships provided to Fayetteville citizens.
C. The Fayetteville Youth Center, Inc. shall provide their facility as an
emergency shelter when deemed necessary by the City of Fayetteville.
D. The Fayetteville Youth Center, Inc. shall continue to follow the general
Working Procedures and Responsibilities for the City of Fayetteville Parks
and Recreation Division and The Fayetteville Youth Center, Inc. which is
attached as Exhibit A, and made a part hereof
C l'I
BY:
FAYETTEVILLE YOUTH CENTER, INC.
BY:
Title
ATTEST:
BY: _L'
Sondra E. Smith, City Clerk; Treasurer
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° FAYETIEVILLE,�3'+
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2
EXHIBIT A
RECREATION IN FAYETTEVILLE
WORKING PROCEDURES AND RESPONSIBILITIES FOR THE CITY OF
FAYETTEVILLE PARKS AND RECREATION DIVISION AND THE
FAYETTEVILLE YOUTH CENTER, INC.
This agreement is made and entered into between the City of Fayetteville Parks and
Recreation Department (Parks and Recreation) and the Fayetteville Youth Center, Inc.,
d/b/a Donald W. Reynolds Boys & Girls Club (hereinafter FYC).
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 Director of Parks and
Recreation and the Executive Director of the FYC; 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, the FYC facility located on Rupple Road has been designated as an
emergency shelter for the City of Fayetteville due to the location and facility available to
house citizens; and
WHERAS, increased communication 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
FYC 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 FYC, the following set of detailed
operating procedures and responsibilities are hereby established.
FYC shall be responsible for working with the Fayetteville School System to
provide staffing, programming, maintenance, .promotion and development for
the following facilities: Asbell Gymnasium, Holcomb Gymnasium,
Vandergriff Gymnasium and the Boys and Girls Club. FYC will be
responsible for the hiring, evaluating, and supervising of gymnasium
supervisors and at Holcomb, Asbell, and Vandergriff Gymnasiums during the
basketball seasons, after school programs and summer day camp programs.
2. Parks and Recreation shall be responsible for providing or approving the
staffing, programming, maintenance, promotion and development for the city
parks, including the following facilities which are utilized , for sport
programming; Lake Fayetteville Softball Complex, Gary Hampton Softball
Complex, Lewis Street Soccer Complex, Walker Baseball/Soccer Complex,
White River Baseball Complex, and the Wilson Park Softball Field. Parks and
Recreation shall be responsible for outdoor facilities owned or leased by the
City of Fayetteville, excluding the property leased to FYC pursuant to written
agreements.
3. FYC shall be responsible for providing or approving the management,
staffing, promotion, and development of the following programs and
activities. FYC shall coordinate with the Fayetteville School System for use of
their facilities. FYC shall be responsible for the majority of sports and
activities held at indoor recreation facilities, including but not limited to the
following:
- Basketball
- School Kids Connection
- Baton
- Swim Lessons
_ Camps
- Youth Volleyball
- Cheerleading
- Tackle Football
- Dance
- Track
Fishing Rodeo
- Special Events
- Flag Football (Youth)
- Summer / School Break
- Golf
Programs
- Gymnastics
- Educational Programs
- Karate
- Arts and Crafts
- Ping Pong
- FYC shall not compete/duplicate with
those services listed in paragraph 4,
unless agreed upon by the FYC. Executive Director and the. Parks_ and
Recreation Director.
4. Parks and Recreation shall be responsible for providing or approving the
management, staffing, promotion, and development of the following programs
and activities. Parks and Recreation shall be responsible for the majority of
sports and activities held at outdoor recreation facilities, including but not
limited to the following:
- Baseball
- Kickball
- Softball
- Flag Football (Adult)
- Special Interest Groups
- Sand Volleyball
- Adult Volleyball
- Soccer
- Special Events
- Swim Lessons
Tennis
- Youth Activity Camps
- Yvonne Richardson
Community Center
Activities
i. Arts and Crafts
ii. Educational
Programs
iii. Summer / School
Break Programs
iv. Wrestling
v. Volleyball (Adult)
vi. Other
• Recreational
Programs
4
FYC agrees not to establish a program that competes/duplicates with an
established program provided by Parks and Recreation. Moreover, FYC
agrees to provide Parks and Recreation with information relating to any of its
programs including rosters of players and coaches, rules of the league, and
similar relevant data upon request by Parks and Recreation. It is the intent of
both parties to work together for the common good of the citizens of
Fayetteville by not providing public funding for duplicate program offerings.
It is understood that FYC and Parks and Recreation both currently provide
swim lessons, aquatic programs, and surnmertschool'ibreak programs, and that
both parties agree to work together for the common good of both parties.
6. In the event the FYC wishes to offer programs which fall in the general
description of paragraph 5 above, which it does not believe competes with
current Parks and Recreation program, FYC shall provide advance notice of
intent to start the program to Parks and Recreation with time to determine
whether it is a competing program or not. In the event that FYC offers a
program that the Parks and Recreation believes is a duplicate program within
the meaning of this document, Parks and Recreation Staff shall give FYC
written notices of its assessment. FYC shall either cease operating such
program within 30 days of such notice or shall provide a written response to
Parks and Recreation that disputes whether such program is in fact a
competing program. If FYC fails to cease such program or respond to the
assessment from Parks and Recreation, the City may discontinue funding for
FYC on the 31 t day after such notice. If FYC files a dispute, the issue shall be
resolved by City Council and finding of City Council shall be final and not
subject to appeal. If FYC fails to cease operation of such a program within 30
days of a decision requiring such cessation by City Council, then the City may
stop annual funding to FYC.
7. The FYC Executive Director and Parks and Recreation Director will work
jointly in opening the FYC as an emergency shelter as deemed necessary by
the Washington County Emergency Operations Center. The Club will utilize
funds appropriated by the City of Fayetteville for operational costs as
necessary for the emergency shelter.
8. The FYC Executive Director and Parks and Recreation Director shall have
periodic meetings to ensure communication between the two entities.
9. It is understood and agreed that the City's annual purchase of services shall be
negotiated on a yearly basis.
10. The FYC Board of Directors is responsible for the management and operation
of the annual funding allocation to FYC from the City of Fayetteville and
shall have the responsibility for prioritizing the use of such funds.
11. As part of the annual funding, FYC agrees to make its facilities available to
residents of the City of Fayetteville for a nominal daily fee without the need to
purchase a membership to the club.
5
12. FYC shall schedule a meeting and submit an annual financial report to the
City of Fayetteville on or before July 31 of each year. Such report shall detail
FYC's use of the City of Fayetteville's funding allocation and
accomplishment of performance measures as stated below in number 14.
13. FYC shall comply with schedules and procedures established by the Budget
and Research Division of the City of Fayetteville for annual funding requests.
14. FYC shall provide transportation for the Yvonne Richardson Community
Center as needed for the following activities including, but not limited to:
A. Throughout the Summer Fun4Kids Program provide bus transportation
each day to the Fayetteville Public School free lunch program at the
designated school site. This should include transportation for up to 70
children from the YRCC to Owl Creek School and back to the YRCC after
lunch.
B. Throughout the Summer Fun4Kids Program provide bus transportation on
pre -scheduled afternoons from the YRCC to FYC. Participants in the
Summer Fun4Kids program will also have free admittance to the FYC
facilities on pre -scheduled afternoons and transportation back to the
YRCC at the conclusion of the program day.
C. Throughout the academic school year provide transportation on designated
dates previously agreed upon by both parties as part of the YRCC after
school program.
D. FYC will also provide transportation for YRCC patrons as deemed
necessary by FYC Staff and the YRCC Director, provided that these
arrangements have been .done in .a .timely matter and .are agreed upon by..
both parties prior to the requested date and time.
E. The transportation schedule outlined above is subject to change upon
agreement by the Fayetteville Parks and Recreation Director and the
Executive Director of the FYC.
15. FYC will provide bus transportation to be used for shuttling purposes for
participants in running or biking special events offered by the Parks and
Recreation Department two times a year provided that these arrangements
have been done in a timely matter and agreed upon by both parties prior to the
requested date and time.
16. Quarterly reports shall be submitted to the Parks and Recreation Director on
the following dates: April 15, July 15, October 15, and January 15 (2017).
These reports will detail the following performance measures:
A. Provide a minimum of 30 open recreation hours per week at the FYC club
facilities.
B. Provide a minimum of 10 youth instructional/educational programs.
C. Provide a minimum of three youth sports programs.
D. Provide a minimum of two free community -wide events at the FYC club
facilities.
6
E. Provide marketing materials to Fayetteville school children for major sport
programs.
F. Implement three customer service surveys for FYC programs.
G. Apply for 10 grants/major corporate sponsorships to provide additional
funding to operate the FYC facilities and programs.
H. Include Parks and Recreation logo on organizational web site and
acknowledge the City of Fayetteville on sponsor wall located in the, FYC
facilities on Rupple Road.
The working procedures and responsibilities contained herein shall become effective
January 1, 2016.
Attest:
BY: 4 . L
Sondra E. 4tt,Clerk 1 Treasurer
FAYETTEVILLE YOUTH CENTER, INC.
BY.
✓4V.-/ j i DO �,� �`�` tFt5,��n� : car �.
Title
Attest:
FW
Cit of Fa etteville - Purchase Order Request PO
y y q � �
Requisition o.:
ate:
11/13/2015
(Not a Purchase Order)
P.O Number:
All PO Requests shall be scanned to the Purchasing e-mail: Purchasing@fayetteville-ar.gov.
Purchase shall not be made until an actual PO has' been issued.
Vendor
10485
Vendor
Donald W. Reynolds - Fayetteville Boys and Girls Club
Mail I —Yes f"No
Legistar#:
#:
Name:
2015-0522
FOB Point:
Taxable
Address: 560 N. Rupple Road
r- Yes r- No
Expected Delivery Date:
Zip Code:
Ship to code:
Quotes Attached
City: Fayetteville
State: AR
72704
r Yes r No
Requester's Employee #:
Extension:
Requester: Alan Bearden
3664
3406
Item
Description
Quantity
Unit of Issue
Unit Cost
Extended Cost
Account Number
Project.Sub#
Inventory #
Fixed Asset #
1
Contract Payment for Public
12
Months
18,750.00
$225,000.00
1010.6600.5718.00
40901.4002
Recreation per Ordinance
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 nstructions:
This is a 2016 Purchase Order. Subtotal: $225,000.00
Tax: $0.00
Total: $225,000.00
Approvals:
Mayor: Department Director: Purchasing Manager:
Chief Financial Officer: Budget Director: IT Director:
Dispatch Manager: Utilities Manager: Other:
NORTHWEST ARKANSAS
Democrat 7v o5axette
0O, BOX 1607. FAY TTVIL.t_c AR, 72702 - ;7 -442-1700 & FAX: 479-695 1118 - WWW.NWADG.COM
RECEIVED
AFFIDAVIT OF PUBLICATION DEC 212015
I, Karen Caler, do solemnly swear that I am the Legal Clerk of the CITY OF FAYETTEVILLE
CITY CLERK'S OFF{CE
Northwest Arkansas Democrat Gazette, printed and published in
Washington and Benton County, Arkansas, and of bona fide circulation,
that from my own personal knowledge and reference to the files
of said publication, the advertisement of:
CITY OF FAYETTEVILLE
Ord. 5825
Was inserted in the Northwest Arkansas Democrat
Gazette on:
December 10, 2015
Publication Charges: $ 103.76
.L0�A
Karen Caler
Subscribed and sworn to before me
This t1 -I- day of 1C , 2015.
Notary Public
My Commission Expires:
**NOTE**
Please do not pay from Affidavit. Invoice will be nt.
CATHY WILES
Arkansas - Benton County
Notary Public - Comm# 12397118
My Commission Expires Feb 20, 2024