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HomeMy WebLinkAboutOrdinance 5377 ORDINANCE NO. 5377 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 2011 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$53,350.00 to provide public recreation services for the senior citizens of Fayetteville for 2011. A copy of said contract marked Exhibit"A" is attached hereto and made a part hereof. `®�e`eesaesssr,rr 6 tloFmm�, PASSED and APPROVED this 21st day of December, 2010. , ®Ue s :FAYEiTE\/ILLE: APPROVED: ATTEST: Rk ,7 p ®°a GTO A%S By: By: �6teaAa:aaeac I ELD J N, 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 2011 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 BBy: 2.:.., ELD JO ,Mayor Y ST: Witness: • a FAYEl-TI.+1ILLE 4 • • ' 'YA �'` ONDRA E. MITH,City Jerk/Treasurer y � 4W6 \ Title EXHIBIT 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. 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 (2012). 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, 2011. 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 and Contracts, Leases or Agreements 12/21/2010 City Council Meeting Date Agenda Items Only Connie Edmonston Parks and 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 2011. $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 Budget Adjustment Attached Previous Ordinance or Resolution# 5292 :;At;torney irect r DateOriginal Contract Date: A-/l� oOriginal Contract Number: Date Received in City 1 1-18-10 AO 1 :07 R CV D p 2p)o Clerk's Office I„j - Finan a nd Internal Serv'ce Director Date pyx Received in a Mayor's Office Mayr Comments: Contingent upon City Council approval of the 2011 proposed budget. THE CITY OF FAYETTEVILLE,ARKANSAS ...: :PARKS AND RECREATION DEPARTMENT Ta erepvl e 411 = 113 West Mountain Fayetteville,AR 72707 P(479)4443471 F(479)521-7714 ARKANSAS CITY COUNCIL AGENDA MEMO To: Mayor Jordan and City Council Thru: Don Marr, Chief of Staff From: Connie Edmonston, Director of Parks and Recreation6 j� Date: November 19, 2010 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 2011. PROPOSAL In 1972, the City of Fayetteville began 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. The 2011 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 three years. 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. Telecommunications Device for the Deaf TDD(479)521-1316 113 West Mountain-Fayetteville,AR 72701 0 THE CITY OF FAYETTEVILLE,ARKANSAS RKS AND RECREATION DEPARTMENT Ta7y 01, ev 1 113 West Mountain Fayetteville,AR 72707 1 P(479)4443471 F(479)521-7714 ARKANSAS BUDGET IMPACT The 2011 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 2011 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. 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 2011 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$53,350.00 to provide public recreation services for the senior citizens of Fayetteville for 2011. A copy of said contract marked Exhibit"A"is attached hereto and made a part hereof. PASSED and APPROVED this 215`day of December,2010. APPROVED: ATTEST: By: By: LIONELD JORDAN,Mayor SONDRA E. SMITH, City Clerk/Treasurer 0 N N N N 0) O d � Z Q _X d LL a3 a) � > L d U Q O O d y O O O V dr O O N L V} EI4 Z Z > d O .. O CD 0 Q e1'' O C m a) O C a) �. .. d G '� y� X yl '> .N f6 V cu a7 d d F- > ❑ Wd tQ H N :3 � O W N o dp U T () C o a E • _fl. E L W a Z cj U) y O i.+ N to N O t00 fA k to ° c d : Q c ami r d w a o U .dk G o a O^ -,m = LL N d a � d 0 C U C) O O Cl O O O O O O o Z > -° O O O O O O O O O O O d M O G O O O O C O O C L C 4 0 C'i' VT VT V? V! V) VT V? V? V! VTto 0 O V/ a) E d _ i.: = m a 01 WN CR d V 't V-V 6 y LR y� Z. .0 'a' N 0 a4 w c �> U p 45 o o a ca T >+ cpm d N Z - N 0 C a) a7 H _ c� V a a :� c w p a C o d = 0 s 2 Q d C d d D. ` V C N g r c ns c _ ' _ :Dc a c d tv c Q aa) O (D r- N co C 0 y ayi m ❑ U fl o > a) N (n N U Q a 3 •V: O` O c (a a) Q U w a) r- N M V' O O n co O) O0 s O_ T a3 Q dca LL NORTHWEST ARKANSAS NEWSPAPERSLLc Northwest Arkansas Democrat Gazette RECEIVED The Morning News of Springdale JAN 18 2011 The Morning News of Rogers CITY OF FAYETTEVILLE Northwest Arkansas Times CITY CLERK'S OFFICE Benton County Daily Record 212 North East Avenue, Fayetteville Arkansas 72701/ PO Box 1607, 72702 PHONE: 479-571-6421 AFFIDAVIT OF PUBLICATION I, Cathy Wiles, do solemnly swear that I am Legal Clerk of the Northwest Arkansas Newspapers LLC. Printed and published in Washington & Benton County, (Lowell), Arkansas and that from my own personal knowledge and reference to the files of said publication, the advertisement of: City of Fayetteville- Ordinance 5377 January 13, 2011 Publication Charge : $ 71.33 Signed: -------- �'V—t✓ ------ Subscribed and sworn to before me This 13 day of 2011 . Notary Publicm -- -- ---------------- m Mears Washington County Commission Number 12374647 My Commission Expires: Notary Pubiic-Arkansas My Commission Expires Jan.20,2020 Do not pay from Affidavit, an invoice will be sent RECEIVED ORDINANCE NO $877 JAN 18 2011 AN ORDINANCE WAIVING THE REQUIREMENTS OF.. FORMALCOMPETITN� IDDINGAfIC APPRCVINGA CITY OF FAYETTEVILLE CONTRACT Bf WEENTHE CITY OF:FAYE7TEVILLE jj�� AR NMI QND THErhIORTHWEST ARKAtySgB : r CITY CLERK'S OFFICE EGOMIC DEVELOPMENT DIS'RICT IK THE F{MOUNT OF $53$5Q;00 Tp P3; VIDE PUBLIC ARKANSAS RECREATION:SERVICESFOR THE=SENIOR CITIZENS OF FAY EfTEVf11E FOR 2011 "YNptEREAS providi11 ng,Wwlty r@cre ,qo W opportunitfes to tpe seniorgcitizens of_our comr mun(t is of mutual Intare6x�to the ,q.,of Fayettegllle and the�lorthwes Nkansas Eooriorrifa Deveropment.Dietrict ander x -. lR WHEREAS,tha Ngrtht' 4rkansa9 conomlaDevetopmerit D(atrict-isuniquely q`ualifiad[o provide tthe continuity of services Wt to,the efficient provision of recreational opportunities to,the senior gaig�rls of Fayetteville.did; "WHEREAS,were it not.for the ser�icas offeretl by the NorthlNest Arkansas Economic fang s.ft,prQ9t.�(mmming p gmp�ion i dadevelop,,eht forwould b oaen or citizenmec eat onai semcas, f NOW°THEREFORE,BE`R bROAjNEO BY THE CITY COUNCIL OF THE CITY OF, FAYETTEVILGE,AAKANSAS Sectign 1 Thet the CIty;Cof7ocil ofltha Clty of Fayetteville Arkansas hereby waive"s,the requfremer¢s pt formai cpmpetitive,bidding ands approves'a contiao between xthe'Oity _ of;Fayettevlile,Arkerfsas.and the Northwest Arkansas'�cdnomic Devblbpment,Dist?ict=ln the amount of$53 35000. to ptovlde public recreation seivices for the senior citizens of aetteviile for20�1 q cppy of said contract marked Exhip(t A is ettab eti hereto and' made a parthereof P¢SSEQ and APPROVED:th(s 21st d_ay of December,2070: 77, APPROVED ATTEST,:: py B LIQNELD JONDAN Mayor "SONDRA E SMITH,City Clerk/Trasu erer � Exhibits for tfile ordinance"may be v(eive�In the office of.the City Clerklfreasurer.