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HomeMy WebLinkAboutOrdinance 5640 ORDINANCE NO. 5640 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$74,314.00 TO PROVIDE PUBLIC RECREATION SERVICES FOR THE SENIOR CITIZENS OF FAYETTEVILLE FOR 2014 CONTINGENT ON APPROVAL OF THE 2014 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$74,314.00 to provide public recreation services for the senior citizens of Fayetteville for 2014 contingent on approval of the 2014 Annual City Budget and Work Program. A copy of said contract marked Exhibit"A" is attached hereto and made a part hereof. Page 2 Ordinance No. 5640 PASSED and APPROVED this 3`d day of December, 2013. APPROVED• ATTEST: By: Y — By: APUIX, I ELD N, Nfayor SONDRA E.SMITH,City Clerk/Treasurer '�{{l{iT11111!!I *we `Fr�r����+ac3 of►.tk�a410, CCONTRACTBetween 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$6,192.83 monthly to the NWAEDD throughout the year of 2014 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 ETTE I BY: ONE DAN, Mayor NORTHWEST ARKANSAS ECONOMIC 0RK 1 1111i DEVELOPMENT DIST CT • R .q 4 G• oY p�, .s�� BY: J. N CICOEL r KON FAYETTEVILLE;�= Executive Director =�•. �� AT7F-,E � �''i; ����� ti;{►►�` vndra E. Smith, City Clerk I 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. b. 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, 2014. 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 (2015). 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 the Walker Park location 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. D. 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, 2014. CITY OFF ETTEVILLE IO RDAN, Mayor Attest: BY: Sondra E. Smith, City Clerk 1 Treasurer timet ,.�.•'••�f,• ��i s?5 r NORTHWEST ARKANSAS ECONOMIC DEVELOPMENT DIST ICT ol '.'gin•9���,:;:,+ � Y: J. NtXjkFL ON Executive Dir or Attest: BY: Kay aylor, rector Senior Services City of Fayetteville Item Review Form 2013-0181 Legistar File Number December 3, 2013 City Council Meeting Date-Agenda Item Only N/A for Non-Agenda Item Connie Edmonston Parks & Recreation Submitted By 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$74,314 to provide public recreation services for senior citizens of Fayetteville for 2014. This is contingent on the approval of the 2014 Proposed Budget by City Council. Does this item have a cost? $74,314.00 $74,314.00 Transfer to Outside Services Cost of this request Category or Project Budget Program or Project Name 1010.6600.5718.01 $0.00 Transfer to Council on Aging Account Number Funds Used to Date Program or Project Category 409014004 $0.00 General Fund Project Number Remaining Balance Fund Name Budgeted Item? YeS Budget Adjustment Attached? V20130812 Previous Ordinance or Resolution# 5554 Original Contract Number: Comments: ) Pendin on City Council approval of the 2014 Proposed Budget. THE CITY OF FAYETTEVILLE,ARKANSAS y DEPARTMENT CORRESPONDENCE 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 14, 2013 Subject: Annual contract with the Northwest AR Economic Development District—Sr. Adult Centers 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 when 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 2014 budget includes a total of $74,314 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 nine years. The agreement for 2014 is similar to the 2013 agreement with a few changes in programming. 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 2014 budget includes a total of$74,314 for this request. This is a funding increase of 39.3% over last year. This request is contingent upon City Council approval of the 2014 proposed budget. If you have any questions regarding the Agenda Request or the Working Agreement, please call me at 444-3473, or email cedmonston,;cu.ci.fayettevi lle.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$74,314.00 TO PROVIDE PUBLIC RECREATION SERVICES FOR THE SENIOR CITIZENS OF FAYETTEVILLE FOR 2014 CONTINGENT ON APPROVAL OF THE 2014 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$74,314.00 to provide public recreation services for the senior citizens of Fayetteville for 2014 contingent on approval of the 2014 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 3`d day of December, 2013. APPROVED: ATTEST: By: By: LIONELD JORDAN, Mayor SONDRA E.SMITH,City Clerk/Treasurer equisiaon no.: vaMIT -City of Fayettey:lle-Purchase`8rder-(PO. ReI ift-, - 11/14/2013 AH e �: if: .v'Number x^Y@�,2u�ciiY ry fCaFl $£.S:11rld@f,+Jr�5�78rr✓ _1►88d:O118'�-x:81 71IIrBS$�p�L'A 03f 0?:;r, •,..S f1!rCL� ilidr�TC $G.N!r!_7_' fl@5� sem' wJFiiRfRlGtll+�f?' a .�;?..=_y`•. _ - iarr•Pa►reques:sWrb8'='scS0►iKd"A;rc►asrn Vendor# Vendor Name: 19400 NWA Economic Dev Dist Inc Yes: No: Address: Fob Point: axame Quotes Attached 818 Hwy 62-65-412 North I P.O.Box 190 Yes:_ No:- Ye$: No: City: State: Zip Code: Ship to code: Divi Head Approve' Harrison 1AR 72602-0190 Requester: Requesters Employee#: F dension: _L_ Alan Bearden 3664 3406 Iterni Description t Quantity Unit of Issue Unit Cost Extended Cost Account Numbers Project/Subproject# Inventory# Fixed Asset# 1 Contract Payment for Public 12 MO 6,192.83 $74,314.00 1010.6600.5718.01 40901.4004 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 z5peciai instructions: This a 2014 Purchase Order. Subtotal- $74,314.00 Tax: $0.00 Total: $74,314.00 Approvals: - F Mayor Department Director 41, Purchasing Manager: Finance&Internal Services Director: Budget Manager: IT Manager Dispatch Manager. Utilities Manager: Other. Revisad 112x✓M NORTHWEST ARKANSAS DEMOCRAT-GAZETTE NORTHWESTARKANSAS THE MORNING NEWS OF SPRINGDALE RECEIVED THE MORNING NEWS OF ROGERS DEC 2 6 2013 S1 1 .1L E-RUS LLC NORTHWEST ARKANSAS TIMES CITY CLERK'S OIC E NEWBENTON COUNTY DAILY RECORD E 212 NORTH EAST AVENUE,FAYETTEVILLE,ARKANSAS 72701 1 P.O.BOX 1607,72702 1 479.442.1700 1 WWW.NWANEWS.COM AFFIDAVIT OF PUBLICATION I, Holly Andrews, do solemnly swear that I am the Legal Clerk of the Northwest Arkansas Newspapers, LLC, printed and published in Washington and Benton County, Arkansas, bona fide circulation, that from my own personal knowledge and reference to the files of said publication, the advertisement of: City of Fayetteville- Ordinance 5640 OR�iNANCE NM'5640 ANORDINANCEWAIVINGTHEREQUIREIVI OF FORMAL COMPETITIVE .BIDDING AND APRROVING A CONTRACTBETWEEN THE P Was inserted in the Regular EditionsCITY OF FAYETTEVILLE ARKA on: NSASv , gTHE NORTHWEST ARKANSAS, ECONOMIC Y` AhkAN'sAs , December 12, 2013 bEVELOPMENT"DISTRICT-IN tiPHE AMOUNT" -z.= OF$74,314.00 TO PROVIDE PUBLIC RECREATION SERVICES FOR THE SENIOR CITIZENS OF FAYE17EVILLE FOR'2014 CONTINGENT ON APPROVAL OF THE 2014 ANNUAL CITY BUDGET AND WORK.PROGRAM WHEREAS,providing quality recreational opportunities to the senior citizens of our cohlmunity is of tPutual imargst to the;,City of Fa`yettevllle and the NoYthwest Publication Charges: $ 97.28 Arkansas'Econbrhlc,Devetopniight Ciistrict°and,. WHEREAS;the Northwest Arkansas Economi0 Development DistricI t is uniquely' qualified to provide the continuity of services vital to the efflcient provision of rec- ,:;rsatiopai opportunities to,the senior,citizens of Fayet4eville,.and; „ WHEREAS; were if not for the services offered by the Northwest Arkansas ;Economtc Development District, the City of Fayetkewlie,would be"required to assume the duty of providing staff,programming:promotion,`and�deveiop cl to, for seniorcitlzen recreational seryfces. NOW,,THEREFORE,;BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY, Holly Andrews QF I=AYETTEVILLE,"ARKANSAS 3 Section 1 <That the City.Councti 61`4116 Cit!,clf Feyetteviile,Arkansas hereby finds the above circumstances make competitive bidding not feasible or practical and wherefore waives>the requirements of formal comiaetltive biddingiand,ap0'roves e I`- 0 between the City of Fe,Yetteville,Arkansas,and the NW hw�at,Arkansas- Ed,onornic tD,evelopmerit Distridt in;Yhe amount of"$74`314 00'to provide public Subscribed and sworn to before me a creation services foo fhe senior,citizens of+Fayetteville for 20114 conhngent on pproval of the 2014"Agnuai City"Budget and Work;Program A copy of said con-, This l day of G , 2013. tract marked Exhibit"A' Is attached hereto and made'a part hereof , PASSED�arid A PAOVELD thls'3ra"day of December;2013 'APPRO,VED:;. ATTEST.,, By. LIONELD JORDAN,Mayor SO 45 E SMITH City CIerWTreasurery Exhibits for this ordinance may,be`vlewed in=the,nffice nt the"Cfty,GlerWdreasurer - Notary Public My Commission Expires: i **NOTE** Please do not pay from Affidavit. Invoice will be sent.