HomeMy WebLinkAboutOrdinance 5674ORDINANCE NO. 5674
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING A CONTRACT BETWEEN THE
CITY OF FAYETTEVILLE, ARKANSAS AND THE AREA AGENCY ON
AGING OF NORTHWEST ARKANSAS IN THE AMOUNT OF $55,735.47 TO
PROVIDE PUBLIC RECREATION SERVICES FOR THE SENIOR CITIZENS OF
FAYETTEVILLE FROM APRIL 1, 2014 UNTIL DECEMBER 31, 2014
WHEREAS, providing quality recreational opportunities to the senior citizens of our
community is of mutual interest to the City of Fayetteville and the Area Agency On Aging of
Northwest Arkansas (hereinafter Area Agency on Aging), and;
WHEREAS, the previous contractor has defaulted and will not provide the promised
services after March 31, 2014, and the Area Agency on Aging has agreed to immediately take over
and provided these necessary services for our seniors; and
WHEREAS, the Area Agency on Aging is very qualified and uniquely able to provide the
immediate continuity of services vital to the efficient provision of recreational opportunities to the
senior citizens of Fayetteville.
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 Area Agency on Aging of Northwest Arkansas in the amount of $55,735.47 to
provide public recreation services for the senior citizens of Fayetteville from April 1, 2014 until
December 31, 2014, and authorizes Mayor Jordan to sign this Agreement.
Page 2
Ordinance No. 5674
PASSED and APPROVED this 1St day of April, 2014.
ATTEST:
By: jjft--e� e. 'A 4
SONDRA E. SMITH, City Cle,k `TIFaPsurer
T Y
F'9 si
o FAYEITEVILLE-
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Connie Edmonston
Submitted By
City of Fayetteville Item Review Form
2014-0155
Legistar File Number
April 1, 2014
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Action Required:
Parks and Recreation
Department
An ordinance waiving the requirements of formal competitive bidding and approving a contract
between the City of Fayetteville, Arkansas and the Area Agency on Aging of Northwest Arkansas in
the amount of $55,735 to provide public recreation services for senior citizens of Fayetteville for the
remaining months of 2014.
Does this item have a cost? YeS
$55,735.00
Cost of this request
1010.6600.5718.01
Account Number
409014004
Project Number
Budgeted Item? Yes
$74,317.00
Category or Project Budget
$18,578.00
Funds Used to Date
$4.00
Remaining Balance
Budget Adjustment Attached?
Previous Ordinance or Resolution # 5640
Original Contract Number:
Comments:
Transfer to Outside Services
Program or Project Name
Transfer to Council on Aging
Program or Project Category
General Fund
Fund Name
V20130812
WALK ON AGENDA ITEM: The original contract to provide public recreation services in 2014 at the
Walker Park Senior Activity and Wellness Center and Hillcrest Towers was with the Northwest
Arkansas Economic Development District (NWAEDD). On March 26, 2014, Parks and Recreation
received notice that NWAEDD was terminating their contract effective on March 31, 2014. The Area
Agency on Aging of Northwest Arkansas, who currently has the lease agreement for the Senior
Center building (Resolution No. 248-08), is requesting to provide the same recreational services
under this new contract on April 1, 2014. It is imperative for the Senior Centers to continue
recreational pro rams without a delay in service.
3 � 27
CITY OF
1ayVjq
MEETING OF APRIL 1, 2014
TO: Mayor and City Council
CITY COUNCIL AGENDA MEMO
THRU: Don Marr, Chief of Staff
FROM: Connie Edmonston, Parks and Recreation Director
-
DATE: March 27, 2014
SUBJECT: Walk -On April 1 Agenda Item Justification
The original contract to provide public recreation services in 2014 at the Walker Park Senior
Activity and Wellness Center and Hillcrest Towers was with the Northwest Arkansas Economic
Development District (NWAEDD).
On March 26, 2014, 1 received notice that NWAEDD was terminating their contract effective on
March 31, 2014. The Area Agency on Aging of Northwest Arkansas, who currently has the
lease agreement for the Senior Center building (Resolution No. 248-08), is requesting to provide
the same recreational services under this new contract on April 1, 2014. It is imperative for the
Senior Centers to continue recreational programs without a delay in service, therefore I am
requesting to walk-on this item at the April 1 City Council Meeting. Payment by the City for
these services are made at the beginning of each month and the Area Agency on Aging needs
the contracted funds to operate as soon as possible. Mayor Jordan and Kit Williams understand
the urgency of this agenda item and have approved my request.
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
CITY OF
•
Taviee e
ARKANSAS
MEETING OF APRIL 1, 2014
TO: Mayor and City Council
CITY COUNCIL AGENDA MEMO
THRU: Don Marr, Chief of Staff
FROM: Connie Edmonston, Parks and Recreation Direao�
DATE: March 27, 2014
SUBJECT: An ordinance waiving the requirements of formal competitive bidding and
approving a contract between the City of Fayetteville, Arkansas and the Area Agency on
Aging of Northwest Arkansas in the amount of $55,735 to provide public recreation
services for senior citizens of Fayetteville for the remaining months of 2014.
RECOMMENDATION:
Approval of an ordinance waiving the requirements of formal competitive bidding and approving
a contract between the City of Fayetteville, Arkansas and the Area Agency on Aging of
Northwest Arkansas (AAA) in the amount of $55,735 to provide public recreation services for
senior citizens of Fayetteville for the remaining months of 2014.
BACKGROUND:
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 later the Walker Park Senior
Activity and Wellness Center which was built in 2003. The City leases the Walker Park building
to the Area Agency on Aging of Northwest Arkansas (Resolution No. 248-08).
On December 3, 2013, City Council approved Ordinance #5640 to waive requirements of formal
competitive bidding and a contract with the Northwest Arkansas Economic Development District
(NWAEDD) to provide recreation for senior citizens at the Walker Park Senior Activity and
Wellness Center and Hillcrest Towers during 2014.
On March 26, 2014, Parks and Recreation received a phone call that NWAEDD was terminating
their contract effective on March 31, 2014. The Area Agency on Aging of Northwest Arkansas is
proposing to provide the same recreational services under a new contract starting on April 1,
2014 until the remainder of the year. See attached letter from Jerry L. Mitchell, Executive
Director. The contract outlines the services AAA is providing to the City and the senior citizens
of Fayetteville. The language and cost of the new contract are in line with the contract with
NWAEDD. A statement was added to the new contract that states there will be no delays or
decrease in recreation services for the senior citizens due to the change in contractor.
Performance will be evaluated by the achievement of the goals established for services
provided by AAA in the contract.
Mailing Address:
113 W. Mountain Street www.fayetteville-aLgov
Fayetteville, AR 72701
DISCUSSION:
It is imperative for the Walker Park Senior Activity and Wellness Center and Hillcrest Towers to
receive recreational programs serving senior citizens without delays in service. AAA has
proposed to provide the same services as currently offered. It is the intent of AAA 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
efficiently as possible. If AAA was not serving our senior citizen population, the City would need
to assume responsibility.
BUDGET/STAFF IMPACT:
The contract amount remains the same, therefore there is no impact on the budget or staff.
Attachments:
Contract Agreement
Letter from AAA Executive Director
19
AREA AGENCY ON AGING OF NORTHWEST ARKANSAS
With support from the Area Agency on Aging Foundation
1510 Rock Springs Road
P.O. Box 1795
Harrison, Arkansas 72602-1795
Jerry L. Mitchell, Executive Director
March 26, 2014
Connie Edmonston
Parks and Recreation Director
City of Fayetteville, AR
113 West Mountain Street
Fayetteville, AR 72701
Dear Ms. Edmonston:
�C envy i
t�
••
,o�`bwest s'�s�•
(870) 741-1144
1-800-432-9721
Fax: (870) 741-6214
TDD: (870) 741-1346
The Northwest Arkansas Economic Development District (NWAEDD) has been providing senior
activity and wellness services in Washington County through a contractual arrangement with
the Area Agency on Aging of Northwest Arkansas. This includes the services for the Walker Park
Senior Activity and Wellness Center. NWAEDD has notified us that they will terminate their
contract with us to provide senior activity and wellness services in Washington County effective
March 31, 2014, and will no longer be performing senior activity and wellness services.
We will be providing direct services to the Walker Park Senior Activity and Wellness Center
effective April 1, 2014. The services will remain the same as those now being provided to the
seniors. We have met with the staff at the Walker Park Senior Activity and Wellness Center,
taken their applications for employment and anticipate they will be working for us on April 1,
2014.
Since the contract that NWAEDD has with the City of Fayetteville is to provide recreational
services through the Walker Park Senior Activity and Wellness Center, I am asking that this
arrangement continue with the Area Agency on Aging of Northwest Arkansas since it such a
vital part of the operations.
Please contact me if you need additional information.
Sincerely,
erry L. Mitchell
Executive Director
We area private, non-profit agency in compliance with titles Viand VII of the Civil Rights Act committed to the non-discriminatorydelivery of services and an Affirmative Action Equal opportunity Employer.
ORDINANCE NO.
AN ORDINANCE WAIVING THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVING A CONTRACT BETWEEN THE
CITY OF FAYETTEVILLE, ARKANSAS AND THE AREA AGENCY ON
AGING OF NORTHWEST ARKANSAS IN THE AMOUNT OF $55,735.47 TO
PROVIDE PUBLIC RECREATION SERVICES FOR THE SENIOR CITIZENS OF
FAYETTEVILLE FROM APRIL 1, 2014 UNTIL DECEMBER 31, 2014
WHEREAS, providing quality recreational opportunities to the senior citizens of our
community is of mutual interest to the City of Fayetteville and the Area Agency On Aging of
Northwest Arkansas (hereinafter Area Agency on Aging), and;
WHEREAS, the previous contractor has defaulted and will not provide the promised
services after March 31, 2014, and the Area Agency on Aging has agreed to immediately take over
and provided these necessary services for our seniors; and
WHEREAS, the Area Agency on Aging is very qualified and uniquely able to provide the
immediate continuity of services vital to the efficient provision of recreational opportunities to the
senior citizens of Fayetteville.
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 Area Agency on Aging of Northwest Arkansas in the amount of $55,735.47 to
provide public recreation services for the senior citizens of Fayetteville from April 1, 2014 until
December 31, 2014, and authorizes Mayor Jordan to sign this Agreement.
PASSED and APPROVED this 1St day of April, 2014.
MU 610j"
ATTEST:
LIONELD JORDAN, Mayor SONDRA E. SMITH, City Clerk/Treasurer
CONTRACT
Between The City of Fayetteville and the
Area Agency on Aging of North west Arkansas (AAA)
WHEREAS, the Area Agency on Aging of Northwest Arkansas (AAA) 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 AAA in consideration for the substantial recreational programs
provided by the AAA 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 AAA from April 1
until December 31, 2014 in consideration of the following duties and obligations to be performed
by the AAA:
A. The AAA 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. AAA agrees to use funding from the
City to pay for recreational programs designed specifically for senior citizens.
B. AAA 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.
AAA shall report on a quarterly basis the approximate number of Fayetteville
citizens served by its programs.
C. AAA shall provide Walker Park's Fayetteville Senior Activity and Wellness
Center as an emergency shelter when deemed necessary by the City of
Fayetteville.
C
The AAA shall follow the general Working Procedures and Responsibilities for
the City of Fayetteville Parks and Recreation Division and the AAA which is
attached as Exhibit A, and is made a part hereof, as if set forth word for word in
its entirety. 1
CI
IC
AREA AGENCY ON AGING OF
NORTHWEST ARKANSAS
_ Jerry Mitchell
Exe6Ttive Director
ATTESTrTRE���'i
BY: Z- �'� ,,� °G�� Y ox-!°SGs�
Sondra E. Smith, City Clerk / Treasurer
FAYETTEVILLE*.
EXHIBIT A
RECREATION IN FAYETTEVILLE
WORKING PROCEDURES AND RESPONSIBILITIES FOR THE CITY
OF FAYETTEVILLE PARKS AND RECREATION DIVISION AND THE
AREA AGENCY ON AGING OF NORTHWEST ARKANSAS
This agreement is made and entered into between the City of Fayetteville Parks
and Recreation Department (Parks and Recreation) and the Area Agency on Aging of
Northwest Arkansas (hereinafter referred to as AAA).
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 AAA; 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
AAA 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 AAA, the following set of detailed
operating procedures and responsibilities are hereby established.
1. AAA 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. There will be no delays or decrease in public recreational services provided to
senior citizens due to the change in contractor.
3. 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.
2
4. The AAA Executive Director and Parks and Recreation Director shall have
periodic meetings to ensure communication between the two entities.
5. It is understood and agreed that the City's annual purchase of services will
be negotiated on a yearly basis.
6. The AAA is responsible for the management and operation of annual
funding allocation to AAA from the City of Fayetteville and shall have the
responsibility for prioritizing the use of such funds.
7. 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. AAA will utilize funds
appropriated by the City of Fayetteville for operational costs as necessary
for the emergency shelter.
8. AAA 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 AAA fiscal year, which ends on June 30, 2014. Such report shall
detail AAA's use of the City of Fayetteville's funding allocation and
accomplishment of performance measures as stated below in number 10.
9. AAA shall comply with the schedules and procedures established by the
Budget and Research Division of the City of Fayetteville for annual
funding requests.
10. 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.
3
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. AAA shall acknowledge the City of Fayetteville's contribution on
general marketing flyers, brochures and other general marketing
materials.
11. The working procedures and responsibilities contained herein must
continue without delays in service and shall become effective April 1,
2014.
CITY OF F
L
lowi AA'Isw�&
2
l LI QELD JO AN, Mayor
V
Attest:
BY: /�,v e4�r4,4
Sondra E. Smith, C ►' qjF, k rk /Treasurer
�,,�{�Y
AREA AGENCY ON AGING OF
_v; FAYETTEVILLE;
NORTHWEST ARKANSAS
kA NS
LiMitchell
xecutive Director
lowi AA'Isw�&
2
City Of Fayetteville Purchase Order.{PO) Request
Requisition o.:
Date'.
3/26l2014
(Not a Pyrcnase order)
All purchases under $250b, shell:be used on a P Card unless metl►cal ort099 service relatetl: (Call x255 with questions)
Number:
t=xpected Uefivery Date:
Afl PO Request shall bescanr►etl to thePurchasi'ng a mail Purch. asing.@ci.fayetteville.ar.us
Vendor #:
Vendor Name:
Mail
24275
Area Agency on Aging of NWA
Yes:_ No:
Address:
Fob Point:
Taxable
Quotes Attached
1510 Rock Springs Road / P. O. Box 1795
Yes:_ No:
Yes: No:
City:
State:
1AR
Zip Code:
Ship to code:
Division Head Approval:
Harrison
72602
Requester:
Requester's Employee #:
Extension:
Alan Bearden
3664
3406
Item
Description
Quantity
Unit of Issue
Unit Cost
Extended Cost
Account Numbers
Project/Subproject #
Inventory #
Fixed Asset #
1
Contract Payment for Public
Recreation per Ordinance.
9
MO
6,192.83
$55,735.47
1010.6600.5718.01
40901.4004
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
lipecial Instructions:
This is the successor agency which will replace the NWA Economic Dev Dist Inc beginning 4-1-14. Subtotal: $55,735.47
_ Tax: $0.00
Total: $55,735.47
Approvals:
Mayor: Department Director: Purchasing Manager:
Finance & Internal Services Director: Budget Manager: IT Manager:
Dispatch Manager: Utilities Manager: Other:
Hevisea 9/Z/2Uu6
NORTHWEST ARKANSAS DEMOCRAT -GAZETTE
NORTHWESTARKANSAS
THE MORNING NEWS OF SPRINGDALE
NEWSPAPE16LLC
THE MORNING NEWS OF ROGERS
NORTHWEST ARKANSAS TIMES
BEN
TON COUNTY DAILY RECORD
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, Karen Caler, 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 -
Ord. 5674
Was inserted in the Regular Editions on:
April 10, 2014
Publication Charges: $97.28
Karen Caler
Subscribed and sworn to before me
This %� day of , 2014.
O&W,t✓a&
Notary Public
My Commission Expires:
_ A
CATHY WILES
Arkansas - Benton CD18
Notary Public - Comm#
My Commission Expires Fe
**NOTE**
Please do not pay from Affidavit. Invoice will be sent.
APR 2 3 2014
CITY OF FAYETTEVILLE
CITY CLERK'S OFFICE