HomeMy WebLinkAboutOrdinance 5725ORDINANCE NO. 5725
AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVE A CONTRACT BETWEEN THE
CITY OF FAYETTEVILLE, ARKANSAS AND THE AREA AGENCY ON
AGING OF NORTHWEST ARKANSAS IN THE AMOUNT OF $84,514.00 TO
PROVIDE PUBLIC RECREATION SERVICES FOR THE SENIOR CITIZENS OF
FAYETTEVILLE FOR 2015
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, and;
WHEREAS, the Area Agency on Aging of Northwest Arkansas was able to immediately
take over and provide these services after the City's previous contractor defaulted in 2014; and
WHEREAS, the Area Agency on Aging is very qualified and uniquely able to provide the
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 $84,514.00 to
provide public recreation services for the senior citizens of Fayetteville for 2015. A copy of the
Contract is attached hereto and made a part hereof. mJoil MPI/J.,
PASSED and APPROVED this 2"d day of December, 2014. `���\� Y �'` '�.Gz�f%
c :FAYETTEVILLE'._
ATTEST: L' °
s Le � • ��
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By: KJ1?�� ®Ai l t � f a�'a Etta e �o
SONDRA E. SMITH, City Clerk/Treasurer
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
n 479-575-8323 TDD -
479-521-1316
Text File
File Number: 2014-0518
Agenda Date: 12/2/2014 Version: 1 Status: Passed
In Control: City Council File Type: Ordinance
Agenda Number: C. 6
AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING
AND APPROVE A CONTRACT BETWEEN THE CITY OF FAYETTEVILLE, ARKANSAS AND
THE AREA AGENCY ON AGING OF NORTHWEST ARKANSAS IN THE AMOUNT OF
$84,514.00 TO PROVIDE PUBLIC RECREATION SERVICES FOR THE SENIOR CITIZENS OF
FAYETTEVILLE FOR 2015
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, and;
WHEREAS, the Area Agency on Aging of Northwest Arkansas was able to immediately take over and
provide these services after the City's previous contractor defaulted in 2014; and
WHEREAS, the Area Agency on Aging is very qualified and uniquely able to provide the 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 $84,514.00 to provide public
recreation services for the senior citizens of Fayetteville for 2015. A copy of the Contract is attached
hereto and made a part hereof.
City of Fayetteville, Arkansas Page 1 Printed on 121312014
City of Fayetteville Staff Review Form
2014-0518
Legistar File ID
12/2/2014
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Connie Edmonston 11/12/2014 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 of Fayetteville and the Area Agency on Aging of Northwest Arkansas in the amount of
$84,514 to provide public recreation services for senior citizens of Fayetteville for 2015, contingent on approval
of the 2015 annual city budget and work program.
Budget Impact:
1010.6600.5718.01
Account Number
40901-4004
Project Number
General
Fund
Transfer to Council on Aging
Project Title
Budgeted Item? Yes Current Budget
Funds Obligated
Current Balance
Does item have a cost? Yes Item Cost
Budget Adjustment Attached? No Budget Adjustment
$ 84,514.00
r$ 84,514.0
$ 84,514.00
Remaining Budget $
V20140710
Previous Ordinance or Resolution # 5674
Original Contract Number:
Comments: Pending on City Council approval of the 2015 Proposed Budget.
Approval Date: L, Cq__
CITY OF
Tay e evl e
ARKANSAS
MEETING OF DECEMBER 2, 2014
TO: Mayor and City Council
THRU: Don Marr, Chief of Staff
CITY COUNCIL AGENDA MEMO
FROM: Connie Edmonston, Parks and Recreation Director
DATE: November 12, 2014
SUBJECT: Area Agency on Aging of Northwest Arkansas Recreation Contract for 2015
RECOMMENDATION:
Approval of an ordinance waiving the requirements of formal competitive bidding and approving
a contract between the City of Fayetteville and the Area Agency on Aging of Northwest
Arkansas in the amount of $84,514 to provide public recreation services for senior citizens of
Fayetteville for 2015, contingent on approval of the 2015 annual city budget and work program.
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. This has been a very successful agreement
that continued with the Northwest Arkansas Economic Development District providing services
until April 1, 2014 when the contract reverted back to the Area Agency on Aging (AAA). AAA has
the current building lease for the Walker Park Senior Activity and Wellness Center and is
requesting to renew the lease agreement with the City for an additional seven years beginning in
2015.
AAA provides recreational programs meeting the needs of our senior citizen residents at Walker
Park's Senior Activity and Wellness Center and Hillcrest Towers. It is the intent of AAA and the
Fayetteville 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 AAA were not serving our senior citizen population, the
City would need to assume responsibility.
DISCUSSION:
The 2015 budget includes a total of $84,514 to be transferred to the AAA 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 AAA 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 AAA has adequately served our citizens for the past ten years including
when they subcontracted services with the Northwest Arkansas Economic Development District.
The agreement for 2015 is similar to the 2014 with programs changing and being added as
needed to meet the needs. An increase of funding in the amount of $10,200 was specified to
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
assist with the cost of utilities. 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.
BUDGET/STAFF IMPACT:
The 2015 budget includes a total of $84,514 for this request. This is a funding increase of 13.7
percent over last year to assist with utilities. This request is contingent upon City Council approval
of the 2015 proposed budget. If you have any questions regarding the agenda request or the
working agreement, please call me at 444-3473, or email cedmonston@_fayetteville-ar.gov.
Attachments:
Signed Contract
Proposed Ordinance
PO Request
2
CONTRACT
Between The City of Fayetteville and the
Area Agency on Aging of Northwest 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 $7,042.84 monthly to the AAA from April 1
until. December 31, 2015 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.
D. 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.
CITY OF F
, Mayor
AREA AGENCY ON AGING OF
NORTHWEST ARKANSAS
BY:
Jerry, itcheff
Executive Director
ATTEST:
,� �,��ro�tt�utE000
BY. Sondra E. Smith, City Clerk / TreasurerY
. . C iC e`i
FAYETTEVILLE -
s' .• ANS • �`a'.
��o'1 i O► tee \�J�,`o
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 sixty (60) days after the end
of the AAA fiscal year, which ends on June 30, 2015. 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 (2016). 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 January 1,
2015.
CITY OF F
Attest:
4
V LIONECYRDAN, Mayor
Attest:
��
r
BY: -
Sondra E. Smith, City Clerk
/ Treasurer
ooa�rrarrrr,
•,V
AREA AGENCY ON AGING OF
c;e
NORTHWEST ARKANSAS
c ; FAYETTEVILLE:;
BY.
TON°G�``
rry L. Mitchell
Executive Director
�a�aat4�6�
Attest:
4
Citi, e -urcase Order Request of Fayetteville PhOrdRe t PO
`�' y Q � �
egwsi ion o.:
Date:
11/12/2014
(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
24275
Vendor
Area Agency on Aging of NWA
MailLegistar#:
t- Yes t- No
#:
Name:
2014-0518
FOB Point:
Taxable
Address: 1510 Rock Springs Road / P. O. Box 1795
r-Yesr- No
Expected Delivery Date:
Zip Code:
Ship to code:
Quotes Attached
City: Harrison
State: AR
72602
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
7,042.84
$84,514.08
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
Special Instructions:
This is a 2015 Purchase Order. Subtotal: $84,514.08
Tax: $0.00
Total: $84,514.08
Approvals:
Mayor: Department Director: Purchasing Manager:
Chief Financial Officer: Budget Director: IT Director:
Dispatch Manager: Utilities Manager: Other:
NORTHWEST ARKANSAS DEMOCRAT -GAZETTE
NORTHWESTARKANSAS
THE MORNING NEWS OF SPRINGDALE
NEWSPATE16LLC
THE MORNING NEWS OF ROGERS
NORTHWEST ARKANSAS TIMES
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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 -
Ordinance 5725
Was inserted in the Regular Editions on:
December 11, 2014
Publication Charges: $ 103.76
Karen Caler
Subscribed and sworn to before me
This M day of-T-3ec, 52014.
ea*Tt., �-A�
Notary Public (
My Commission Expires:�'1�2�
CATHY WILES
Arkansas - Benton County
Notary Public - Comm# 12397118
My Commission Expires Feb 20, 2024
* *NOTE* *
Please do not pay from Affidavit. Invoice will be sent.
DEC 18 2014
CITY OF FAYETTEVILLE
CITY CLERK'S OFFICE