HomeMy WebLinkAboutORDINANCE 5932113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Ordinance: 5932
File Number: 2016-0549
AREA AGENCY ON AGING OF NORTHWEST ARKANSAS:
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 $98,887.00 TO
PROVIDE PUBLIC RECREATION SERVICES FOR THE SENIOR CITIZENS OF FAYETTEVILLE
FOR 2017, CONTINGENT ON APPROVAL OF THE 2017 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 Area Agency On Aging of Northwest Arkansas, which
has provided these services to seniors in Fayetteville and Northwest Arkansas for the past 45 years 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 $98,887.00 to provide public
recreation services for the senior citizens of Fayetteville for 2017, contingent on approval of the 2017
Annual City Budget and Work Program. A copy of the Contract is attached hereto and made a part
hereof.
PASSED and APPROVED on 12/6/2016
Page 1 Printed on 1217116
Ordinance: 5932
File Number.' 2016-0549
Attest:
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tixs.rrt•
Sondra E. Smith, City( �q'
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Page 2 Printed on 12/7116
City of Fayetteville, Arkansas 113 WestMoun72701
Fayetteville, ARR 72701
.ARM (479) 575-8323
Text File
File Number: 2016-0549
Agenda Date: 12/6/2016 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Ordinance
Agenda Number: C. 3
AREA AGENCY ON AGING OF NORTHWEST ARKANSAS:
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
$98,887.00 TO PROVIDE PUBLIC RECREATION SERVICES FOR THE SENIOR CITIZENS OF
FAYETTEVILLE FOR 2017, CONTINGENT ON APPROVAL OF THE 2017 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 Area Agency On Aging of Northwest Arkansas, which
has provided these services to seniors in Fayetteville and Northwest Arkansas for the past 45 years 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 $98,887.00 to provide public
recreation services for the senior citizens of Fayetteville for 2017, contingent on approval of the 2017
Annual City Budget and Work Program. A copy of the Contract is attached hereto and made a part
hereof.
City of Fayetteville, Arkansas Page 1 Printed on 12!7/2016
Connie Edmonston
Submitted By
City of Fayetteville Staff Review Form
Legistar File ID
12/6/2016
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
11/15/2016 Parks & Recreation /
Parks & Recreation Department
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 $98,887.00
to provide public recreation services for senior citizens of Fayetteville for 2017, contingent on approval of the 2017
annual city budget and work program.
Budget Impact:
1010.090.6600.5718.01 General
Account Number
40901-4004
Project Number
Budgeted Item? Yes
Fund
Transfer to Council on Aging
Project Title
Current Budget $ 98,887.00
Funds Obligated
Current Balance
Does item have a cost? Yes Item Cost $ 98,887.00
Budget Adjustment Attached? No Budget Adjustment
Remaining Budget
V20140710
Previous Ordinance or Resolution # 5926
Original Contract Number: Approval Date:
Comments: Pending on City Council approval of the 2017 Proposed Budget.
CITY OF
Fay44'
ANSAS
MEETING OF DECEMBER 6, 2016
TO: Mayor and City Council
THRU: Don Marr, Chief of Staff
CITY COUNCIL AGENDA MEMO
FROM: Connie Edmonston, Parks and Recreation Director
DATE: November 15, 2016
SUBJECT: Area Agency on Aging of Northwest Arkansas Recreation Contract for 2017
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 $98,887 to provide public recreation services for senior citizens of
Fayetteville for 2017, contingent on approval of the 2017 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. In 2003, the Walker Park Senior
Activity and Wellness Center was added to the contract when it was built. 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.
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 2017 budget includes a total of $98,887 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. A waiver of competitive bids is requested to secure the continuity of services provided
and because AAA has adequately served our citizens for the past 45 years including when they
subcontracted services with the Northwest Arkansas Economic Development District. The
agreement for 2017 is the same as the contract approved in 2016. 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.
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
BUDGET/STAFF IMPACT:
The 2017 budget includes a total of $98,887 for this request. This year there is a 2.3 percent
decrease of $2,318 in the contract from last year. The City budgeted the amount requested by
AAA. The request is contingent upon City Council approval of the 2017 proposed budget
Attachments:
Staff Review Form
Signed Contract
Proposed Ordinance
CONTRACT
Behveerr The City of Fayelteville wirl the
Area Agency orr Aghig of Nortltivest Arkrursas (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 Slml of $8,244.58 monthly to the AAA from January l
until December 31, 2017 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 tine 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. f
CiTY
JANW
,�f )ONS JORDAN, Mayor
AREA 11MGENCY ON AGING OF
NORTHWEST ARKANSAS
BY:
Jerry L i-Ylitchell
Executive Director
ATTEST:
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BY ` "•l TREgrr�i,
Sondra E. Smith, City Cl •.�u'•'�54�
FAYl=nEViLLE
'rry •• �KAld`' :•
S
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
'Phis 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).
WI-IEREAS, 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, health and fitness activities, recreational trips, amts 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.
4. The AAA Executive Director and Parks and Recreation Director shall have
periodic meetings to ensure communication between the two entities.
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, 2017. 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 (2018). 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 prograrns. 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.LF.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
Attest:.
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. AAA shall acknowledge the City of Fayetteville's contribution on
general marketing flyers, brochures and other general rnarketina
materials.
11. The working procedures and responsibilities contained herein must
continue without delays in service and shall become effective January 1,
2017.
JORDAN, Mayor
Attest:
BY:
11
,J-Qjy,Clerk / Treasurer
Y • .S�<,
:ri w
: ; FAYETTEVILLE @
AREA AGENCY ON AGING OF
NORT WEST ARKANSAS
+rrarn�xti��►''
t Jerry L. Mitchell
Executive Director
Attest:
BY:
11
RECEIVED
DEC 22 2016
LE
NORTHWEST ARKANSAS CCTYCLERKSOF IICE
Democrat azette
T
t.,. ...i_ ', �L
r�
AFFIDAVIT OF PUBLICATION
I Karen Caler, do solemnly swear that I am the Legal Clerk of the
Northwest Arkansas Democrat -Gazette, printed and published in
Washington County 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 5932
Was inserted in the Regular Edition on:
December 15, 2016
Publication Charges: $ 110.50
gaikz)
aren Caler
Subscribed and sworn to before me
This [ (p day of_(�te , 2016.
(�a'
Notary Public
My Commission Expires:
CATHY WILES
Arkansas - Benton County
Rotary Public - Comm# 12397118
MY Commission Expires Fcb 20, 2024
**NOTE**
Please do not pay from Affidavit.
Invoice will be sent.
Ordinance: 5932
File Number: 2016-0549
AREA AGENCY ON AGING OF
NORTHWEST ARKANSAS:
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 $98,887.00 TO
PROVIDE PUBLIC RECREATION
SERVICES FOR THE SENIOR
CITIZENS OF FAYETTEVILLE FOR
2017, CONTINGENT ON APPROVAL
OF THE 2017 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
Area Agency On Aging of Northwest
Arkansas, which has provided these
services to seniors in Fayetteville and
Northwest Arkansas for the past 45 years
and;
WHEREAS, the Area Agency on Aging
is very qualified and uniquely able to
provide the continuity of services vital to
the efficient provision ofrecreational
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 $98,887.00 to
provide public recreation services for the
senior citizens of Fayetteville for 2017,
contingent on approval of the 2017
Annual City Budget and Work
Program. A copy of the Contract is
attached hereto and made a part hereof.
PASSED and APPROVED on 12/6/2016
Approved:
Lioneld Jordan, Mayor
Attest:
Sondra E. Smith, City Clerk Treasurer
73962732 Dec. 15, 2016
