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Home My WebLink AboutORDINANCE 5936113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Ordinance: 5936 File Number: 2016-0604 THE BELFORD GROUP: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A ONE (1) YEAR CONTRACT WITH THE BELFORD GROUP WITH AN OPTION TO RENEW FOR UP TO FOUR (4)ADDITIONAL ONE (1) YEAR TERMS TO PROVIDE ONLINE RECREATION PROGRAM REGISTRATION AND PAVILION RESERVATIONS TO RESIDENTS AND VISITORS AT NO COST TO THE CITY. WHEREAS, The Belford Group was awarded a contract, pursuant to RFP 09-09, to provide online recreation program registration and pavilion reservations for the Parks and Recreation Department at no cost to the City; and WHEREAS, participants are charged convenience fees for online recreation program registration in the amounts set forth in the contract but always have the option of paper and onsite registration without incurring those convenience fees; and WHEREAS, because the City of Fayetteville was the first organization to use the services provided by The Belford Group, the City has never been charged for those services; and WHEREAS, other online registration and reservation services are available but all require an initial investment and ongoing transaction fees that would be paid by the City. 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 one (1) year contract with The Belford Group with an option Page 1 Printed on 12/21/16 Ordinance: 5936 File Number 2016-0604 to renew for up to four (4) additional (1) year terms to provide online recreation program registration and pavilion reservations to Fayetteville residents and visitors at no cost to the City. A copy of the Contract is attached hereto and made a part hereof. PASSED and APPROVED on 12/20/2016 Attest: owIIItiir Sondra E. Smite, City Clerk Treasurer,',.`' r� , �� """,, .4 ` • f AYFTTF''!l I _ Page 2 Printed on 12121116 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 f 1 (479) 575-8323 rich Text File — File Number: 2016-0604 Agenda Date: 12/20/2016 Version: 1 Status: Passed In Control: Administration File Type: Ordinance Agenda Number: C. 2 THE BELFORD GROUP: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A ONE (1) YEAR CONTRACT WITH THE BELFORD GROUP WITH AN OPTION TO RENEW FOR UP TO FOUR (4)ADDITIONAL ONE (1) YEAR TERMS TO PROVIDE ONLINE RECREATION PROGRAM REGISTRATION AND PAVILION RESERVATIONS TO RESIDENTS AND VISITORS AT NO COST TO THE CITY WHEREAS, The Belford Group was awarded a contract, pursuant to RFP 09-09, to provide online recreation program registration and pavilion reservations for the Parks and Recreation Department at no cost to the City; and WHEREAS, participants are charged convenience fees for online recreation program registration in the amounts set forth in the contract but always have the option of paper and onsite registration without incurring those convenience fees; and WHEREAS, because the City of Fayetteville was the first organization to use the services provided by The Belford Group, the City has never been charged for those services; and WHEREAS, other online registration and reservation services are available but all require an initial investment and ongoing transaction fees that would be paid by the City. 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 one (1) year contract with The Belford Group with an option to renew for up to four (4) additional (1) year terms to provide online recreation program registration and pavilion reservations to Fayetteville residents and visitors at no cost to the City. A copy of the Contract is attached hereto and made a part hereof. City of Fayetteville, Arkansas Page 1 Printed on 1212112016 John Crow Submitted By City of Fayetteville Staff Review Form 2016-0604 Legistar File ID 12/20/2016 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 12/1/2016 Parks & Recreation / Parks & Recreation Department Submitted Date Division / Department Action Recommendation: Parks and Recreation staff recommend waiving the formal bidding process for online recreation program registration and pavilion reservation services. Staff also recommend approval of a renewal of the agreement between the City of Fayetteville Parks and Recreation Department and The Belford Group for one (1) year with an additional one (1) year extension if both parties mutually agree, up to four (4) more years. Account Number Project Number Budgeted Item? No Does item have a cost? No Budget Adjustment Attached? NA Budget Impact: Fund Project Title Current Budget $ Funds Obligated $ Current Balance Item Cost Budget Adjustment Remaining Budget V20140710 Previous Ordinance or Resolution # Original Contract Number: Comments: Approval Date: CITY OF Tay% Ile ARKANSAS TO: Mayor Lioneld Jordon THRU: Don Marr, Chief of Staff Connie Edmonston, Parks and Recreation Director FROM: John Crow, Recreation Superintendent DATE: December 1, 2016 SUBJECT: Agreement with The Belford Group STAFF MEMO RECOMMENDATION: Parks and Recreation staff recommend waiving the formal bidding process for online recreation program registration and pavilion reservation services. Staff also recommend approval of a renewal of the agreement between the City of Fayetteville Parks and Recreation Department and The Belford Group for one (1) year with an additional one (1) year extension if both parties mutually agree, up to four (4) more years. BACKGROUND: The Belford Group, in response to RFP 09-09, has provided online recreation program registration and pavilion reservations for the City of Fayetteville Parks and Recreation Department since May of 2009 at no cost to the City. Convenience and processing fees are incurred by those that choose to register through the system. For Citizens that do not want to incur the extra fees, we still provide both paper and onsite registration through the Parks and Recreation Department office. DISCUSSION: Though it has not been advertised since 2009, Parks and Recreation staff recommend waiving the formal bidding process, per city ordinance, to maintain the seamless online registration services our participants have become accustomed to. The City of Fayetteville was the first to use the services provided by The Belford Group, the only organization staff is aware of that can provide this type of service at no cost to the City. They have been providing the service for online registration and pavilion reservations for over seven years. Pavilion reservations are free to the public with no convenience fees incurred. There are other online registration and reservation services available, but they all have an initial investment cost and associated fees per transaction charged to the City. Additionally, the following changes were made to the agreement: To provide more accurate end of the month financial reporting, the bi-monthly cut-off, reporting, and payments dates were changed to four (4) days earlier. Added to the agreement was a 6% interest penalty for payments made past the due date. BUDGET/STAFF IMPACT: None Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Attachments: Proposed agreement between City of Fayetteville Parks and Recreation and The Belford Group The Belford Group Presented to: City of Fayetteville, Parks and Recreation RE: Extension of OnlineSignup.org Agreement December 5, 2016 Effective Date January, 12017 The Belford Group will provide: The Belford Group 68 W. Sunbridge Fayetteville, AR 72703 479-443-9945 0 A user friendly program capable of handling multiple classes/ages/payments. 0 System handles events/tournaments/leagues/memberships. 0 Web -based program so no equipment to buy. 0 A username and password for each staff member needing to access data. 0 Technical support in case of errors. 0 Real time reporting. 0 Custom waiver and release language. Payment & Terms: A convenience will be added to each participant's regular registration fees to cover the cost of Online5ignup.org and Credit Card Processing fees. Course registration fees: $1-$90 $91-$200 $201 - $300 $301- $400 $401 -- $500 Above $500 Convenience Fee amount to be collected: $4.00/participant $7.00/participant $10.00/participant $13.00/participant $16.00/participant Requires a custom quote The Belford Group will collect ALL course registration fees via their secure credit card processing center and will issue reimbursement payments on the 5th and the 20'h of each month totaling the amount of registration dollars due. These funds will be accompanied by a detailed report of the number of participants and the total dollars collected. The payment schedule is set up in the following manner: Cutoff dates for processing registrations are the 15th and last day of each month for payment purposes only. Registrations processed from the 16th— last day of the month will be paid on the 13" of each month or the nearest working day. Registrations processed from the 1st —15th will be paid on the 27'h of each month or the nearest working day. These funds will be accompanied by a detailed report of the number of participants and the total dollars collected. Any payments to City not made by scheduled due date shall bear interest from the date the payment was due until the date the payment was actually made at the maximum effective agreement rate of 6%. Payments will be issued via ACH payment Contract is for one (1) year, with an additional (1) year extension if both parties mutually agree, up to four (4) more years. It is the organization's responsibility to maintain and upload all course data to the OnlineSignup.org website. The Belford Group is not responsible for errors in or maintenance of this data. Changes and Termination Changes, modifications or amendments in scope, price or fees to this agreement shall not be allowed without a prior formal contract amendment approved by the Mayor and/or the City Council in advance of the change in scope, cost or fees. The obligation to provide further services under this Agreement may be terminated by either party upon sixty days written notice. Freedom of Information Act City of Fayetteville contract and documents prepared while performing city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is present to the City of Fayetteville, all parties will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A §25-19-101 et. seq). Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance. icable Law and Jurisdiction In the event of any controversy concerning the interpretation or effect of any provision hereof, the laws of the State of Arkansas shall apply. Witnessth IN WITNESS WHEREOF, the parties hereto have caused this AGREEMENT to be duly executed as of the date ,and year first herein written. FOR Nam Date ACCEPTANCE OF AGREEMENT i THE Cl FAYETTE L E e: Attest: Mayor Lion �Jan (A - go- lcp FOR THE BELFORD GROUP Name: Barry Belfo`rj Ow Date: i,�l �tii r rtr►r► 1 TAr►�i,� d' .`. V • .L may` • FAYETTFV II I.. ter• y cs ,�.: TO • ti NORTHWEST ARKANLSAS Democrat Oazette 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. 5936 Was inserted in the Regular Edition on: January 5, 2017 Publication Charges: $ 122.20 Kare Caler Subscribed and sworn to before me This day of -,/2017. (�V' ��& Notary Public My Commission Expires:Zo�Zc55 **NOTE** Please do not pay from A Invoice will be sent. CATHY VALES Arkansas Benton GcLnty Notary Public - (,Orin"'," 12397/18 Wly Commission Expilfes. Feb 20, 2024 t. Ordinance: 5936 File Number: 2016-0604 THE BELFORD GROUP: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A ONE (1) YEAR CONTRACT WITH THE BELFORD GROUP WITH AN OPTION TO RENEW FOR UP TO FOUR (4)ADDITIONAL ONE (1) YEAR TERMS TO PROVIDE ONLINE RECREATION PROGRAM REGISTRATION AND PAVILION RESERVATIONS TO RESIDENTS AND VISITORS AT NO COST TO THE CITY. WHEREAS, The Belford Group was awarded a contract, pursuant to RFP 09- 09, to provide online recreation program registration and pavilion reservations for the Parks and Recreation Department at no cost to the City; and WHEREAS, participants are charged convenience fees for online recreation program registration in the amounts set forth in the contract but always have the option of paper and onsite registration without incurring those convenience fees; and WHEREAS, because the City of Fayetteville was the first organization to use the services provided by The Belford Group, the City has never been charged for those services; and WHEREAS, other online registration and reservation services are available but all require an initial investment and ongoing transaction fees that would be paid by the City. 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 one (1) year contract with The Belford Group with an option Ordinance: 5936 File Number: 2016-0604 to renew for up to four (4) additional (I ) year terns to provide online recreation program registration and pavilion reservations to Fayetteville residents and visitors at no cost to the City. A copy of the Contract is attached hereto and made a part hereof. PASSED and APPROVED on 12/20/2016 Approved: Lioneld Jordan, Mayor Attest: Sondra E. Smith, City Clerk Treasurer 73983212 Jan. 5, 2017 RECEIVED JAN 18 2017