HomeMy WebLinkAboutORDINANCE 6124113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Ordinance: 6124
File Number: 2018-0655
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 $103,887.00 TO
PROVIDE PUBLIC RECREATION SERVICES FOR THE SENIOR CITIZENS OF FAYETTEVILLE
FOR 2019
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 47 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 $103,887.00 to provide public recreation
services for the senior citizens of Fayetteville for 2019.
Page 1 Printed on 12W18
Ordinance 6124
File Number: 2018-0655
PASSED and APPROVED on 12/4/2018
Attest:
Sondra E. Smith, City Clerk Treasurer li %i t i l r+►►� r,
FRYETTEViLLE:
ANS
'fI 111111110 •`�1
Page 2 Printed on 12W18
City of Fayetteville, Arkansas 113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Text File
- -- File Number: 2018-0655
Agenda Date: 12/4/2018 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Ordinance
Agenda Number: C. 7
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 $103,887.00 TO
PROVIDE PUBLIC RECREATION SERVICES FOR THE SENIOR CITIZENS OF FAYETTEVILLE
FOR 2019
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 47 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 $103,887.00 to provide public recreation services for the senior citizens
of Fayetteville for 2019.
City of Fayetteville, Arkansas Page 1 Printed on 1215/2018
City of Fayetteville Staff Review Form
2018-0655
Legistar File ID
12/4/2018
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
Connie Edmonston 11/15/2018 PARKS & RECREATION (520)
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
$103,887.00 to provide public recreation services for senior citizens of Fayetteville in 2019. This is contingent
on approval of the 2019 annual city budget and work program.
1010.090.6600.5 718.01
Account Number
40901-4004
Project Number
Budgeted Item? Yes
Does item have a cost? Yes
Budget Adjustment Attached? No
Purchase Order Number:
Budget Impact:
General
Fund
Transfer to Council on Aging
Current Budget
Funds Obligated
Current Balance
Item Cost
Budget Adjustment
Remaining Budget
Project Title
$ 103,887.00
103,887.00
$ 103,887.00
V20180321
Previous Ordinance or Resolution # 184-15
Change Order Number: Approval Date:
Original Contract Number:
Comments: Pending on approval of the 2019 annual city budget and work program-
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF DECEMBER 5, 2017
TO: Mayor and City Council
THRU: Don Marr, Chief of Staff
CITY COUNCIL MEMO
FROM: Connie Edmonston, Parks and Recreation Director
DATE: November 15, 2018
SUBJECT: Area Agency on Aging of Northwest Arkansas Recreation Contract for 2019
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 $103,887 to provide public recreation services for senior citizens of
Fayetteville in 2019. This is contingent on approval of the 2019 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 2019 budget includes a total of $103,887 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 47 years including
when they subcontracted services with the Northwest Arkansas Economic Development District.
The agreement for 2019 is similar to the contract approved in 2018 with an update of the
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
performance measures by the Center's new Director, Chase Gipson. Walker Park's Senior
Activity and Wellness Center's building is designated as an emergency shelter for the City of
Fayetteville due to their location and facility available to assist in housing citizens.
BUDGET/STAFF IMPACT:
The 2019 budget includes a total of $103,887 for this request. Funding was increased by
$5,000, (five percent) from the 2018 contract due to expanded programs. This request is
contingent upon City Council approval of the 2019 proposed budget.
Attachments:
Staff Review Form
Signed Contract
Proposed Ordinance
K/General/Contract Services/AAA/2019/Legistar 2018-0655
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 $8,657.25 monthly to the AAA from January 1
until December 31, 2019 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. .4
CITY OF FA
.. ■J�:.ul.� ���/!ice
AREA AGE'QLGY ON AGING OF
NORTHW ST A KANSA
r
BY:
Jerry L Mitchell
Executive Director
ATTEST:
BY:■����ERK lr i`R'�'r,
��. O,t`•�C.►.
Sondra E. Smith, City Clerk / Treasurgd: ; r
F=AYEITEVII_LE
i�"� �"]."i ti
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, health and fitness activities, 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.
Parks and Recreation shall be responsible for providing or approving the
staffing, programming, maintenance, promotion and development of the parks
2
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.
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, 2019. 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
(2019). These reports shall detail the following performance measures:
A. Operation of a full scope of senior services at Walker Park's
Fayetteville Senior Activity and Wellness Center and Hillcrest
Towers. Both locations will provide a warm daily nutritious
congregate lunch providing ''valuable socialization for seniors. An
estimated 520 different seniors enjoy over 15,000 congregate meals
each year. In addition, weekly social and recreational activities
include a pool tournament, bingo, a water colors class, Tuesday Talks
educational series, Wii Bowling, Bean Bag Baseball, dominoes and
card games, instructor -led line dancing, and Friday Live Music.
During the course of the year, an estimated 700 different seniors will
participate in 27,000 units of socialization at the two locations.
B. The Fayetteville Senior Activity and Wellness Center location will
continue to provide a wide variety of daily health and wellness classes
including, but not limited to: Use It or Lose It, Fun to be Fit, Silver
Sneakers, Yoga, Pilates, Cardio & Toning, Drums Alive, Tai Chi,
B.A.S.E., and Foundation Training. In addition, the center offers a
Attest:
complete fitness area with treadmills, ellipticals, recumbent bikes, and
resistance -based weight machines.
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 services will be provided at both the Fayetteville Senior
Activity and Wellness Center and Hillcrest Towers. Transportation
services will include round trip taxi service for seniors from their
residence to the senior center, and also round trip taxi service from
their residence to necessary appointments in the community. In
addition, three or more special interest day trips per month will be
provided for the senior community. During the course of a year,
almost 200 different seniors will participate in 7,500 units of
transportation.
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, 2019.
Sondra E. Smith,
AREA AGENCY ON AGING OF
FAYEITEVILLE; �IORTI�WI; T ARKANSAS
%�' �q�kA N `�P�• `
,,`,� ��ir�ii ti ►��~;w� BY: Jerry L. Mitchell
Executive Director
BY,�l r1��1L
4
RECEIVED
DEC 212018
TI 7 �� T,, �RTHWEST ARKANSAS
blfili rr
em, ocrat 0ank
AFFIDAVIT OF PUBLICATION
I Cathy Wiles, 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. 6124
Was inserted in the Regular Edition on:
December 13, 2018
Publication Charges: $ 98.80
Cathy Wiles
Subscribed and sworn to before me
This llt+,day of 0., , 2018.
4�.Mdha�oGv�zae��
Notary Public
My Commission Expires: 3. 16. tis
**NOTE**
Please do not pay from Affidavit.
Invoice will be sent.
Ordinance: 6124
File Number: 2018-0655
AREA AGENCY ON AGING OF
NORTHWEST ARKANSAS:
AN ORDINANCE TO WAIVE THE
REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND APPROVE A
CONTRACT BETWEEN TI IL' CITY OF
FAYETTEVILLE, ARKANSAS AND THE
AREA AGENCY ON AGING OF
NORTHWEST ARKANSAS IN TI IE
AMOUNT OF S103,887.00 TO PROVIDE
PUBLIC RECREATION SERVICES FOR THE
SENIOR CITIZENS OF FAYETTEVILLE FOR
2019
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 47 years, and;
WHEREAS, the Arca 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 L That the City Council of the City of
Fayetteville, Arkansas hereby finds the above
circumstances make compelitivc 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 Arca Agency on
Aging of Northwcsl Arkansas in the amount of
$103,887.00 to provide public recreation
services for the senior citizens of Fayetteville for
2019
PASSED and APPROVED on 12/4/2018
Approved:
Lioneld Jordan, Mayor
Attest:
Sondra I- Smith, City Clerk Treasurer
74776814 Dcc.13,2018