HomeMy WebLinkAboutOrdinance 6382,01 ,AYEr,
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113 West Mountain Street
Fayetteville, AR 72701
(479) 575-8323
Ordinance: 6382
File Number: 2020-0902
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 $109,080.00 TO PROVIDE PUBLIC RECREATION SERVICES FOR THE
SENIOR CITIZENS OF FAYETTEVILLE FOR 2021
WHEREAS, ensuring the availability of 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 since
1972; 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 $109,080.00 to
provide public recreation services for the senior citizens of Fayetteville for 2021.
PASSED and APPROVED on 12/1/2020
Page 1 Printed on 12/2/20
Ordinance: 6382
File Number.' 2020-0902
Attest: ffffft
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• FAYE�EVILLE :�_
Kara Paxton. City Clerk Treasures.
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Page 2 Printed on 1212120
City of Fayetteville, Arkansas 113 West Mountain Street
3- Fayetteville, AR 72701
(479) 575-8323
i
Text File
- File Number: 2020-0902
Agenda Date: 12/1/2020 Version: 1 Status: Passed
In Control: City Council Meeting File Type: Ordinance
Agenda Number: C.4
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 $109,080.00 TO
PROVIDE PUBLIC RECREATION SERVICES FOR THE SENIOR CITIZENS OF FAYETTEVILLE
FOR 2021
WHEREAS, ensuring the availability of 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 since 1972;
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 $109,080.00 to provide public recreation services for the senior citizens
of Fayetteville for 2021.
OW ofFayeftWlle, Arkansas Page y Printed on 121212020
Connie Edmonston
City of Fayetteville Staff Review Form
2020-0902
Legistar File ID
12/1/2020
City Council Meeting Date - Agenda Item Only
N/A for Non -Agenda Item
10/14/2020 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 $109,080
to provide public recreation services for senior citizens of Fayetteville in 2021. This is contingent on approval of
the 2021 annual city budget and work program.
Budget Impact:
1010.090.6600.5718.01
Account Number
40901.4004
Project Number
General
Fund
AAANWA (Senior Center)
Budgeted Item? Yes Current Budget
Funds Obligated
Current Balance
Does item have a cost? Yes Item Cost
Budget Adjustment Attached? No Budget Adjustment
Remaining Budget
Project Title
$ 109,080.00
I $ 109,080.00
$ 109,080.00
V20180321
Purchase Order Number: Previous Ordinance or Resolution # 6266
Change Order Number:
Original Contract Number:
Approval Date:
Comments: Pending on approval of the 2021 annual city budget and work program.
12/1/2019
CITY OF
FAYETTEVILLE
ARKANSAS
MEETING OF DECEMBER 1, 2020
TO: Mayor and City Council
THRU: Susan Norton, Chief of Staff
FROM: Connie Edmonston, Parks & Recreation Director
DATE: October 14, 2020
CITY COUNCIL MEMO
SUBJECT: 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 $109,080 to provide public recreation
services for senior citizens of Fayetteville in 2021. This is contingent on approval of the
2021 annual city budget and work program.
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 $109,080 to provide public recreation services for senior citizens of
Fayetteville in 2021. This is contingent on approval of the 2021 annual city budget and work
program.
BACKGROUND:
Since 1972, the City of Fayetteville has provided financial support through the annual work
budget to the Area Agency on Aging of Northwest Arkansas (AAA) to provide recreation
services for senior citizens at the Hillcrest Towers. In 2003, after the Walker Park Senior
Activity and Wellness Center was built, the Walker Senior Center was added to the contract.
This has been a very successful agreement to provide recreational programs and activities for
senior citizens. AAA also has the building lease for the Walker Park Senior Activity and
Wellness Center until the end of 2022.
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 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 2021 budget includes a total of $109,080 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
Mailing Address:
113 W. Mountain Street www.fayetteville-ar.gov
Fayetteville, AR 72701
provided and because AAA has adequately served our citizens for the past 49 years including
when they subcontracted services with the Northwest Arkansas Economic Development District.
The agreement for 2021 is similar to the contract approved in 2020 with an update of the
performance measures by the Center's Director, Chase Gipson. The Walker Park 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 2021 budget includes a total of $109,080 for this request. Funding is the same as provided
in 2020. This request is contingent upon City Council approval of the 2021 proposed budget.
Attachments:
Signed Contract
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 $9,090 monthly ($109,080 annually) to the
AAA from January l until December 31, 2021 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
AREA AGENCY ON AGING OF
NORTHWES ARKANSA .
BY: _
Brad Bailey, Executive Director
ATTEST:
BY.. y •....,i
Kara Paxton, City Clerk / Treasury p ,y
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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.
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. 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.
3. The AAA Executive Director and Parks and Recreation Director shall have
periodic meetings to ensure communication between the two entities.
4. It is understood and agreed that the City's annual purchase of services will be
negotiated on a yearly basis.
5. 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.
6. 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.
7. AAA shall schedule a meeting and submit an annual financial report to the
Parks and Recreation Director no more than one hundred thirty (130) days
after the end of the AAA fiscal year, which ends on June 30, 2021. Such
report shall detail AAA's use of the City of Fayetteville's funding allocation
and accomplishment of performance measures as stated below.
AAA shall comply with the schedules and procedures established by the
Budget and Research Division of the City of Fayetteville for annual funding
requests.
9. 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
(2022). 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 Hillerest
Towers. Both locations will provide a warm daily nutritious
congregate lunch providing valuable socialization for seniors. An
estimated 580 different seniors enjoy over 23,000 congregate meals
each year. In addition, weekly social and recreational activities
include a pool tournament, bingo, a water colors class, Thursday
Thoughts 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 800 different
seniors will participate in 41,000 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
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 7,000 units of
transportation.
E. AAA shall acknowledge the City of Fayetteville's contribution on
general marketing flyers, brochures and other general marketing
materials.
10. The working procedures and responsibilities contained herein must continue
without delays in service and shall become effective January 1, 2021.
C
Attest: 011
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�.���•.• CITY •.Fy%
Kara Paxton, City Clerk / Treirn
su�e�q y
•F�KY ON AGING OF
08MRST ARKANSAS
IM
Attest:
BY�)i, ej
Brad Bailey, Executive
4
NORTHWEST ES 1 L .R1\�� N a S Ordinance:6382
(3tiztt
File Number: 2020-0902
AREA AGENCY ON AGING OF
y NORTHWEST ARKANSAS:
AN ORDINANCE TO WAIVE THE
P.G.2CX 1E07.i'AYEI?EVILLE,AR 72702•4794:2-17OC•FAX 479-59S-11'S• ',V'WV‘'%WAN CON REQUIREMENTS OF FORMAL
COMPETITIVE BIDDING AND
APPROVE A CONTRACT BETWEEN
THE CITY OF FAYETTEVILLE,
ARKANSAS AND THE AREA
AFFIDAVIT OF PUBLICATION AGENCY ON AGING OF
NORTHWEST ARKANSAS IN THE
AMOUNT OF S109,080.00 TO
I, BrittanySmith, do solemnlyswear that I am the AccountingLegal Clerk of the PROVIDE PUBLIC RECREATION
g SERVICES FOR THE SENIOR
Northwest Arkansas Democrat-Gazette, a daily newspaper printed and CITIZENS OF FAYETTEVILLE FOR
published in C State of Arkansas;that I was so related to this 1
saidCounty, W WHHEREAS,ensuring the availability of
publication at and during the publication of the annexed legal advertisement quality recreational opportunities to the
sethe matter of: Notice pendingin the Court, in said County, and at the dates of mutualua citizensner of theur community is of
y interest to the City of
the several publications of said advertisement stated below, and that during said Fayetteville and the Area Agency On
Agperiods and at said dates, said newspaper was printed and had a bona fide has providedng o Northwesteseservices Arkansas,toen which
has these to seniors in
circulation in said County;that said newspaper had been regularly printed and Fayetteville and Northwest Arkansas
published in said County, and had a bona fide circulation therein for the period of WHEREASan,the Area Agency on Aging
one month before the date of the first publication of said advertisement; and that is very qualified and uniquely able to
said advertisement waspublished in the regular dailyissues of said newspaper provide the continuity of services vital to
gthe efficirnt provision of recreational
as stated below. opportunities to the senior citizens of
Fayetteville.
NOW,THEREFORE,BE IT
City of Fayetteville ORDAINED BY THE CITY COUNCIL
Ord 6382 OF THE CITY OF FAYETTEVILLE,
ARKANSAS:
Section I. That the City Council of the
City of Fayetteville,Arkansas hereby
Was inserted in the Regular Edition on: finds the above circumstances make
December 6, 2020 competitive bidding not feasible or
practical and therefore waives the
requirements of formal competitive
Publication Charges: $115.52 bidding and approves a contract between
the City of Fayetteville,Arkansas and
the Area Agency on Aging of Northwest
Arkansas in the amount of S 109,080.00
i_.,C''`� to provide public recreation services for
� the senior citizens of Fayetteville for
Brittany Smith 2021.
PASSED and APPROVED on
12/1/2020
Approved:
Subscribed and sworn to before me S�P
G�z��y Attest:Lioneld Jordan,Mayor
This ct. day of (),2020. \PX�pt‘'� 20 2p2 Kara Paxton,City Clerk Treasurer
GP�M�5 1,40 ,o 75355407 Dec 6,2020
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Notary Public
My Commission Expires: ZJlg
**NOTE**
Please do not pay from Affidavit.
Invoice will be sent.
