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Home My WebLink About133-25 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 133-25 File Number: 2025-476 SEVEN HILLS HOMELESS CENTER - WALKER FAMILY COMMUNITY CAPITAL IMPROVEMENTS (SERVICE CONTRACT): A RESOLUTION TO APPROVE A CONTRACT WITH SEVEN HILLS HOMELESS CENTER IN THE AMOUNT OF $40,000.00 FOR CAPITAL IMPROVEMENTS AT THE WALKER FAMILY RESIDENTIAL COMMUNITY AND MASTER PLANNING FOR AN EXPANSION OF THE FACILITY WHEREAS, each year since 2017, the City Council has authorized contracts to provide funding assistance for repairs at the Walker Family Residential Community; and WHEREAS, Seven Hills and Facilities Management have outlined several items for repair or replacement to help support their programs, including engagement of design services to develop a master plan for a future expansion of the Walker Family Residential Facility. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Rawn to sign a contract with Seven Hills Homeless Center in the amount of $40,000.00 for capital improvements, including master planning for an expansion project, at the Walker Family Residential Community. PASSED and APPROVED on May 20, 2025 Approved: �* �0� Attest: P m `:FAYFIT[VUI :v,; 9RkAN`�yJZ`J ��yA'C70N C,Oo.. Molly Rawn, Mayor Kara Paxton, City Clerk Treasurer Page 1 CITY OF FAYETTEVILLE ARKANSAS MEETING OF MAY 20, 2025 CITY COUNCIL MEMO 2025-476 TO: Mayor Rawn and City Council THRU: Steven Dotson, Chief Financial Officer Waylon Abernathy, Bond Projects & Construction Dir FROM: Quin Thompson, Facilities & Bldg Maint Manager SUBJECT: SEVEN HILLS HOMELESS CENTER - WALKER FAMILY COMMUNITY CAPITAL IMPROVEMENTS (SERVICE CONTRACT): RECOMMENDATION: Staff recommends approval of a contract with Seven Hills Homeless Center in the amount of $40,000 for the 2025 fiscal year for capital improvements or design services at the Walker Family Residential Community. BACKGROUND: Each year since 2017 the City Council has passed resolutions approving contracts to provide funding assistance for repairs at the Walker Family Residential Community. As in previous years. Seven Hills and Facilities Management have outlined several items for repair or replacement to help support their programs. Items identified for 2025 include engagement of design services to develop a master plan for an expansion of the Walker Residential Facility or for items critically needed as identified and approved by the City Bond Project & Construction Director. DISCUSSION: A request for capital improvements at the WFRC was included in the 2025 CIP budget approved by City Council. The amount of that request totaled $40,000. The attached contract provides for the disbursement of this appropriation upon evidence of a contract or purchase commitment for work as approved by the Facilities Maintenance Manager. This will ensure that the projects funded will be those identified and agreed upon by both Seven Hills and the City. BUDGET/STAFF IMPACT: This project is funded by 2025 Sales Tax Capital Improvement funds. ATTACHMENTS: SRF (#3) , 7-Hills Contract (#4) Mailing address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 == City of Fayetteville, Arkansas y 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 - Legislation Text File #: 2025-476 SEVEN HILLS HOMELESS CENTER - WALKER FAMILY COMMUNITY CAPITAL IMPROVEMENTS (SERVICE CONTRACT): A RESOLUTION TO APPROVE A CONTRACT WITH SEVEN HILLS HOMELESS CENTER IN THE AMOUNT OF $40,000.00 FOR CAPITAL IMPROVEMENTS AT THE WALKER FAMILY RESIDENTIAL COMMUNITY AND MASTER PLANNING FOR AN EXPANSION OF THE FACILITY WHEREAS, each year since 2017, the City Council has authorized contracts to provide funding assistance for repairs at the Walker Family Residential Community; and WHEREAS, Seven Hills and Facilities Management have outlined several items for repair or replacement to help support their programs, including engagement of design services to develop a master plan for a future expansion of the Walker Family Residential Facility. NOW, THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby authorizes Mayor Rawn to sign a contract with Seven Hills Homeless Center in the amount of $40,000.00 for capital improvements, including master planning for an expansion project, at the Walker Family Residential Community. Page 1 Quin Thompson Submitted By City of Fayetteville Staff Review Form 2025-476 Item ID 5/6/2025 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 4/10/2025 FACILITIES MANAGEMENT (140) Submitted Date Division / Department Action Recommendation: Staff recommends approval of a contract with Seven Hills Homeless Center in the amount of $40,000 for the 2025 fiscal year for capital improvements or design services as the Walker Family Residential Community. Budget Impact: 4470.140.8900-5400.00 Sales Tax Capital Account Number Fund 18004.1 7-Hills Walker Residential Community Project Number Budgeted Item? Yes Does item have a direct cost? Yes Is a Budget Adjustment attached? No Purchase Order Number: Change Order Number: Original Contract Number: Comments: Total Amended Budget Expenses (Actual+Encum) Available Budget Item Cost Budget Adjustment Remaining Budget Project Title $ 79,130.00 $ 39,130.00 5 40,000.00 $ 40,000.00 Previous Ordinance or Resolution # Approval Date: V20221130 CONTRACT FOR BUILDING REPAIR AND MAINTENANCE Between the City of Fayetteville, Arkansas and Seven Hills Homeless Center THIS CONTRACT is made by and between the City of Fayetteville, Arkansas ("City") and Seven Hills Homeless Center ("Seven Hills"), and the parties agree as follows: Term. The term of this contract shall begin April 15, 2025 and end December 31, 2025. 2. City of Fayetteville's Rights and Responsibilities. a. City shall provide the amount of $40,000.00 for building repair and maintenance subject to the following conditions: i. Funds shall only be used for engagement of design services to develop a masterplan for an expansion of the Walker Residential Facility or for items critically needed as identified and approved by the City Bond Project & Construction Director. ii. City may disburse funds prior to commencement of a repair or maintenance project only upon a request that is supported by a valid contract or purchase order with a third party vendor on as needed basis approved in writing by the City Bond Project & Construction Director or the City's Chief Financial Officer. iii. City may reimburse Seven Hills for completed repair or maintenance work that was approved in writing prior to commencement of the work by the City Bond Project & Construction Director or the City's Chief Financial Officer iv. All work funded by the City shall be limited to the Walker Family Residential Community complex. b. City, through its Purchasing Division, will be available for consultation by Seven Hills to ensure City policies for quotes and bids are followed correctly. 3. Seven Hills Homeless Center's Rights and Responsibilities. a. Seven Hills shall comply with the City's purchasing policies for contracts and expenditures for building repair and maintenance of $5,000.00 or more, including: i. Obtaining at least three written quotes for any contract or expenditure between $5,000.00 and $50,000.00; and ii. Advertising for bids for any contract or expenditure over $50,000.00. b. Seven Hills shall obtain at least three written quotes for any contract or expenditure for design services of $5,000.00 or more, or the selections is from the City's On -Call Architecture and Engineering Approved Vendors list for up to $35,000. c. Seven Hills shall submit quarterly reports (due no later than March 31, June 30, September 30 and December 31, 2024) to the City Bond Project & Construction Director detailing: i. The status of repair and maintenance projects being funded by the City; and ii. A full accounting of the funds received by Seven Hills from the City pursuant to this contract through the date of the report. d. Seven Hills shall run its facilities and programs in an appropriate manner and shall continue to provide the same level of services to the community as has been provided during year prior to the execution of this contract. e. Seven Hills shall promptly notify the City of any repair or maintenance issues of which it becomes aware during the term of this contract. 4. Contract Amendments. Changes, modifications or amendments to the scope, price or fees dictated by this Contract shall not be allowed without a prior formal Contract amendment approved by the Mayor and the City Council of Fayetteville and by the authorized agent of Seven Hills Homeless Center in advance of the change. IN WITNESS WHEREOF, the parties hereto have caused their signatures to be set by their authorized representative effective the date set forth below. SEVEN HILLS HOMELESS CENTER CITY OF FAYETTEVILLE, ARKANSAS �* �Cw�- Sisson, hief Executive Officer Molly Rawn, Mayor Date: May 20, 2025 ATTEST: Kara Paxton City Clerk Treasurer