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Home My WebLink About43-18 RESOLUTION6 �' SAYEfFF` rr •il � u ^'�kA NSi.4 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 43-18 File Number: 2018-0041 SEVEN HILLS HOMELESS CENTER FUNDING ASSISTANCE: A RESOLUTION TO APPROVE A CONTRACT WITH SEVEN HILLS HOMELESS CENTER TO PROVIDE FUNDING ASSISTANCE IN THE AMOUNT OF $57,000.00 FOR MAINTENANCE AND REPAIRS AT THE WALKER FAMILY RESIDENTIAL COMMUNITY COMPLEX IN 2018 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 approves a contract with Seven Hills Homeless Center to provide funding assistance in the amount of $57,000.00 for maintenance and repairs at the Walker Family Residential Community complex in 2018. PASSED and APPROVED on 2/6/2018 Page 1 Attest: Sondra E. Smith, City CleI.As ""A. .�ci;tf11'i::Cit_ «meq Printed on 217118 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2018-0041 Agenda Date: 2/6/2018 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 9 SEVEN HILLS HOMELESS CENTER FUNDING ASSISTANCE: A RESOLUTION TO APPROVE A CONTRACT WITH SEVEN HILLS HOMELESS CENTER TO PROVIDE FUNDING ASSISTANCE IN THE AMOUNT OF $57,000.00 FOR MAINTENANCE AND REPAIRS AT THE WALKER FAMILY RESIDENTIAL COMMUNITY COMPLEX IN 2018 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 approves a contract with Seven Hills Homeless Center to provide funding assistance in the amount of $57,000.00 for maintenance and repairs at the Walker Family Residential Community complex in 2018. City of Fayetteville, Arkansas Page 1 Printed on 71712018 City of Fayetteville Staff Review Form 2018-0041 egistar File ID 2/6/2018 City Council Meeting Date - Agenda Item Only N/A for Non-Agenda Item Wade Abernathy 1/9/2018 FACILITIES MANAGEMENT (140) Submitted By Submitted Date Division / Department Action Recommendation: Approval of a Contract with Seven Hills Homeless Center in the amount of $57,000 for the 2018 fiscal year to provide funding assistance for capital repairs at the Walker Residential Community Facility and Grounds. 4470.140.8900.5400.00 Account Number 18004.1 Project Number Budgeted Item? Yes Does item have a cost? Yes Budget Adjustment Attached? NA Previous Ordinance or Resolution # 26-17 Original Contract Number: Comments: Budget Impact: Capital Fund WFRC Capital Improvements Project Title Current Budget $57,000 Funds Obligated $ - Current Balance $ 57,000.00 Item Cost $ _ 57,000.00 Budget Adjustment Remaining Budget Approval Date: CITY OF FAYETTEVILLE W4W ARKANSAS MEETING OF FEBRUARY 6, 2018 TO: Mayor Jordan and City Council THRU: Paul Becker, Chief Financial Officer CITY COUNCIL MEMO FROM: Wade Abernathy, Division Manager Facilities and Building Construction DATE: January 10, 2018 SUBJECT: Contract for Capital Improvements with Seven Hills for Walker Family Residential Community RECOMMENDATION: To approve the attached contract with Seven Hills Homeless Center in the amount of $57,000 for the 2018 fiscal year for capital improvements at the Walker Family Residential Community BACKGROUND: In January of 2017, Council passed a resolution to approve a contract to provide funding assistance for repairs at the WFRC with Seven Hills. Facilities Management outlined several items in need of immediate repair, and other items for them to remain functional and future preservation items. Thru out the year, Seven Hills addressed many immediate repair items listed. DISCUSSION: A request for capital improvements at the WFRC was included in the 2018 budget approved by City Council. The amount of that request totaled $57,000. The funds will be used for much needed building repairs as identified earlier by Facilities. The contract provides for the disbursement of this appropriation upon evidence of a contract or purchase commitment for work approved by Cities Facility & Building Construction Manager. This will ensure that the projects funded will be those identified and agreed upon by both Seven Hills and the City. It is also recommended that Seven Hills generally follow the selection rules for third party contracts that the City follows. Staff Recommends the approval of the attached agreement. BUDGET/STAFF IMPACT This will provide for the disbursement and control for financial assistance in the amount of $57,000 at WFRC Attachments: Contract Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 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: i-c�Y�lQscJ� 1. Term. The terns of this contract shall begin Januafy �t3�--iQ , 2018 and end December 31, 2018. 2. City of Fayetteville's Rights and Responsibilities. a. City shall provide the amount of $57,000.00 for building repair and maintenance subject to the following conditions: i. Funds shall be used only for items critically needed as identified and approved by the City's Facilities & Building Construction Manager. 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's Facilities & Building Construction Manager 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's I-acilities & Building Construction Manager or the City's Chief Financial Officer iv. Repair and maintenance 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 of $1,000.00 or more, including: i. Obtaining at least three written quotes for any contract or expenditure between $1,000.00 and $20,000.00; and ii. Advertising for bids for any contract or expenditure over $20,000.00. b. Seven Hills shall use the funds provided by the City only for the uses set forth in paragraph 2 above. c. Seven Hills shall submit quarterly reports (due no later than March 31, June 30, September 30 and December 31, 2018) to the City's Facilities & Building Construction Manager 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 ofthe 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 FAYETTEVILLE, AR SA r s c Vrrews(,Chief Executive Officer U acid Jor ayor Date: A L'I ewlolq` Date: -Aci r, ATTEST: ltnrrif., Sondra E. Smith, Ci�ty Clcrk- ".t0 a w * r� •�.