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Home My WebLink About11-20 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Resolution: 11-20 File Number: 2019-0904 WALKER FAMILY RESIDENTIAL COMMUNITY COMPLEX: A RESOLUTION TO APPROVE A CONTRACT WITH SEVEN HILLS HOMELESS CENTER TO PROVIDE FUNDING ASSISTANCE IN THE AMOUNT OF $52,000.00 FOR MAINTENANCE AND REPAIRS AT THE WALKER FAMILY RESIDENTIAL COMMUNITY COMPLEX IN 2020 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 $52,000.00 for maintenance and repairs at the Walker Family Residential Community complex in 2020. PASSED and APPROVED on 1/7/2020 Attest: Kara Paxton, City Clerk Page 1 Printed on 1/9/20 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2019-0904 Agenda Date: 1/7/2020 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 12 WALKER FAMILY RESIDENTIAL COMMUNITY COMPLEX: A RESOLUTION TO APPROVE A CONTRACT WITH SEVEN HILLS HOMELESS CENTER TO PROVIDE FUNDING ASSISTANCE IN THE AMOUNT OF $52,000.00 FOR MAINTENANCE AND REPAIRS AT THE WALKER FAMILY RESIDENTIAL COMMUNITY COMPLEX IN 2020 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 $52,000.00 for maintenance and repairs at the Walker Family Residential Community complex in 2020. City of Fayetteville, Arkansas Page 1 Printed on 1/8/2020 City of Fayetteville Staff Review Form 2019-0904 Legistar file ID 1/7/2020 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Wade Abernathy 12/20/2019 FACILITIES MANAGEMENT (140) Submitted By Submitted Date Division / Department Action Recommendation: Approval of a Contract with Seven Hills Homeless Center in the amount of $52,000.00 for the 2020 fiscal year to provide funding assistance for capital repairs at the walker Family Residential Community Facility and Grounds. Budget Impact: 4470.140.8900.5400.00 Account Number 18004.1 Project Number Capital Fund WFRC Capital Impovements Project Title 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 $52,000.00 $ 52,000.00 $52,000.00 V20180321 Purchase Order Number: TBD Previous Ordinance or Resolution # 16-19 Change Order Number: Approval Date: Original Contract Number: 2018-0000009 Comments: CITY OF FAYETTEVILILE ARKANSAS MEETING OF JANUARY 7, 2020 TO: Mayor Lioneld Jordan THRU: Paul Becker, Chief Financial Officer CITY COUNCIL MEMO FROM: Wade Abernathy, Division Manager Facilities & Building Construction DATE: December 20, 2019 SUBJECT: Contract for Capital Improvements with Seven Hills Homeless Center at Walker Family Residential Community Facility. RECOMMENDATION: To approve the attached contract with Seven Hills Homeless Center in the amount of $52,000 for the 2020 fiscal year for capital improvements at the Walker Family Residential Community BACKGROUND: In January of 2017, February of 2018, and January of 2019, Council passed resolutions approving contracts 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. In 2017, immediate repair items were addressed. In 2018, LED Lighting, HVAC replacements and security system upgrades were completed. In 2019, interior painting, siding and windows, fire panel replacement, backflow preventer, water supply line repairs, and some appliance replacements. DISCUSSION: A request for capital improvements at the WFRC was included in the 2020 CIP budget approved by City Council. The amount of that request totaled $52,000. The contract provides for the disbursement of this appropriation upon evidence of a contract or purchase commitment for work as 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. Anticipated repairs in 2020 include roofing, sealing of parking and drive, awning repair and replacements, and reconfiguration of commons building for office space. Staff Recommends the approval of the attached agreement. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 BUDGET/STAFF IMPACT: 2020 Capital Improvements GL Account 4470.140.8900.5400.00, Project 18004.1 Attachments: Contract 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: 1. Term. The term of this contract shall begin January 7, 2020 and end December 31, 2020. 2. City of Fayetteville's Rights and Responsibilities. a. City shall provide the amount of $52,000.00 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 Facilities & 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, 2019) 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 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 O RFAYETTEVILLE, AKA AS WA4vA,,, ;e. 4 Isica","drews, Chief Executive Officer Li neld Jor ayor Date: 12/17/2019 Date: ATTEST: Kara Paxton, City Clerk - X011 K `•� CITY0•�s'% . 6� �: fAYEn-Ev��c f:�