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Home My WebLink About03-22 RESOLUTION113 West Mountain Street Fayetteville: AR 72701 (479) 575-8323 Resolution: 03-22 File Number: 2021-1011 SEVEN HILLS HOMELESS CENTER: A RESOLUTION TO APPROVE A CONTRACT WITH SEVEN HILLS HOMELESS CENTER TO PROVIDE FUNDING ASSISTANCE IN THE AMOUNT OF $40.000.00 FOR MAINTENANCE AND REPAIRS AT THE WALKER FAMILY RESIDENTIAL COMMUNITY COMPLEX IN 2022 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 $40,000.00 for maintenance and repairs at the Walker Family Residential Community complex in 2022. PASSED and APPROVED on 1/4/2022 Attest: `��1��itrrrrr�r .G Kara Paxton, City Clerk TreasurerWn .y' .. .• ' tiG �O�N� 0 1�'��` Page 1 Printed on 115122 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479)575-8323 Text File File Number: 2021-1011 Agenda Date: 1/4/2022 Version: 1 Status: Passed In Control: City Council Meetinq File Type: Resolution Agenda Number: A.4 SEVEN HILLS HOMELESS CENTER: A RESOLUTION TO APPROVE A CONTRACT WITH SEVEN HILLS HOMELESS CENTER TO PROVIDE FUNDING ASSISTANCE IN THE AMOUNT OF $40,000.00 FOR MAINTENANCE AND REPAIRS AT THE WALKER FAMILY RESIDENTIAL COMMUNITY COMPLEX IN 2022 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 $40,000.00 for maintenance and repairs at the Walker Family Residential Community complex in 2022. City of Fayetteville, Arkansas Page 1 Printed on 11512022 Matthew Cabe Submitted By City of Fayetteville Staff Review Form 2021-1011 Legistar File ID 1/4/2022 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 12/16/2021 FACILITIES MANAGEMENT (140) Submitted Date Division / Department Action Recommendation: Approval of a Contract with Seven Hills Homeless Center in the amount of $40,000 for the 2022 fiscal year to provide funding assistance for capital repairs at the Walker Family Residential Community Facility and Grounds. 4470.140.8900-5400.00 Account Number 18004.1 Budget Impact: Sales Tax Capital Improvements Fund 7-Hills Walker Family Residential Facility Project Number Budgeted Item? Yes Current Budget Funds Obligated Current Balance Does item have a cost? Yes Item Cost Budget Adjustment Attached? No Budget Adjustment Purchase Order Number: Change Order Number: Original Contract Number: Comments: Remaining Budget Project Title $ 40,000.00 40,000.00 $ 40,000.00 Previous Ordinance or Resolution # Approval Date: V20210527 CITY OF FAYETTEVILLE ARKANSAS MEETING OF JANUARY 4, 2022 TO: Mayor and City Council CITY COUNCIL MEMO THRU: Paul Becker, Chief Financial Officer Wade Abernathy, Director of Bond Projects and Facilities FROM: Matthew Cabe, Building and Facilities Maintenance Manager DATE: December 9, 2021 SUBJECT: Approval of a contract in the amount of $40,000 with Seven Hills Homeless Center at the Walker Family Residential Community Facility. RECOMMENDATION: A Resolution to approve a contract with Seven Hills Homeless Center in the amount of $40,000 for the 2022 fiscal year for capital improvements 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 fiscal year 2022 include replacement of interior doors and flooring in the dormitory, completion of interior window trim in the dormitory, and installation of additional exterior and street lighting to increase site security. DISCUSSION: A request for capital improvements at the WFRC was included in the 2022 CIP budget approved by City Council. The amount of that request totaled $40,000. The contract provides for the disbursement of this appropriation upon evidence of a contract or purchase commitment for work as approved by the Facilities & Building Maintenance 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. BUDGET/STAFF IMPACT: This project is funded by Sales Tax Capital Improvement funds. Attachments: Contract with Seven Hills Homeless Center 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: Term. The term of this contract shall begin January 4, 2022 and end December 31, 2022. 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 be used only for items critically needed as identified and approved by the City's Director of Bond Projects and Facilities. 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 Director of Bond Projects and Facilities 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 Director of Bond Projects and Facilities 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, 2022) to the City's Director of Bond Projects and Facilities 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 ( yb" - Mike Williams, Chief Executive Officer Date: [ A - y - PL- r CITY OF FAYETTEVILLE, ATTEST: `G111RrKr rrT 11,% Kara Paxton Cit Clerk -Treasurer: Fqy- 'rn :'M .•��ABPS