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Home My WebLink About10-23 RESOLUTIONr 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 10-23 File Number: 2022-270 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 2023 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 2023. PASSED and APPROVED on January 3, 2023 Attest: City Clerk Treasurer t • �f YE .c.. M 1 7j r 141111 +04 Page 1 CITY OF Pow, FAYETTEVILLE ARKANSAS MEETING OF JANUARY 3, 2023 CITY COUNCIL MEMO 2022-270 TO: Mayor Jordan and City Council THRU: Waylon Abernathy, Bond Projects & Construction Dir Paul Becker, Chief Financial Officer FROM: Quin Thompson, Facilities & Bldg Maint Manager DATE: December 16, 2022 SUBJECT: SEVEN HILLS MAINTENANCE CONTRACT FOR MAINTENANCE AND REPAIRS AT THE WALKER FAMILY RESIDENTIAL COMMUNITY COMPLEX IN 2023 RECOMMENDATION: AN RESOLUTION TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A CONTRACT WITH SEVEN HILLS HOMELESS CENTER IN THE AMOUNT OF $113,400.00 FOR SERVICES TO HOMELESS AND NEEDY RESIDENTS IN FAYETTEVILLE IN 2023 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. Improvements completed in 2022 include renovation of two family units, replacement of 20 interior and 2 exterior doors, and one HVAC compressor. DISCUSSION: A request for capital improvements at the WFRC was included in the 2023 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 Maintenance Manager. This will ensure that the projects funded will be those identified and agreed upon by both Seven Hills and the City. Items identified for 2023 include renovation of one family unit, security upgrades to doors and camera systems, and two new HVAC systems. It is recommended that Seven Hills generally follow City selection rules for third party contracts. BUDGET/STAFF IMPACT: This project is funded by Sales Tax Capital Improvement funds. Staff recommends approval of a contract with Seven Hills Homeless Center in the amount of $40,000 for the 2023 fiscal year for capital improvements at the Walker Family Residential Community. ATTACHMENTS: SRF 7-hills 2023, 2023 CONTRACT WITH SEVEN HILLS HOMELESS CENTER FOR MAINTENANCE, RES CONTRACT WITH SEVEN HILLS - FUNDING FOR MAINTENANCE AND REPAIRS IN 2023 Mailing address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Mailing address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 Quin Thompson Submitted By City of Fayetteville Staff Review Form 2022-270 Item ID 1/3/2023 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 12/16/2022 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 2023 fiscal year for capital improvements at the Walker Family Residential Community. Budget Impact: 4470.140.8900-5400.00 Sales Tax Capital Account Number Fund 18004.1 7-Hills Walker Family residential Facility Project Number Project Title Budgeted Item? Yes Total Amended Budget $ 40,000.00 Expenses (Actual+Encum) $ - Available Budget 40,000.00 Does item have a direct cost? Yes Item Cost $ 40,000.00 Is a Budget Adjustment attached? No Budget Adjustment $ - Remaining Budget V20221130 Purchase Order Number: Previous Ordinance or Resolution # Change Order Number: Approval Date: Original Contract Number: Comments: 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 3, 2023 and end December 31, 2023. 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 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, 2023) 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 OF FAYETTEVILLE, Mike Williams, Chief Executive Officer Date: Z - /S - Z Date: ! ✓ -13 ATTEST: Kara Paxton City Clerk ?/'eeAe ctfefZ, O �'"'V (-CIO RESOLUTION NO. 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 2023 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 2023.