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SUPPLEMENTAL MATERIAL <br />May 6, 2024 <br />1 <br /> <br />Responses to City Council Agenda Items – May 7, 2024 <br /> <br />Agenda Item #8 <br />1. Q: On the June 1, 2021 Council meeting agenda, the not-to-exceed was $186,360, <br />what amount was authorized in 2021 for St. Francis and was it exceeded? <br />A: The 2021 report language reads: <br /> <br />The language in the 2021 report is meant to convey that the $189,360 annual cost is for the <br />routine maintenance portion of the contract, but the emergency repair/extra work is not <br />meant to fall under this maximum. The Maintenance Agreement does a better job of <br />indicating this intent and the City Attorney’s office has reviewed the Maintenance Agreement <br />language and that extra work/ emergency work doesn’t fall under the $189,360 cap. <br /> <br />The 2021 Maintenance Agreement language: <br /> <br />The staff report for May 7th, 2024 addresses the 2021 staff report confusion and also <br />addresses the Finance Department’s desire to have fixed maximums on all contracts by <br />amending the contract to incorporate a contract maximum that is inclusive of the emergency <br />repair/extra work. <br /> <br />While it is difficult to predict the amount of emergency work needed in a given year, our <br />annual expenditures for routine maintenance and emergency work has historically been in <br />the $450,000 to $500,000 range. While the previous 20 years of maintenance contracts <br />have been without a comprehensive contract maximum, we will incorporate a <br />comprehensive contract maximum into this maintenance contract and our future contracts. <br />