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HomeMy WebLinkAboutPR 20163: AWARDING A CONTRACT WITH ARDURRA GROUP, LLC. FOR DASTER RECOVERY GRANT MANAGEMENT DERRICK FREEMAN,MAYORe,e,gy • HARVEY ROBINSON CAL J.JONES,MAYOR PRO TEM City of Cin' INTERIM CITY MANAGER L1 COUNCIL MEMBERS: VAL TIZENO CITY ATTORNEY RAYMOND SCOTT,JR. or t rthur THOMAS J.KINLAW,III Texas SHERRI BELLARD HAROLD DOUCET CITY SECRETARY WILLIE"BAE"LEWIS,JR. OSMAN SWATI CHARLOTTE MOSES KAPRINA RICHARDSON FRANK Date: March 20,2019 To: Harvey Robinson,Interim City Manager From: Rebecca Underhill,Assistant to the City Manager/Budget Officer RE: Proposed Resolution No.20163 Nature of Request: The City experienced significant costs and property damage as a result of Hurricane Harvey. Staff is working to maximize expense reimbursements and project funding available through FEMA,CDBG-DR and other sources. Staff prepared a Request for Proposals seeking qualified firms to assist in the development and management of these projects and grant programs. Fourteen(14)proposals were received and evaluated by a committee of five(5) staff members. The top scorers were interviewed by the committee which unanimously selected the proposed vendor, Ardurra Group, LLC, to perform these services. The majority of the cost of this contract cost should be eligible for reimbursement from the grant programs as these funding sources also provide for reimbursement of administrative costs. The firm will be paid at hourly rates as submitted in the proposal, and will work under the direction of City staff. Initial contract cost estimates are based upon anticipated FEMA projects valued in excess of$50 million. Staff Analysis/Considerations: Due to the magnitude of the event,the City does not have the staff or expertise to develop and manage these programs in order to maximize the benefits available to recover funds and develop and manage infrastructure restoration projects. Recommendation: I recommend City Council approve Proposed Resolution 20163 authorizing a one year contract for disaster recovery and technical assistance consulting related to Hurricane Harvey project development and management in the amount not to exceed$1.7 million. This activity is expected to span several years,and this contract is renewable for four(4)additional years. Budget Considerations: Funds are available in account#147-2300-901.54-00. P.O BOX 1089•PORT ARTHUR,TEXAS 77641-1089 •409/983-8125 •FAX 409/983-8124• www.portarthur.net P.R. No. 20163 03/26/18 updated gt RESOLUTION NO. A RESOLUTION AUTHORIZING THE AWARD OF A CONTRACT WITH ARDURRA GROUP, LLC, OF HOUSTON, TEXAS, FOR DISASTER RECOVERY GRANT MANAGEMENT AND ADMINISTRATION SERVICES AND AUTHORIZING THE CITY MANAGER TO EXECUTE SAID CONTRACT IN AN AMOUNT NOT TO EXCEED $1.7 MILLION; FUNDS WILL BE CHARGED TO HURRICANE HARVEY ACCOUNT NO. 147-2300-901.54-00. WHEREAS, Hurricane Harvey brought an unprecedented amount of damage to the City of Port Arthur; and WHEREAS, funds are available from the Federal Emergency Management Agency, the Department of Housing and Urban Development and other sources; and WHEREAS, the City does not have sufficient staffing with the specific knowledge and expertise to develop projects and manage these sources of revenue to maximize the benefit to the citizens of Port Arthur; and WHEREAS, after a review of fourteen proposals submitted by qualified firms through an advertised process, Ardurra Group, LLC, is being recommended as the firm to best meet the needs of the City a copy of the evaluation matrix of two top proposers is attached as Exhibit "A". NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR: Section 1. That the facts and opinions in the preamble are true and correct. Section 2. That City Council hereby authorizes the award of a contract for disaster recovery grant management and administration services and authorizes the City Manager to execute a one year agreement with Ardurra Group, LLC in an amount not exceed $1.7 million, which has been determined to be a fair and reasonable cost, in substantially the same form as attached hereto as Exhibit "B". Section 3. That a copy of the caption of this Resolution shall be spread upon the Minutes of the City Council. READ, ADOPTED, AND APPROVED, this day of , 2018 AD, at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: Mayor: Councilmembers: NOES: Derrick Ford Freeman, Mayor ATTEST: Sherri Bellard, City Secretary APPROVED AS TO FORM: \ra Valecia R. Tizen City Attorney APPROVED FOR ADMINISTRATION: Harvey Robinson, Interim City Manager APPROVED AS TO AVAILABILITY OF FUNDS: A.444,/ 4 , 4 i1 T -ti; .4 - -geh4(F Andrew Vasquez, Director of Finance GG V » IHIIHXI City of Port Arthur Disaster Recovery Grant Management and Administrative Services Proposal Evaluation Matrix Weight Aptim Environmental Ardurra Group, LLC Houston, TX Houston, TX Written Proposals 5000 3815 4105 Interview 5000 3900 5000 TOTAL r,10000 7715 9105 anda Scypion-Goudeaux, Purchasing Assistant Date EXHIBIT "B" The contract will be presented at or before the City Council meeting.