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Home My WebLink AboutPR 21041: SECOND YEAR FIRST RENEWAL OF THE CONTRACT WITH CIVITAS, LLC INTEROFFICE MEMORANDUM HOUSING ASSISTANCE PROGRAMS To: Ron Burton, Interim City Manager From: Beverly Freeman, Manager of Housing and Neighborhood Revitalization Date: September 6, 2019 Re: P.R. 21041 RECOMMENDATION: The Housing Division recommends the City Council to approve Proposed Resolution No. 21041 authorizing the City Manager to execute the second year (first renewal) of the contract with Civitas, LLC of Mount Pleasant, South Carolina for environmental review services for the Community Development Block Grant (CDBG) and HOME Investment Partnerships (HOME) Programs, the Community Development Block Grant Disaster (CDBG-DR), and the State HOME Investment Partnerships Disaster Recovery Homeowner Assistance (HAP) Programs. BACKGROUND: The Department of Housing and Urban Development (HUD) and Texas Department of Housing and Community Affairs (TDHCA) require that an environmental review be conducted for all HUD-assisted projects. These services are necessary, continuous, and ongoing. Council approved Resolution #18- 376 authorizing the City Manager to execute an agreement with Civitas, LLC of Mount Pleasant, South Carolina for environmental review services with a projected budget of $33,500, with the option to renew for two years. The contract will be up for renewal on September 25, 2019. We are recommending to renew the agreement for another year. BUDGETARY/FISCAL EFFECT: Funds are budgeted in the Federal Community Development Block Grant Program account number 105-1431-552-59.00, project numbers C44122, C44144, C45144, and the State HOME Investment Partnerships Program, account number 151-2141-626.59- 00. STAFFING/EMPLOYEE EFFECT: Housing Administration staff will be responsible for administering the contract. SUMMARY: The Housing Division recommends the City Council to approve Proposed Resolution No. 21041 authorizing the City Manager to execute the second year (first renewal) of the contract with Civitas, LLC of Mount Pleasant, South Carolina for environmental review services for the Community Development Block Grant (CDBG) and HOME Investment Partnerships (HOME) Programs, the Community Development Block Grant Disaster (CDBG-DR), and the State HOME Investment Partnerships Disaster Recovery Homeowner Assistance (HAP) Programs. P. R. No 21041 9/6/19 BF/DF RESOLUTION NUMBER A RESOLUTION AUTHORIZING THE CITY MANAGER TO EXECUTE THE SECOND YEAR (FIRST RENEWAL) OF THE CONTRACT WITH CIVITAS, LLC FOR ENVIRONMENTAL SERVICES WITH THE OPTION TO RENEW FOR ONE YEAR WITH CIVITAS, LLC, OF MOUNT PLEASANT, SOUTH CAROLINA FOR ENVIRONMENTAL REVIEW SERVICES FOR THE PROJECTED AMOUNT OF $33,500. FUNDS ARE BUDGETED IN THE FEDERAL COMMUNITY DEVELOPMENT BLOCK GRANT PROGRAM, ACCOUNT NUMBER 105-1431-552-59.00, PROJECT NUMBERS C44122, C44144, C45144, AND THE STATE HOME INVESTMENT PARTNERSHIPS PROGRAM ACCOUNT NUMBER 151-2141-626.59-00. WHEREAS, the Department of Housing and Urban Development (HUD) and the Texas Department of Housing and Community Affairs (TDHCA) require that an environmental review study be conducted for all HUD-assisted projects including projects funded with Federal Community Development Block Grant (CDBG), HOME Investment Partnerships (HOME) Programs, Community Development Block Grant Disaster Recovery (CDBG-DR), and State Home Investment Partnership (HOME) Programs; and WHEREAS, the environmental services provided are necessary, continuous, and ongoing; and WHEREAS, pursuant to Resolution No. 18-376, the City Council approved a one-year contract with Civitas, LLC of Mount Pleasant, South Carolina with a projected budgetary impact of $33,500 to facilitate and expedite the environmental review process for required projects, with the option to renew for two (2) additional one-year periods; and WHEREAS, it is in the best interest of the City of Port Arthur to renew second year (first renewal) for environmental services for the projected budgeted amount of $33,500. 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 City Manager to execute the second year (first renewal) of the contract between the City of Port Arthur and Civitas, LLC for the projected budgeted amount of $33,500 in substantially the same form as attached hereto as Exhibit "A". Section 3. THAT, funds were budgeted in the account numbers 105-1431-552.59- 00, project numbers C44122, C44144 and C44145 and account number 151-2141-626.59-00. Section 4. THAT, a copy of the caption of this Resolution be spread upon the minutes of the City Council. READ, ADOPTED AND APPROVED this day of A.D., 2019 at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the following vote: AYES: MAYOR COUNCILMEMBERS NOES: THURMAN "BILL" BARTIE, MAYOR ATTEST: SHERRI BELLARD, CITY SECRETARY APPROVED AS TO FORM: AL/AL O 4 /0C (4/ -"t FP "7 I C NEY APPROVED FOR ADMINISTRATION: RON BURTON, INTERIM CITY MANAGER kI 1 1 . , Cf\---' BEVERLY FREE A N, HOUSING AND NEIGHBORHOI n REVITALIZATION MANAGER EXHIBIT "A" ENVIRONMENTAL SERVICES FOR UTILITY SERVICE CENTER THIS AGREEMENT, made this day of , 2019, by and between the City of Port Arthur, a municipal corporation organized under the laws of the State of Texas, hereinafter called "OWNER" or "CITY" and Civitas, LLC hereinafter called "CONTRACTOR" WITNESSETH: That for and in consideration of the payment terms, conditions and agreements set forth herein, OWNER and CONTRACTOR agree as follows: 1. Pursuant to Resolution No. 18-423, the City entered into a one (1) year contract with the option to renew for two additional one-year periods. The parties hereby agree to exercise said option for the second year (first renewal). 2. The Contractor will perform work as stated in the Contract Documents. 3. During the term of this Contract, the Contractor will furnish at his own expense all of the materials, supplies, tools, equipment, labor and other services necessary in connection therewith, excepting those supplies specifically not required of Contractor in the Specifications. 4. The CONTRACTOR agrees to perform all the work described in the specifications and contract documents and to comply with the terms therein: 5. The term "Contract Documents" means and includes the following: a) Agreement b) Addenda * ) G_enerai Inf ton* d) Specifications* c) Bid* f) Notice of Award* g) Notice to Proceed* *These items were attached to the original letting contract. This agreement is only included in this renewal. 6. This Agreement shall be binding upon all parties hereto and their respective heirs, executors, administrators, successors and assigns. 7. IN WITNESS WHEREOF, the parties hereto have executed, or caused to be executed by their duly authorized officials, this Agreement in(2 copies) each of which shall be deemed an original on the date first above written. Signed on the day of , 2019. ATTEST: CITY OF PORT ARTHUR BY: Sherri Bellard, City Secretary Ronald Burton, Interim City Manager Signed on the day of , 2019. ATTEST CIVITAS,LLC BY: Sherri Bellard, City Secretary Print Name: Title: