HomeMy WebLinkAboutPR 21327: APPROVAL OF CONTRACT RENEWAL WITH ARDURRA GROUP FOR RECOVERY GRANT MANAGEMENT AND ADMINISTRATION SERVICES '/
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INTEROFFICE MEMORANDUM
Date: 03/9/2020
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: Kandy Daniel, Interim Director of Finance
RE: PR No. 21327 - Approval of Contract Renewal with Ardurra Group for
recovery grant management and administration services
Introduction:
The intent of this Agenda Item is to seek City Council's approval a one year contract extension
with Ardurra Group in an amount not to exceed an additional $1.05 million for recovery grant
management and administration services. The new contract period is April 1, 2020 through
March 31, 2021.
Background:
The City experienced significant costs and property damage as a result of Hurricane Harvey.
Staff continues working to maximize expense reimbursements and project funding available
through FEMA and other sources.
On March 27, 2018, the City Council approved Resolution 18-120 authorizing the City
Manager to execute a one year agreement with Ardurra Group for recovery grant management
and administration services in an amount not to exceed $1.7 million. The initial contract
allowed for renewals up to four(4) additional years.
On March 19, 2019, the City Council approved Resolution 19-096 authorizing a one year
extension of the contract, providing additional contract funding in the amount not to exceed
$1.75 million (Total contract amount not to exceed $3.45 million).
This proposed resolution authorizes the execution of a second year contract renewal with
Ardurra Group in an amount not to exceed an additional $1.05 million (Total contract amount
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
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not to exceed $4.5 million). $3.5 million is for FEMA Public Assistance and FEMA 406
Mitigation related Projects and $1 million is for FEMA 404 Mitigation project development
and project management activities.
•
Overall, the City is currently slated to receive a total of$71.4M in reimbursement for public
assistance and mitigation projects ($41M in PA projects and $30M in Mitigation projects).
This figure was much higher at the start of the project with a total of$145M in project costs
based on the damages identified by the City. During the course of the project, Ardurra has
vetted the projects for eligibility and reconciled projects that may have received insurance
benefits so that the projects that are submitted to FEMA avoid a duplication of benefits and a
de-obligation of funding. See attached spreadsheet prepared by Ardurra which outlines the
status of each project.
Budget Impact: At the current level of damages, it is now anticipated that approximately $2.9
million of the $4.5 million contract will be reimbursed through FEMA and/or CDBG Grants
leaving a potential cost to the City of $1.6 million. The reimbursement projections have
decreased based as indicated above. There are approximately 14 projects that have received
obligation to date with another 25 projects that are in process. At some point a budget
amendment may be necessary to cover any costs not reimbursed through FEMA, Insurance or
Grants. The contract will be paid from the Hurricane Harvey account#147-2300-901.54-00.
Recommendation:
It is recommended that City Council approve a one year contract extension with Ardurra
Group in an amount not to exceed an additional $1.05 million for recovery grant management
and administration services. The new contract period is April 1, 2020 through March 31,
2021.
"Remember,we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
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P.R. NO. 21327
3/10/20 KD
RESOLUTION NO.
A RESOLUTION AUTHORIZING A ONE YEAR EXTENSION OF THE
CONTRACT WITH ARDURRA GROUP,LLC FOR DISASTER RECOVERY
GRANT MANAGEMENT AND ADMINISTRATION SERVICES AND
PROVIDING ADDITIONAL CONTRACT FUNDING OF $1.05 MILLION;
FUND AVAILABILITY IS SUBJECT TO REIMBURSEMENT FROM FEMA
AND/OR OTHER SOURCES;TO BE PAID FROM HURRICANE HARVEY
ACCOUNT# 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 (FEMA)
grant programs, 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 proposals submitted by qualified firms through an advertised
process, Ardurra Group, LLC was selected as the firm to best meet the needs of the City; and
WHEREAS, On March 27, 2018, the City Council approved Resolution 18-120 authorizing a
one year agreement with Ardurra Group, LLC for recovery grant management and administration
services; and
WHEREAS, On March 19, 2019,the City Council approved Resolution 19-096 authorizing a
one year extension with Ardurra Group, LLC for recovery grant management and administration
services; and
WHEREAS, the City has been satisfied with the performance of Ardurra Group, LLC and
deems it in the best interest of the citizens to renew the contract for an additional year.
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 extension of the agreement for one year
with an amended termination date of March 31, 2021.
Section 3. That the City Council hereby authorizes an increase to the total contract
compensation amount from $2.7 million to $3.5 million for FEMA Public Assistance and FEMA 406
Mitigation projects and from $750,000 to $1 million for FEMA 404 project development and project
management activities.
Section 4. 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 , 2020 AD, 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:
Valecia R. Tizeno, City Attorney
APPROVED FOR ADMINISTRATION:
Ron Burton, City Manager
APPROVED AS TO AVAILABILITY OF FUNDS:
kial/661-e -g, ganaly 401,. !
Kandy Daniel, Interim Finance Director
EXHIBIT "A"
(Contract with Ardurra Group, LLC)
EXHIBIT "A"
(Contract with Ardurra Group, LLC)
ARDURRA
2032 Buffalo Terrace
Houston,TX 77019
www.ardurragroup.com
March 10,2020
City of Port Arthur
Attention: Ron Burton
City Manager
P.O. Box 1089
Port Arthur, TX 77641
Hand Delivered to 444 4th St.
Port Arthur,TX 77641
Subject: Disaster Management Contract
Ardurra Project No. 2018-0235-00
Dear Mr. Burton,
Ardurra wishes to express our gratitude for the trust and partnership that has been established
during the existing contractual agreement with Port Arthur in assisting with the recovery from
the devastation due to Disaster 4332, Hurricane Harvey. During this partnership,together we
have been able to identify and develop a myriad of projects designed to help make the City
whole following the storm damages created by Harvey. We trust that during the course of our
current contract period there has been expert support and guidance provided and that we have
reached a level of partnership that greatly aids in the recovery process designed to move the City
through the treacherous federal process, all the while identifying additional opportunities to find
broader scopes of work and funding to serve the City.
Accordingly, and pursuant to our current agreement for Disaster Consultation services with the
City of Port Arthur, Section 3 (Terms and Termination), Ardurra hereby respectfully requests an
additional amendment to the contract which is set to terminate on April 1, 2021.
The following amendments are presented for your review and approval: stfi,oh language
to be deleted and underlined language to be added
3. Term and Termination: This agreement shall begin on April 2, 2018 and terminate on
April 1, 2019 April, 1 2020 April 1, 2021. This agreement may be terminated for
convenience by either party upon 60 day written notice to the other party. Upon such
termination, CITY shall pay Consultant, at the rates set out in Exhibit B,for services
satisfactorily performed up through the date of termination. Notwithstanding any
provision in this Agreement to the contrary, CITY will not be required to pay or
reimburse Consultant for any services performed or for expenses incurred by Consultant
after the date of the termination notice that could have been avoided or mitigated by
Consultant.
4. Compensation: Consultant shall be paid for the services as set forth in Exhibit B,
attached and incorporated for all purposes. The total compensation under this
Agreement for the above term shall not exceed ,
! i iii • .,
($2y7003000)-Three Million Five Hundred Thousand Dollars ($3,500,00.00) for
FEMA Public Assistance and FEMA 406 Mitigation related projects. This equates
to an extension of funds of$800K over the period of extension. And the total
compensation under this Agreement for the April 1,2019 to Apri11,2020 2021
contract period for FEMA 404 Mitigation project development and project
management activities shall not exceed__ . - . • . • •• . . • • ! .
(47-503001b00)One Million Dollars ($1,000,000.00).
CONTRACT PERIOD CONTRACT TASK NOT TO EXCEED PROJECTED
AMOUNT CITY
COSTS
April 2018—April 2019 FEMA Public Assistance $1.7M $0
(ending 4/1/2019)
April 2019—April 2020 FEMA Public Assistance $2.7M $600K
(ending 4/1/2020)
April 2020—April 2021 FEMA Public Assistance $3.5M $1.6M
(ending 4/1/2021)
April 2019—April 2020 404 Mitigation Project $750K $0
Development/Management (ending 4/1/2020)
April 2020 —April 2021 404 Mitigation Project $1M $175K
Development/Management
At the current level of damages and anticipated FEMA participation,the projected FEMA
support for reimbursement of Direct Administrative Costs relative to Public Assistance
projects equals $1.9M. It is noted that these projections are based on the current damage
estimates and has decreased based on the recovery of insurance benefits and FEMA
determination of identified damages being removed as eligible. There are approximately
14 projects that have received obligation to date with another 25 projects that are in
process.
At the current level of damages and anticipated FEMA participation,the projected FEMA
support for reimbursement of Administrative Costs relative to the 404 Mitigation projects
equals $1.45M. Additional project approvals may increase the level of effort and will
result in a proportionate increase to the FEMA level of support as well.
CITY shall pay Consultant in accordance with the Texas Government Code 2251.
Consultant must submit invoices for all services for Public Assistance/406 Mitigation
Services and 404 Hazard Mitigation Services separately, which invoices must include
dates of service and details of services provided. Payment for delivery of services
rendered shall not be unreasonably withheld or delayed. If CITY disapproves any
amount submitted for payment by Consultant, CITY shall remit payment of approved
charges and give Consultant specific reasons for disapproved items in writing. Upon
resolution of any disputed charges, Consultant shall submit an amended invoice covering
any remaining charges to CITY.
Thank you for your confidence and partnership in the recovery of the City of Port Arthur. Please
do not hesitate to contact me should you have any questions regarding this request.
Respectfully,
afFE.
Craig Taffaro,
Technical Director- Federal Recovery Programs