HomeMy WebLinkAboutPR 21604: AMEND THE AGREEMENT WITH KELLI REDMAN, GRANTS MANAGER I/%/,,
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www.PortArthurTx.gov
INTEROFFICE MEMORANDUM
Date: September 22, 2020
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: Alberto Elefano, P.E., Public Works Director
RE: P.R. 21604: Authorization for the City Manager to amend the Agreement with Kelli
Redman, Grants Manager,to complete the close-out process for public assistance with the
Federal Emergency Management Agency(FEMA) relative to the Hurricane Ike Disaster
(DR-1791-TX). Amending the amount for the services from not to exceed$25,000.00 to
$30,000.00
Introduction:
The intent of this Agenda Item is to authorize the City Manager to amend the Agreement with Kelli Redman,
Grants Manager,to complete the close-out process of 13 projects that was created for Hurricane Ike.
Background:
The City of Port Arthur was damaged when Hurricane Ike struck Port Arthur in 2008. The City of Port
Arthur through FEMA-1791-DR,claimed damages and created projects and accepted funds to repair/replace
what was damaged. There is thirteen(13)projects that has not been closed out. And to avoid compensating
FEMA the funds received for this project, we needed a grant administrator to close out the 13 projects that
is worth$3,560,877.16.
The City solicited three quotes and Kelli Redman was the lowest responsible bidder.
Budget Impact:
Funds are available in Public Works Professional Services, Account no. 001-1202-531.54-00, for a not to
exceed amount of$30,000.00
Recommendation:
It is recommended that the City of Port Arthur City Council approve PR 21604 to authorize the City Manager
to amend the Agreement with Kelli Redman, Grant Manager,to complete the close out requirements for 13
projects.
"Remember,we are here to serve the Citizens of Port Arthur"
444 4'h Street X Port Arthur,Texas 77641-1089 X 409.983.8182 X FAX 409.983.8294
PR No.21604
9/22/20 ace
Page 1 of 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO
AMEND THE AGREEMENT WITH KELLI REDMAN, GRANTS
MANAGER, TO COMPLETE THE CLOSE OUT PROCESS FOR
PUBLIC ASSISTANCE WITH THE FEDERAL EMERGENCY
MANAGEMENT AGENCY (FEMA) RELATIVE TO THE
HURRICANE IKE DISASTER (DR-1791-TX). AMENDING THE
AMOUNT FOR THE SERVICES FROM NOT TO EXCEED
$25,000.00 TO $30,000.00. FUNDS ARE AVAILABLE IN
ACCOUNT NUMBER 001-1202-531.54-00, PUBLIC
WORKS/PROFESSIONAL SERVICES.
WHEREAS, the City of Port Arthur was damaged when Hurricane Ike struck Port
Arthur in 2008; and,
WHEREAS, City of Port Arthur through FEMA-1791-DR, claimed damages and
created projects and accepted funds to repair/replace what was damaged. There is
thirteen (13) projects that has not been closed out; and,
WHEREAS, according to established purchasing policies and procedures quotes
were solicited from grant administrators to help the city close out these 13 projects; and
WHEREAS, Kelli Redman, Grant Manager, was the lowest responsible bidder
estimated not to exceed $25,000 and approved by the City Manager (See Exhibit "A");
and,
WHEREAS, these 13 projects total $3,560,877.16 of funds the City received from
FEMA-1791-DR that without a grant manager, the City would have needed to compensate
FEMA the entire amount (See Exhibit "B"); and,
WHEREAS, the City Council finds it in the best interest of the citizens of the City
of Port Arthur to authorize the City Manager to amend the agreement with Kelli Redman,
Grant Manager, for a not to exceed amount of $30,000.00 (See Exhibit "C") and that
PR No.21 604
9/22/2020 ace
Page 2 of 3
funding is available in Public Works Professional Services, Account No. 001-1202-531.54-
00; and,
WHEREAS, a copy of the Agreement is attached as Exhibit"C"; now therefore,
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR:
THAT, the facts and opinions in the preamble are true and correct; and,
THAT, the City Manager is authorized to amend the Agreement with Kelli Redman,
Grants Manager, to complete the close-out requirements for thirteen (13) projects for an
amount not to exceed $30,000.00; and,
THAT, a copy of the caption of this Resolution be spread upon the Minutes of the
City Council.
READ, ADOPTED AND APPROVED this the day of , A.D. 2020 at
a meeting of the City of Port Arthur, Texas by the following vote:
Ayes: Mayor:
Councilmembers:
Noes:
Thurman "Bill" Bartie
Mayor
ATTEST:
Sherri Bellard
City Secretary
PR No.21604
9/22/20 ace
Page 3 of 3
APPROVED AS TO FORM: APPROVED FOR ADMINISTRATION:
Valecia Tizeno Ron Burton
City Attorney City Manager
APPROVED AS FOR AVAILABILITY OF
FUNDS:
4< c 11 ��
Kandy Daniel
Interim Director of Finance
Alberto Elefano, P.E.
Director of Public Works
(4_
Clifton Williams, CPPB
Purchasing Manager
Exhibit A
r CONTRACTS UNDER$25,000 PROCESSING FORM
DATE OF SUBMISSION: October 28, 2019
Public Works
DEPARTMENT:
Alberto C. Elefano
SUBMITTED BY:
PRINT NAME
J-.t C
SIGNATURE
CONTRACT SUMMARY
COMPANY NAME: Kelli Redman, Grants Manager
1940 Woodrow Drive
COMPANY ADDRESS:
Kelli Redman
COMPANY CONTACT:
COMPANY CONTACT#: (409)519-1720
Not to Exceed $25,000.00
CONTRACT AMOUNT:
FUNDING ACCOUNT#: dad- 12. c2 - 531. 5`f Cc P•v.tres5i0 SerJ ��.
In the response to the ongoing need for the city of Port
SUMMARY:
Arthur's to engage in and complete the close-out for
Public Assistance with FEMA relative to the Hurricane
Ike Disaster (DR-1791-TX) the City wishes to engage the
Services of Kelli Redman, Grants Manager.
FINANCE DIRECTOR
Signature-Approved as to funds.
j f
PURCHASING MANAGER c
�- Signature
DATE SUBMITTED TO CITY Ti'3ii�;T23 339P4 !Ego._
ATTORNEY
CITY ATTORNEY 4ife Signature-Approved as to fo . CJ
(For use by City Secretary's Office only)
ASSIGNED FILE NAME:
SUBMITTED TO PURCHASING:
9
Independent Contractor Agreement between
The City of Port Arthur
And
Kelli Redman
In response to the ongoing need for the City of Port Arthur to engage in and complete the close-
out process for Public Assistance with FEMA relative to the Hurricane Ike Disaster(DR-1791-
TX),the City wishes to engage the services of Kelli Redman, Grants Manager.
The City and Ms. Redman agree that it is expected that approximately 150 hours of work is
likely necessary to bring the City of Port Arthur's Hurricane Ike recovery to an adequate close.
It is contemplated that the services to be provided by Ms. Redman include but are not limited to:
1. Project Documentation Review;
2. Documentation Gathering from City Offices;
3. Coordinating Responses to Requests for Information from TDEM and/or FEMA;
4. Reconciliation of Project Costs with City Provided Documentation;
5. Review of Project Completion or Reason for Project Abandonment;
6. Reconcile Insurance Information with Claimed Project Damages and Costs
7. Serve as Project Point of Contact with TDEM;
8. Provide Updates to Each Project Under Review.
Ms. Redman agrees to provide services in conjunction with the above list on a weekly basis and
until the project scope is complete. It is estimated that the project timeline will be between eight
(8)and ten(10) weeks with an option for a longer project period if justified and approved by
Alberto Elefano. The total compensation for this scope of work shall Not Exceed$25,000.00.
within the projected time frame of 8— 10 weeks.
Ms. Redman agrees to be responsible for all tax liability for compensation received from the City
of Port Arthur and that the City of Port Arthur shall have no responsibility to Ms. Redman
regarding tax notices, filing, or planning other than to provide an annual 1099 Record of
Compensation in a timely manner.
Ms. Redman will operate within the City Hall City Hall complex buildings during times that the
buildings are open and shall augment project hours remotely as necessary to complete project
tasks.
Ms. Redman will bill the City at a rate of$60.00 per hour worked in increments of not less than
.5 hours. Ms. Redman shall not be reimbursed for any ancillary expenses related to this scope of
work and shall be responsible for all provisions required to complete the project tasks. Ms.
Redman shall have access and use of City available office equipment for project use.
Ms. Redman will provide a written update each week to Alberto Elefano regarding the progress
of the project.
Ms. Redman shall submit for payment of hours on not greater than a frequency of a weekly
basis. Hours shall be documented as to the time and DR-1791 specific project and a brief task
description.
This agreement shall be effective upon signing of both parties.
Ron Burton, Interim ty Manager Kelli Redman, Independent Contractor
liLy
10/8/19 10/8/19
Exhibit B
r"" 1791 Hurricane Ike Close out Update
Total # of Projects 13
Projects Closed 11
Projects Opens 2
Project Total $ 3,560,877.16
Funds Reconciled $ 2,938,484.06
Funds to be Reconciled $ 622,393.10
Contract services to date $ 27,300.00
Anticipated Future Billings $ 2,700.00
Contract service Total $ 30,000.00
Exhibit C
(Amended)
Independent Contractor Agreement between
The City of Port Arthur
And
Kelli Redman
In response to the ongoing need for the City of Port Arthur to engage in and complete the close-
out process for Public Assistance with FEMA relative to the Hurricane Ike Disaster(DR-1791-
TX),the City wishes to engage the services of Kelli Redman, Grants Manager.
The City and Ms. Redman agree that it is expected that approximately 150 hours of work is
likely necessary to bring the City of Port Arthur's Hurricane Ike recovery to an adequate close.
It is contemplated that the services to be provided by Ms. Redman include but are not limited to:
1. Project Documentation Review;
2. Documentation Gathering from City Offices;
3. Coordinating Responses to Requests for Information from TDEM and/or FEMA;
4. Reconciliation of Project Costs with City Provided Documentation;
5. Review of Project Completion or Reason for Project Abandonment;
6. Reconcile Insurance Information with Claimed Project Damages and Costs
7. Serve as Project Point of Contact with TDEM;
8. Provide Updates to Each Project Under Review.
Ms. Redman agrees to provide services in conjunction with the above list on a weekly basis and
until the project scope is complete. It is estimated that the project timeline will be between eight
(8) and ten(10) weeks with an option for a longer project period if justified and approved by
Alberto Elefano. The total compensation for this scope of work shall Not Exceed $25,000.00
$30,000 within the projected time frame of 8— 10 weeks.
Ms. Redman agrees to be responsible for all tax liability for compensation received from the City
of Port Arthur and that the City of Port Arthur shall have no responsibility to Ms. Redman
regarding tax notices, filing, or planning other than to provide an annual 1099 Record of
Compensation in a timely manner.
Ms. Redman will operate within the City Hall City Hall complex buildings during times that the
buildings are open and shall augment project hours remotely as necessary to complete project
tasks.
Ms. Redman will bill the City at a rate of$60.00 per hour worked in increments of not less than
.5 hours. Ms. Redman shall not be reimbursed for any ancillary expenses related to this scope of
work and shall be responsible for all provisions required to complete the project tasks. Ms.
Redman shall have access and use of City available office equipment for project use.
Ms. Redman will provide a written update each week to Alberto Elefano regarding the progress
of the project.
Ms. Redman shall submit for payment of hours on not greater than a frequency of a weekly
basis. Hours shall be documented as to the time and DR-1791 specific project and a brief task
description.
This agreement shall be effective upon signing of both parties.
Ron Burton, City Manager Kelli Redman, Independent Contractor
9/29/2020 9/29/2020