HomeMy WebLinkAboutPR 21592: TO AMEND THE CONTRACT WITH ARDURRA GROUP FOR RECOVERY GRANT MANAGEMENT AND ADMINISTRATION SERVICES , , I.,,,/,
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INTEROFFICE MEMORANDUM
Date: 09/21/2020
To: The Honorable Mayor and City Council
Through: Ron Burton, City Manager
From: Kandy Daniel, Interim Director of Finance
RE: PR No. 21592 -Approval to amend the contract with Ardurra Group for
recovery grant management and administration services
Introduction:
The intent of this Agenda Item is to seek City Council's approval to amend the current contract
with Ardurra Group to include an additional amount not to exceed $125,000 for recovery grant
management and administration services related to COVID-19.
Background:
In March 2018, as a result of Hurricane Harvey, City council approved a five year agreement
(renewable annually) with Ardurra Group for recovery grant management and administration
services. The contract was subsequently renewed in March 2019 and 2020. The total contract
amount is currently not to exceed $4.5 million and is related to Hurricane Harvey activities.
On March 24, 2020 the Coronavirus disaster was declared which caused a disruption of normal
business operations and increased cost of protecting the citizens of Port Arthur as well as City
employees. Ardurra has been instrumental in assisting the City to obtain funding from the
Cononavirus Relief Fund (CRF), the CARES Act as well as FEMA to reimburse the City for
additional costs associated with the disaster. Ardurra expenses are 100%reimbursable by CRF.
Although a$50,000 contract with Ardurra for COVID19 expenses was previously approved by
City Council through resolution #20-192, it has been determined that the intent of the original
request for proposal and subsequent agreement with Ardurra Group should cover all disaster
related costs incurred during the contracted time period. Therefore it is requested that the total
"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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amount of$125,000 be added to this contract and the contract related to resolution #20-192 be
voided.
On August 21, 2020, another disaster declaration was declared for Hurricane Laura which led
to a mandadory evacuation of Port Arthur. Ardurra Group worked with staff throughout the
disaster to ensure that all costs were properly documented and is in the process of gathering
information for submission of claims to FEMA.
A summary of the Ardurra Group contract and payments to date has been attached for your
review.
Budget Impact:
Based on the current FEMA total damage claim, the Direct Administrative Costs
reimbursement for FEMA Public Assistance projects related to Hurricane Harvey is
anticipated to be approximately $1.94 million with a projected out of pocket amount of
$769,000. The reimbursement for the 404 HMGP projects related to Huricane Harvey is
projected to be $1.54 million with an out of pocket amount of$160,000. The reimbursement
for COVID19 is projected to be 100% with no out of pocket cost. Reimbursement costs for
Hurricane Laura have not been determined at this time.
The contract will be paid from the Hurricane Harvey account#147-2300-901.54-00, COVID19
account #155-2300-901.54-00, and Hurricane Laura account#156-2300-901.54-00.
Recommendation:
It is recommended that City Council approve an amendment to the current contract with
Ardurra Group to include an additional amount not to exceed $125,000 for recovery grant
management and administration services related to COVID-19.
"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
Ardurra Group Contract
5 year Agreement (Renewable Annually)
March 27, 2018 Res # 18-120
March 19, 2019 Res # 19-096
March 17, 2020 Res# 20-096
Current Amount Paid Requested
Project Contract Amount Thru 9/21/2020 Contract Amount
FEMA Public Asst - Harvey 3,500,000 2,866,639 3,500,000
FEMA Mitigation - Harvey 1,000,000 362,661 1,000,000
CRF Asst - COVID19 - 31,137 125,000
Hurricane Laura Assistance - - TBD
Total 4,500,000 3,260,437 4,625,000
P.R. No. 21592
Updated 9/29/2020 vrt
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CITY MANAGER TO AMEND THE
EMERGENCY CONSULTING SERVICES CONTRACT WITH ARDURRA
GROUP LLC RELATING TO THE COVID-19 IN THE NOT TO EXCEED
AMOUNT OF $125,000 AS A RESULT OF THE CONTINUING
EXIGENCY OR EMERGENCY CIRCUMSTANCES.
WHEREAS, pursuant to Resolution 20-192, the City of Port Arthur entered into an
agreement with Ardurra Group, LLC, with regard to emergency services related to the
COVID-19 pandemic in an amount not to exceed $50,000.00; and
WHEREAS, applicable federal procurement standards authorize the temporary use
of noncompetitive procurement methods due to exigent or emergency circumstances; and
WHEREAS, as a result of the continuing exigency or emergency circumstances that
are a direct result of the COVID-19 pandemic and the continued public health and safety
crisis resulting therefrom, staff has recommended the need for an an increase of the total
contract compensation to $125,000 under the emergency provisions set forth by FEMA;
and
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 the City Manager is hereby authorized and directed to execute an
amendment to the contract with Ardurra Group, LLC, increasing the contract amount for
emergency consulting services for a new total contract amount not to exceed $125,000.
Section 3. That City Council hereby authorizes this amendment due to the exigent
circumstances that have resulted from the COVID-19 pandemic and the resulting public
health and safety crisis that has impacted the City of Port Arthur.
Section 4. That the City Council directs that staff immediately begin the process
of competitively procuring any further services that the City requires as it relates to the
COVID-19 pandemic in order to comply with the federal procurement requirements so that
the City will be adequately prepared after the emergency/exigency conditions subside.
Section 5. 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 Bartle, Mayor
ATTEST:
Sherri Bellard, City Secretary
APPROVED AS TO FORM:
Valecia R. Tizeno, Attorney
APPROVED FOR ADMINISTRATION:
Ronald Burton, City Manager