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Home My WebLink AboutPR 22380: APPROVAL OF CONTRACT RENEWAL WITH ARDURRA RELATED TO HURRICANE HARVEY 1iii////,ii,, e) # Ciry Tr-tar www.PortArthurTx.gov INTEROFFICE MEMORANDUM Date: 02/4/2022 To: The Honorable Mayor and City Council Through: Ron Burton, City Manager From: Kandy Daniel, Interim Director of Finance RE: PR No. 22380 - Approval of Contract renewal with Ardurra Group for recovery grant management and administration services related to Hurricane Harvey projects Introduction: The intent of this Agenda Item is to seek City Council's approval a one-year contract renewal with Ardurra Group in an amount not to exceed an additional $120,000 for recovery grant management and administration services related to Hurricane Harvey projects. The new contract period will end on April 1, 2023. 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). "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 4\1!+1/////% City of 0, I www.PortArthurTx.gov On March 17, 2020, the City Council approved Resolution 20-096 authorizing a second-year contract renewal with Ardurra Group in an amount not to exceed an additional $1.05 million (Total contract amount 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. On March 2, 2021, the City Council approved Resolution 21-073 authorizing a third-year contract renewal with Ardurra Group in an amount not to exceed an additional $2.22 million (Total contract amount not to exceed $6.72 million). $3.62 million is for FEMA Public Assistance and FEMA 406 Mitigation related Projects and $3.1 million is for FEMA 404 Mitigation project development and project management activities. This proposed resolution authorizes the execution of a fourth-year contract renewal with Ardurra Group in an amount not to exceed an additional $120,000 (Total contract amount not to exceed $6.84 million). $3.74 million is for FEMA Public Assistance and FEMA 406 Mitigation related Projects and $3.1 million is for FEMA 404 Mitigation project development and project management activities. Budget Impact: The additional contract amount of$120,000 will be paid from the Hurricane Harvey account #147-07-015-5420-00-40-000, project #DS2617-GRE-PRO. Fund availability is subject to reimbursement from FEMA and/or other sources. Recommendation: It is recommended that City Council approve a one-year contract renewal with Ardurra Group in an amount not to exceed an additional $120,000 for recovery grant management and administration services related to Hurricane Harvey projects. The new contract period will end on April 1, 2023. "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 P.R.No.22380 2/4/22 KD RESOLUTION NO. A RESOLUTION AUTHORIZING A ONE YEAR RENEWAL OF THE CONTRACT WITH ARDURRA GROUP, LLC FOR DISASTER RECOVERY GRANT MANAGEMENT AND ADMINISTRATION SERVICES AND PROVIDING ADDITIONAL CONTRACT FUNDING OF $120,000; FUND AVAILABILITY IS SUBJECT TO REIMBURSEMENT FROM FEMA AND/OR OTHER SOURCES;TO BE PAID FROM HURRICANE HARVEY ACCOUNT#147-07-015-5420-00-40-000,PROJECT NUMBER DS2617-GRE-PRO. 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, On March 17, 2020,the City Council approved Resolution 20-096 authorizing a one year extension with Ardurra Group,LLC for recovery grant management and administration services; and WHEREAS, On March 2, 2021,the City Council approved Resolution 21-073 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 renewal of the agreement for one year with an amended termination date of April 1, 2023. Section 3. That the City Council hereby authorizes an increase to the total contract compensation amount from $3.62 million to$3.74 million for FEMA Public Assistance and FEMA 406 Mitigation projects will remain at $3.1 million for FEMA 404 project development and project management activities, for a total additional contract amount not to exceed $120,000 (See attachment "A" for contract summary). 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 , 2022 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: L'ak [Fite+ + a r. (r t-iNia s andy Daniel, Interim Finance Director ATTACHMENT "A" (Contract Summary—Ardurra Group, LLC) Ardurra Group Contract Summary 1/18/2022 Harvey Project Public 404 Resolution# Assistance Development Total 18-120 1,700,000 1,700,000 19-096 1,000,000 750,000 1,750,000 20-096 800,000 250,000 1,050,000 21-073 120,000 2,100,000 2,220,000 Total Approved 3,620,000 3,100,000 6,720,000 Additional Requested 120,000 120,000 Total 3,740,000 3,100,000 6,840,000 ATTACHMENT "B" (Contract with Ardurra Group, LLC) A A R D U R R A 2032 Buffalo Terrace Houston,TX 77019 www.ardurragroup.com February 8, 2022 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 disaster recovery and grant management tasks associated with the Harvey disaster, COVID19, Hurricane Laura and the Winter Storm declaration. 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 challenges that have been faced over the past several years. 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 and associated Task Orders for Hurricane Harvey Public Assistance, 404 Hazard Mitigation, COVID 19, Hurricane Laura and the Winter Storm which terminate April 1, 2022, and March 2,2022 respectively. which are set to terminate on March 2, 2022. The following amendments are presented for your review and approval: striletlifeugh language to be deleted and underlined language to be added 3. Term and Termination: The agreement for COVID and Hurricane Laura shall be amended to terminate on March 2, 2023, Harvey Public Assistance and Hazard Mitigation shall terminate on April 1, 2023 and the Winter Storm Task Order will terminate on September 2, 2022. 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 the limits as set in the below table. CONTRACT CONTRACT NOT TO PROJECTED POTENTIAL PERIOD TASK EXCEED NON- PROJECT AMOUNT REIMBURSED AWARD CITY COSTS *Secured March 2022— COVID19 from$175K to $30K $2.4M* March 2023 Public $225K Assistance April 2022— Harvey PA from$3.62M to $2.5M $46M April 2023 $3.74M April 2022— Harvey 404 from $3.1M to $100K $42M April 2023 HMGP $3.1M March 2022— Hurricane Laura from$120K to $100K $1 M* March 2023 FEMA Public $160K Assistance March 2022— Winter Storm From$25K to $11K $168K Sept 2022 $28K At the current level of anticipated reimbursement from the various programs and sources of funding for the above projects,the City will pay from its own funding sources $2.54M for the above project support. This represents approximately a 2.8%investment on potentially more than $90,000,000.00 in funds to the City,with approximately$50M having been received and/or obligated. CITY shall pay Consultant in accordance with the Texas Government Code 2251. Consultant must submit invoices for all services for Harvey PA,Harvey 404 HMGP, COVD191 Hurricane Laura, and the Winter Storm,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, Craig Taffaro Ardurra Technical Director- Federal Recovery Programs