HomeMy WebLinkAboutPR 15379: CHARLES & ASSOCIATES - WEED & SEED INITIATIVEINTEROFFICE MEMORANDUM
To: Stephen Fitzgibbons, City Manager
From: Colleen Russell, Director, Planning & Community Development
Re; P.R No. 15379
Date: July 20, 2009
RECOMMENDATION:
It is recommended that the City Council approve P.R No 15379. This resolution
authorizes the City Manager to execute the necessary documents to amend contracts with
Chazles & Associates, on behalf of the Port Arthur Weed and Seed Initiative.
BACKGROUND:
The City of Port Arthur serves as fiscal agent of federal grant funds received for the
support of Port Arthur's Weed and Seed Initiative. The City has entered into two
separate agreements with Charles & Associates to perform certain duties related to and
funded by the Port Arthur Weed and Seed grant. The City and consultant mutually agree
to amend the Scope of Services within each agreement so that all parties aze cleaz on
expectations.
BUDGETARY/FISCAL EFFECT:
Funds aze available for all expenditures in the Port Arthur Weed and Seed grant
(WS0701); account number 114-1051-517-59-00.
STAFFING/EMpLOYEE EFFECT:
None
SUMMARY:
It is recommended that the City Council approve P.R. No. 15379, authorizing the City
Manager to execute necessary documents to amend contracts with Chazles ~ Associates,
on behalf of the Port Arthur Weed and Seed Initiative.
P.R No. 15379
7/20/09 L.T.
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE CTI'Y MANAGER
TO EXECUTE NECESSARY DOCUMENTS TO AbIEND
PROFESSIONAL SERVICES CONTRACTS WITH
CHARLES & ASSOCIATES TO REFLECT CHANGES IN
SCOPE OF SERVICES ON BEHALF OF THE PORT
ARTHUR WEED AND SEED INITIATIVE.
WHEREAS, the City of Port Arthur entered into t•.vo separate contracts with Chazles &
Associates, per Resolution No. 09-278, as to perform certain duties related to and funded by the Port
Arthur Weed and Seed grant; and
WHEREAS, the City and Consultant mutually agree to amend the existing contracts to ensure
that all parties aze cleaz on the expectations; and
WHEREAS, the amendment does not involve a change in the contract amounts; and
WHEREAS, funding for each contract shall be through the Port Arthur Weed and Seed grant,
which has been awarded by the United States Department of Justice, Office of Justice Programs.
NOW THEREFORE, BE TT RESOLVED BY THE CITY COUNCIL OF THE CTTY OF
PORT ARTHUR, TEXAS:
Section i. That the facts and opinions in the preamble are true and correct.
Section 2. That the City Manager is herein authorized to execute an amendment to the
contracts with Charles & Associates, as attached hereto as Exhibits "A" and Exhibit "B".
P.R. NO. 15379
Section 3. That a copy of the caption of this Resolution be spread upon the Minutes of the
City Council.
READ, ADOPTED AND APPROVED on this _ day of , A.D., 2009, at a
Meeting of the City Council of the City of Port Arthur, by the following vote: AYES:
Mayor
Councilmembers
NOES:
MAYOR
ATTEST:
TERRI HANKS, CITY SECRETARY
APPhyOVEDJ S TO FORM:
CITUUY AT Y ~ ~'~"
APPROVED FOR ADIVIIlVISTRATION:
CITY MANAGER
2
EXHIBIT "A"
TO THE RESOLUTION
AMENDMENT TO CONTRACT FOR PROFESSIONAL SERVICES
Between the
City of Port Arthur Tegas
And
Charles & Associates
This will constitute an Amendment to the Contract for Professional Services entered into
by the above parties on June 30, 2009 to implement a Crime Prevention Conference. The
existing contract is amended as follows:
DESCRIPTION OF WORK
The consultant shall plan and design a 3-day Crime Prevention Conference to take place
prior to September 15, 2009.
Conference Planning Services will include, but aze not limited to:
• Conference Design & Program Planning Support
• Speaker & Facilitator Selection & Coordination
• Conference Registration & Database Management
• Conference Material Design & Production
• On-Site Support
• ExhibiWendor Management
• Academic Accreditation
• Post Conference Analysis
The consultant shall facilitate five sepazate workshops during the Crime Prevention
Conference:
Day One Topic(s) will include, but are not limited to:
Conflict Management
How to live in a culturally diverse community
Day Two Topic(s) will include, but are not limited to:
Bully Prevention
Campus Crime Stoppers
Day Three Topic(s) will include, but are not limited to:
Effects of Drugs & Crime on Neighborhoods
COMPENSATION
The consultant shall perform the Description of Work, for a total amount of $5,000.
Travel, guest speakers, materials, and supply expenses will not be covered under this
contract. The breakdown of services is as follows:
The consultant shall plan and design the 3-day Crime Prevention Conference for
an amount not to exceed $3,000.
The consultant shall facilitate five workshops at a rate of $400 per workshop, for
a total amount not to exceed $2,000.
Payments will be made as follows:
$1, 500 upon the completion and submission of written conference design
(including training materials);
$1,500 upon completion of conference and submission of Conference Plan Book;
$2,000 upon completion of five (5) workshops during the 3-day Crime Prevention
Conference.
The Conference Design (including training materials) and Conference Plan Book will be
utilized by Port Arthur Weed and Seed in replicating the Crime Prevention Conference.
The conference will be considered complete after the submission of participant
evaluation forms and facilitator report forms, prior to September 15, 2009.
All other sections of the contract remain the same.
The parties have made and executed this Amendment to the contract a of this date:
. 2009.
City of Port Arthur Teas
By:
Date:
Approved:
Stephen Fitzgibbons, City Manager
Charles & Associates
Date:
City Attorney
EXHIBIT "B"
TO THE RESOLUTION
AMENDMENT TO CONTRACT FOR PROFESSIONAL SERVICES
Between the
City of Port Arthur Teaas
And
Charles & Associates
This will constitute an Amendment to the Contract for Professional Services. entered into
by the above parties on June 30, 2009 to implement Neighborhood Leadership Training.
The existing contract is amended as follows:
DESCRIPTION OF WORK
The Consultant shall design and facilitate athree-day Neighborhood Leadership Training
event designed to assist residents in improving their leadership skills.
Day One Topic(s) will include, but are not limited to:
Designing & Leading Effective Meetings
Conflict Resolution
Day Two Topic(s) will include, but are not limited to:
Defining & Solving Neighborhood Problems
Decision Making
Day Three Topic(s) will include, but are not limited to:
Effective Communication
Public Speaking
COMPENSATION
The Consultant shall perform the Description of Work for a total amount of $3,'700.
Travel, guest speakers, materials, and supply expenses wilt not be covered under this
contrail.
Payment will be made in two installments:
(1) $1,300 upon completion and submission of the written training design (including
training materials).
(2) $2,400 upon completion of the three-day Neighborhood Leadership Training.
The training design will be utilized by Port Arthur Weed and Seed in replicating the
Neighborhood Leadership Training. The training will be considered complete after the
submission of participant evaluation forms, and facilitator report forms, prior to
September 15, 2009.
All other sections of the contract remain the same.
The parties have made and executed this Amendment to the contract as of this date:
2009.
City of Port Arthur Togas
By:
Date:
Approved:
Stephen Fitzgibbons, City Manager
Charles & Associates
By:
City Attorney