HomeMy WebLinkAboutPR 17049: AMENDING CONTRACT WITH DEPT OF STATE HEALTH SERVICES FOR PUBLIC HEALTH EMERGENCY PREPARDNESS PROGRAM Memorandum
City of Port
Texas
Health Department
TO: John A. Comeaux, P.E., Acting City Manager
FROM: Yoshi D. Alexander, MBA -HCM, Health Director
DATE: May 8, 2012
SUBJECT: Proposed Resolution No. 17049
Approval of a Contract Amendment between the City of Port Arthur and
the Department of State Health Services Public Health Emergency
Preparedness program
RECOMMENDATION
It is recommended that the City Council approve Proposed Resolution No. 17049
authorizing the Acting City Manager to approve an amendment to the FY 2011 -2012
Contract between the City of Port Arthur and the Department of State Health Services
Public Health Emergency Preparedness Program increasing the total grant award by
$7,613 from $70,979 to $78,592 with a non -cash match of $7,145.
BACKGROUND
This contact amendment extends the current contract to August 31, 2012 to align with the
state's fiscal year; extends the equipment purchase date; and adds additional funds for the
month of August 2012 to cover operational costs. The additional $7,613 will increase the
total grant award from $70,979 to $78,592 with a non -cash match of $7,145.
BUDGETARY /FISCAL EFFECT:
This amendment includes an additional $7,613 that will be used for salaries /fringe. With
this additional funding, the required 10% non -cash will increase from $6,453 to $7,145
which will be in the form of in -kind services. The Health Department will keep records
and documentation to support the in -kind contribution. Since this match is non -cash, it
will not affect the city's budget.
STAFFING/EMPLOYEE EFFECT:
This additional funding will support salaries /fringe benefits for one employee.
SUMMARY:
It is recommended that the City Council approve Proposed Resolution No. 17049
authorizing the Acting City Manager to approve an amendment to the FY 2011 -2012
Contract between the City of Port Arthur and the Department of State Health Services
Public Health Emergency Preparedness Program increasing the total grant award by
$7,613 from $70,979 to $78,592 with a non -cash match of $7,145.
P. R. NO. 17049
5/8 /2012 -yda
RESOLUTION NO.
A RESOLUTION AMENDING THE FY 2011 -2012 CONTRACT
BETWEEN THE CITY OF PORT ARTHUR AND THE
DEPARTMENT OF STATE HEALTH SERVICES FOR THE
PUBLIC HEALTH EMERGENCY PREPAREDNESS PROGRAM
TO INCREASE THE GRANT BY $7,613 FROM $70,979 TO $78,592
WHICH INCLUDES A NON -CASH MATCH OF $7,145 AND
EXTENDING THE CONTRACT TERM TO AUGUST 31, 2012
WHEREAS, the contract between the City of Port Arthur and the Department of
State Health Services provides financial assistance to the Port Arthur City Health
Department to supplement the delivery of public health services; and,
WHEREAS, the FY 2011 -2012 contract will allow the City of Port Arthur to
prepare and respond to bioterrorism, outbreaks of infectious disease, and other public
health threats and emergencies in accordance with an established set of public health
preparedness capabilities; and,
WHEREAS, this amendment extends the current contract to August 31, 2012 to
align with the state's fiscal year; extends the equipment purchase date; and adds
additional funds for the month of August 2012 to cover operational costs; and,
WHEREAS, this amendment will increase the total grant award by $7,613 from a
total contract award of $70,979 to $78,592 for the period August 1, 2011 through August
31, 2012 which includes a 10% non -cash match of $7,145.
NOW THEREFORE BE IT RESOLVED BY THE CITY COUNCIL OF
THE CITY OF PORT ARTHUR:
Section 1. That, the facts and opinions are true and correct.
P. R. NO.
17049
Page 2
Section 2. That, the City Council of the City of Port Arthur hereby approves
the contract between the City of Port Arthur and the Department of State Health Services
for the Public Health Preparedness Program.
Section 3. That, the City Council deems it is in the best interest of the City to
approve and authorize the City Manager and the Director of the City's Health
Department to execute the contract between the Department of State Health Services and
the City of Port Arthur, TX in substantially the same form as attached hereto as Exhibit
Section 4. That, a copy of the cap tion of this Resolution be spread upon the
Minutes of the City Council.
READ, ADOPTED, AND APPROVED, this day of May 2012
A.D., at a Regular Meeting of the City Council of the City of Port Arthur, Texas by the
following Vote:
AYES: Mayor:
Council members:
NOES:
P. R. NO. 17049
Page 3
I I
Mayor
ATTEST:
Sherri Bellard, City Secretary
APPROVED AS TO FORM:
\ra
Valecia zen , C't Attorney
J
APPROVED FOR ADMINISTRATION:
•
John A. Comeaux, P.E., Acting City Manager � shi D. Alexander, MBA -HCM
Acting City Manager r erector of Health Services
APPROVED FOR AVAILABILITY OF FUNDS:
221424
Deborah Echols, CPA, Director of Finance
EXHIBIT "A"
1
DEPARTMENT OF STATE HEALTH SERVICES
� -'1E 61e
;:::; �,
Amendment
To
The Department of State Health Services (DSHS) and CITY OF PORT ARTHUR (Contractor) agree to amend
the Program Attachment # OO1A (Program Attachment) to Contract # 2011 - 038697 (Contract) in
accordance with this Amendment No. 001B : Public Health Emergency Preparedness (PHEP) , effective
04/25/2012 .
The purpose of this Amendment is to extend contractor's current contract to August 31, 2012 to align with state
fiscal year (FY), extend the equipment purchase date, add additional funds for the month of August to cover
operational costs, and change Contractor name.
Therefore, DSHS and Contractor agree as follows:
PROGRAM ATTACHMENT NO.-004A OO1B
Contract Term is revised as follows:
TERM: 08/01/2011 THRU: 07/31/2012 08/31/2012
Changes as per Categorical Budget.
SECTION VIII. SPECIAL PROVISIONS, is revised as follows:
Contractor is required to initiate the purchase of equipment approved under
amp this Program Attachment no later than April--30 August 31, 2012 as documented by
issue of a purchase order or written order confirmation from the vendor on or beforeApril--30, August
31, 2012. In addition, all equipment must be received no later than-60 sixty (60) calendar days
following the end of the Program Attachment term.
All other terms and conditions not hereby amended are to remain in full force and effect. In the event of a
conflict between the terms of this contract and the terms of this Amendment, this Amendment shall control.
Department of State Health Services Contractor 1
Signature of Authorized Official Signature of Authorized Official
Date: Date:
Bob Burnette, C.P.M., CTPM Name:
Director, Client Services Contracting Unit Title:
Page - 1 of 2
I
1100 WEST 49TH STREET Address:
AUSTIN, TEXAS 78756
(512) 458 -7470
Phone:
Bob.Burneue@dshs.state.tx.us
Email:
Page - 2 of 2
DEPARTMENT OF STATE HEALTH SERVICES
lt 6e" < 0 rn
M'.O ollo '(/ yC.
K %A �.
1100 WEST 49TH STREET
AUSTIN, TEXAS 78756 -3199
CATEGORICAL BUDGET CHANGE REQUEST
DSHS PROGRAM: Public Health Emergency Preparedness (PHEP)
CONTRATOR: CITY OF PORT ARTHUR
CONTRACT NO: 2011 - 038697
CONTRACT TERM: 08/01/2011 THRU: 08/31/2012
BUDGET PERIOD: 08/01/2011 THRU: 08/31/2012 CHG: OO1B
DIRECT COST (OBJECT CLASS CATEGORIES)
Current Approved Budget (A) Revised Budget (B) Change Requested
Personnel $43,663.00 $48,949.00 $5,286.00
Fringe Benefits $20,928.00 $23,255.00 $2,327.00
Travel $360.00 $360.00 $0.00
Equipment $0.00 $0.00 $0.00
Supplies $0.00 $0.00 $0.00
Contractual $0.00 $0.00 $0.00
Other $6,028.00 $6,028.00 $0.00
Total Direct Charges $70,979.00 $78,592.00 $7,613.00
INDIRECT COST
Base ($) $0.00 $0.00 $0.00
Rate ( %) 0.00% 0.00% 0.00%
Indirect Total $0.00 $0.00 $0.00
PROGRAM INCOME
Program Income $0.00 $0.00 $0.00
Other Match $6,453.00 $7,145.00 $692.00
Income Total $6,453.00 $7,145.00 $- 692.00
LIMITS /RESTRICTIONS
Advance Limit $0.00 $0.00 $0.00
Restricted Budget $0.00 $0.00 $0.00
SUMMARY
Cost Total $70,979.00 $78,592.00 $7,613.00
Performing Agency Share $6,453.00 $7,145.00 $692.00
Receiving Agency Share $64,526.00 $71,447.00 $6,921.00
Total Reimbursements Limit $64,526.00 $71,447.00 $6,921.00
JUSTIFICATION
This amendment is to extend contractor's current contract to August 31, 2012 to align with state fiscal year (FY), extend the equipment
purchase date, add additional funds for the month of August to cover operational costs, and change Contractor name. _
Financial status reports are due: 11/30/2011, 03/01/2012, 05/30/2012, 08/31/2012, 10/30/2012