HomeMy WebLinkAboutPR 11765: TOBACCO GRANT MEMORANDUM
CITY OF PORT ARTHUR
TO:
FROM:
SUBJECT:
Steve Fitzgibbons, City Mana~
Ernestine Wade, RN, Directo~ ~/~,
Proposed Resolution No. 11765
Amendment to Contracts between the City of
Port Arthur and Three Sub-Contractors to increase
grant funding to perform additional Tobacco Prevention and
Control Activities
DATE: May 6, 2002
FILE: z:~ata\wp51d\tdh01-02\
tobcon2.cam
COMMENTS
FOR
ADMINISTRATION
USE
ONLY
* REQUESTED BY: Ernestine Wade, RN, Director
* PURPOSE EXPRESSED BY REQUESTOR:
* Amendment to Contracts between the
* City of Port Arthur and Three (3) Sub-contractors to
* increase their grant funding to perform additional
* tobacco prevention and control activities
* LOCATION: N/A
RECOMMENDATION
It is recommended that the City Council adopt Proposed Resolution No. 11765 authorizing the
City Manager to execute contract amendments between the City of Port Arthur and three
subcontractors to increase their grant funding so that they can perform additional tobacco
prevention and control activities.
BACKGROUND
In March 2002, the Texas Department of Health increased the grant award to the City of Port
Arthur in the amount of $61,314 so that we could increase our efforts in promoting, implementing,
and expanding effective tobacco use prevention and control programs in Port Arthur. The Health
Department is able to meet specific objectives required for the program by subcontracting with
local community groups and organizations.
Currently, the City of Port Arthur has sub-contracted with three organizations. With the increase
in funds that must be spent by August 31, 2002, the health department wishes to increase the
subcontractor's grant funding to allow for additional tobacco prevention and control activities.
Listed below are the names, amount of current funding, and the proposed amount of additional
funding for each subcontractor:
Port Arthur Health Department
MEMORANDUM
CITY OF PORT ARTHUR
Stephen Fitzgibbons, City Manager
May 6, 2002
Page 2
Original
Grant Award Increase
Total
Name Award
Lampein Youth Group $5,000 $5,000 $10,000
The Paxen Group $4,100 $5,900 $10,000
Willie Carter Community Outreach Center $4,100 $5,900 $10,000
BUDGETARY/FISCAL EFFECT:
This amendment will have no effect on city funding.
STAFFING/EMPLOYEE EFFECT:
None.
SUMMARY:
It is recommended that the City Council adopt P.R. No. 11765, authorizing the City Manager to
accept and execute contract amendments between the City of Port Arthur and three
subcontractors to increase their grant funding so that they can per[orm additional tobacco
prevention and control activities. This increase in grant awards will have no effect on city funding,
nor will staff currently funded through this program be affected.
Port Arthur Health Department
P.R. NO. 11765
4/29/02-YDA
RESOLUTION NO.
A RESOLUTION APPROVING THE ACCEPTANCE AND EXECUTION
TO INCREASE THE AMOUNT OF THREE SUBCONTRACTOR GRANT
AWARDS TO PERFORM ADDITIONAL TOBACCO PREVENTION
AND CONTROL ACTIVITIES FOR A TOTAL AMOUNT OF $16,860
Lampein Youth Group
The Paxen Group
Willie Carter Community Outreach Center
WHEREAS, a contract between the City of Port Arthur and Texas Department of
Health was approved on September 4, 2001, Resolution No. 01-248 to provide for tobacco
prevention and control activities; and,
WHEREAS, the Port Arthur City Health Department must collaborate with local
community groups, organizations and coalitions to provide tobacco prevention and control
activities;
WHEREAS, the Health Department has entered into contracts with three
subcontractors to perform these activities;
WHEREAS, due to additional funding for the tobacco program, the Health
Department wishes to increase the subcontractors grant awards by the following amounts:
Name Original Total
Grant Award Increase Award
$5,000 $5,000 $10,000
$4,100 $5,900 $10,000
$4,100 $5,900 $10,000
WHEREAS, the contract period will end on August 31, 2002; now therefore,
P.R. No. 11765
4/29/02
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF PORT ARTHUR:
THAT the Amended Contracts, copies of which are attached hereto and made a part
hereof as Exhibits "A", "B", and "C" are hereby approved; and,
THAT said Contracts are an exact duplicate of a City Standard Form Contract
except for the changes described in the Certificate of Standard Form Contract, a copy of
which is attached hereto as Exhibit "D" and is hereby incorporated by reference, and said
changes are hereby approved; and,
THAT the City Manager of the City of Port Arthur and Ernestine Wade, RN, Director
of the City's Health Department are hereby authorized and directed to execute said
Contracts on behalf of the City of Port Arthur; and,
THAT a copy of this Resolution be spread upon the Minutes of the City Council.
READ, ADOPTED AND APPROVED THIS DAY OF
A.D., 2002, at a Meeting of the City Council of the City of Port
Arthur, Texas, by the following vote: Mayor: ,
Councilmembers:
NOES:
ATTEST:
Mayor
Acting City Secretary
P.R. No. 1765
4/29/02
APPROVED AS TO FORM:
Mark Sokolow, City Attorney
APPROVED FOR ADMINISTRATION:
Stephen Fitzgibbons, City Manager
Ernestine Wade, RN, Directo(
APPROVED FOR AVAILABILITY OF FUNDS:
Rebecca Underhill, Director of Finance
EXHIBIT "A"
City
THIS AMENDMENT, made this
of Port Arthur, herein
Lampein Youth Group
Amended Contractual A~reement
14th dayof Ma~,
referenced to as
referenced to as "CONTRACTOR."
,2002 between the
the "CITY" AND
, hereinafter
IN WITNESS WHEREOF, that for and in consideration of payments, terms, and
conditions set forth herein, the City and the Contractor agree on the following:
1. The term of this contract amendment shall be from May 15, 2002 to August
31, 2002, unless sooner terminated under Paragrah 8 hereof.
2. The Contractor agrees to perform tobacco prevention and control activities as
outlined in the Contractor's attached grant application for an additional award amount of
~5,000.00, which increases the total award to $10,000.
3. The Contractor agrees to use funds awarded specifically for tobacc6 prevention
and elimination events and projects within the City of Port Arthur. Funds may not be used
for any other project.
4. The Contractor agrees to submit original receipts or invoices of purchases to the
City of Port Arthur Health Department along with a Request for Reimbursement form
before any expenses will be reimbursed. Health Department personnel will submit the
requests for reimbursement to the City's Accounting Division so that expenditures can be
properly documented and reimbursed.
5. The Contractor agrees to submit the required reports in a timely manner in
accordance with the specified format and requirements.
6. The Contractor agrees to indemnify the City and hold harmless the City of Port
Page 2 of 2
Arthur and its officers, agents, employees or assigns from any and all liability, including
claims, causes of action, or damages to property arising out of or in connection with the
work done by the Contractor under the terms of this contract.
7. It is expressly understood that, except for the grant reimbursement compensation
delineated in Paragraph 2, the Contractor waives any and all claims against the City of Port
Arthur, its agents, employees, and assigns for any charges to the Contractor, or damages
caused by the Contractor or to any party arising out of this contract.
8. This Contract may be terminated with thirty (30) days written notice by either
party.
THE CITY:
CITY OF PORT ARTHUR, TEXAS
Steve Fitzgibbons
ITS: City Mana.qer
CONTRACTOR:
Lampein Youth Group
BY:
Its:
MAY-03-~00~ 1~:05
p.~3
d
City of Port Arthur Health Department
And
Texas Department of Health
Office of Tobacco Prevention and Control
Community Tobacco Prevention Activities Additional Funds
Request
b
Applicam Name: I.,~unpe~ Youth Group
Projc . Budget
Comrmmlty Tobacco Prevention Activities Grant
Supplemental
P~rsonnel
__ Fringe Beaefits
_ Travel
Supples
FacUlty
Totali
$1468.00
N/A
$100.00
$2704.00
$248,00
$480.0O
$5000.00
$1468.00
N/A --
$1oo,0o
$2704.o0
$248.00
. $480.OO
$5000.00
Supplement Budget Nm~atlve
Clerical: typing, reproduction, computer data entry, statistics, analysis, evaluation and
other related dutiu8. Through August 31, 20?2_ $600.00
B. Lmapein Youth: PampMet and tier dimibution. Youth presentation at worl~hops.
Participation at all activities. Estimation six youth at $15.00 per youth limes four events
total cost ($3~0.00)
C. Fri~e BeneF~: N/A
D. ~quipment: Purchase of Compaq Comp~aer ($1599.00); Hewiett Packard (085)
printer, scanner, fax; ($499.00), and Sony Digital Camera DSC P7{ ($399.99) plus 8.25%
tax = $2704.00
Comp.u, ter Sl~Afiratiom: Compaq AMI! Aphlon 4 Proce~or 1600~ notebook
QuantiSpeed Architecture 14.1" ~ Display 1.4 ~ ?56 MB SDRAM memory
20 gigabyte hard drive 10/100 network cm~t wt. 6,39 lbs. / 1.64" thin DVD COMBO
CD/RW. MODEL # 7?5 U S
E. Supplie~: Ink Carlridgos, Paper, Pcn~ Pencils, office supplies, $248.00
F. Facilities: Offico space rental $160.00 per month x 3 months = $480.00
G. Travel: .34 cents per milc.
MAY-03-~00~ i~:OG
Coii~,u,mi~y Tdmcco Pmvemion and Com~ol Supplemental Gr~ Applicalion
May 2002 - August 2002
Applicam N~ne: Lampeiu Yomh Group
Projec~ Wink Plan
C_mals Objective Ac{ivitim Mo~ori~ /
"A. l~.r.~.~..~d A. ~ ~ A. C~ ~a ~
P~ ~ C~, ~ ~ ~ ~ $~ ~le ~ ~
~r p~. ~ au~a ~
~ ~ ~d fivo of
pi~e ~ of
~e~ by M~ 31,
- 2~2
Co~ ~ ~k H~ 'r~ p~ D~ T~ ~ ~
A~ 2~2.
: ~ly s~
17~70
C. ~,~ty C. C~u~ C. ~ ~' ~ ~
~ y~
TOTAL P.05
EXHIBIT "B"
City
Amended Contractual A~reement
THIS AMENDMENT, madethis 14th dayof May
of Port Arthur, herein referenced to as
ThePaXen Group, Inc.
,2002 between the
the "CITY" AND
, hereinafter
referenced to as "CONTRACTOR."
IN WITNESS WHEREOF, that for and in consideration of payments, terms, and
conditions set forth herein, the City and the Contractor agree on the following:
1. The term of this contract amendment shall be from May 15, 2002 to August
31, 2002, unless sooner terminated under Paragrah 8 hereof.
2. The Contractor agrees to perform tobacco prevention and control activities as
outlined in the Contractor's attached grant application for an additional award amount of
~;5~900.00, which increases the total award to $10,000.
3. The Contractor agrees to use funds awarded specifically for tobacco prevention
and elimination events and projects within the City of Port Arthur. Funds may not be used
for any other project.
4. The Contractor agrees to submit original receipts or invoices of purchases to the
City of Port Arthur Health Department along with a Request for Reimbursement form
before any expenses will be reimbursed. Health Department personnel will submit the
requests for reimbursement to the City's Accounting Division so that expenditures can be
properly documented and reimbursed.
5. The Contractor agrees to submit the required repods in a timely manner in
accordance with the specified format and requirements.
6. The Contractor agrees to indemnify the City and hold harmless the City of Port
Page 2 of 2
Arthur and its officers, agents, employees or assigns from any and all liability, including
claims, causes of action, or damages to property arising out of or in connection with the
work done by the Contractor under the terms of this contract.
7. It is expressly understood that, except for the grant reimbursement compensation
delineated in Paragraph 2, the Contractor waives any and all claims against the City of Port
Arthur, its agents, employees, and assigns for any charges to the Contractor, or damages
caused by the Contractor or to any party arising out of this contract.
8. This Contract may be terminated with thirty (30) days written notice by either
party.
THE CITY:
CITY OF PORT ARTHUR, TEXAS
Steve Fitzgibbons
ITS: City Manager
CONTRACTOR:
The Paxen Group, Inc.
BY:
Its:
TOT/M. BUDGI=T
Port A~hur City Health Depadment rdttokln0 Proglam (80)
Pm.l~lred March 1~ 20e'2 (MOD #2)
EMPLOYEE 3181.33,2
TRAVEL 135
V~ATERIAI..~ 2080
~ONSU~LE8 79
blI~C)U8 39.0
8UB'FOTAL 5514.9~?.
PERCENT 100.00~
~eFOR~NC,= PMNT. 30S.0eS;4
....... ~ ................. TO~'6.L ......... e~.000.000;Z
PERCENT t00~
Tide budget reflects the cost to provide a smoking prevention program to 52 youth of Port Arthur
TOTAL SERVED 80
Tabba~o RFp Budget 2002 mod2.wks
Port Arthur City Health Department Smoking Program (80)
Prelmmd Mar~h 16, ~0~)2 (MOD #2)
A. EMPLOYEE COST:
~i~:..~.!.;:.i'::.':::::.i:?::?:.:~'::'.::.!. D~ ~i~¢y':.:::: ~:.:..::~::: 0ii)~i~:~.:,!.: ~;o2~::::/.:~.:: ~:o,i.:~9:':.:..:~: 0:.-~::-;!:,:~..:.:: ~-,' :':,.::.:.:~
TRNG. MNGT, 3 300 900 '0 0 0 0 ' o00
INSTR (1) 17 120 2040 1~1,06 60.996 24,276 0 2281.33;
TOTAL 2940, 15(k06 60,996 24276 01 3181.332
B. TRAVEL CO~T:
~P':'.'::.':":':?~',-'.:'/.:i';'::'.'-::.'::'.".'!.!h ~':':':.~ 3i3:::":'::..;.:~..:~.:i::'! ======================= ~,~.::':i"!'-i:,::: ~;='-'~""' ":~;"':~';'"" '":
TRNG. MNGT. -- ........ -"'"~,'" u~f.~-!~.,.,~,,O~,....
200 ~0 0 0 60 VISIT SITES
INSTR (1) 250 75 0: 0 75 TRNG 81TE$
TOTAL 135 :0 0 13~
TOTAL
2C,~
CL~S~O0~ ~ii4i~ cu~IcuLu~
F. COI~UMABLE$:
8UPPUES TNG./CLASS'"" 2 12 24 ~LA~ CONSUMABL!
OFFICE SUPPLIES 3 5
15 3FFICE OPERATION
COPYING 2 5 1012OPYING FOR FILES,
POSTAGE 2 15 3....~0 3OSTAGE TO/FROM ~
TOTAL 7..~
YR
CCOUNTING
ORP.
G. MISCELLANEOUS:
~.CCTG/PYRLL 8ET. UP STF 11 5.35 ~
ACCTG/PYRL RUNS STAFF 1 14.25 14
9ACKGROUND CHECKS 0 25
tELEPHONE 1 20
TOTAL 3
14.25
STAFF SET UP FOR PAYROLL
STAFF RUN8 ON PAYROLL8
BACKGROUND CHECKS ON STAFF
TELEPHONE USE
EXHIBIT "C"
Amended Contractual A~reement
THIS AMENDMENT, made this 14th day of Ma), ,2002 between the
City of Port Arthur, herein referenced to as the"CITY" AND
The Willie Carter Community Outreach Center, Inc. ., hereinafter
referenced to as "CONTRACTOR."
IN WITNESS WHEREOF, that for and in consideration of payments, terms, and
conditions set forth herein, the City and the Contractor agree on the following:
i. The term of this contract amendment shall be from May 15, 2002 to Au.qust
3i, 2002, unless sooner terminated under Paragrah 8 hereof.
2. The Contractor agrees to perform tobacco prevention and control activities as
outlined in the Contractor's attached grant application for an additional award amount of
$5,900.00, which increases the total award to $i0,000.
3. The Contractor agrees to use funds awarded specifically for tobacco prevention
and elimination events and projects within the City of Port Arthur. Funds may not be used
for any other project.
4. The Contractor agrees to submit original receipts or invoices of purchases to the
City of Port Arthur Health Department along with a Request for Reimbursement form
before any expenses will be reimbursed. Health Department personnel will submit the
requests for reimbursement to the City's Accounting Division so that expenditures can be
properly documented and reimbursed.
5. The Contractor agrees to submit the required reports in a timely manner in
accordance with the specified format and requirements.
6. The Contractor agrees to indemnity the City and hold harmless the City of Port
Page 2 of 2
Arthur and its officers, agents, employees or assigns from any and all liability, including
claims, causes of action, or damages to property arising out of or in connection with the
work done by the Contractor under the terms of this contract.
7. It is expressly understood that, except forthe grant reimbursement compensation
delineated in Paragraph 2, the Contractor waives any and all claims against the City of Port
Arthur, its agents, employees, and assigns for any charges to the Contractor, or damages
caused by the Contractor or to any party arising out of this contract.
8. This Contract may be terminated with thirty (30) days written notice by either
party.
THE CITY:
CITY OF PORT ARTHUR, TEXAS
Steve Fitzgibbons
ITS: City Manager
CONTRACTOR:
The Willie Carter Community Center
BY:
Its:
Community Tobacco Prevention Activities Grant Application FY 2002
Applicant Name: Willie Carter Community Outreach Center, Inc.
Narrative.
The Willie Carter Community Outreach Center, Inc. will use the additional funding to conduct
additional presentations on tobacco awareness and prevention. We are planning at least two (2)
youth explosions, one at the end of the summer and the other is scheduled for July 27 before school
resumes.
The additional funding will also be used to purchase a small copier, laser printer and scanner. This
will aid us in producing flyers, informational pamphlets, promotional incentives, monthly reports,
and other items needed to do our activities.
Finally, we are planning to go to with three schools before the end of the school year: DeQueen
Elementary, Thomas Jefferson, and Booker T. Washington to make presentations to their students
on tobacco prevention.
Community Tobacco Prevention Activities Grant Application
Applicant Name: Willie Carter Community Outreach Center, Inc.
FY2002
III. Project Budget
Cost Categories Amount of Funding Requested
Personnel $ 2200.00
Fringe Benefits $
Travel $
Equipment $ 1600.00
Supplies $ 700.00
Other $ 1400.00
Total $ 5900.00
Budget Narrative
Please give a detailed description of the cost categories listed above in which funding is being
requested (use additional sheets ffnecessary).
EQUIPMENT PURCHASES '
For all equipment purchases, be sure to give detailed specifications to included: a description of
each item, the cost per unit, the number of units to be purchased, the total mount of the purchase,
the purpose for the item (s), why the equipment is necessary for the project, and how the applicant
determined or will determine that the cost is reasonable.
Stipend for Case Managers ................ $2200
Office Equipment ............................... $1600 Small copier/Laser Printer/Scanner
Supplies .............................................. $700
Billboard Lease, Incentives ................ $1400
(City of Port Adhur)
(L~w Depm trnent)
(Required Form)
(7/9/98}
(10/5/9g)
(3/t 5/9o)
(g-e-g4)
(p.2 Revised gl18/90)
EXHIBIT "D"
CERTIFICATE OF STANDARD FORM CONTRACT FOR LAW
DEPARTMENT REVIEW ANO CITY COUNCIL AGENDA
I cattily that the contract (hereinafler called 'said conSact') aflixed Io the altached proposed City Council Resolulion
No. ]. ]. 765 Is an exact duplicale of an applicable standard form contracf {Ihe tiUe of Wi~ich is shown below)
previously approved by the L~w department end adopled as a standard form by Cily Council Resolution. except for
blanks that have been lillad in with all necessary Inlormation and except lot the changes described below.
Tho title of the applicable standard form contract is:
[ ] Federally Funded Conslruclion Contract, Revised 1/5/88, 7/89, 8/99; 4/28/94
Non-Federally Funded Conslrucflon Contract, Revised 1/5/88, 7/89, 8/89; 4/28/94
Federal - Professional Services - Engineering Conlracl, Revised 1/5/88, 5/89 (§10) 7/89/(§8}; 10/09; 2/9f (~8)
[ I Non-Federal- Prolesslonal Services - El~gineering Contract. Revised 1/5/88, 5/80(§1o), 7/8g(~8), 10/89; 2/g1(~8)
[ ] CDBG - Prolessional Services - Engineering Contract, Revised 1/5/88, 5/89 (§10), 7/8g({8), 10/89; 2/91 (~8)
[ ] Federal - Prolasslonal Services -
Non-Engineering (Consullanl) Contracl, Revised 1/5/88, 5/89 (§$0), 7/89 (~8); 10/89; 2/91 (~8)
[ ] Non-Federal - Prolesslonel Services -
Non-Engineering [Consultant) Conlracl, Revised 1/5/88, 5/89 (§10), 7/89 (~8); 10/80; 2/91 (~8)
[ ] CDBG - Professional services -
Non-Engh~eeHng (Consugant) Contract, Revised 1/5/88, 5/89 (§10), 7/89 (~8); 10/99; 2/9t (~0)
[)~ Olher Standard Form Contract, described as follows: CORt'K'acts with subcontractors,
RESOLUTION NO. 02-52 dated 2/19/02 (LAMPEIN YOUTH GROUP)
RESOLUTION NO. 02-09 dated ~./8/02 (PAXEN GROUP AND NILLIE CARTER CTR)'
The changes are as follows: (Put an "X' In Ihe appropi'late I ))
[~ None.
[ J The following described provisions at Ihe Indlcaled page, seclion, etc. of Ihe slandard form have been deleled
from said conlract:'
DELETIONS
Page Number Secgon or Paragraph No. Subsection oF
Whm'e and Caption Subparagraph No.
Oeloled Provision Which and Caption
Is C.~nfains Provision Which Conlains Provision DescripUon or
Found On Standard Form De~eled From Form Delefed From Form provision Deleled
Page 1 of 2
(p,2 Revised 0/18/90)
(Certlficale of Standard Form Contract, page 2)
[ ~ The Iollowing described provisions at the Indicated page, seclion, etc. o! the standard form have been allered,
modified, replaced or olherwise changed:
ALTERATIONS, MODIFICATIONS, REPLACEMENTS, ETC.
Page fi & capllon
sub § & caption, elc.
Sub § or Sub 'il No. at said conhact
Page No. § or 1~ No. & Caption & Caption Description which conlalns
Where ' of of or altered, etc.
Provision Found Slandard'Form Standard Form Provision provision; &
on which which in Description of
Standard Forr~ Conlalns Provision Contains Provision Standard Form Alleralion otc.
[ ] The Iollowlng provisions have been added to Said Contracl:
Page, Seclion and Caption
Subsection and Captlon~ etc. o! Said Contrac! Which
Contains the Added Provision and Description Thereof
I further certify that said attached proposed City Council Resolution contains Ihe following provision:
'That said conhact Is an exact duplicate of a Cily Slandmd Form Conlract except for Ihe changes desclibed in tile
Cerflf~cale at Slandard Form Contract, a copy of which is allached helelo as Exhibil 'B' an~ is hereby incorporated by
reference, and said changes are hetb~y approved,'
I understand thai Ihis cedi§cale will be relied on By Ihe Law Depmlment in reviewing and approving (or rejecting)
as Io Iorm and by Ihe City Council in reviewing and adopling (or reJecling) said Resolution and Contract.
Page 2 of 2