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Ordinance No. 14,358ORDINANCE NO. 14,358 AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS, AUTHORIZING AND DIRECTING THE CITY MANAGER TO EXECUTE A WORK AUTHORIZATION WITH PUBLIC MANAGEMENT, INC., FOR THE BAYLAND MARINA MAINTENANCE DREDGING PROJECT; AUTHORIZING PAYMENT BY THE CITY OF BAYTOWN IN AN AMOUNT NOT TO EXCEED THIRTY-FIVE THOUSAND AND NO/100 DOLLARS ($35,000.00); MAKING OTHER PROVISIONS RELATED THERETO; AND PROVIDING FOR THE EFFECTIVE DATE THEREOF. ******************************************************************************** WHEREAS, on January 17, 2019, the City entered into a Grant Administration Services Agreement with Public Management, Inc., and WHEREAS, the City desires Public Management, Inc., to perform additional administrative services related to the Bayland Marina Maintenance Dredging Project; and WHEREAS, such services will be performed pursuant to the Work Authorization, which will be issued pursuant to the above -referenced Grant Administration Services Agreement between the parties; NOW THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF BAYTOWN, TEXAS: Section 1: That the City Council of the City of Baytown hereby authorizes and directs the City Manager to execute a Work Authorization with Public Management, Inc., for the Bayland Marina Maintenance Dredging Project. A copy of such authorization is attached hereto as Exhibit "A" and incorporated herein for all intents and purposes. Section 2: That the City Council of the City of Baytown authorizes payment to Public Management, Inc., in an amount not to exceed THIRTY-FIVE THOUSAND AND NO' 100 DOLLARS ($35,000.00) for the services specified in Section 1 hereof. Section 3: That the City Manager is hereby granted general authority to approve a decrease or an increase in costs by FIFTY THOUSAND AND NO/100 DOLLARS ($50,000.00) or less, provided that the amount authorized in Section 2 hereof may not be increased by more than twenty-five percent (25%). Section 4: This ordinance shall take effect immediately from and after its passage by the City Council of the City of Baytown. INTRODUCED, READ and PASSED by the affirmative vote of the City ouncil of the City of Baytown this the 261h day of March, 2020. BRANDON CAPETILLO, Mayor ATTEST: .--h &Elf LE ICIA BRYSCH, CiYy Clerk APPROVED AS TO FORM: eTgN—ACIO RAMIREZ, SR., y A orney ' ,COBFS01 •Legal Karen'Files City Council Ordinances\2020\March 26 WorkAuthorizationwithPublicManagement.doc Exhibit "A" PD PUBLIC MANAGEMENT EST.1982 Work Authorization Co ntract For work associated to BaVland Marina Maintenance Dredging Project , as described in Exhibit "A," which is attached hereto and incorporated herein for all intents and purposes, and in consideration of the foregoing, Client agrees to pay Contractor a fee not to exceed: THIRTY-FIVE THOUSAND DOLLARS AND 0/100 ($35,000) The fees are payable upon receipt of invoice from Contractor in accordance with the following schedule for Administrative Services. GENERAL ADMINISTRATIVE SERVICES Procurement & Bidding $8,750.00 Pre -Construction Conference & Notice to Proceed $8,750.00 50% Construction Complete $7,000.00 As-Built/COCC/Final Labor Requirements $7,000.00 Closeout Packet Approval $3,500.00 TOTAL FEE $35,000.00 It is also agreed that payments to such Contractor shall be subject to adjustment where monitoring reviews or audits by the client indicate that personal services were compensated at greater than reasonable rates. PD PUBLIC MANAGEMENT 0O. "X .027 .EVELAND. TEXAS 77328 t827 PATRICK K. WILTSHIRE President/CEO Chief Elected Official ATTEST: Public Management, Inc. Administrative Services I JIID PUBLIC MANAGEMENT EST 1982 Attachment II Corporate Hourly Rate & Fee Schedule PUBLIC MANAGEMENT, INC. 2020 Hourly Rate Principal Contractor $200.00/HR Project Manager $185.00/HR Planner $185.00/HR Assistant Project Manager $150.00/HR GIS Technician $140.00/HR Executive Assistant $110.00/HR Contract Hourly rates for personnel not listed will be billed at direct payroll cost REIMBURSABLE EXPENSES • Travel (vehicle miles traveled) at allowable IRS rate per mile. • Actual cost of subsistence and lodging. • Actual cost of long distance telephone calls, expenses, charges, delivery charges, and postage. • Actual invoiced cost of materials required for the job and used in drafting and allied activities, including printing and reproduction. This rate schedule will be applicable through December 31, 2020. In January, 2021, if increases are necessary due to increases in wages or other salary related costs, the rates shown will be adjusted accordingly. Public Management, Inc. Administrative Services JLID PUBLIC MANAGEMENT EST.1982 GENERAL ADMINISTRATION SERVICES Exhibit "A" Scope of Work Administrative Duties The Team will coordinate, as necessary, between Client and any other appropriate service providers (i.e. Engineer, Environmental, etc.), contractor, subcontract and/or administrative agency to effectuate the services requested. • Oversee the project and achieve all of the project goals within the constraints given by the funding agency; • Develop and implement project phases to plan, budget, oversee, and document all aspects of the specific project; • Coordinate all activities related to the project's successful completion with all other professionals and organizations associated with this project. D.—AL—r The Team will assist the Client with maintaining all records generated by the program. This includes all records required by the funding agency and the Client (i.e. program management records). • Complete filing system will be developed and maintained at Client's office; • Both physical and electronic form of records will be developed and accessible; • Records will be updated as necessary to ensure compliance with funding source and administrative agency; • Records will be retained for the appropriate period of time as dictated by the funding agency, with electronic records available for perpetuity. Finnnrini mn—uamnr The Team will assist the Client in keeping the general journal, general ledger, cash receipts journal and all other necessary financial documents, as well as monitor the Client's financial system. • Utilize and assist with the agency's system of record to complete milestones, submit documentation, reports, draws, change requests, etc.; • Request fund expenditure in -line with project milestones; • Develop a detailed Contract Ledger; • Establish a filing system that accurately and completely reflects the financial expenditures of the program and project(s). • Keep track of disbursement of funds and ensure that the vendors are paid within the required timeframe set out by the funding agency. Construction Management. The Team will coordinate and supervise the project to ensure designated activities are realizing the intended outcomes as stated in contract documents. We will oversee specialized contractors and other personnel and allocate necessary resources. • Assist the Client in submitting/setting up project applications in the Agency's system of record; • Coordinate the development, completion, and execution of contract documents to ensure supporting documentation is in order; • Conduct regular on -site visitations and assessments; • Development and maintenance of construction management status log; • Recommendation and development of scope realignments as prescribed by the project's complexities. 1 PUBLIC MANAGEMENT HST.1982 CONTRACT ADMINISTRATION SERVICES Scope of Work The Team will work with the Client's staff to provide the necessary administrative and planning services to see the project to completion. The Team will meet with officials on a regular basis to review progress on the objectives of the project and then take actions to see that those objectives are met. • Act as the Client's liaison to the funding agency in all matters concerning the project; • Coordinate communication via email, conference call, facsimile, and direct meetings to ensure the project is on schedule and all parties are properly informed; • Prepare and submit any necessary reports required by the funding agency during the course of the project (i.e. Monthly/Quarterly Progress Reports, Project Monitoring Reports, Project Completion Reports, etc.); • Provide Client staff specific instructions on the necessary administrative procedures that will assure a successful project; • Establish and maintain record keeping systems; • Assist with resolving monitoring and audit findings. Procurement/tsiaaing/contractink Procurement is the process through which an entity obtains goods and services from vendors. The Team will assist the Client in following appropriate procurement procedures to obtain professional and construction services necessary to complete the project. • Provide assistance to ensure compliance with Local Government Code Chapter 252 as applicable to goods and services; • Provide assistance to ensure compliance with 2 CFR 200.320 (Methods of Procurement to be Followed). Labor standards Monitorin The Team will ensure that all labor standards laws and regulations are observed during the course of the project. The Team will structure the program so that all procurement procedures and contracts will meet equal opportunity requirements. The Team will also ensure that the contractors make affirmative efforts to employ minority persons and minority subcontractors. Ensure compliance with laws regarding Labor Standards, which include: • Davis -Bacon Act (40 USC Chapter 31, Subchapter IV); • Contract Work Hours & Safety Standards Act (CWHSSA); • Copeland (Anti -Kickback) Act (18 USC 874; 40 USC 3145); • Fair Labor Standards Act. Contract close-out Assistance. The Team will prepare any necessary reports required by the funding agency to close out the project. The Team will work with the Client in preparing the annual audits and necessary actions to ensure the project reaches the "Administratively Closed" status. • Ensure projects outcomes are in line with contract documents and funding agency's goals and objectives; Ensure project beneficiaries are appropriately documented and reported; Develop, complete, and submit project completion report(s) and any other necessary administrative completion documents.