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HomeMy WebLinkAbout25F - AGMT - GRANT MANAGEMENT SERVICESREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: AUGUST 5, 2013 TITLE: AGREEMENT AMENDMENT WITH WILLDAN HOMELAND SOLUTIONS FOR GRANT MANAGEMENT SERVICES CITY MANAGER RECOMMENDED ACTION CLERK OF COUNCIL USE ONLY: APPROVED ? As Recommended ? As Amended ? Ordinance on 1" Reading ? Ordinance on god Reading ? Implementing Resolution ? Set Public Hearing For CONTINUED TO FILE NUMBER Authorize the City Manager and the Clerk of the Council to execute an agreement amendment for on-site grant management services with Willdan Homeland Solutions in an annual amount not to exceed $125,000. The United States Department of Homeland Security (DHS) has developed the Urban Areas Security Initiative (UASI) funding program. UASI provides funds to local emergency first responders to enhance security and overall preparedness to prevent, respond to, and recover from acts of terrorism. The grant specifically provides funding for anti-terror equipment, planning, training, exercises and technical assistance. Under the UASI funding program, the City of Santa Ana has been designated as an Urban Area Core City and serves as the grant recipient responsible for the management and administration of the grant funds for Orange County cities. The City of Santa Ana has also been designated by the California Office of Emergency Services (Cal-OES) to serve as the recipient and fiscal agent for several additional grants including the Public Safety Interoperable Communications (PSIC) grant program in FY2007, and the Interoperable Emergency Communications Grant Program (IECGP) in FY2008, FY2009 and FY2010. These grant programs have been managed by the Homeland Security Division of the Santa Ana Police Department. Beginning in 2010 as part of the IECGP grant program, grant management services have been provided by Willdan Homeland Solutions. The on-site grant management services provided by Willdan Homeland Solutions include, but are not limited to, assisting with the development of grant applications, ensuring grant finances are processed appropriately and in compliance with established Federal, State, and local policies, as well as maintaining and updating UASI sub-recipient guidelines and policies to include new laws, rules, and requirements issued by DHS and Cal-EMA. The staff member provided by Willdan Homeland Solutions has developed the special skills and knowledge needed to effectively manage the Homeland Security grants awarded to the City of Santa Ana. 25F-1 Agreement with Willdan Homeland Solutions August 5, 2013 Page 2 The Santa Ana Police Department Homeland Security Division is satisfied with the grant management services provided by Willdan Homeland Solutions under the original three-year agreement and recommends exercising the first of two optional one-year extensions. The current contract, which expires August 31, 2013, includes approximately $100,000 for labor, $10,000 for training and transportation, and a $15,000 contingency for unanticipated expenditures, for a total agreement amount of $125,000. Willdan Homeland Solutions requested a 5 percent cost of living adjustment for labor costs. This increase was determined to be reasonable, fair, and well within the range expected for such services. The new agreement includes approximately $106,000 for labor, $10,000 for training and transportation, and a $9,000 contingency, for a total agreement amount of $125,000. FISCAL IMPACT Funds are available in the following UASI Grant Fund accounts (nos. 12514407-62300 and 12514491-62300). APPROVED AS TO FUNDS AND ACCOUNTS: Carlos Rojas Francisco Gutierrez _- Acting Chief of Police Executive Director Police Department Finance & Mgt. Services Agency 25F-2 FIRST AMENDMENT TO AGREEMENT THIS FIRST AMENDMENT TO AGREEMENT is entered into on August 5, 2013, by and between Willdan Homeland Solutions, a California corporation ("Consultant") and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). RECITALS: A. The parties entered into that certain Agreement A-2012-184, dated September 4, 2012, (hereinafter "said Agreement") by which Consultant has provided grant management services. B. In accordance with the terms and conditions of said Agreement, the parties wish to amend the Compensation to increase the hourly pay rate, increase total compensation to pay for services during the extended term, and exercise the first of two options to extend the term for an additional one-year period. Additionally, the parties wish to amend the required certifications to conform to the Department of Homeland Security funding requirements. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this First Amendment to Agreement, the parties agree as follows: 1. Section 2.a., COMPENSATION, shall be amended to increase compensation by $125,000.00, to pay for grant management services provided during the one-year term commencing September 1, 2014. The hourly billing rate shall be increased to $53.70, effective February 1, 2013. Section 4, TERM, shall be amended to extend the term one-year, through August 31, 2014. The Agreement may be extended for one additional one-year period on the written agreement of the parties. 3. Section 17, CONSULTANT CERTIFICATIONS, shall be amended to add anew subsection n, to read in full as follows: "n. Consultant may copyright any books, publications or other copyrightable materials developed in the course of or under this Agreement. However, the federal awarding agency, State Administrative Agency (SAA) and City reserve a royalty-free, non- exclusive, and irrevocable license to reproduce, publish or otherwise use, and to authorize others to use, for federal government, SAA and/or City purpose: (1) the copyright in any work developed through this Agreement; and (2) any rights of copyright to which the subcontractor purchases ownership with support through this grant. The Federal government's, SAA's and City's rights identified above must be conveyed to the publisher and the language of the publisher's release form must ensure the preservation of these rights." 25F-3 4. Except as hereinabove amended, all terms and conditions of said Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to Agreement on the date and year first written above. ATTEST: MARIA D. HUIZAR Clerk of the Council APPROVED AS TO FORM: SONIA R. CARVALHO City Attorney By: Laura Sheedy Assistant City Attorney CITY OF SANTA ANA KEVIN O'ROURKE Acting City Manager WILLDAN HOMELAND SOLUTIONS (NAME) (Title) 25F-4