CC SR 20190319 H - Grant Mgmt for Santa Monica Catch Basin Insert ProjectRANCHO PALOS VERDES CITY COUNCIL MEETING DATE: 03/19/2019
AGENDA REPORT AGENDA HEADING: Consent Calendar
AGENDA DESCRIPTION:
Consideration and possible action to contract with Blais & Associates, Inc. for continued
grant management services regarding the Santa Monica Bay Catch Basin Insert
Project.
RECOMMENDED COUNCIL ACTION:
1) Authorize the Mayor and City Clerk to execute Amendment No. 1 to the
Professional Services Agreement with Blais & Associates, Inc., subject to
approval as to form by the City Attorney.
FISCAL IMPACT: The recommended action will result in a total authorized
expenditure of $38,150. This project is included in the FY18-19 Capital Improvement
Budget and will be funded by Capital Improvement funds, Proposition 84 Grant, and the
Memorandum of Understanding by the adjacent Cities.
Amount Budgeted: $412,200
Additional Appropriation: $38,150
Account Number(s): 330-400-8709-8004
ORIGINATED BY: Charles Eder, PE, Senior Engineer
REVIEWED BY: Elias Sassoon, PE, Director of Public Works
APPROVED BY: Doug Willmore, City Manager
ATTACHED SUPPORTING DOCUMENTS:
A. Amendment No. 1 to Professional Services Agreement with Blais &
Associates, Inc. (page A-1)
B. Blais & Associates, Inc. Proposal (page B-1)
BACKGROUND AND DISCUSSION:
Blais & Associates, Inc. (B&A), which is a professional grant management firm,
previously helped the City, with its partnering cities of Palos Verdes Estates (PVE) and
Rolling Hills Estates (RHE), to secure the Proposition 84 grant for the Catch Basin
Insert Project. The City also contracted with B&A to assist the Cities with the
management of the $600,000 grant from the State Water Resources Control Board.
They have been preparing the reports, tracking the requirements, and performing
general coordination with the State Board to keep this grant active and in compliance
prior to and during construction. Staff intends to utilize B&A’s continued services for the
1
duration of this grant, during the construction phase of this project for the next two
years, including close-out of the grant.
The Cities applied for and were awarded a Proposition 84 Grant from the State Water
Resources Control Board (State Board) for the Catch Basin Insert Project (Project) on
December 19, 2016. The grant award is $600,000 with a combined estimated local
match of $412,163. A total of 818 of the catch basins are located in RPV, and the City
is responsible for $246,473 of the combined local match. The Cities of PVE and RHE
are responsible for the remaining $165,690. This project helps the City meet some of
its NPDES requirements. Over $300,000 of this grant fund will assist the City to meet
this requirement.
Contracts Amount
United Storm Contract $744,943
10% Contingency $74,495
PSOMAS Contract $226,680
Blais & Associates Contract $52,650
Total Contracts $1,098,768
FY 18-19 Budget Amount Account #
Local Match - RPV, RHE, PVE $412,200 330-400-8709-8004 & 8807
Prop 84 $600,000 332-400-8709-8807
Total Budget $1,012,200
(Previously Approved) Additional
Appropriation $48,418 330-400-8709-8807
Additional Appropriation $38,150 330-400-8709-8807
The project involves installing over 1,300 connector pipe screen (CPS) units in existing
catch basins draining into Santa Monica Bay to implement the requirements for the
2012 Municipal Separate Storm Sewer System (MS4) Permit.
The terms of the agreement (i.e., hourly rate, mileage reimbursement) are the same as
the previous agreement. The agreement would be extended an additional 25 months,
up to the scheduled close-out of the grant.
ALTERNATIVES:
In addition to the Staff recommendation, the following alternative actions are available
for the City Council’s consideration:
1. Do not enter into an Agreement with B&A, thereby terminating their
services for this project effective March 13, 2019.
2
AMENDMENT NO. 1
TO AGREEMENT FOR CONTRACTUAL SERVICES
THIS AMENDMENT TO THE AGREEMENT FOR CONTRACTUAL SERVICES
(“Amendment”) by and between the CITY OF RANCHO PALOS VERDES (“City”) and Blais &
Associates, Inc., a Texas corporation (“Consultant”) is effective as of the 19th day of March, 2019.
RECITALS
A. City and Contractor entered into that certain Agreement for Contractual Services dated
March 13, 2018 (“Agreement”) whereby Contractor agreed to provide Grant Management Services.
B. City and Contractor now desire to amend the Agreement to extend Grant Management
Support Until the end of the close out of the grant.
TERMS
1. Contract Changes. The Agreement is amended as provided herein. Deleted text is
indicated in strikethrough and added text in bold italics.
1.1 Contract Sum.
Subject to any limitations set forth in this Agreement, City agrees to pay Consultant the
amounts specified in the “Schedule of Compensation” attached hereto as Exhibit “C” and
incorporated herein by this reference. The total compensation, including reimbursement for actual
expenses, shall not exceed Fourteen Thousand Five Hundred Dollars ($14,500) Fifty-Two Thousand
Six Hundred Fifty Dollars ($52,650) (the “Contract Sum”), unless additional compensation is
approved pursuant to Section 1.8.
1.2 Term.
Unless earlier terminated in accordance with Article 7 of this Agreement, this Agreement shall
continue in full force and effect until completion of the services but not exceeding one (1) years three
(3) years from the date hereof, except as otherwise provided in the Schedule of Performance (Exhibit
“D”).
A-1
01203.0001/308425.2 -2-
EXHIBIT “A”
SCOPE OF SERVICES
Grant Management Quote
Date Prepared Rev. 1: February 26, 2019 (original February 11, 2019)
Performance Period for B&A Grant Management Services Years 2 and 3 plus grant closeout activities: March 13, 2019 through April 12, 2021 (25 months)
Performance Period for Grant
48 months (4 years) (42 months from 10/01/17 to 03/31/21 plus 6 months for close-out process)
Eligible Start Date: October 1, 2017
Work Completion Date: February 28, 2021
Final Disbursement Request Date: March 31, 2021
Records Retention Term End Date: February 28, 2057
Activity Hours Total Cost
File Maintenance, Tracking Table, and Organization. Includes continued maintenance of all forms, contracts, files and other
documentation to withstand a federal, state, and/or Single Audit, and maintaining the Master Tracking Table for reporting
and invoicing requirements.
45
$
$4,500.00
Quarterly Performance Reports. Collect backup materials, complete quarterly performance report, file report with funding
agency. Eight (8) Quarterly Performance Reports at 8 hours each = 64 hours total. Reports are due 45 days following the
end of the calendar quarter (March, June, September, and December).
64
$6,400.00
Quarterly Request for Reimbursement, and Final Request for Reimbursement. Collect supporting documents, complete
request for reimbursement, file report. Four reimbursement requests per year x 10 hours each x 2 years = 80 hours total. One
final reimbursement request x 8 hours = 8 hours. Time includes correspondence with the funding agency and ensuring
payment is received and reconciled.
88
$
$8,800.00
Project Close-Out Reports (Draft Final Project Report; Final Project Report; and Final Project Summary).
1) Assist the client to prepare and submit to the Grant Manager, for review and comment, a Draft Final Project Report in a
format provided by the Water Board.
2) Assist the client to prepare and submit the Final Project Report that addresses, to the extent feasible, comments made by
the Grant Manager on the Draft Final Project Report and submit one (1) reproducible master copy and an electronic copy of
the final. Assist client in uploading the Final Project Report to the FAAST system.
3) Assist the client in preparing a brief Final Project Summary of the information contained in the Final Project Report using a
format provided by the Grant Manager, and include accomplishments, recommendations, and lessons learned, as
appropriate. Assist client in uploading an electronic copy of the Final Project Summary in pdf format to the FAAST system.
60
$
$6,000.00
Agency Monthly Grant Calls, All-Hands Call, and General Coordination. Participate in monthly Agency grant call with
Client. Coordinate and lead a bi -monthly project management meeting with project manager, financial personnel, and
other contractors involved with project execution to review Tracking Table and ensure grant compliance.
1) Estimate one hour for each monthly Agency Grant call. 24 calls x 1 hr/e = 24 hours.
2) Estimate one hour for each bi-monthly all-hands call plus additional allowance for preparation and follow -up items. 12
calls x 1 hour each = 12 hours for calls plus an additional 12 hours for follo w-up and preparation for each call = 24 hours
total.
3) Interim calls and correspondence with Client and funding agency to address unexpected issues including budget
amendments and time extensions, etc. for 16 hours total.
24 hours + 24 hours + 16 hours = 64 hours total.
64
$
$6,400.00
Audit Binder. Prepare a hard copy audit binder for the client that contains all materials related to grant management to
withstand a federal, state or single audit. Contents of audit binder will also be provided to the client in electronic format (flash
drive)
20
$
$2,000.00
Contingency. Allowance for requests from Client for assistance with other grant management activities not specifically
included above.
35
3
,
5
0
0
$3,500.00
SUBTOTAL 376 $ $37,600
Total Labor Cost for Grant Management Services $37,600.00 $ $37,600.00
Direct Costs (charged at cost, no mark-up)
Open Voice Direct Conference Call Charges, Year 1 $250.00 $ 250.00
Postage, reproduction costs, and materials for audit binder $300.00 $ 300.00
SUBTOTAL Direct Costs Per Application $ $550.00 $ 550..00
Year 1 Total $14,500.00
Years 2 and 3 Total $38,150.00
Grand Total $52,650.00
A-2
01203.0001/308425.2 -3-
EXHIBIT “C”
SCHEDULE OF COMPENSATION
I. Consultant shall perform the following tasks at the following rates:
RATE TIME SUB-BUDGET
A. Agency/City Grant
Kick-off Meeting, File
Set-Up, Tracking
Table, and
Organization
$100.00 20 Hours
65 Hours
$2,000.00
$6,500.00
B. Quarterly
Performance Reports,
Annual Progress
Report
$100.00 32 Hours
96 Hours
$3,200.00
$9,600.00
C. Quarterly Request for
Reimbursement, and
Final Request for
Reimbursement
$100.00 30 Hours
118 Hours
$3,000.00
$11,800.00
D. Agency Monthly Grant
Calls, All-Hands Call,
and General
Coordination
$100.00 62 Hours
122 Hours
$6,200.00
$12,200.00
E. Project Close-Out
Reports (Draft Final
Project Report; Final
Project Report; and
Final Project
Summary).
$100.00 64 Hours $6,400.00
F. Audit Binder $100.00 20 Hours $2,000.00
G. Contingency $100.00 35 Hours $3,500.00
Direct Costs $100.00
$650.00
TOTAL $100.00 144 Hours
520 Hours
$14,500.00
$52,650
A-3
01203.0001/308425.2 -4-
A.
2. Continuing Effect of Agreement. Except as amended by this Amendment, all
provisions of the Agreement shall remain unchanged and in full force and effect. From and after the
date of this Amendment, whenever the term “Agreement” appears in the Agreement, it shall mean the
Agreement, as amended by this Amendment to the Agreement.
3. Affirmation of Agreement; Warranty Re Absence of Defaults. City and Contractor
each ratify and reaffirm each and every one of the respective rights and obligations arising under the
Agreement. Each party represents and warrants to the other that there have been no written or oral
modifications to the Agreement other than as provided herein. Each party represents and warrants to
the other that the Agreement is currently an effective, valid, and binding obligation.
Contractor represents and warrants to City that, as of the date of this Amendment, City is not
in default of any material term of the Agreement and that there have been no events that, with the
passing of time or the giving of notice, or both, would constitute a material default under the
Agreement.
City represents and warrants to Contractor that, as of the date of this Amendment, Contractor
is not in default of any material term of the Agreement and that there have been no events that, with
the passing of time or the giving of notice, or both, would constitute a material default under the
Agreement.
4. Adequate Consideration. The parties hereto irrevocably stipulate and agree that they
have each received adequate and independent consideration for the performance of the obligations
they have undertaken pursuant to this Amendment.
5. Authority. The persons executing this Amendment on behalf of the parties hereto
warrant that (i) such party is duly organized and existing, (ii) they are duly authorized to execute and
deliver this Amendment on behalf of said party, (iii) by so executing this Amendment , such party is
formally bound to the provisions of this Amendment , and (iv) the entering into this Amendment does
not violate any provision of any other agreement to which said party is bound.
[SIGNATURES ON FOLLOWING PAGE]
A-4
01203.0001/308425.2 -5-
IN WITNESS WHEREOF, the parties hereto have executed this Agreement on the date and
year first-above written.
CITY:
CITY OF RANCHO PALOS VERDES, a
municipal corporation
____________________________________
, Mayor
ATTEST:
_________________________________
City Clerk
APPROVED AS TO FORM:
ALESHIRE & WYNDER, LLP
_________________________________
City Attorney
CONTRACTOR:
BLAIS & ASSOCIATES, INC. a Texas
corporation
By: ________________________________
Neil C. Blais
President & CEO
By: ________________________________
Destin Blais
Founder
Address: Blais and Associates, Inc.
4017 Moonlight Dr.
Little Elm, TX 75068
Two corporate officer signatures required when Contractor is a corporation, with one signature required from
each of the following groups: 1) Chairman of the Board, President or any Vice President; and 2) Secretary, any
Assistant Secretary, Chief Financial Officer or any Assistant Treasurer. CONTRACTOR’S SIGNATURES
SHALL BE DULY NOTARIZED, AND APPROPRIATE ATTESTATIONS SHALL BE INCLUDED AS MAY BE
REQUIRED BY THE BYLAWS, ARTICLES OF INCORPORATION, OR OTHER RULES OR REGULATIONS
APPLICABLE TO CONTRACTOR’S BUSINESS ENTITY.
A-5
01203.0001/308425.2
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
On __________, 2019 before me, ________________, personally appeared ________________, proved to me on the
basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the
instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true
and correct.
WITNESS my hand and official seal.
Signature: _____________________________________
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could
prevent fraudulent reattachment of this form.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
INDIVIDUAL
CORPORATE OFFICER
_______________________________
TITLE(S)
PARTNER(S) LIMITED
GENERAL
ATTORNEY-IN-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER_______________________________
______________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_____________________________________________
_____________________________________________
___________________________________
TITLE OR TYPE OF DOCUMENT
___________________________________
NUMBER OF PAGES
___________________________________
DATE OF DOCUMENT
___________________________________
SIGNER(S) OTHER THAN NAMED ABOVE
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the
document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document.
A-6
01203.0001/308425.2
CALIFORNIA ALL-PURPOSE ACKNOWLEDGMENT
STATE OF CALIFORNIA
COUNTY OF LOS ANGELES
On __________, 2019 before me, ________________, personally appeared ________________, proved to me on the
basis of satisfactory evidence to be the person(s) whose names(s) is/are subscribed to the within instrument and
acknowledged to me that he/she/they executed the same in his/her/their authorized capacity(ies), and that by his/her/their
signature(s) on the instrument the person(s), or the entity upon behalf of which the person(s) acted, executed the
instrument.
I certify under PENALTY OF PERJURY under the laws of the State of California that the foregoing paragraph is true
and correct.
WITNESS my hand and official seal.
Signature: _____________________________________
OPTIONAL
Though the data below is not required by law, it may prove valuable to persons relying on the document and could
prevent fraudulent reattachment of this form.
CAPACITY CLAIMED BY SIGNER DESCRIPTION OF ATTACHED DOCUMENT
INDIVIDUAL
CORPORATE OFFICER
_______________________________
TITLE(S)
PARTNER(S) LIMITED
GENERAL
ATTORNEY-IN-FACT
TRUSTEE(S)
GUARDIAN/CONSERVATOR
OTHER_______________________________
______________________________________
SIGNER IS REPRESENTING:
(NAME OF PERSON(S) OR ENTITY(IES))
_____________________________________________
_____________________________________________
___________________________________
TITLE OR TYPE OF DOCUMENT
___________________________________
NUMBER OF PAGES
___________________________________
DATE OF DOCUMENT
___________________________________
SIGNER(S) OTHER THAN NAMED ABOVE
A notary public or other officer completing this certificate verifies only the identity of the individual who signed the
document to which this certificate is attached, and not the truthfulness, accuracy or validity of that document.
A-7
Quote Prepared by:
Destin Blais
(949) 589-6338
dblais@blaisassoc.com
7545 Irvine Center Drive
Suite 200
Irvine, CA 92618
www.blaisassoc.com
Client Name
Client Contact
Additional Client Contact
Grant Agency Name and Grant Program / Account Name
Project Name or Activities
Date Prepared
Grant Award
Local Match
Other Funds
Cost for Grant Mgmt. Services as Percent of Grant Award 6.36%
Cost for Grant Mgmt. Services as Percent of Total Project Cost
Performance Period for B&A Grant Management Services
Performance Period of Grant
Hourly Rate
Grant Agreement Number(s)D1712201
Audit Binder. Prepare a hard copy audit binder for the client that contains all materials related to grant management to
withstand a federal, state or single audit. Contents of audit binder will also be provided to the client in electronic format
(flash drive).20 $2,000.00
Postage, reproduction costs, and materials for audit binder
Please see "Notes and Assumptions" below.
Grand Total
SUBTOTAL Direct Costs Per Application
250.00$
550.00$
250.00$
550.00$
$6,400.00
$8,800.00
$6,000.00
$6,400.00
$3,500.00
64
88
60
64
35
$600,000
$100 per hour
48 months (4 years) (42 months from 10/01/17 to 03/31/21 plus 6 months for close-out process)
Eligible Start Date: October 1, 2017
Work Completion Date: February 28, 2021
Final Disbursement Request Date: March 31, 2021
Records Retention Term End Date: February 28, 2057
File Maintenance, Tracking Table, and Organization. Includes continued maintenance of all forms, contracts, files and
other documentation to withstand a federal, state, and/or Single Audit, and maintaining the Master Tracking Table for
reporting and invoicing requirements.
Years 2 and 3 plus grant closeout activities: March 13, 2019 through April 12, 2021 (25 months)
$443,371
Not Applicable
3.66%
Hours
45
Total Cost
$4,500.00
Grant Management Quote
Grant Management Services for Santa Monica Bay Restoration Commission Prop 84 Grant Program (Catch Basin Inserts
for RPV, PHE, RHE)
Rev. 1: February 26, 2019 (original February 11, 2019)
City of Rancho Palos Verdes, CA
Charles Eder, Senior Engineer
Elias Sassoon, Director of Public Works
Santa Monica Bay Catch Basin Insert Project
Quarterly Performance Reports. Collect backup materials, complete quarterly performance report, file report with funding
agency. Eight (8) Quarterly Performance Reports at 8 hours each = 64 hours total. Reports are due 45 days following the
end of the calendar quarter (March, June, September, and December).
Activity
SUBTOTAL
Direct Costs (charged at cost, no mark-up)
Open Voice Direct Conference Call Charges
Contingency. Allowance for requests from Client for assistance with other grant management activities not specifically
included above.
Project Close-Out Reports (Draft Final Project Report; Final Project Report; and Final Project Summary).
1) Assist the client to prepare and submit to the Grant Manager, for review and comment, a Draft Final Project Report in a
format provided by the Water Board.
2) Assist the client to prepare and submit the Final Project Report that addresses, to the extent feasible, comments made
by the Grant Manager on the Draft Final Project Report and submit one (1) reproducible master copy and an electronic copy
of the final. Assist client in uploading the Final Project Report to the FAAST system.
3) Assist the client in preparing a brief Final Project Summary of the information contained in the Final Project Report using
a format provided by the Grant Manager, and include accomplishments, recommendations, and lessons learned, as
appropriate. Assist client in uploading an electronic copy of the Final Project Summary in pdf format to the FAAST system.
Total Labor Cost for Grant Management Services
Work performed by B&A that is outside of the scope of this estimate will be billed at $100 per hour.
Quarterly Request for Reimbursement, and Final Request for Reimbursement. Collect supporting documents, complete
request for reimbursement, file report. Four reimbursement requests per year x 10 hours each x 2 years = 80 hours total.
One final reimbursement request x 8 hours = 8 hours. Time includes correspondence with the funding agency and ensuring
payment is received and reconciled.
Agency Monthly Grant Calls, All-Hands Call, and General Coordination. Participate in monthly Agency grant call with
Client. Coordinate and lead a bi-monthly project management meeting with project manager, financial personnel, and
other contractors involved with project execution to review Tracking Table and ensure grant compliance.
1) Estimate one hour for each monthly Agency Grant call. 24 calls x 1 hr/e = 24 hours.
2) Estimate one hour for each bi-monthly all-hands call plus additional allowance for preparation and follow-up items. 12
calls x 1 hour each = 12 hours for calls plus an additional 12 hours for follow-up and preparation for each call = 24 hours
total.
3) Interim calls and correspondence with Client and funding agency to address unexpected issues including budget
amendments and time extensions, etc. for 16 hours total.
24 hours + 24 hours + 16 hours = 64 hours total.
$38,150.00 $38,150.00
300.00$ 300.00$
376
$37,600.00 $37,600.00
$37,600.00
RPV: Prop 84 Grant Management 1 of 2B-1
Quote Prepared by:
Destin Blais
(949) 589-6338
dblais@blaisassoc.com
7545 Irvine Center Drive
Suite 200
Irvine, CA 92618
www.blaisassoc.com
Signature of Authorized Agent Approving Costs and Authorizing Notice to Proceed Date
Printed Name of Authorized Agent
1) This quote is for 25 months of B&A grant management services (Years 2 and 3 plus closeout activities: March 13, 2019 through April 12, 2021) to continue assisting Client with maintaining files,
organization, grant compliance, and project management as it relates to schedule and budget.
3) B&A kindly requests a Notice to Proceed no later than March 13, 2019 to continue providing grant management services. If NTP is not received by March 13, 2019 grant management
assistance will terminate.
Please note that this quote is an estimate for services based on current conditions and understandings. Many factors often change during the management of a grant contract
that may or may not increase the amount of labor and materials necessary to perform the services successfully. If during the course of work, B&A believes the work is taking
longer than originally estimated, B&A will immediately notify the contract point of contact and either mutually agree to a change order or discuss alternatives. Additionally, B&A
only charges for actual work performed. The total cost to perform the tasks may be less than quoted herein.
2) Project management is the responsibility of the Client. B&A will help ensure compliance with grant/awarding agency rules and regulations but completion of the Prop 84-funded project is the
responsibility of the Client.
Notes and Assumptions
RPV: Prop 84 Grant Management 2 of 2B-2