Title
A Resolution to Approve the First Amendment to the Professional Consulting and Project Services Agreement with EnCompass360 Inc.
Summary
Under a previous resolution (21-1155-RES), Council approved to enter into an agreement with EnCompass360 (EC360) for certain other services under “Phase 2” comprising of Project Management, Grant Management, Reimbursements, Reporting, Inspections and Project Closeout. The terms and conditions of Foley’s grant application for the work have changed, and the details of the work itself have changed, since the Agreement was first executed. FEMA’s rules, programs and/or regulations have changed since the date of the Agreement, and FEMA’s grant approval(s) have changed since the date of the first grant approval. EC360 has performed additional services for Foley beyond the scope of the Agreement, all which have benefited Foley. Foley and EC360 mutually desire to amend the terms of the Agreement as set forth in the attached First Amendment. EC360 will perform FEMA/AEMA Grant Administration Management Support and Subrecipient Management Cost (SRMC) tasks and activities along with performing FEMA/AEMA Project/Construction Management Support activities for managing, coordinating, and oversight of the construction process from project scoping to project completion. Council previously approved $260,000 for the contract with EC360, $60,000 was spent in the initial application to FEMA. Staff requests to increase the expense budget by $78,938.50 for the additional grant administrative fee and $278,938.50 in the grant revenue account since this fee is 100% reimbursed by FEMA. At this time, staff does not believe a budget adjustment is necessary for the project/construction management support portion of the contract since to bid that was accepted for the building construction came in under budget. The total cost for these services within the First Amendment is $390,500.00 with the grant covering 90% of the cost and the City's being responsible for 10%.
Budgetary Impact:
Capital Project
In current year Capital Projects Plan:
__X___ Yes, planned FY26 amount $4,578.700, requesting an additional $78,938.50 under account 400-9200-5100 HMGP- Safe Room Expense account and $278,938.50 to 400-9200-4200 HMGP-Grant Safe Room (FEMA) Revenue account.
_____ No, requesting $___________ as total project estimate, including contingencies, under account #____________________
Body
WHEREAS, under a previous resolution (21-1155-RES), Council approved to enter into an agreement with EnCompass360 (EC360) for certain other services under “Phase 2” comprising of Project Management, Grant Management, Reimbursements, Reporting, Inspections and Project Closeout, and
WHEREAS, the terms and conditions of Foley’s grant application for the work have changed, and the details of the work itself have changed, since the Agreement was first executed, and
WHEREAS, EC360 has performed additional services for Foley beyond the scope of the Agreement, all which have benefited Foley, and
WHEREAS, Foley and EC360 mutually desire to amend the terms of the Agreement as set forth in the attached First Amendment, and
WHEREAS, EC360 will perform FEMA/AEMA Grant Administration Management Support and Subrecipient Management Cost (SRMC) tasks and activities along with performing FEMA/AEMA Project/Construction Management Support activities for managing, coordinating, and oversight of the construction process from project scoping to project completion, and
WHEREAS, Council previously approved $260,000 for the contract with EC360 with $60,000 being spent in the initial application to FEMA so staff requests to increase the expense budget $78,938.50 for the additional grant administrative fee and $278,938.50 in the grant revenue account since the fees are 100% reimbursed by FEMA.
NOW THEREFORE BE IT RESOLVED that the City Council of the City of Foley, Alabama, as follows:
SECTION 1: City of Foley approves the First Amendment to the Professional Consulting and Project Services Agreement with EnCompass360 Inc.
SECTION 2: Approves the budget increase of $78,938.50 to 400-9200-5100 HMGP- Safe Room Expense account and $278,938.50 to 400-9200-4200 HMGP-Grant Safe Room (FEMA) Revenue account.
SECTION 3: Council authorizes Mayor, Clerk and other City officials to sign the contracts and other documents required to proceed.
SECTION 4: This Resolution shall become effective immediately upon its adoption as required by law.