Baldwin County, Alabama
File #: 25-0160    Version: 1
Agenda section: Consent Status: Agenda Ready
File created: 10/25/2024 Meeting type: Baldwin County Commission Regular
On agenda: 11/5/2024 Final action:
Agenda item title: First Amendment to Contract for Professional Services with MB3 Inc. d/b/a Civix for Planning Phase of General Grant and Management, Project Management, and Capacity Building for CDBG-DR Subaward for Baldwin County Commission
Attachments: 1. Professional Services - First Amendment, 2. Attachment A
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Meeting Type:   BCC Regular Meeting

Meeting Date:  11/5/2024

Item Status:   New

From: Roger H. Rendleman, County Administrator; Brian Underwood, Grants Director; Wanda Gautney, Purchasing Director

Submitted by:  Katrina Taylor, Grants Administrator

______________________________________________________________________

 

ITEM TITLE

Title

First Amendment to Contract for Professional Services with MB3 Inc. d/b/a Civix for Planning Phase of General Grant and Management, Project Management, and Capacity Building for CDBG-DR Subaward for Baldwin County Commission

End

STAFF RECOMMENDATION

Recommendation

Approve the First Amendment to the Contract for Professional Services with MB3 Inc. d/b/a Civix in the amount of $211,345.00 for the Planning Phase of the General Grant and Management, Project Management, and Capacity Building for the Community Development Block Grant - Disaster Recovery (CDBG-DR) Subaward.

The term of such contract is effective on the date of full execution and shall terminate on February 29, 2025. 

BACKGROUND INFORMATION

 

Background: 

The Commission, during its March 3, 2024, meeting, awarded the Contract to MB3 Inc. d/b/a Civix in the amount of $370,081.00 for the Planning Phase of the General Grant and Management, Project Management, and Capacity Building for the CDBG-DR Subaward and authorized the Chairman to execute the Contract.

 

The First Amendment to the Contract for Professional Services will extend the scope of services for the program planning phase through February 29, 2025.

 

The Commission, during its November 7, 2023, meeting authorized staff to advertise the Request for Proposals for the General Grant and Management, Project Management, and Capacity Building for the Community Development Block Grant - Disaster Recovery (CDBG-DR) Subaward.  The RFPs were received in the Purchasing Office on December 20, 2023, at 2:00 P.M. Fourteen (14) firms submitted a proposal and after review by Brian Underwood, Buford King, Wanda Gautney and Susan Kilby, four (4) firms were selected to give a presentation to the committee.  The firms were evaluated on the criteria listed in the RFP.  The evaluation committee consisted of Roger Rendleman, Brian Underwood, Katrina Taylor, Wanda Gautney and Susan Kilby.  After viewing the four (4) presentations by the firms, and reviewing their qualifications and prices, the evaluation committee felt that MB3 Inc. dba Civix had the most advantageous proposal for the County for the Planning Phase.

 

On February 3, 2022, and May 24, 2022, the U.S. Department of Housing and Urban Development (HUD) allocated a total of $501,252,000.00 to the State of Alabama for the purpose of assisting in long-term recovery from major disasters, Hurricanes Sally and Zeta, that occurred in 2020. The Baldwin County Commission, as a subrecipient of the Alabama Department of Economic and Community Affairs (ADECA), will utilize CDBG-DR funds to implement a wide range of housing, infrastructure, economic development, and mitigation activities.  The County expects to receive up to $44,361,686.00 in CDBG-DR funds, corresponding to ADECA’s allocation received from HUD.  Consistent with ADECA’s subaward of funds in the amount of $1,000,000.00, the Commission is required to develop an individual Local Recovery Plan (LRP) as detailed in the State of Alabama Action Plan for Disaster Recovery that identifies and describes the activities eligible for CDBG-DR funding.

 

Previous Commission action/date: 

March 3, 2024 - The BCC awarded the Contract to MB3 Inc. d/b/a Civix in the amount of $370,081.00 for the Planning Phase of the General Grant and Management, Project Management, and Capacity Building for the CDBG-DR Subaward and authorize the Chairman to execute the Contract.

 

December 19, 2023 - The BCC accepted the CDBG-DR sub-award from ADECA in the amount of $1,000,000 for the development of a Local Recovery Plan (LRP) to identify local unmet needs resulting from Hurricanes Sally and Zeta in 2020 through outreach and coordination with impacted stakeholders; and approved the Subrecipient Agreement No. DR-21-001, with ADECA; and authorized the Chairman to execute the agreement and any related documents.

 

November 7, 2023 - The BCC approved the Request for Proposals (RFP) for General Grant Coordination and Management, Project Management, and Capacity Building for the CDBG-DR Subaward and authorized the Purchasing Director to advertise the RFP; and authorized the Chairman / Purchasing Division Commissioner for the BCC to approve any necessary addendums or clarifications if required after the RFP is advertised.

 

November 16, 2022 - The BCC authorized staff to proceed with preparing a Request for Proposals (RFP) document for the development of the CDBG-DR Local Recovery Plan for Baldwin County.

 

October 4, 2022 - The BCC approved and authorized the Chairman to execute a letter to ADECA providing comments in response to the CDBG-DR Draft Action Plan.

 

FINANCIAL IMPACT

 

Total cost of recommendation: $211,345.00 in CDBG-DR funds

 

Budget line item(s) to be used:  28270020.51990 - Professional Services

 

If this is not a budgeted expenditure, does the recommendation create a need for funding?  N/A

 

LEGAL IMPACT

 

Is legal review necessary for this staff recommendation and related documents? 

Yes

 

Reviewed/approved by: Pending legal review by County Attorney (KDT)

 

Additional comments: N/A

 

ADVERTISING REQUIREMENTS

 

Is advertising required for this recommendation?  N/A

 

If the proof of publication affidavit is not attached, list the reason: N/A

 

FOLLOW UP IMPLEMENTATION

 

For time-sensitive follow up, select deadline date for follow up: N/A

 

Individual(s) responsible for follow up: Administration - obtain Chairman’s signature on Agreement and email correspondence.

 

Action required (list contact persons/addresses if documents are to be mailed or emailed): 

Ted Guillot, tguillot@gocivix.com

Angela Trail, atraill@gocivix.com

 

Additional instructions/notes:  Admin - append the executed First Amendment to Contract for Professional Services to the original Contract approved on March 3, 2024, and copy internal parties via email.

 

cc:                     Roger Rendleman

                     Beth Hodges

                     Wanda Gautney

                     Christie Bezoari

                     Brian Underwood

                     Katrina Taylor