San Gabriel River Discovery Center Authority. Date: July 31, Governing Board Members. Mark Stanley, Interim Executive Officer

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1 San Gabriel River Discovery Center Authority Date: July 31, 2015 To: From: Governing Board Members Mark Stanley, Interim Executive Officer Subject: Item 8.d. Consideration of a resolution authorizing an amendment to the contract for professional services with Hugo Garcia in support of the EcoVoices program. Recommendation: Approve a resolution authorizing a third amendment to the Professional Services Contract with Hugo Garcia for professional services in support of the EcoVoices program at an amount of $59,018.19, for a total notto-exceed contract amount of $155, Background & Discussion: Over the last several years, the Authority has relied on professional service contracts with both Hugo Garcia and the Watershed Conservation Authority (WCA) to provide support in the areas of administration, fiscal management, project & grant management, and outreach as the Authority continues to not employ personnel of its own. Additional inkind support has been provided by the Authority s joint power members. Hugo Garcia first entered into a professional services contract with the SGRDCA (Authority) in July Hugo Garcia has been instrumental in providing support to the Authority s outreach work and has assisted in the securing of funding in FY 2013/14 from the WCA s U.S. Forest Service, Workforce Development and Tipping Fee grants that have helped to fund the EcoVoices educational program both in its execution and outreach. The funds provided by the U.S. Forest Service is expected to continue to fund EcoVoices program support in FY 2015/16 for monitoring and program evaluation. Staff brought to the Board an amendment to Hugo Garcia s contract in June 2014 for an amount intended to allow for his services through FY 14/15. An amendment is required to allow Hugo Garcia to continue providing services through the end of the grant period. Approving a professional services contract amendment for the period beginning July 1, 2015 through the end of the grant period December 31, 2016 will ensure the continuity of the support of the EcoVoices program. Hugo Garcia is both professional and familiar with the activity of the San Gabriel Discovery Center and continues to present a strong background in project management, outreach, and program administration. Funding for Hugo s continued services will come solely from U.S. Forest Service EcoVoices grant funds unless other funds and increased work become available. The modification of the U.S. Forest Service EcoVoices grant provides limited project management support funding through December 31,

2 Staff is requesting that the SGRDCA Governing Board approve funding for Hugo Garcia for the period of the grant from July 1, 2015 through December 31, 2016 with a pro-rated amount of funding being allotted for Fiscal Year 2015/16. The proposed contract was amended and proposed for adjustment as follows: Original Contract June 2013 $10, Amendment One March 2014 $46, Amendment Two June 2014 $52, Total Contract $96, Amendment Three $59, Total Amended Contract $155, These additional funds are intended to provide project labor hours, mileage, and other reimbursements. See Exhibit A for Scope of Work. Fiscal Impact: The proposed contract amendment totals $155,383.82, providing an additional $59, Current grant funding allows and provides sufficient funds for project and program management contract execution. A portion of the amended amount is included as part of the proposed FY 2015/16 budget under the Project Management (Consultant/Other) line item. Any remaining funds after the fiscal year will be included as part of the budget for FY 2016/17. 2

3 EXHIBIT A SCOPE OF SERVICES The professional services provided by Hugo Garcia shall be directed and provided management by Mark Stanley, Interim Executive Director, who will serve as my primary liaison to the Authority. Task 1: Coordinate and interface with Authority staff on the development of narrative language for conducting communication and administrative service including but not limited to telephone calls, communications, and face-to-face meetings, etc. Task 2: Review documentation, including but not limited to project descriptions, plans, drawings and Internet-based materials, to gain a thorough understanding of the Discovery Center project to enable the coordination, communication and administrative assistance with tasks. Task 3: Administer activities according to specifications outlined, but from time to time may be added to or detracted from, in the following Tasks Guide: a. EcoVoices Program Oversight b. Grant Tracking and Development c. Project Administration d. Program Outreach Contract Total: Total amended contract totals $155, Any increase in contractual value is dependent on additional funding and requires amendment to contract. Expenditures to be utilized in accordance with budgetary categories as allowable under the U.S. Forest Service grant for the EcoVoices program administration. Timeline: July 1, 2013 to December 31, 2016 Authority s Role and Responsibilities. Authority staff is responsible for provide work assignments, management and ensuring work satisfaction requirements are met. Additional Terms: Home Office: CONSULTANT S principal base of operations will be from CONSULTANT S home. CONSULTANT S billable work hours commence when CONSULTANT initiates work at home office, or when Consultant leaves his home office to work-related destinations. Office Space: AUTHORITY agrees to provide a dedicated office space at the AUTHORITY office at no cost to CONSULTANT. Travel by Auto: A. Mileage: AUTHORITY agrees to reimburse CONSULTANT at the current IRS Standard Mileage Rate per mile for all actual work-related mileage incurred to and from work destinations. B. Parking: AUTHORITY agrees to reimburse CONSULTANT for all work-related parking expenses incurred. 3

4 July 31, 2015, Agenda Item 8.d. RESOLUTION RESOLUTION AUTHORIZING AN AMENDMENT TO THE CONTRACT WITH HUGO GARCIA FOR PROFESSIONAL SERVICES IN SUPPORT OF THE ECOVOICES PROGRAM WHEREAS, the San Gabriel River Discovery Center Authority (Authority) has been established between the County of Los Angeles, the San Gabriel and Lower Los Angeles Rivers and Mountains Conservancy, the Upper San Gabriel Valley Municipal Water District, and the Central Basin Municipal Water District to facilitate the planning, development, construction and operation of the San Gabriel River Discovery Center; and WHEREAS, this action will authorize an amendment to the contract for professional services with Hugo Garcia; and, WHEREAS, this action is exempt from the environmental impact report requirements of the California Environmental Quality Act (CEQA), now Therefore be it resolved, that the Authority hereby: 1. FINDS that this action is consistent with the purposes and objectives of the Authority. 2. FINDS that the actions contemplated by this resolution are exempt from the environmental impact report requirements of the California Environmental Quality Act. 3. ADOPTS the staff report dated July 31, AUTHORIZES an amendment to the contract for professional services with Hugo Garcia in support of the EcoVoices program at an amount of $59,018.19, for a total not-to-exceed contract amount of $155, ~ End of Resolution ~ 4

5 RESOLUTION Item 8.d. Passed and Adopted by the Board of the SAN GABRIEL RIVER DISCOVERY CENTER AUTHORITY on July 31, Robert Apodaca, President 5

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