Title
Recommendation to Authorize the City Manager to Execute Second Amendment to the Agreement with Susan Mayer to Extend the Term by Five Months, for Financial Services in Connection with Completing the Implementation of the Cost Allocation Plan and Indirect Cost Rate Proposal (ICRP). (Finance 2410)
Body
To: Honorable Mayor and Members of the City Council
From: Amy Wooldridge, Interim City Manager
EXECUTIVE SUMMARY
Authorize the City Manager to extend an amendment to the contract with Susan Mayer, who has provided consulting services for the City since December 2017. The proposed amendment will extend the contract for an additional five months without changing the total compensation ($124,998).
BACKGROUND
In December 2017, the City of Alameda (City) hired Susan Mayer, a Municipal Finance Consultant, to provide management consulting services to the City during the extended leave of absence of the Finance Director. Ms. Mayer was tasked to provide project management support for several City Finance department initiatives as listed below:
1. Assist the Finance Department in the development of Fiscal Year (FY) 2017-18 Mid-Year and FY 2018-19 Mid-Cycle Budget Update;
2. Assist in the procurement and selection of a Cost Allocation Plan (CAP) and Indirect Cost Rate Proposal (ICRP) consultant; and
3. Facilitate the development and implementation of the CAP to be incorporated into the FY 2018-19 Mid-Cycle Budget Update.
The total compensation for the work under this Agreement was not to exceed $124,998.
DISCUSSION
The primary task assigned to Ms. Mayer was to assist with development of the FY 2017-18 Mid-Year Budget Update and FY 2018-19 Mid-Cycle Budget Update. This task, although completed, was a significant undertaking as most of the professional staff in the Finance Department are new to the City. In addition, as part of the Mid-Cycle Update, the organization of the Budget Document was restructured. Due to these circumstances, it took more time than anticipated to complete the task of the budget updates.
To finish the remaining tasks, the term of Ms. Mayer’s financial services agreement needs to be extended. The funds remaining in the existing agreement are sufficient to provide these services. This will allow for Ms. Mayer to finalize the implementation of the CAP, the federally compliant CAP, and the ICRP, which will be used in the development of the upcoming biennial Budget. The consultant services are critical as this provides additional resource to the Finance Department in completing multiple department initiatives in conjunction with ongoing operations.
FINANCIAL IMPACT
This amendment will increase the term of the agreement by five months without a change to a total contract price of $124,778. No additional appropriations are needed to extend the term of the agreement.
MUNICIPAL CODE/POLICY DOCUMENT CROSS REFERENCE
This action is in conformance with the Alameda Municipal Code and all policy documents.
ENVIRONMENTAL REVIEW
This activity is not a project under California Environmental Quality Act (CEQA) and is therefore exempt pursuant to section 15378(b)(4) of the CEQA Guidelines, (governmental fiscal activities which do not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment is not a project).
RECOMMENDATION
Authorize the City Manager to execute second amendment to the agreement with Susan Mayer, to extend the term by five months, for financial services in connection with completing the Implementation of the CAP and ICRP.
Respectfully submitted,
Elena Adair, Finance Director
Exhibits:
1. Original Contract
2. First Amendment
3. Second Amendment