(13)AR 081908 Mathis & Associates

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ANALYSIS: The process of establishing the Council Norms and Ethics Policy is very time consuming and complex; the process has required multiple interviews with Colton elected officials and management, several workshops and study sessions. The results of these exercises, as well as feedback and analysis from both the firm and Colton elected officials, suggests that the process of establishing the Council Norms and Ethics Policy requires additional areas of study and analysis in order to present a comprehensive report that may serve as a functional tool for the City of Colton. Therefore, it is staff's recommendation to extend Dr. Mathis' existing Professional Services Agreement to incorporate additional scope of work, to increase the value of the contract to an amount not -to -exceed $50,000, and to extend the term of the contract from April 30, 2009 to June 30, 2009 to allow time to complete the additional scope of work. The proposed additional scope of work would include • Work with City Council and City Attorney on developing goals for City Attorney • Work with City Council and City Manager on developing goals for the City Manager • Continue to work with City Council to finalize Council Norms and Policies Project • Continue to work to draft and adopt Ethics Code Colton Municipal Code Section 3.08.140 authorizes the city council, in limited circumstances, to award a professional services agreement to a consultant without a formal or informal RFP process. Section 3.08.140(E) provides that competitive bidding, either formal or informal, is not required "When the city manager determines that it is in the best interest of the city and its administrative operations to dispense with public bidding for non-public projects under this chapter." For this contract award, the City Manager has made such a determination based upon the following: • Mathis Group are members of public organizations including International Independent City Managers Association (ICMA), California City Manager's Foundation (CCMF), National League of Cities (NLC), and League of California Cities (LCC); • Mathis Group was recommended by Best Best & Krieger staff to support the City Council's unique requirements for this effort; • Dr. Bill Mathis provided support to the City of Colton previous to this current assignment. His performance on that effort was satisfactory and demonstrated his ability to support these efforts. FINANCIAL IMPACT: Pursuant to the Professional Services Agreement entered into in October 2007, a Purchase Order was issued in the amount of $15,000 under City Manager signature authority. Staff recommends increasing the value of the contract from $15,000 to an amount not -to -exceed $50,000 to allow for the completion of the additional scope of work described in this report. This project is funded out of account 100-6020-6020-2350 (City Manager Professional Services). Funding required to complete these efforts was included in the FY 2008/09 budget requests.