(11)AR 091509 Mathis & Associates

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ITEM #11 CITY OF COLTON AGENDA REPORT FOR COUNCIL MEETING OF SEPTEMBER 15, 2009 TO: HONORABLE MAYOR AND CITY COUNCIL FROM: BOB MILLER, INTERIM CITY MANAGER SUBJECT: AMEND EXISTING PROFESSIONAL SERVICES AGREEMENT WITH MATHIS & ASSOCIATES FOR DEVELOPMENT OF CITY COUNCIL NORMS AND ETHICS POLICY IN AN AMOUNT NOT TO EXCEED $71,173.64 AND EXTEND TERM OF CONTRACT TO SEPTEMBER 30, 2009. DATE: September 8, 2009 BACKGROUND: On October 18, 2007 the City entered into a Professional Services Agreement with Dr. Mathis & Associates (herein "Dr. Mathis") in order for the firm to develop for the City of Colton a City Council "Norms and Ethics Policy." The value of this contract was an amount not -to -exceed $15,000 and was scheduled to be completed by April 30, 2009. On August 19, 2008 City Council authorized an amendment to the Scope of Services to include work on 1) Development of Goals for the City Attorney, 2) Development of Goals for the City Manager, 3) Continuation on development of Council Norms & Policies Project, and 4) Continue to work to draft and adopt the City's Ethics Code. The amendment revised the value of this contract to an amount not -to -exceed $50,000 and the scheduled completion date was extended to June 30, 2009. ANALYSIS: 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 (Purchase Order 08006564). This PO was funded from the Fiscal Year 08/09 City Manager Professional Services account (100-6020-6020-2350). When Council approved the staff recommendation to amend the Mathis contract in August 2008, staff awarded a new purchase order in error for an amount of $50,000 instead of increasing the old purchase order to a new amount of $50,000. Since that time, Mathis Consulting Group provided support to the City of Colton based upon the new purchase order amount. This new purchase order (PO 09007906) was also funded from the FY 08/09 City Manager Professional Services account, bringing to a total of $65,000 of purchase orders awarded to Mathis Consulting Group during the FY08/09 budget cycle.