2005 AGN FEB 15 I13 - Laserfiche WebLink

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Item #13 CITY OF COLTON AGENDA REPORT FOR THE COUNCIL MEETING OF, FEBRUARY 15, 2005 TO: HONORABLE. MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: DILU DE ALWIS, FINANCE DIRECTOR b - SUBJECT: APPROVAL OF PROFESSIONAL SERVICES AGREEMENT WITH JOAN MICHAELS FOR CONSULTANT SERVICES REGARDING REIMBURSEMENTS FOR CAPITAL IMPROVEMENT PROJECTS DATE: BACKGROUND: FEBRUARY 7, 2005 The City of Colton undertakes many capital projects which have various funding sources. Most of these funding sources utilize submittal. reimbursement methodology, which require proper documentation and timely ANALYSIS/DISCUSSION: During the past two years, the City of Colton has undertaken many large scale capital improvement projects such as, Big League Dreams, Santa Ana River, Mount Vernon as well as various CDBG and Park Grant funded projects. Most of these finding sources require the City to utilize its pooled cash first and submit documentation to the various Trustees in a timely manner to reimburse the City. This process requires someone who is detail -oriented as well as possessing good analytical skills. Due to staffing reductions, the Finance Department is not able to process these reimbursement requests in a timely manner, which has a direct impact on our pooled cash position. In September 2004, under the City Manager's authority to execute agreements up to $25,000 in value, the City entered into an agreement with Ms. Joan Michaels (consultant) to expedite the back log of reimbursements for projects completed as well as those that were "in progress". As of December 31, 2004, the consultant's endeavors have resulted in the City receiving over $1.3 million in reimbursements for capital improvement projects. The City would continue to benefit from the services of the consultant as there are more projects that require monitoring and processing of reimbursements. Under Section 3.08.070(G) of the Colton Municipal Code, extensions, renewals or subsequent contracts for professional services which would result in the City paying more than $25,000 in any fiscal year to the consultant require City Council approval. The proposed agreement would increase the total compensation under the existing agreement from $25,000 to $50,000. Therefore, City Council approval of the new agreement is required. FISCAL IMPACT: Funds sufficient to cover the cost of this contract are included as a mid -year adjustment in the Finance Department's request under account number 100-6040-6041-2350. Some of these costs will be allocated to directly to the projects that the consultant is working on, which will reduce the overall impact to the General Fund.