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CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
SR 2017-086
June 6, 2017
Consent Agenda

TO: Honorable Mayor and City Council Members

SUBMITTED BY: Sharon Friedrichsen, Director Contract & Budgets

APPROVED BY: Chip Rerig, City Administrator

SUBJECT: Consideration of resolutions authorizing the City Administrator to execute amendments


to professional services agreements for financial consulting and project management
services for a total not to exceed amount of $82,500

RECOMMENDATION
1. Adopt a resolution authorizing the City Administrator to execute Amendment No. 1 to a Professional
Services Agreement with Cindy Murphy for financial consulting services for a total not to exceed amount of
$50,000.

2. Adopt a resolution authorizing the City Administrator to execute Amendment No. 2 to a Professional
Services Agreement with TCF Design for project management services for a total not to exceed amount of
$32,500.

BACKGROUND / SUMMARY
The City uses consultants to augment its staffing capacity, especially when positions are vacant, as well as to
provide specialized services to assist with ongoing daily operations and the completion of capital projects.
The City Administrator entered into an agreement with Cindy Murphy to provide financial consulting services.
Since March 2017, Ms. Murphy has assisted with various financial activities pertaining to financial reporting
and the development of revenue and expenditure projections as part of the budget preparation process. The
amount of the original agreement is not to exceed $24,000. The proposed amendment increases the contract
to allow for ongoing financial assistance such as assisting with the fiscal year end close and budget transfers
and reconciliations. This contract augments existing staff efforts in light of the vacant finance manager position.

Due to a vacant project manager position, the City Administrator entered into an agreement with Forster
Construction Management for project and construction management assistance. The consultant has provided
project management oversight of the Park Branch Library Painting and Carpeting projects and is currently
working on the Police Department Renovation project. The amount of the original agreement is not to exceed
$22,500. (An amendment to change the name of the firm to TCF Design was processed in May 2017). The
proposed second amendment increases the duration and dollar amount of the original contract to allow for
continuity and continued momentum on the Police Renovation project. The City is currently in the process of
soliciting architectural and engineering design services for this project, which are due on June 7.
According to the Carmel-by-the-Sea Municipal Code, contracts exceeding $24,999 shall be entered into only
by Council authorization. It is recommended that Council authorize the City Administrator to execute
amendments to the existing agreements with Cindy Murphy and TCF Design respectively.
FISCAL IMPACT

Contractor Existing Spending Proposed Contract New Not to Exceed (NTE)


Contract to Date Amendment Amount Amount
Amount
Cindy Murphy $24,000 $18,850 + $26,000 $50,000 thru August 31, 2017
TCF Design $22,500 $19,434 +$10,000 $32,500 thru August 31, 2017
(formerly
Forster
Construction
Management)

Salary savings from the vacant finance manager position are used to offset the cost of the agreement with
Cindy Murphy whereas the cost of TCF Design is charged to the respective capital project budget.

PRIOR CITY COUNCIL ACTION


N/A
ATTACHMENTS

1. Resolution Amendment 1 to Agreement ASD-CMURP-34-16-17


2. Resolution- Amendment 2 to Agreement PWD-FORSTER-107-16-17
Attachment 1
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL

RESOLUTION NO. 2017-___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE


CITY ADMINISTRATOR TO EXECUTE AMENDMENT NO. 1 TO A PROFESSIONAL SERVICES
AGREEMENT WITH CINDY MURPHY FOR FINANCIAL CONSULTING FOR AN AMOUNT NOT TO
EXCEED $50,000

WHEREAS, Cindy Murphy is currently providing financial consulting services to the City; and

WHEREAS, the contract with Cindy Murphy is for a term ending on August 31, 2017 and for a not to
exceed amount of $24,000; and

WHEREAS, the City wishes to extend the contract with Cindy Murphy to allow support of approximately
20 hours a week to assist with financial reporting and other finance activities; and

Contractor Existing Proposed Contract New Not to Exceed (NTE)


Contract Amount Amendment Amount Amount
Cindy Murphy $24,000.00 $26,000.00 $50.0000

WHEREAS, contracts with a value of $25,000 or more shall be entered into only by authorization of the
City Council in accordance with Carmel Municipal Code Section 3.12.110.

NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-
THE-SEA DOES HEREBY:

Authorize the City Administrator to Execute Amendment No. 1 with Cindy Murphy for an additional
amount not to exceed $26,000 as shown in Exhibit A.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 6th
day of June 2017, by the following roll call vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

SIGNED: ATTEST:

_______________________ ___________________________
Steve G. Dallas, Mayor Ashlee Wright, City Clerk
Attachment 2
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL

RESOLUTION NO. 2017-___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE


CITY ADMINISTRATOR TO EXECUTE AMENDMENT NO. 2 TO A PROFESSIONAL SERVICES
AGREEMENT WITH TCF DESIGN FOR PROJECT MANAGEMENT SERVICES FOR AN AMOUNT NOT TO
EXCEED $32,500

WHEREAS, TCF Design, formerly Forster Construction Management, provides project and construction
management related services to support the Citys implementation of its capital improvement plan; and

WHEREAS, the contract with TCF Design is for a term ending on June 30, 2017 and for a not to
exceed amount of $22,500; and

WHEREAS, the City wishes to extend the contract with TCF Design in order to have the consultant
assist with the Police Department Renovation project currently underway; and

Contractor Existing Proposed Contract New Not to Exceed (NTE)


Contract Amount Amendment Amount Amount
TCF Design $22,500.00 $10,000.00 $32,500.00

WHEREAS, contracts with a value of $25,000 or more shall be entered into only by authorization of the
City Council in accordance with Carmel Municipal Code Section 3.12.110.

NOW THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-
THE-SEA DOES HEREBY:

Authorize the City Administrator to Execute Amendment No. 2 with TCF Design for an additional
amount not to exceed $10,000 and for an extended term through August 31, 2017 as shown in Exhibit A.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 6th
day of June 2017, by the following roll call vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

SIGNED: ATTEST:

_______________________ ___________________________
Steve G. Dallas, Mayor Ashlee Wright, City Clerk
Exhibit A

AMENDMENT NO. 2
PWD-FORSTER-107-16-17
TCF DESIGN- PROJECT AND CONSTRUCTION MANAGEMENT SERVICES

1. This amendment (the "Amendment") is made by City of Carmel-by-the-Sea and TCF Design, parties to
agreement PWD-FORSTER-107-16-17 (the "Agreement") executed on October 28, 2016 and amended on
May 5, 2017.

2. The Agreement is amended as follows:

a. Term of the Agreement is modified as follows:

The work under this contract shall commence on November 1, 2016 and shall terminate on August
31, 2017, unless services are no longer needed prior to August 31, 2017.

b. The Compensation of the Agreement is modified as follows:

CITY shall pay CONSULTANT in a total amount not to exceed $32,500 for the term of the entire
agreement stipulated in 2a.

3. Except as set forth in this Amendment, the Agreement is unaffected and shall continue in full force and
effect in accordance with its terms. If there is conflict between this amendment and the Agreement or any
earlier amendment, the terms of this amendment will prevail.

CONSULTANT:

By: _____________________________ Date: ______________________


Trevor Forster, TCF Design

CITY:

By: _____________________________ Date: ___________________


Chip Rerig, City Administrator

ATTEST:

By: _____________________________ Date: ______________________


Ashlee Wright, City Clerk
Exhibit A

AMENDMENT NO. 1
ASD-CMURP-34-16-17
CINDY MUPRHY- FINANCIAL CONSULTING

1. This amendment (the "Amendment") is made by City of Carmel-by-the-Sea and Cindy Murphy, parties to
agreement ASD-CMURP-34-16-17 (the "Agreement")

2. The Agreement is amended as follows:

a. The Compensation of the Agreement is modified as follows:

CITY shall pay CONSULTANT in a total amount not to exceed $50,000 for the term of the entire
agreement (March 3, 2017- August 31, 2017).

3. Except as set forth in this Amendment, the Agreement is unaffected and shall continue in full force and
effect in accordance with its terms. If there is conflict between this amendment and the Agreement or any
earlier amendment, the terms of this amendment will prevail.

CONSULTANT:

By: _____________________________ Date: ______________________


Cindy Murphy

CITY:

By: _____________________________ Date: ___________________


Chip Rerig, City Administrator

ATTEST:

By: _____________________________ Date: ______________________


Ashlee Wright, City Clerk

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