CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report

April 3, 2018
CONSENT AGENDA

TO: Honorable Mayor and City Council Members

SUBMITTED BY: Sharon Friedrichsen, Director of Budget and Contracts

APPROVED BY: Chip Rerig, City Administrator

Resolution No. 2018-038 authorizing the City Administrator to execute Amendment No. 3
to Professional Services Agreement ADM-CREZA-035-16-17 with Christine Reza for
SUBJECT:
financial consulting services for a not to exceed contract amendment amount of $10,000.

RECOMMENDATION:
Adopt a resolution authorizing the City Administrator to execute Amendment No. 3 to Professional Services
Agreement ADM-CREZA-035-16-17 with Christine Reza for financial consulting services for a not to exceed
contract amendment amount of $10,000.
BACKGROUND/SUMMARY:
The City Administrator entered into an agreement with Ms. Christine Reza in May 2017 to provide financial
consulting services for special projects, such as the migration to the new financial system. Although the City
recently hired the new Finance Manager, this employee has been tasked with the backlog of journal entries,
reconciliations and preparing for the new FY 18/19 budget cycle. Ms. Reza is providing extra support to
implement the last phase of the project and should be complete by end of June 2018. Based on the remaining
implementation and available hours (124.0 remaining) the City wishes to increase the amount of the contract by
$10,000. The proposed amendment will increase the contract total to $70,000 since the inception of the
agreement in May 2017. As a retired public entity employee, Ms. Reza’s hours are capped to 960 hours. Ms.
Reza’s assignment was for a limited duration to implement the new financial system and her assignment will end
on June 30, 2018.
FISCAL IMPACT:
Costs for this service have been included within the current fiscal year budget.
PRIOR CITY COUNCIL ACTION:
Council approved the first amendment by adopting resolution 2017-099 on September 12, 2017.
ATTACHMENTS:

Attachment 1: Resolution No. 2018-038 and Attachment A

 Attachment 1
CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL

RESOLUTION NO. 2018-038

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

CITY ADMINISTRATOR TO EXECUTE AMENDMENT NO. 3 TO A PROFESSIONAL SERVICES
AGREEMENT WITH CHRISTINE REZA (ADM-CREZA-035-16-17) FOR FINANCIAL CONSULTING
SERVICES FOR AN AMENDMENT AMOUNT NOT TO EXCEED $10,000

WHEREAS, the City has a need for specialized project-based financial assistance regarding the
implementation of a new financial system; and
WHEREAS, the skills necessary for this position are considered to be specialized and require
knowledge of governmental accounting; and
WHEREAS, Municipal Code Section 2.140.D allows for the dispensation of the bid process when there
is a need for a professional service, such as that available from an attorney, accountant, architect or
specialized consultant, involves a specialized knowledge or personal skill;
WHEREAS, the City Administrator entered into an agreement with Christine Reza in May 2017 for
$23,000; Council authorized an amendment of $37,000 on September 12, 2017 and the City Administrator
executed a second amendment to extend the contract term to June 30, 2018; and
WHEREAS, the City wishes to increase the funding on this contract to allow for continued financial
consulting services through the end of the fiscal year or the cap of 960 hours, whichever should occur first; and
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. 3 with Christine Reza to increase the
amount of the contract by $10,000 for a total not to exceed amount of $70,000 as shown in Exhibit A.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this
3rd day of April 2018, by the following roll call vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

SIGNED: ATTEST:

__________________________ _______________________
Steve G. Dallas, Mayor Thomas A. Graves, MMC
City Clerk
 Attachment 1

Exhibit A

AMENDMENT NO.3
ADM-CREZA-035-16-17
CHRISTINE REZA- FINANCIAL CONSULTING

1. This amendment (the "Amendment") is made by City of Carmel-by-the-Sea and Christine Reza, parties to
agreement ASD-CREZA-035-16-17 (the "Agreement")

2. The Agreement is amended as follows:

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

CITY shall pay CONSULTANT in an amount not to exceed $82,000, which is based upon the hourly
rate of $75.00.

Existing Proposed Contract New Not to Exceed (NTE)

Contract Amount Amendment Amount Amount
$60,000 $10,000 $70,000

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: ______________________

Christine Reza, Consultant

CITY:

By: _____________________________ Date: ___________________

Chip Rerig, City Administrator

ATTEST:

By: _____________________________ Date: ______________________

Thomas A. Graves, City Clerk