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STAFF REPORT C I T Y C L E R K
DUBLIN CITY COUNCIL File #^ b^p^0- 3^ Q^
DATE: June 7, 2011
TO: Honorable Mayor and City Councilmembers
FROM: Joni Pattillo, City Manager
SUBJE . Authorization To Modify Agreement With Management Partners, Incorporated For
Services Related To Associated Community Action Program (ACAP)
Prepared By: Paul S. Rankin, Administrative Services Director
EXECUTIVE SUMMARY:
The City of Dublin, in its role as Fiscal Agent assisting with the wrap up of Associated
Community Action Program (ACAP), has entered into an agreement with Management
Partners, Incorporated. It has been determined that ACAP will require additional professional
legal services, which will be obtained as a sub-consultant to Management Partners. Based on
the City of Dublin procurement requirements, the City Council is requested to authorize the City
Manager to execute amendments to the Management Partners Agreement, provided they do
not exceed $50,000. All additional costs are funded from the ACAP Trust Fund established
with member contributions.
FINANCIAL IMPACT:
The costs associated with this agreement are paid from equal contributions from each member
agency of the ACAP Joint Powers Agreement. The City only pays its proportionate share. As a
Trust Fund held on behalf of others, the City Council does not adopt a budget for this activity.
There is no direct impact on the City of Dublin's finances as a result of this action.
RECOMMENDATION:
It is recommended that the City Council authorize a modifications to the agreement with
Management Partners, Incorporated of up to $50,000 which shall be funded from contributions
made by the member agencies to a special trust fund held by the City of Dublin.
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Submitted By: Reviewed B .
Administrative Services Director Assistant City Manager
Page 1 of 2 ITEM NO. ~• ~
DESCRIPTION:
At the April 5, 2011 City Council meeting, a report was presented which identified that the City
of Dublin accepted responsibility as Fiscal Agent associated with efforts to close out the
Associated Community Action Program (ACAP). Alameda County and twelve cities in the
county (each incorporated city except Berkeley and Oakland) formed ACAP to provide and
administer social service related programs.
As the Fiscal Agent, the City of Dublin was to collect and account for contributions from all
agencies and to coordinate administrative services. In the April 5, 2011 Staff Report, one of
the initial tasks identified for the City of Dublin was to enter into a Professional Services
Agreement with Management Partners, Incorporated. The agreement calls for Management
Partners to perform the day-to-day operations of winding down the operation of ACAP. The
costs incurred for this agreement are paid from the new trust fund and the initial agreement was
not to exceed $100,000.
It has been determined that ACAP will require additional professional legal services which will
be obtained as a sub-consultant to the existing Management Partners agreement. Although the
current identified scope of services is estimated to be $25,000, the City Council is requested to
authorize the City Manager to execute amendments to the Management Partners agreement,
provided they do not exceed $50,000. This will provide additional flexibility in the event that
additional needs are identified which exceed the City Manager professional services
procurement limits of $20,000 under the City purchasing ordinance. These expenses will be
paid for by the ACAP Trust, which is administered by the City of Dublin. Each agency including
the City of Dublin has contributed an equal share to the Trust Fund. These funds shall be used
solely for the tasks and expenses required to close-out the business activities of ACAP.
NOTICING REQUIREMENTS/PUBLIC OUTREACH:
None required.
ATTACHMENT: 1. Management Partners letter dated May 23, 2011.
Page 2 of 2
1
MANAGEMENT ~ARTNERS
t N C O R P O R A T E D
May 23, 2011
Ms. Joni Pattillo . ~
City Manager
City of Dublin .
100 Civic Plaza ~
Dublin, CA 94568 '
Dear Ms. Pattillo:
This letter serves as Amendment One to the Professional Services Agreement dated March 15,
2011, by and.between the City of Dublin and Management Partners, Inc. for Interim
Management Services involved in the wind-down of Associated Community Action'Program
(ACAP) operations. This Amendment adds $25,000 to the compensation authorized under the
Professional Services Agreement in order to provide for outside legal counsel, Meyers, Nave,
Riback, Silver & Wilson (Meyers Nave), for advice and direction on business matters related to
the wind-down activities. A copy of the engagement letter, which has been app~oved 6y the
managers subcommittee overseeing ACAP, is attached to this Amendment One.
Management Partners will invoice for services provided by Meyers Nave at direct cost and will
pay Meyers Nave within 10 days of our receipt of funding to pay the invoice. Our interim
management services will include the review aqd management of all work performed by Meyers
Nave.
Thank you and please return one signed copy of this Amendment to our San Jose office.
P,lease call me if you have any questions. y
Sincerely,
~
Andrew S. Belknap ~
Regional Vice President ~
Accepted for the City of Dublin by:
Name:
Title:
Date:
2107 North First Street, Suite 470
San Jose, CA 95131 . www.managementpartners.com
408 437 5400
Fax 453 6191
5 Park~Plaza, Suite 1520 .
Irvine, CA 92614
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