TITLE
Recommendation to authorize City Manager, or designee, to execute all documents necessary to amend Contract No. 36306 with Vasquez and Company, LLP, of Los Angeles, CA, for as-needed accounting services, to extend the term of the contract to September 30, 2023. (Citywide)
Levine Act: Yes
DISCUSSION
City Council approval is requested to amend Contract No. 36306 with Vasquez and Company, LLP (Vasquez), to continue providing temporary, as-needed accounting services. The requested contract amendment will be used to conclude technical assistance services required for Indirect Cost Plan development for Fiscal Year 2023 (FY 23).
On May 4, 2021, the City Council awarded a contract to Vasquez to provide management-level support and accounting expertise to ensure accurate and timely completion of various deliverables, including the citywide indirect cost plan. On August 23, 2022, the City Council approved an amendment to extend the contract term due to continued staffing capacity issues within the Department of Financial Management’s Accounting and Budget Management Bureaus. The bureaus’ staff have been diverted to other critical citywide efforts, including the LB Coast Project implementation and Long Beach Recovery Act (LBRA) tracking and reporting activities. Since then, the Department of Financial Management retained a permanent City of Long Beach (City) staff member to oversee and support citywide Indirect Cost Plan efforts. However, due to the complex nature of both the citywide full cost allocation plan and the 2 CFR Part 200 compliant plan, temporary support from Vasquez continues to be necessary to familiarize new City staff with the plan development process including methodology, documentation requirements, and data preparation used in prior plans.
This matter was reviewed by Principal Deputy City Attorney Richard F. Anthony on July 17, 2023, Purchasing Agent Michelle Wilson on July 12, 2023, and by Revenue Management Officer Geraldine Alejo on July 3, 2023.
TIMING CONSIDERATIONS
City Council action to amend Contract No. 36306 is requested on August 8, 2023, to ensure the contract is in place expeditiously and conduct project close-out services specific to the Indirect Cost Plan development for FY 23.
LEVINE ACT
This item is subject to the Levine Act. The Mayor, Councilmembers, and Commissioners who have received a contribution of more than $250 within 12 months prior from a party, participant, or their representatives involved in this proceeding may do either of the following: (1) disclose the contribution on the record and recuse themselves from this proceeding; OR (2) return the portion of the contribution that exceeds $250 within 30 days from the time the elected official knew or should have known about the contribution and participate in the proceeding.
All parties, participants, and their representatives must disclose on the record of this proceeding any contribution of more than $250 made to the Mayor or any Councilmembers within 12 months prior to the date of the proceeding. The Mayor, Councilmembers, and Commissioners are prohibited from accepting, soliciting, or directing a contribution of more than $250 from a party, participant, or their representatives during a proceeding and for 12 months following the date a final decision is rendered.
FISCAL IMPACT
The requested action will extend the term of the contract with Vasquez to September 30, 2023, with no change to the total contract amount not to exceed $233,350. The total remaining cost to conclude the project is estimated at $5,179 and is budgeted in the General Fund Group in the Financial Management and Citywide Activities Departments. This recommendation has no staffing impacts beyond the normal budgeted scope of duties and is consistent with existing City Council priorities. There is no local job impact associated with this recommendation.
SUGGESTED ACTION
Approve recommendation.
Respectfully Submitted,
KEVIN RIPER
DIRECTOR
FINANCIAL MANAGEMENT
APPROVED:
THOMAS B. MODICA
CITY MANAGER