HomeMy WebLinkAboutC-8709-1 - Annexation and Municipal Services Review for Provision of Harbor Patrol Services within Newport Harbor County and City TidelandsFrom:
Montano, Steve
To:
Franceschini, Melanie
Cc:
Lizarraaa, Jacqueline
Subject:
RE: LAFCO Project
Date:
Monday, June 14, 20219:13:55 AM
Attachments:
image001.png
Hi Melanie,
I spoke to Scott this morning and I received some guidance on how to proceed. The vender, Citygate
Associates, works for and will be paid by LAFCO. The City will pay LAFCO. Since LAFCO is a is a
501(c)3 non-profit that serves governments, it is not a typical business vendor that requires
insurance and a contract like a for-profit vendor would.
By virtue of executing the application fee of $7,900, we have in essence contracted with LAFCO to
proceed with the work.
I recommend you upload this email along with the other documents that were originally attached to
this email. Here is what I think should happen next:
1. Work with Amy to execute an administrative budget amendment to move monies from those
disparate accounts into the account that you will pay subsequent invoices from
2. Execute a contract entry and work with AP to set up vendor number (one may already exist
for LAFCO). In creating contract entry, there is a way to encumber the entire $89,323. Let me
know if you need help with this and I will refer you to someone who knows how to do this.
3. Once encumbered it will automatically carry forward into FY22.
Try to get this done quickly as the year is closing.
Steve Montano I Deputy Finance Director I City of Newport Beach
100 Civic Center Drive I Newport Beach, CA 1 92660
smontano&newportbeachca.gov I Phone: (949) 644-3240 1 Fax: (949) 644-3339
From: Franceschini, Melanie<MFranceschini@newportbeachca.gov>
Sent: Friday, June 11, 202111:14 AM
To: Montano, Steve <SMontano@newportbeachca.gov>
Subject: RE: LAFCO Project
Thank you!
From: Montano, Steve <SMontano(@newportbeachca.gov>
Sent: Friday, June 11, 202111:13 AM
To: Franceschini, Melanie <MFranceschini(@newportbeachca.gov>
Cc: Brouwer, Kurt <KBROUWER6Dnewportbeachca.gov>; Lizarraga, Jacqueline
<JLiza rraga(@newportbeachca.gov>
Subject: RE: LAFCO Project
You are correct and I misspoke referring to the need for a requisition. This should be a contract
entry. I will get back to you on your remaining questions.
Steve Montano I Deputy Finance Director I City of Newport Beach
100 Civic Center Drive I Newport Beach, CA 1 92660
smontanognewportbe�ov I Phone: (949) 644-3240 1 Fax: (949) 644-3339
From: Franceschini, Melanie <MFranceschini(@newportbeachca.gov>
Sent: Friday, June 11, 202111:08 AM
To: Montano, Steve <SMontanoPnewportbeachca.gov>
Cc: Brouwer, Kurt <KBROUWER(Dnewportbeachca.gov>
Subject: RE: LAFCO Project
Hi Steve,
I had a conversation with Kurt regarding this request and we would like clarification on a couple of
items:
• Is this a normal requisition entry (normal entries are not typically of this high of an amount) or
is this a requisition entry that need to be connected to a contract?
o If it needs to be connected to a contract, do we have one in the works with the City
Attorney/City Clerk Office? We would need to enter the contract into Munis in order to
encumber the funds.
• Reading the attachments, it seems that the vendor for this requisition is Citygate Associates
Inc., in the NTE amount of $89,323. They are not set up as a vendor in Munis, so we would
need to obtain a W9 from them to do this. I am happy to reach out to them to obtain this, but
want to confirm that Citygate is the vendor and this is not something in which we are paying
LAFCO, who in turn will pay Citygate or anything of that nature.
Please let us know if you have any insight, otherwise I can touch base with Carol when she is back in
the office next week.
Thank you,
Melanie
From: Montano, Steve <SMontano(@newportbeachca.gov>
Sent: Friday, June 11, 202110:32 AM
To: Franceschini, Melanie<MFranceschini(@newportbeachca.gov>
Cc: Brouwer, Kurt <KBROUWER(@newportbeachca.gov>; Lizarraga, Jacqueline
<J Liza rraga (@ newportbeachca.gov>
Subject: FW: LAFCO Project
Hi Melanie,
If you put in a requisition in Munis to encumber funds, I will authorize Kurt and/or Jacqueline to
approve in workflow so that you can carry over funds into next fiscal year. If you need guidance on
how to do this, reach out to either of them.
Thank you,
Steve
Steve Montano I Deputy Finance Director I City of Newport Beach
100 Civic Center Drive I Newport Beach, CA 1 92660
smontano cnienewportbeachca.govv I Phone: (949) 644-3240 1 Fax: (949) 644-3339
From: Catlett, Scott <SCatlett(@newportbeachca.gov>
Sent: Thursday, June 10, 2021 5:25 PM
To: Jacobs, Carol <ciacobs(@newportbeachca.gov>
Cc: Montano, Steve <SMontano(@newportbeachca.gov>; Franceschini, Melanie
<MFranceschiniPnewportbeachca.gov>
Subject: RE: LAFCO Project
Hi Carol,
I talked with Steve and this will work OK as backup for purposes of encumbering a contract. He will
work with Melanie to get the contract encumbered in Munis. Steve — the costs are on page 21 of
the proposal, and below are the account numbers intended for the encumbrance:
10045451-811008: Harbor Dept Services Professional = $30,000 (remaining fund balance
$34,272.60)
10045451-851007: Automotive Fuel/Wash =$20,000 (remaining fund balance
$8,647.71)
10045451-871002: Advert & Public Relations = $5,000 (remaining fund balance
$5,682.06)
10045451-811015: Services Other Print = $5,000 (remaining fund balance
$8,956.37)
01020005-811008: City Manager Services Prof & Tech = $30,000 (remaining fund balance
$89,142.20)
Thanks,
Scott
Scott Catlett I Finance Director / Treasurer I City of Newport Beach
100 Civic Center Drive I Newport Beach, CA 1 92660
scatlette.newportbeachca.uov I Phone: (949) 644-3126 1 Fax: (949) 644-3339
From: Jacobs, Carol <cjacobs(@newportbeachca.gov>
Sent: Thursday, June 10, 20212:28 PM
To: Catlett, Scott <SCatlett(@newportbeachca.gov>
Subject: LAFCO Project
Hi Scott,
Her is the Application, a copy of our fee to review the application and the
proposed vendor. LAFCO staff will figure out how to bill us for the service and I
should have an answer early next week.
Thanks,
Carol Jacobs I Assistant City Manager I City of Newport Beach
100 Civic Center Drive I Newport Beach, CA 1 92660
cc'acobs&newportbea�chca.uov I Phone: (949) 644-3313 1 Fax: (949) 644-3020