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Council Report
March 3, 2015
To:
From:
Sharon Friedrichsen
Subject:
ANALYSIS/DISCUSSION:
As these various services are needed to maintain daily operations, it is recommended that
Council amend the existing service agreements with the identified consultants. For example,
Boots Road Group provides regular updates to the City website and, while the need for this
service may decrease with the hiring of an IT Manager, loss of the service would make it
difficult to update the Citys website on a regular basis. PMC provides contract planners while
the Community Planning and Building Department recruits for a full-time planner and to assist
in increased workload. Council has the option propose an increase of a different amount or
to not authorize the proposed amendments.
FISCAL IMPACT:
The current contract with Boots Roads Group LLC states services expires on August 30,
2014 or when services are no longer needed and includes a not to exceed amount of
$25,000 for fiscal year 2013-14. In fiscal year 2013-14, the City spent $16,300 with this
vendor. In fiscal year 2014-15, the City has spent about $6,000 from July 2014-January 2015.
It is recommended that the contract be increased by $9,000, for a total contract amount of
$34,000. Funding for this service in included within the operating budget of the administrative
services.
The current contract with PMC expires on October 26, 2015 and includes a not to exceed
amount of $25,000 for fiscal years 2014-15 and 2015-16. The City has spent approximately
$18,795 to date. It is recommended that the contract be increased by $25,000 for a total
contract amount of $50,000. Funding for this service is currently offset by salary savings
within the current operating budget of Community Building and Planning Department.
Vendor/Contractor
Boots Roads Group
Pacific Municipal Consultants
Original
Contract
Amount
$25,000
$25,000
Spending
to Date
(1/31/15)
$23,502
$18,795
Proposed
Contract
Amount
$34,000
$50,000
Contract
Authorization
Difference
$9,000
$25,000
APPROVED:
____________________________________
Douglas J. Schmitz, City Administrator
Date: ________________
RESOLUTION 2015-_____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
AUTHORIZING THE CITY ADMINISTRATOR TO AMEND THE EXISTING
PROFESSIONAL SERVICES CONSULTING AGREEMENT WITH BOOTS ROAD GROUP
LLC FOR WEBSITE SUPPORT SERVICES FOR AN AMOUNT NOT TO EXCEED $34,000
WHEREAS, Boots Road Group LLC provides website support services for the City; and,
WHEREAS, the contract with Boots Road Group LLC was originally entered into in September
3, 2013 for a term ending August 31, 2014 for a not to exceed amount of $25,000; and,
WHEREAS, the City wishes to extend the contract term to the end of the current fiscal year,
terminating on June 30, 2015 and increase the amount of the contract to $34,000; and,
WHEREAS, contracts expenditures greater than $25,000 require Council approval.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA does hereby:
Authorize the City Administrator to Amend the Professional Services Consulting Agreement
with Boots Road Group LLC for Website Support Services in an Amount not to Exceed
$34,000 for a Contract Term Ending on June 30, 2015.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
on this 3rd day of March 2015 by the following roll call vote:
AYES:
COUNCIL MEMBERS:
NOES:
COUNCIL MEMBERS:
ABSENT:
COUNCIL MEMBERS:
ABSTAIN:
COUNCIL MEMBERS:
SIGNED:
ATTEST:
RESOLUTION 2015-_____
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
AUTHORIZING THE CITY ADMINISTRATOR TO AMEND THE EXISTING
PROFESSIONAL SERVICES CONSULTING AGREEMENT WITH PACIFIC MUNICIPAL
CONSULTANTS FOR CONTRACT PLANNING SERVICES FOR AN AMOUNT NOT TO
EXCEED $50,000
WHEREAS, Pacific Municipal Consultants provides contract planning services for the City;
and,
WHEREAS, the contract with Pacific Municipal Consultants was originally entered into in
October 24, 2014 for a term ending October 27, 2015 for a not to exceed amount of $25,000; and,
WHEREAS, the Community Building and Planning Department has utilized these services to a
greater extent than anticipated due to staffing vacancies and increased permit activities and will
exceed the contract amount before the contract termination date; and,
WHEREAS, contracts expenditures greater than $25,000 require Council approval, and
WHEREAS, the Department anticipates filling vacant positions before the next fiscal year and
accordingly decrease the term of the contract.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA does hereby:
Authorize the City Administrator to Amend the Professional Services Consulting Agreement
with Pacific Municipal Consultants for Contract Planning Services in an Amount not to Exceed
$50,000 for a Contract Term Ending on June 30, 2015.
COUNCIL MEMBERS:
NOES:
COUNCIL MEMBERS:
ABSENT:
COUNCIL MEMBERS:
ABSTAIN:
COUNCIL MEMBERS:
SIGNED:
ATTEST:
Amendment #1 to Contract
ASD-PCS-BRWeb-016-13-14
I . This amendment (the "Amendment") is made by City of Carmel-by-the-Sea and Boots Road
Group LLC, parties to agreement ASD-PCS-BRWeb-016-13-14 (the "Agreement") dated 3
September 201 3.
2. T he Agreement is amended as ta llows:
a. The Term of the Agreement is modified as foll ows:
The work under thi s contract shall commence September I. 2014 and shall term inate
on June 30, 2015, unless services are no longer needed prior to June 30, 2015 .
b. The Compensation ofthe Agreement is modified as fo llows:
CITY shall pay CONSULT ANT in an amount not to exceed $34,000 fo r the term of
September 1, 2014 through June 30, 2015. T his amount shall be based upon the
hourly rate for web support as stipulated within Exhibit A of the original agreement.
3. Except as set forth in this Amendment, the Agreement is unaffected and sha ll continue in full
fo rce and effect in accordance w ith its terms. If there is conflict be tween this amendment and the
Agreement or any earlier an1endment, the terms of this amendment will prevai I.
...
By: _____________________
Printed Name: Douglas J. Schmitz
Title: City Administrator
Dated: - - - - -- - ATTEST:
Lee Price
Interim City Clerk
By: __________________________
Printed Name: Philip Carter
Title: President
Dated: _________________
By: __________________________
Printed Name: Douglas J. Schmitz
Title: City Administrator
Dated: _________________
ATTEST:
____________________
Lee Price, MMC
Interim City Clerk