CITY OF CARMEL-BY-THE-SEA

AGENDA BILL
TO:

Mayor Burnett and Members of the City Council

FROM:

Donald G. Freeman, City Attorney

SUBJECT:

Public Consulting Group Contracts

AMOUNT OF EXPENDITURE

$ 38,903.87

AMOUNTBUDGETED

$0

APPROPRIATION REQUIRED

$38,903.87

AB 1015
September 1, 2015
Consent Calendar

RECOMMENDATION
Authorize payment of $38,903.87 to Public Consulting Group in full payment of their contracts.
SUMMARY
The City of Carmel-by-the-Sea entered into four separate contracts with Public Consulting Group to
provide an IT plan , web design, IT services for the City departments as well as other IT -related
services. There is a remaining balance of $38,903.87 due to them in connection with their contracts.
Included on the Consent Calendar is a Resolution adjusting the budget for FY 15/16 for payment of the
outstanding balance with PCG .
PRIOR CITY COUNCIL ACTION
Contract dated
Contract dated
Contract dated
Contract dated

March 5, 2013, amended on August 6, 2013

March 29, 2013, amended on May 1, 2013
June 7, 2013
February 5, 2014

ATTACHMENTS
1. Resolution

Council Meeting Date: 09/0 1/2015

Agenda Item: 17
Page 1

CITY OF CARMEL-BY-THE-SEA
OFFICE OF THE CITY ATTORNEY
STAFF REPORT

TO:

MAYOR BURNETT AND MEMBERS OF THE CITY COUNCIL

FROM:

DONALD G. FREEMAN, CITY ATTORNEY

DATE:

AUGUST 24, 2015

SUBJECT:

PUBLIC CONSULTING GROUP CONTRACTS

BACKGROUND & DESCRIPTION

The City of Carmel-by-the-Sea entered into four separate agreements with Public Consulting Group
(hereinafter APCG) as follows:
FIRST CONTRACT DATED MARCH 5, 2013
Purpose:

The first contract was for an assessment of the City's current IT structure and to
provide recommendations as to an operationa lly grounded and actionable
implementation plan to improve IT services and to build and support the future capacity
of the organization. PCG assigned Ms. Sally Nagy as the prin cipal person responsi ble
for providing an implementation plan.

Deliverables:
Technical Assessment Documents
Workshops Documents
Plan Documents
IT Services RFP draft June 17, 2013 document
Cost:
Contract amount as amended was not to exceed $73,800 in fees
Actual cost:

$86 ,325.70 ($73,800 fees; $12,525.70 in travel and other expenses

Contract amount was based on a hourly rate of $200 per hour; and provided for additional
reimbursements for a negotiated travel fee of $1 ,000 representing car trave l and a portion of
travel time, plus other travel expenses such as hotel and meal expenses.
Paid: The amount has been paid in full

SECOND CONTRACT DATED MARCH 29, 2013

Council Meeting Date: 09/01/2015

Agenda Item: 17
Page 2

Purpose:

The second contract was for an assessment of the City's current IT infrastructure and
to provide recommendations regarding design, vulnerabilities, and future upgrades.
Contract amended to add Ms. Nagy to the assessment team to provide continuity and
related technology security. Exploration of technical infrastructure requirements to
move toward mobile applications, cloud technology and other updated technologies.

Deliverables:
Project Management Documents
Technology Upgrades Documents
Cost:
Contract amount not to exceed $42,000 in fees
Actual cost:

$48,522.64 ($41,600 in fees, $6 ,922.64 in travel and other expenses

Contract amount was based on a hourly rate of $200 per hour, $100 per hour for the
technician; and provided for additional reimbursements for a negotiated travel fee of $1,000
representing car travel and a portion of travel time, plus other travel expenses such as hotel
and meal expenses.
Paid: The amount has been paid in full

THIRD CONTRACT DATED JUNE 7, 2013

Purpose:

The third contract was to provide temporary, part-time IT system administration and
support services while undergoing procurement for such services. Provide assistance
to support recent upgraded City network and provide limited support to end-users.
Maintain network and perform regular back-ups.

Deliverables:
PCG was first point of contact for help desk requests . If they were unable to handle the
request remotely Martech consultant would step in.
Cost:
Amended contract amount not to exceed $40,000 in fees
Actual cost:

$38,329.98 ($34,000 in fees, $4,329.98 in travel and other expenses)

Contract amount was based on a hourly rate of $100 per hour for the technician; provided for
additional reimbursements for a negotiated travel fee of $1,000 representing car travel and a
portion of travel time, plus hotel and meal expenses.
Paid: $31,553.46 ($28,700 in fees, $2,853.46 in travel and other expenses)
FOURTH CONTRACT DATED FEBRUARY 5, 2014

Council Meeting Date: 09/01/2015

Agenda Item: 17
Page 3

Purpose:

The fourth contact was to implement council-adopted IT Plan, modernize infrastructure,

increase network capacity, strengthen security, redesign City website, implement new
financial and payroii/HR systems, upgrade Granicus system, plan for Online City Hall
and other initiatives.

Deliverables:
Prepared and circulated RFP for Financiai/Payroii/HR Software vendors. PCG proposal to
contract with Springbrook and with Sally Nagy to manage contract. Prepared and circulated
RFP for website development and conducted interviews.
After interviews all activity
suspended in early September prior to awarding contracts.
One-year implementation:
Finance-HR-Payroll Documents
Legislative System Documents
Website Redesign Documents
Cost:
Contract amount not to exceed $75,000 in fees
Actual cost:
$110,826.54 ($95,752.50 in fees, $15,074.04 in travel and other expenses
Fees billed exceeding contract: $20,752.50
Contract amount was based on rates of $160, $145 or $85 per hour for various consultants;
provided for additional reimbursements for a negotiated travel fee of $1 ,000 representing car
travel and a portion of travel time, plus other travel expenses such as hotel and meal
expenses.
Paid:

$57,946.69 ($42,097.50 in fees, $15,849.19 in travel and other expenses)

RECAP :
Total billed to City:

$ 284,004.86

Billed but unpaid to date:

$ 59,656.37

Fees billed in excess of contract:

(20,752.50)
$ 38,903.87
RECOMMENDATION

That the City Council approve PCG being paid the amount of $38,903.87 representing full satisfaction
of their contracts.

Council Meeting Date: 09/01/2015

Agenda Item: 17
Page 4

ATTACHMENT- 1

CITY COUNCIL
CITY OF CARMEL-BY-THE-SEA
RESOLUTION NO._ _
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
AUTHORIZING PAYMENT OF BALANCE DUE
ON FOUR CONTRACTS WITH PUBLIC CONSULTING GROUP

WHEREAS, Public Consulting Group (PCG) works with governmental agencies as well
as others to develop products and services to enhance the needs of governmental agencies;
and
WHEREAS, PCG is a provider of quality information technology (IT) and management
consulting services to the public sector; and
WHEREAS, PCG provides IT assessment and strategic planning services using best
practices methods; and
WHEREAS, the City of Carmel-by-the-Sea retained PCG to provide a number of IT
functions including the assessment of the City's current IT system as well as developing a longterm technology plan with a focus on Aopen government, mobile applications and cloud
technology which include technical support and web design; and
WHEREAS , the City of Carmel-by-the-Sea entered into four separate contracts with
PCG to provide an IT plan , web design, IT services for the City departments as well as other ITrelated services; and
WHEREAS, the City received all contract deliverables; and
WHEREAS, there is a remaining balance of $38,903.87 due to PCG in connection with
its contracts.
NOW, THEREFORE , BE IT RESOLVED that the City Council of the City of Carmel-bythe-Sea does hereby:
Authorize the payment of $38,903.87 to PCG in full payment of its contracts.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-SEA this _ _ day of
, 2015, by the following roll call vote :

Council Meeting Date: 09/01/2015

Agenda Item: 17
Page 5

AYES :

COUNCIL MEMBERS:

NOES:

COUNCIL MEMBERS:

ABSENT:

COUNCIL MEMBERS :

ABSTAIN :

COUNCIL MEMBERS:

ATTEST:

SIGNED,

LEE PRICE, Interim City Clerk

JASON BURNETT, Mayor

City of Carmel-by-the-Sea

Council Meeting Date: 09/01 /201 5

Agenda Item: 17
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