CITY OF CARMEL-BY-THE-SEA

AGENDA BILL

AB 1089
February 2, 2016
Consent Calendar

TO:

Honorable Mayor and Members of the City Council

FROM:

Sharon Friedrichsen, Director of Budget and Contracts

SUBJECT:

Authorization of Professional Services Agreements for Website Support and

Code Enforcement for an Amount Not to Exceed $64,000 for All Agreements

AMOUNT OF EXPENDITURE

$64,000 (additional)

AMOUNT BUDGETED

$51,600

APPROPRIATION REQUIRED

$0

RECOMMENDATION
1. Adopt the Resolution Authorizing the City Administrator to execute a Professional Services
Agreement with Boots Road Group, LLC for website support services for a term of February 1, 2016 to
December 31 , 2016 for a not to exceed amount of $24,000.
2. Adopt the Resolution Authorizing the City Administrator to execute a Professional Services
Agreement PBD-PSA-AFI-001-14-15 with Fasulo Investigations for code compliance services for a term
of February 1, 2016 to June 30, 2016 for a not to exceed amount of $40,000.
SUMMARY
The Carmel Municipal Code requires the City Council to approve agreements with a value of $25,000
or more by resolution. In accordance with this requirement, several professional services agreements
are being brought forward for Council approval.
WEBSITE SUPPORT SERVICES: The Boots Road Group, LLC has provided website management
services to the City since September 2013. These services largely include website site management
and content maintenance, such as updating the City's website with announcements and providing the
public access to documents like Commission and Council agenda packets. The amendment to the
agreement expired on 31 January 2015. It is recommended that Council approve a one (calendar year)
agreement not to exceed $24,000, or $2,000 a month.
The current City website has limited functionality and requires specialized knowledge to post and
update content. The one year agreement with Boots Road should allow sufficient time for the City to
undertake a Request for Proposal ("RFP") process for the development of a new website that is more
"user friendly" from both the staff and public perspectives. It is anticipated that a minimum of six
months would be needed from the time a RFP is released to select a vendor and commence with the
development of a new website .

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Fiscal: The Fiscal Year 2015- 16 budget anticipated that website maintenance services would be
needed and budgeted for this service. Any additional expenses for the current fiscal year will be
managed within the current operating budget. Funding for the rest of the calendar year will be included
within the fiscal year 2016-17 budget.
Alternative Options: Council has the option to not authorize the agreement with the recommended
company or to reduce the recommended amount. Under this scenario, City staff will need to be trained
and dedicated to updating the website until a new vendor is selected and/or until a new website is
developed. Some assistance would still be required by the vendor to allow for training and redundancy
in case staff are unable to post a document in a timely manner.
CODE COMPLIANCE: The Community Building and Planning Department utilizes an outside provider
for code compliance services. The department intends to undertake a Request for Proposal (RFP)
process for these services to coincide with the start of the new fiscal year. In the meantime, it is
recommended that an agreement with Fasulo Investigation be approved for the term of February 1June 30, 2016. This will allow services to continue for the remaining part of the current fiscal year.
Fiscal: The Fiscal Year 2015-16 budget anticipated the use of the consultant for code compliance
services. As noted in AB 1092, the department has utilized contract building inspectors, permit
technicians and planners at a level greater than anticipated, resulting in increased expenditures within
professional services. However, the department has brought on board some permanent staff and will
continue to manage the use of contractors within the operating budget.
Alternative Options: Council has the option to not authorize the agreement with the recommended
vendor or reduce the recommended amount. Council could require the RFP process to occur sooner
and either forgo or reduce code compliance services during the RFP evaluation process.

PRIOR CITY COUNCIL ACTION

(1) Approval of amendment to agreement with Boots Road Group on 29 June 2015 (Resolution 2015044). (2) Approval of agreement with Fasulo Investigation for code compliance services for a period of
February 1, 2015- December 31 , 2016 on 2 December 2014 (Resolution 2014-081).
ATTACHMENTS

1. Resolution- Boots Road Group

2. Resolution- Fasulo Investigation

APPROVED:

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RESOLUTION 2016-_ _
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
AUTHORIZING THE CITY ADMINISTRATOR TO EXECUTE A PROFESSIONAL SERVICES
AGREEMENT WITH BOOTS ROAD GROUP LLC FOR WEBSITE SUPPORT SERVICES FOR AN
AMOUNT NOT TO EXCEED $24,000
WHEREAS, Boots Road Group LLC provides website support services, including updating
website content with public information such as Council and Commission agenda packets; and
WHEREAS, the contract with Boots Road Group LLC was originally entered into on
September 3, 2013 and amended to extend through January 31, 2016.
WHEREAS, the City desires to embark on the development of a new website in fiscal year
2016-17 and until such time the new website is established wishes to continue to utilize contracted
services to maintain the existing website, including providing content management; and
WHEREAS, contract expenditures of $25,000 or more 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 Execute a Professional Services Agreement with Boots
Road Group LLC for a Contract Term of February 1, 2016 to December 31, 2016 for a Not to
Exceed Cost of $24,000.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
on this 2nd day of February 2016 by the following roll call vote:
AYES:

COUNCIL MEMBERS:

NOES:

COUNCIL MEMBERS:

ABSENT:

COUNCIL MEMBERS:

ABSTAIN :

COUNCIL MEMBERS:

SIGNED:

ATTEST:

Jason Burnett, MAYOR

Ashlee Wright, City Clerk

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CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION 2016-_ _
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
AUTHORIZING THE CITY ADMINISTRATOR TO EXECUTE A PROFESSIONAL SERVICES
AGREEMENT WITH FASULO INVESTIGATIONS IN AMOUNT NOT TO EXCEED $40,000

WHEREAS, the City of Carmel-by-the-Sea entered into a preliminary contract with AI

Fasulo of Fasulo Investigations to provide contract code compliance services on October 12,
2012 and amended this contract on February 4, 2014 to extend it through January 2015; and
WHEREAS, the City Council approved a new agreement for the period of February 1,
2015 through January 31, 2016 on December 2, 2014; and
WHEREAS , the City's Community Planning and Building Department's code compliance
workload remains high and justifies continued assistance by Mr. Fasulo; and
WHEREAS, the Department intends to issue a request for proposal for services to
coincide with the new 2016-17 fiscal year and wishes to utilize Mr. Fasulo's services for the
remaining part of fiscal year 2015-16.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA does hereby:
Authorize the City Administrator to execute a professional services agreement with
Fasulo Investigations for contract code compliance services for a period of February
1, 2016- June 30, 2016 for an amount not to exceed $40,000.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-SEA this 2nd day of February 2016 by the following roll call vote:

AYES :

COUNCIL MEMBERS:

NOES:

COUNCIL MEMBERS:

ABSENT:

COUNCIL MEMBERS:

ABSTAIN:

COUNCIL MEMBERS:

SIGNED:

Jason Burnett, Mayor

ATTEST:

Ashlee Wright, City Clerk

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