CITY OF CARMEL-BY-THE-SEA

Council Report
March 3, 2015
To:

Honorable Mayor, Members of the City Council,

Douglas J. Schmitz, City Administrator

From:

Sharon Friedrichsen

Subject:

Resolutions Authorizing Amendments to Various Professional

Services Agreements

RECOMMENDATION(S): Adopt the resolutions authorizing the City Administrator to:

(A) Execute Amendment No. 1 to the Professional Services Agreement (ASD-PCS-BRweb06-13-14) with Boots Road Group, LLC for website support service for a not to exceed
amount of $34,000; and
(B) Execute Amendment No. 1 to the Professional Services Agreement (PBD-PSA-PMC005-14/15) with Pacific Municipal Consultants for contract planning services for a not to
exceed amount of $50,000.
EXECUTIVE SUMMARY:
City staff are currently reviewing existing contracts and ongoing expenditures and bringing
forth contracts for Council authorization on a periodic basis. According to the Carmel-by-theSea Municipal Code, contracts over $25,000 shall be entered into only by Council
authorization.
The first action for Council consideration is to authorize an amendment with the Boots Road
Group LLC, based in Monterey, for support services for maintaining and updating the Citys
website. As part of this service, the consultant routinely updates the website with current
information such as agenda packets for Council and Commission meetings, issuance of
request for proposals and/or notice inviting bids, and job announcements. The City
Administrator entered into an agreement with the consultant on September 3, 2013 for an
amount not to exceed $25,000. The proposed amendment would: (1) extend the contract
term through June 30, 2015 and (2) increase the total contract amount to $34,000.
The second action for Council consideration is to authorize an amendment with Pacific
Municipal Consultants (PMC), local office in Monterey, for contract planning services. The
City Administrator entered into an agreement with the consultant on October 24, 2014 for an
amount not to exceed $25,000. The proposed amendment would (1) change the contract
term to June 30, 2015 and (2) increase the total contract amount to $50,000.

Council Agenda Packet for 3/3/15

Page 66

Council Meeting Date: 3/3/15

Agenda Item: 7.F

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

PREVIOUS COUNCIL ACTION/DECISION HISTORY: N/A as contracts and expenditures

are currently under $25,000
ATTACHMENTS:
1.
2.
3.
4.

Boots Road Contract Amendment Resolution

PMC Contract Amendment Resolution
Boots Road Amendment
PMC Amendment

Council Agenda Packet for 3/3/15

Page 67

Council Meeting Date: 3/3/15

Agenda Item: 7.F

APPROVED:

____________________________________
Douglas J. Schmitz, City Administrator

Council Agenda Packet for 3/3/15

Page 68

Date: ________________

Council Meeting Date: 3/3/15

Agenda Item: 7.F

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:

Jason Burnett, MAYOR

Lee Price, MMC

Interim City Clerk

Council Agenda Packet for 3/3/15

Page 69

Council Meeting Date: 3/3/15

Agenda Item: 7.F

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.

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:

Jason Burnett, MAYOR

Lee Price, MMC

Interim City Clerk

Council Agenda Packet for 3/3/15

Page 70

Council Meeting Date: 3/3/15

Agenda Item: 7.F

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

Council Agenda Packet for 3/3/15

Page 71

Council Meeting Date: 3/3/15

Agenda Item: 7.F

Amendment No. 1 to Contract

PBD-PSA-PMC-005-14/15
1. This amendment (the "Amendment") is made by City of Carmel-by-the-Sea and Pacific
Municipal Consultants, parties to agreement PBD-PSA-PMC-005-14/15 (the "Agreement")
dated 24 October 2014.
2. The Agreement is amended as follows:
a. The Term of the Agreement is modified as follows:
The work under this Contract shall commence October 27, 2014 and terminate
June 30, 2015. The parties may agree to extend or amend this Contract prior to its
expiration.
b. The Compensation of the Agreement is modified as follows:
CITY shall pay CONSULTANT in an amount not to exceed $50,000 for the term
of October 27, 2014 through June 30, 2015. This amount shall be based upon
the hourly rates as stipulated within Exhibit A of the original agreement.
3. Except as set forth in this Amendment, the Agreement is unaffected and shall continue in full
force and effect in accordance with its terms. If there is conflict between this amendment and the
Agreement or any earlier amendment, the terms of this amendment will prevail.

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

Council Agenda Packet for 3/3/15

Page 72

Council Meeting Date: 3/3/15

Agenda Item: 7.F