CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report

September 12, 2017

CONSENT AGENDA

TO: Honorable Mayor and City Council Members

SUBMITTED Sharon Friedrichsen, Director of Budget and Contracts

BY:

Consideration of a resolution authorizing the City Administrator to execute

Amendment No. 4 to a Professional Services Agreement with Boots Road Group,
SUBJECT: LLC for an additional amount of $4,000 for contract website support services.

RECOMMENDATION:
Adopt a resolution authorizing the City Administrator to execute Amendment No. 4 to a
Professional Services Agreement with Boots Road Group, LLC for an additional amount of
$4,000 for a new total not to exceed amount of $38,500 for contract website hosting services for
a term ending June 30, 2018.
BACKGROUND/SUMMARY:
The City utilizes a variety of consultants to augment its staffing capacity, especially when positions
are vacant, as well as to provide specialized services to assist with ongoing daily operations. One
such service is website maintenance support, which includes assistance in updating content on
the Citys aging website.

The City Administrator entered into an updated agreement with Boots Road Group, LLC for
contract website support hosting services on February 2, 2016 for a term ending on December
31, 2016 at a not to exceed cost of $24,000.00. On December 14, 2016, the City Administrator
approved Amendment #1, which modified the term of the agreement to terminate on June 30,
2017 yet retained the not to exceed amount of $24,000. On May 2, 2017, the Council approved
Amendment #2 for a new not to exceed amount of $31,500.

On June 6, 2017, Council approved Amendment #3, which modified the term of the agreement to
terminate on September 30, 2017 and increased the not to exceed amount by an additional
$3,000. At the time of the Councils approval of Amendment #3 in June 2017 staff was still in the
process of identifying and recommending a web developer for Council approval, and, as such, did
not yet have a timeline in place for the implementation of the new website.

At its July 11, 2017 regular meeting, Council authorized the City Administrator to enter into a
contract with Digital Deployment, Inc. for the development of a new City website. During the
month of August, staff has been working with Digital Deployment to conduct preliminary
information gathering and to establish roles and responsibilities for those participating in the
project. In the upcoming weeks the project will be moving out of the Orientation into Phase 1 of a
five phase process, which will include discovery discussions and strategizing for content migration
and creation. The tentative projected completion date for the new website is January 2018.

It is necessary to retain a contractor to provide website support services while a new website is
implemented. As such, staff is recommending modifying the existing contract with Boots Road
Group, LLC for website support hosting services with a new term to terminate on June 30, 2018
and an increase of $4,000, for a new not to exceed amount of $38,500. Although, it is anticipated
that the website will be completed in January 2018 the new term of the contract is set to expire
June 30, 2018 to coincide with the end of the fiscal year and to provide for any unanticipated
contingencies.

According to the Carmel-by-the-Sea Municipal Code, contracts exceeding $24,999 shall be

entered into only by Council authorization. The proposed recommendation for City Council
consideration is to authorize the City Administrator to execute an amendment to an existing
agreement with Boots Road Group, LLC.

While Council has the option to not authorize the amendment, it is worth noting that there is limited
capacity for staff to update the website directly. Without the vendor, either existing staff that have
the expertise will need to allocate time to update the website and/or the City will need to reduce
the information posted on the website and forego making changes to the website content.
FISCAL IMPACT:
Contractor Existing Proposed Contract New Not to Exceed
Contract Amendment Amount
Amount Amount
Boots Road Group, NTE $24,000.00 + $4,000.00 NTE $38,500.00 thru
LLC June 30, 2018

PRIOR CITY COUNCIL ACTION:

Council approved a new agreement with Boots Road Group LLC for $24,000 on February 2,
2016 by adopting resolution 2016-008.

Attachments:

Resolution and Exhibit A

 Attachment 1

CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL

RESOLUTION NO. 2017-___

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING

THE CITY ADMINISTRATOR TO EXECUTE AMENDMENT NO. 4 TO A PROFESSIONAL
SERVICES AGREEMENT WITH BOOTS ROAD GROUP, LLC FOR AN ADDITIONAL AMOUNT
NOT TO EXCEED $4,000.00 FOR CONTRACT WEBSITE SUPPORT SERVICES

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, a contract with Boots Road Group, LLC was entered into on February 2, 2016 and
amended to extend through June 30, 2017; and

WHEREAS, the contract with Boots Road Group, LLC was amended for an increased amount
of $7,500 for a new not to exceed amount of $31,500; and

WHEREAS, the contract with Boots Road Group, LLC was amended for an increased amount
of $3,000 for a new not to exceed amount of $34,500 and a term ending September 30, 2017; and

WHEREAS, an extension of the contract to June 30, 2018 to increase the contract amount by
an additional $4,000 for a new not to exceed amount of $38,500.

Contractor Existing Proposed Contract New Not to Exceed Amount

Contract Amount Amendment Amount
Boots Road NTE $24,000.00 + $4,000.00 NTE $38,500.00
Group, LLC

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 Amendment No. 4 with Boots Road Group, LLC an
extended term ending June 30, 2018 and additional amount not to exceed $4,000.00 for contract
website support services.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-

SEA this 12th day of September 2017, by the following roll call vote:

AYES: COUNCILMEMBERS:

NOES: COUNCILMEMBERS:

ABSENT: COUNCILMEMBERS:

ABSTAIN: COUNCILMEMBERS:

SIGNED: ATTEST:

_______________________ ___________________________
Steve G. Dallas, Mayor Ashlee Wright, City Clerk
 Attachment 1

Exhibit A

AMENDMENT NO. 4
ASD-BOOTS-006-16-17
BOOTS ROAD GROUP, LLC.

1. This amendment (the "Amendment") is made by City of Carmel-by-the-Sea and Boots Road
Group, LLC., parties to agreement ASD-Boots-006-16-17 (the "Agreement")

2. The Agreement is amended as follows:

a. Term of the Agreement is modified as follows:

The work under this contract shall be extended to and terminate on June 30, 2018,
unless services are no longer needed prior to June 30, 2018.

b. The Compensation of the Agreement is modified as follows:

CITY shall pay CONSULTANT an additional $4,0000 for total amount not to exceed
$34,500 for the term of the entire 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.

CONSULTANT:

By: _____________________________ Date: ______________________

Boots Road Group, LLC

CITY:

By: _____________________________ Date: ___________________

Chip Rerig, City Administrator

ATTEST:

By: _____________________________ Date:_____________________

Ashlee Wright, City Clerk