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I

CITY OF CARMEL BY THE SEA

AGENDA BILL

TO:

Honorable Mayor and Members of the City Council

FROM: Sharon Friedrichsen, Director

of

Budget and Contracts

AB 1089

February 2 2016

Consent Calendar

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 ocuments 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 o 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 o the new fiscal year. In the meantime, it is

recommended that an agreement with Fasulo Investigation be approved for the term of February 1-

June 30, 2016. This will allow services to continue for the remaining part o the current fiscal year.

Fiscal: The Fiscal Year 2015-16 budget anticipated the use

o

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 o 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

o

amendment to agreement with Boots Road Group

on

29 June 2015 Resolution 2015-

044). 2) Approval o agreement with Fasulo Investigation for code compliance services for a period o

February

1

2015- December 31 , 2016 on 2 December 2014 Resolution 2014-081).

ATTACHMENTS

1. Resolution- Boots Road Group

2. Resolution-

Fa

sulo Investigation

APPROVED

t'4 t l

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RESOLUTION 2016- 

A RESOLUTION OF THE CITY COUNCIL O 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-BY

THE-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: ATTEST:

Jason Burnett, Mayor Ashlee Wright, City Clerk