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To:
From:
Submitted by:
Subject:
CITY OF CARMEL-BY-THE-SEA
Council Report
April 1, 2014
Honorable Mayor and Members of the City Council
Jason Stilwell, City Administrator
Susan Paul, Administrative Services Director
Consideration of a Resolution Authorizing the City Administrator to Adopt
an Amendment to an Existing Contract (ASD-PCS-PCGMB-003-2013-14)
with Public Consulting Group for the Continuation of Technical Help Desk
and Information Technology (IT) System Support in an Amount not to
Exceed $15,000.00.
Recommendation(s): Adopt a Resolution (Attachment I) authorizing the City Administrator to
amend an existing contract (ASD-PCS-PCGMB-003-2013-14) (Attachment
II) with Public Consulting Group for the Continuation of Technical Help
Desk and Information Technology (IT) System Support in an Amount not to
Exceed $15,000.00.
Executive Summary: In June 2013 the City Admini strator entered into a consulting contract
with Public Consulting Group, for technical help desk and IT system
support for the City's day-to-day computer systems needs, IT enterprise
wide support and system administration services.
In January 2014, implementation of Phase 1 of the Strategic Information
Technology Plan was adopted by the City Council as a 2014 key initiative.
Phase I of the Plan included securing daily system support and
management. The proposed contract amendment will continue the
needed daily support of the system, until ongoing system support needs
are determined.
Analysis/Discussion: Since June 2013 PCG has provided extensive technical support to meet
the City's help desk needs including network administration services,
server administration services, desk top administration support, manage
enterprise antivirus software for all servers, desktops, and laptops and
provide regular system back-ups and initial help desk ticket requests.
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Fiscal Impact:
In January 2014, implementation of Phase I of the Strategic Technology
Plan was adopted by the City Council as a key 2014 initiative. Phase I of
the Plan will include determining the ongoing support of the system. The
proposed contract amendment will continue the needed daily support of
the system in the meantime.
Budgeted {yes/no): Funding Source{ general fund, grant, state):
Yes
Previous Council
Action/Decision History:
Capital Fund
In June 2013 the City Administrator entered into a consulting contract
with Public Consulting Group for technical IT support.
Reviewed by:
City Administrator , City Attorney
Asst. City Admin. Dir of CPB
Public Safety Dir D Library Dir
Attachments:
Attachment I - Resolution
D
D
D
Administrative Services
Dir of Public Svcs D
Other D
Attachment II- Contract ASD-PCS-PCGMB-003-2013-14
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CITY OF CARMEL-BY-THE-SEA
CITY COUNCIL
RESOLUTION 2014-
ATTACHMENT 1
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA
AUTHORIZING THE CITY ADMINISTRATOR TO AMEND AN EXISTING
CONTRACT (ASD-PCS-PCGMB-003-2014-14) WITH PUBLIC CONSULTING
GROUP FOR THE CONTINUATION OF TECHNICAL HELP DESK AND
INFORMATION TECHNOLOGY (IT) SYSTEM SUPPORT IN AN AMOUNT NOT
TO EXCEED $15,000.00
WHEREAS, Public Consulting Group (PCG) provides technical help desk and IT system
support services to the City; and
WHEREAS, PCG has been provided network administration services, server administration
services, desktop support, management of the enterprise antivirus software for all servers, desktops,
and laptops, and provide regular system back-ups and initial help-desk ticket requests; and
WHEREAS, in order to continue the services of PCG the contract must be amended in an
amount not to exceed $15,000.00.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF
CARMEL-BY-THE-SEA does hereby:
Amend the Public Consulting Group Contract, ASD-PCS-PCGMB-003-2013-14, in an amount
not to exceed $15,000.00.
PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-
THE-SEA this 1 st day of April 2014 by the following roll call vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
ATTEST:
Daryl Betancur,
Deputy City Clerk
COUNCIL MEMBERS:
COUNCIL MEMBERS:
COUNCIL MEMBERS:
COUNCIL MEMBERS:
SIGNED,
JASON BURNETT
MAYOR
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ASD-PCS-PCGMB-003-13114
AGREEMENT FOR CONSULTING SERVICES
THIS AGREEMENT is entered into on this 7th day of June
2013 , by and between the CITY OF CARMEL- BY-THE- SEA, herein
referred to as the "CITY" ) and Public Consult-ing Group ( PCG) ,
hereinafter referred to as "CONSULTANT".
W I T N E S S E T H
WHEREAS , the CITY is
(IT) System Admin i_ s tration
services ; and
interested in
and Support
Information Technology
Services
WHEREAS, the CITY desires to retain the services of a
qualified consultant to provide system administration and
support while the CITY goes through a procurement effort to
obtain enterprise IT support services ; and
WHEREAS, CONSULTANT represents that as outlined in Exhibit
"Au , Manuel Barandas is qualified to perform the services under
this Agreement .
NOW, THEREFORE , THE PARTIES HERETO DO MUTUALLY AGREE AS
FOLLOWS :
1. SCOPE OF SERVICES
A. CONSULTANT shall perform
technical and administrative support
Services set forth in Exhibit "Au
incorporated herein by this reference.
information
described
attached
technology
as Scope of
hereto and
Said services and all duties incidental or necessary
thereto shall be performed diligently and competently and in
accordance with professional standards of performance.
2 . COMPENSATION
A. The CITY shall pay CONSULTANT for services in
accordance with this agreement in the amount of $100.00 per hour
and reasonable expenses in an amount not to exceed 32 5 , 000 fer
FY 2013- 11 throug:1 FY 2014-15 while enterprise wide support and
administrative ser7ices are procured .
B. Payment of the invoice for services rendered will be
made after acceptance and approval by the CITY within thirty
(30) days of receipt by the City of such invoice .
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3. OWNERSHIP OF WORK PRODUCT
A. Ownership of any reports , data , studies, surveys ,
charts , maps, figures , photographs , memoranda , and any other
documents which are developed, compiled, or produced as a result
of this Agreement , whether or not completed, shall vest with the
CITY.
B. Methodology, materials , software, logic and systems
developed under this Agreement are the property of CONSULTANT
and t he CITY, and may be used as CONSULTANT and/ or the CITY see
fit, including the right to revise or publish the same without
limitation.
4. GENERAL ADMINISTRATION AND MANAGEMENT
A. The Administrative Services Director for the CITY
shall have the primary administrative responsibility for the
CITY under this Agreement , and shall review and approve
CONSULTANT' s invoices to the CITY under this Agreement.
B. The Administrative Services Director for the CITY
shall have primary responsibility for overseeing and directing
CONSULTANT' s preparat i on of the Scope of Services , and shall
coordinate all communicat i ons with CONSULTANT from the CITY.
5. COMPLETION DATE
A. CONSULTANT shall make every reasonable effort to
complete the listed technology consulting services for the City.
B. CONSULTANT will diligently proceed with the work
contracted for , but it is expressly agreed and understood that
CONSULTANT shall not be held responsible for delays occasioned
by factors beyond their control, nor by factors that could not
reasonably have been foreseen at the time of execution of this
Agreement.
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6 . SUSPENSION/TERMINATION OF AGREEMENT
A. The right is reserved by the CITY or CONSULTANT to
terminate or suspend this Agreement with or without cause at any
time by giving thirty (30) day' s written notice to the other
party . In that event , all finished or unfinished documents ,
date , studies , surveys, drawings , maps , models , photographs and
reports , or other material prepared by CONSULTANT pursuant to
this Agreement shall be delivered to the CITY; and CONSULTANT
shall be entitled to receive just and equitable compensation for
any satisfactory work completed on the project prior to the date
of suspension or termination .
7 . ASSIGNMENT
A. This Agreement may not
transferred by either party hereto
consent of the other party.
8 . ADDITIONAL SERVICES
be assigned
wit hout the
or otherwise
prior written
A. CONSULTANT may be requested to perform additional
services beyond the original Scope of Services as defined in
Exhibit "A" . Such additional s e rvices incl ude those due to
abnormal conditions beyond CONSULTANT's control, changes in
phasing, t ime delays , changes in scope or requirements on the
part of others and services necessitated by legal challenge of
the Plan . Such work will be undertaken only upon written
authorization of the CITY based upon an agreed amount of
compensation .
9. NON-DISCRIMINATION/AFFIRMATIVE ACTION
A. CONSULTANT will not discriminate against any employee
or applicant for employment because of race, creed, color; sex,
age , national origi n , marital status , physical or other motor
handicap, unless based upon bonafide occupational qualification.
CONSULTANT will take affirmative action to ensure that
appl i cants are employed and that employees are treated during
employment without regard to their race, creed, color, sex, age,
national origin, marital status , physical or other mot or
handicap.
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10 . HOLD HARMLESS
A. CONSULTANT agrees to hold harmless the CITY, its
public officials, officers and employees from any loss , damage
or liability arising directly from any negligent act or omission
by CONSULTANT. CONSULTANT shall not be responsible for any
loss, damage or liability arising from any act or omission by
the CITY, its agents , staff, other consultants, independent
contractors, third parties or others working on the project that
have not been hired by CONSULTANT and over which CONSULTANT has
no supervision or control .
11. INSURANCE
A. WORKER' S COMPENSATION
CONSULTANT certifies that it is aware of the
provisions of the Labor Code of the State of California which
require every employer to be insured against liability for
workers' compensation or to undertake self-insurance in
accordance with the provisions of that Code, and it certifies
that it will comply with such provisions before commencing
performance under this Agreement.
12 . INDEPENDENT CONTRACTOR
A. CONSULTANT is , and shall be at all times during the
term of this Agreement, an independent contractor.
13 . CONFLICTS OF INTEREST
A. CONSULTANT shall at all time avoid conflicts of
interest, or the appearance of confl icts of interest, in the
performance of this Agreement. CONSULTANT shall fi le statements
of financial interest , on forms provided by the CITY, to the
extent and at the times required by the CITY's Conflict of
Interest Code and applicable law.
B. During the term of this Agreement, CONSULTANT shall
conduct city related communications with non-governmental
groups, agencies , or individuals , exclusively through the CITY.
14. NOTICES
A. Any notice to be given to the parties hereunder shall
be addressed as follows (until notice of a different address is
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given t o the parties):
THE CITY:
CONSULTANT :
Jason Stilwell , City Administrator
City of Carmel - by-the-Sea
PO Box CC
Carmel , CA 93921
Sally W. Nagy
c/o Public Cons ulting Group , Inc.
2150 River Plaza Drive , Suite 380
Sacramento, CA 95833
Any and all notices or other communications required
or permitted relative to this Agreement shall be in writing and
shall be deemed duly served and given when personally delivered
to either of the parties, CONSULTANT o r the CITY, to whom it is
directed; or in lieu of such personal service, when deposited in
the United States mail , first class, postage prepaid, addressed
to CONSULTANT or to the CITY at the addresses set forth above .
Either party may change their address for the purpose
of this paragraph by giving written notice of such change t o the
other party in the manner provided for i n the preceding
paragraph.
15. ATTORNEY'S FEES AND COURT VENUE
A. Should either party to this Agreement bring legal
action against the other, (formal judicial proceeding, mediation
or arbitration), the case shall be handl ed in Monterey County,
California, and the party prevailing in such action shall be
entitled to a reasonable attorney' s fee which shall be fixed by
the judge, mediator or arbitrator hearing the case and such fee
shall be included in the judgment , together with all costs .
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16. AGREEMENT CONTAINS ALL UNDERSTANDINGS : .AMENDMENT
A. This document represents the entire and integrated
Agreement between the CITY and CONSULTANT, and supersedes all
prior negotiations , representations and agreements , either
written or oral .
17 . GOVERNING LAW
A. This Agreement shall be governed by the laws of the
State of California .
18. SEVERABILITY
A. If any term of this Agreement is held invalid by a
court of competent jurisdiction the remainder of this Agreement
shall remain in effect.
IN WITNESS WHEREOF, the parties have executed this
Agreement on the date first hereinabove written.
CITY
By :
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PeG
Technok?9Y
Consult1ng
Publi .. Focus. Provcn H u;ult <;.
EXHIBIT A
1. Understanding of the Engagement
The City of Carmel-by-the-Sea is seeking a contractor to provide temporary part-
time IT System Administration and Support Services while it goes through a
procurement effort to obtain enterprise IT support services. Rather than
provision the full range of services sought in the larger procurement, the focus
here will be on high priority tasks to keep the City's network and servers running
until such time as a longer term solution is in place.
2. Statement of Work
Public Consulting Group, Inc. proposes Mr. Manuel Barandas as the consultant
who shall provide IT support services to the City.
Working remotely, Mr. Barandas shall provide support for the following:
Network Administration Services - Scope of activity includes City
network equipment including switches, routers, firewalls, bridges and
access points. Alert notifications to designated City personnel in the event
of failure. Manage and store network configuration information;
Server Administration Services - E-mail server administration services.
Setup new users and edit or remove existing users on server. Coordinate
repair and maintenance work with contracted repair vendors and ensure
repairs are conducted in a timely fashion. Notify designated City personnel
in the event of failure. Provide remote on-call support for troubleshooting
high-priority problems.
Desktop Administration Support - Perform basic support functions
including diagnosing and correcting desktop application problems
AntiVirus/AntiSpyware Software - Vendor will manage enterprise
Antivirus software for all servers, desktops and laptops.
Other - Maintain the network diagram, perform and manage regular
backups, provide initial response to help-desk ticket requests.
3. Reporting
Mr. Barandas will report directly to the City Administrator or his designee.
4. Compensation
The City shall pay PCG $1 00 per hour plus expenses for Mr. Barandas'
professional services pursuant to this agreement. Most work will be conducted
remotely. For each trip Mr. Barandas makes to the City, PCG will charge a flat
travel cost of $1 ,000 which represents reimbursement for car travel and for a
portion (but not all) of his travel time; meals will be reimbursed at the Federal Per
Diem rate and hotel expenses will be billed separately supported by receipts.
Understanding of the Engagement Page 1
58
reG
Technolt;Jgy
Consult1ng
Public Focus. Proven
An estimate of hours needed to complete the scope of work will be provided
upon further discussion with the City.
5. Payment
Payment shall be made monthly upon submittal of an invoice.
Payment Page 2