CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
SR 2017-085
June 6, 2017
Consent Agenda

TO: Honorable Mayor and City Council Members

SUBMITTED BY: Sharon Friedrichsen, Director Contract & Budgets

APPROVED BY: Chip Rerig, City Administrator

SUBJECT: Consideration of a resolution authorizing the City Administrator to execute Amendment

No. 3 to a Professional Services Agreement with Boots Road Group, LLC for an
additional amount of $3,000 for contract website support services.

RECOMMENDATION
Adopt a resolution authorizing the City Administrator to execute Amendment No. 2 to a Professional Services
Agreement with Boots Road Group, LLC for an additional amount of $3,000 for a new total not to exceed
amount of $34,500 for contract website hosting services.

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, including the
posting of agenda packets.
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 to 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 agreement to terminate on June 30, 2017 and retained the not to exceed cost of $24,000. On May 2, 2017
the Council approved a modification of the not exceed cost for an additional amount of $7,500, for a new not to
exceed amount of $31,500.

The creation of a new website has been a long-standing goal of the City and funding is included within the
capital budget for the design of a new website. A redesigned website will enable staff to easily update content
and post documents to the website. In March 2017 staff issued a Request for Proposals for Website Design
and Hosting Services and received 23 proposals. Staff has reviewed these proposals, received presentations
from seven of the 23 vendors, and hope to come before Council in July with a vendor and a contract. Due to
the need to continue with the current website while a new website is implemented it is necessary to retain a
contractor to provide website support services as part of the new fiscal year.

As such, staff is recommending modifying the existing contract with Boots Road Group, LLC for website
support hosting services a new term to terminate on September 30, 2017 and a modification of the not to
exceed cost for an additional amount of $3,000, for a new not to exceed amount of $34,500.

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 Amount

Contract Amount Amendment Amount
Boots Road Group, NTE $24,000.00 + $3,000.00 NTE $34,500.00 thru
LLC September 30, 2017

PRIOR CITY COUNCIL ACTION

Council approved the agreement with Boots Road Group LLC for $24,000.000 on February 2, 2016 by
adopting resolution 2016-008.

ATTACHMENTS

1. Resolution Contract Amendment Boots Road Group, LLC

 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. 3 TO A PROFESSIONAL SERVICES
AGREEMENT WITH BOOTS ROAD GROUP, LLC FOR AN ADDITIONAL AMOUNT NOT TO EXCEED
$3,000.00 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, the contract with Boots Road Group, LLC was originally 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, an extension of the contract to September 30, 2017 will necessitate an increase the
budgeted amount by an additional amount of $3,000.00 for a new not to exceed amount of $34,500.00.

Contractor Existing Proposed Contract New Not to Exceed Amount

Contract Amount Amendment Amount
Boots Road NTE $24,000.00 + $3,000.00 NTE $34,500.00
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. 3 with Boots Road Group, LLC for new
term ending September 30, 2017 and additional amount not to exceed $3,000.00 for contract website support
services.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this 6th
day of June 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
 Exhibit A

AMENDMENT NO. 3
ASD-BOOTS-006-16-17
BOOTS ROAD GROUP, LLC.

1. This amendment (the "Amendment") is made by City of Carmel-by-the-Sea and X, 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 September 30, 2017,
unless services are no longer needed prior to September 30, 2017.

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

CITY shall pay CONSULTANT in an 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