CITY OF CARMEL-BY-THE-SEA

CITY COUNCIL
Staff Report
SR 2017-055
May 2, 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. 2 to a Professional Services Agreement with Boots Road Group, LLC for an
additional amount of $7,500.00 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 $7,500.00 for a new total not to exceed
amount of $31,500 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. This agreement included a term of February 1, 2016 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 $24,000.00. Due to the extension of the contract to June 30, 2017 it is necessary to
increase the budgeted amount by an additional amount of $7,500.00, for a new not to exceed amount of
$31,500.00. The additional funding of $7,500.00 assumes a cost of $1,500.00 a month for the remainder of
the fiscal year.
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 anticipation of the launch of the project, staff has staggered the contract
with Boots Road Group, LLC. However, the City will need the services of the vendor at least minimally through
the end of the fiscal year.
Regarding the website project, staff issued a Request for Proposals for Website Design and Hosting Services
in March 2017 and received 23 proposals. Staff are currently in the process of reviewing these proposals and
hope to come before Council in June with a vendor and a contract. Due to the need to continue with the
current website while a new website is implemented it may become necessary to retain a contractor to provide
website support services as part of the new fiscal year and staff are exploring that option.
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 Spending Proposed Contract New Not to Exceed

Contract Amount to Date Amendment Amount Amount
Boots NTE $24,000.00 $23,500.00 + $7,500.00 NTE $31,500.00 thru
Road February 25, June 30, 2017
Group, 2016
LLC February 21,
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 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. 2 TO A PROFESSIONAL SERVICES
AGREEMENT WITH BOOTS ROAD GROUP, LLC FOR AN ADDITIONAL AMOUNT NOT TO EXCEED
$7,500.00 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, due to the extension of the contract to June 30, 2017 it is necessary to increase the
budgeted amount by an additional amount of $7,500.00 for a new not to exceed amount of $31,500.00.

Contractor Existing Spending Proposed Contract New Not to Exceed

Contract to Date Amendment Amount Amount
Amount
Boots Road NTE $24,000.00 $23,500.00 + $7,500.00 NTE $31,500.00
Group, LLC February 25,
2016
February 21,
2017

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. 2 with Boots Road Group, LLC for an
additional amount not to exceed $7,500.00 for contract website support services.

PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA this
2nd day of May 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