Public Consulting Group Contracts 09-01-15

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CITY OF CARMEL-BY-THE-SEA

AGENDA BILL

AB 1015

September 1 2015

Consent Calendar

TO: Mayor Burnett and Members of the City Council

FROM: Donald

G.

Freeman, City Attorney

SUBJECT: Public Consulting Group Contracts

AMOUNT OF EXPENDITURE 38,903.87

MOUNTBUDGETED 0

APPROPRIATION REQUIRED 38,903.87

RECOMMENDATION

Authorize payment of 38,903.87 to Public Consulting Group

in

full payment of their contracts.

SUMMARY

The City

of

Carmel-by-the-Sea entered into four separate contracts with Public Consulting Group to

provide an IT plan , web design, IT services for the City departments as well as other IT-related

services. There is a remaining balance of 38,903.87 due to them in connection with their contracts.

Included on the Consent Calendar is a Resolution adjusting the budget for FY 15/16 for payment of the

outstanding balance with PCG.

PRIOR CITY COUNCIL ACTION

Contract dated March 5 2013, amended on August 6 2013

Contract dated March 29, 2013, amended on May 1, 2013

Contract dated June 7, 2013

Contract dated February 5 2014

ATTACHMENTS

1. Resolution

Council Meeting Date: 09/01/2015

Agenda

It

em: 17

Page 1




OFFICE OF THE CITY ATTORNEY

STAFF REPORT

TO: MAYOR BURNETT AND MEMBERS OF THE CITY COUNCIL

FROM: DONALD G. FREEMAN, CITY ATTORNEY

DATE: AUGUST 24, 2015

SUBJECT: PUBLIC CONSULTING GROUP CONTRACTS

BACKGROUND

&

DESCRIPTION

The City of Carmel-by-the-Sea entered into four separate agreements with Public Co

ns

ulting Group

(hereinafter APCG) as follows:

FIRST CONTRACT DATED MARCH

5,

2013

Purpose:

The first contract was for

an

assessment of the City's current IT structure and to

provide recommendations as to an operationally grounded and act

io

nab

le

implementation plan to improve IT services and to build and support the future capacity

of the organization. PCG assigned Ms. Sally Nagy as the principal pe rson responsible

for providing an implementation plan.

Deliverables:

Cost:

Technical Assessment Documents

Workshops Documents

Plan Documents

IT Services RFP draft June 17, 2013 document

Contract amount as amended was not to exceed 73,800

in

fees

Actual cost: 86,325.

70

( 73,800 fees; 12,525.70

in

travel and other expenses

Contract amount was based

on

a hourly rate of 200 per hour; and provided for additional

reimbursements for a negotiated travel fee of 1 ,000 representing car travel and a portion of

travel time, plus other travel expenses such as hotel and meal expenses .

Paid: The amount has been paid in full

SECOND CONTRACT DATED MARCH 29, 2013

Cou

n

il Meeting Da

te

: 09/01/2015

Agenda Item: 17

Page 2



Purpose: The second contract was for an assessment o the City's current IT infrastructure and

to provide recommendations regarding design, vulnerabilities, and future upgrades.

Contract amended to add Ms. Nagy to the assessment team to provide continuity and

related technology security. Exploration of technical infrastructure requirements to

mov

toward mobile applications, cloud technology and other updated technologies.

Deliverables:

Cost:

Project Management Documents

Technology Upgrades Documents

Contract amount not to exceed 42,000 in fees

Actual cost: 48,522.64 ( 41,600 in fees, 6 ,922.64 in travel and other expenses

Contract amount was based on a hourly rate o 200 per hour, 100 per hour for the

technician; and provided for additional reimbursements for a negotiated travel fee

o

1,000

representing car travel and a portion

o

travel time, plus other travel expenses such as hotel

and meal expenses.

Paid: The amount has been paid in full

THIRD CONTRACT DATED JUNE 7, 2013

Purpose: The third contract was to provide temporary, part-time IT system administration an d

support services while undergoing procurement for such services. Provide assistance

to support recent upgraded City network and provide limited support to end-users.

Maintain network and perform regular back-ups.

Deliverables:

Cost:

PCG was first point o contact for help desk requests . If they were unable to handle the

request remotely Martech consultant would step in.

Amended contract amount not to exceed 40,000

in

fees

Actual cost: 38,329.98 ( 34,000 in fees, 4,329.98 in travel and other expenses)

Contract amount was based on a hourly rate o 100 per hour for the technician; provided for

additional reimbursements for a negotiated travel fee of 1,000 representing car travel and a

portion of travel tim

e,

plus hotel and meal expenses.

Paid: 31,553.46 ( 28,700 in fees, 2,853.46 in travel and other expenses)

FOURTH CONTRACT DATED FEBRUARY 5, 2014

Council Meeting Date: 09/01/2015

Agenda Item: 17

Page 3



Purpose:

The fourth contact was to implement council-adopted IT Plan, modernize infrastructure,

increase network capacity, strengthen security, redesign City website, implement new

financial and payroii/HR systems, upgrade Granicus system, plan for Online City Hall

and other initiatives.

Deliverables:

Cost:

Prepared and circulated RFP for Financiai/Payroii/HR Software vendors. PCG proposal to

contract with Springbrook and with Sally Nagy to manage contract. Prepared and circulated

RFP for website development and conducted interviews. After interviews all activity

suspended

in

early September prior to awarding contracts.

One-year implementation:

Finance-HR-Payroll Documents

Legislative System Documents

Website Redesign Documents

Contract amount not to exceed 75,000

in

fees

Actual cost: 110,826.54 ( 95,752.50

in

fees, 15,074.04

in

travel and other expenses

Fees billed exceeding contract: 20,752.50

Contract amount was based

on

rates o 160, 145 or 85 per hour for various consultants;

provided for additional reimbursements for a negotiated travel fee of 1 ,000 representing car

travel and a portion of travel time, plus other travel expenses such as hotel and meal

expenses.

Paid: 57,946.69 ( 42,097.50

in

fees, 15,849.19

in

travel and other expenses)

RECAP:

Total billed to City:

Billed but unpaid to date:

Fees billed

in

excess

o

contract:

284,004.86

RECOMMENDATION

59,656.37

(20,752.50)

38,903.87

That the City Council approve PCG being paid the amount o 38,903.87 representing full satisfaction

o

their contracts.

Council Meeting Dat

e:

09/01/2015

Age

nd

a Item: 17

Page 4



ATTACHMENT 1

CITY COUNCIL


RESOLUTION NO.

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

AUTHORIZING PAYMENT OF BALANCE DUE

ON FOUR CONTRACTS WITH PUBLIC CONSULTING GROUP

WHEREAS, Public Consulting Group (PCG) works with governmental agencies as well

as others to develop products and services to enhance the needs

of

governmental agencies;

and

WHEREAS,

PCG

is

a provider

of

quality information technology (IT) and management

consulting services to the public sector; and

WHEREAS, PCG provides IT assessment and strategic planning services using best

practices methods; and

WHEREAS, the City of Carmel-by-the-Sea retained PCG to provide a number of IT

functions including the assessment

of

the City's current IT system as well as developing a long

term technology plan with a focus on Aopen government, mobile applications and cloud

technology which include technical support and web design; and

WHEREAS, the City

of

Carmel-by-the-Sea entered into four separate contracts with

PCG to provide an IT plan, web design, IT services for the City departments as well as other IT

related services; and

WHEREAS, the City received all contract deliverables; and

WHEREAS, there is a remaining balance of 38,903.87 due to PCG in connection with

its contracts.

NOW, THEREFORE, E IT RESOLVED that the City Council of the City of Carmel-by

the-Sea does hereby:

Authorize the payment of 38,903.87 to PCG in full payment of its contracts.

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

THE-SEA this day of , 2015, by the following roll call vote:

Council Meeting Date: 09/0 1/2015

Agenda Item: 17

Page 5



AYES:

COUNCIL MEMBERS:

NOES:

COUNCIL MEMBERS:

ABSENT: COUNCIL MEMBERS:

ABSTAIN : COUNCIL MEMBERS:

ATTEST:

LEE PRICE Interim City Clerk

SIGNED

JASON BURNETT Mayor

City of Carmel-by-the-Sea

Council Meeting

Da

te: 09/

/2

5

Agenda Item: 17

Page