amendment to an existing contract (asd-pcs-pcgmb-003-20 13-14) with public consulting group 04-01-14

8/12/2019 Amendment to an Existing Contract (ASD-PCS-PCGMB-003-20 13-14) With Public Consulting Group 04-01-14

1/1148

To

From:Submitted by:Subject:

CITY OF CARMEL-BY-THE-SEACouncil Report

April 1, 2014

Honorable Mayor and Members of the City CouncilJason Stilwell, City AdministratorSusan Paul, Administrative Services DirectorConsideration of a Resolution Authorizing the City Administ rator to doptan mendment to an Existing Contract ASD-PCS -PCGMB-003-2013-14)with Public Consulting Group for the Continuation of Technical Help Deskand Information Technology (IT) System Support in an mount not toExceed 15,000.00.

Recommendation s): dopt a Resolution Attachment I) authorizing the City Administrator toamend an existing contract ASD -PCS-PCGMB -003-2013-14) AttachmentII) with Public Consulting Group for the Continuation of Techn ica l HelpDesk and Information Technology IT) System Support in an Amount not toExceed 15,000.00.

Executive Summary: In June 2013 the City Administrator entered into a consulting contractwith Public Consulting Group, for technical help desk and IT systemsupport for the City's day-to-day computer systems needs, IT enterprisewide support and system administrat ion services.In January 2014, implementation of Phase 1 of the Strategic InformationTechnology Plan was adopted by the City Council as a 2014 key initiative.Phase I of the Plan included securing daily system support andmanagement. The proposed contract amendment will continue theneeded daily support of the system, until ongoing system support needsare determined.

Analysis/Discussion: Since June 2013 PCG has provided extensive technical support to meetthe City's help desk needs including network administration services,server administration services, desk top administration support, manageenterprise antivirus software for all servers, desktops, and laptops andprovide regular system back-ups and initial help desk ticket requests.

1


2/1149

iscal Impact:

In January 2014 implementation of Phase I of the Strategic TechnologyPlan was adopted by the City Council as a key 2014 initiative. Phase I ofthe Plan will include determining the ongoing support of the system. Theproposed contract amendment will continue the needed daily support ofthe system in the meantime .

Budgeted {yes/no : Funding Source{ general fund, grant, state :Yes

Previous CouncilAction/Decision History:

Capital Fund

In June 2013 the City dministrator entered into a consulting contractwith Public Consulting Group for technical IT support.

Reviewed byCity Administrator City Attorneysst . City Admin. Dir of CPB

Public Safety Dir D Library Dir

Attachments:Attachment I - Resolution

DDDAdministrative ServicesDir of Public Svcs DOther D

Attachment Contract SD -PCS-PCGMB-003-2013-14


3/1150

CITY OF CARMEL-BY-THE-SEACITY COUNCILRESOLUTION 2014-

ATTACHMENT 1

A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEAAUTHORIZING THE CITY ADMINISTRATOR TO AMEND N EXISTINGCONTRACT (ASD-PCS-PCGMB-003-2014-14) WITH PUBLIC CONSULTINGGROUP FOR THE CONTINUATION OF TECHNICAL HELP DESK ANDINFORMATION TECHNOLOGY (IT) SYSTEM SUPPORT IN N AMOUNT NOTTO EXCEED 15,000.00

WHEREAS, Public Consulting Group (PCG) provides technical help desk and IT systemsupport services to the City; andWHEREAS, PCG has been provided network administration services, server administrationservices, 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; andWHEREAS, in order to continue the services of PCG the contract must be amended in anamount not to exceed 15,000.00.NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OFCARMEL-BY-THE-SEA does hereby:Amend the Public Consulting Group Contract, ASD-PCS-PCGMB-003-2013 -14, in an amountnot to exceed 15,000.00.PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-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 BURNETTM YOR


4/1151

AS D-PCS-PCG MB-003-13 4

AGREEMENT FOR CONSULTING SERVICES

THIS AGREEMENT i s ente red i n to on t h i s 7th day o f June2013 , by and between the CITY OF CARMEL- BY-THE- SEA , here inre fe r red to as the CITY ) and Publ ic Consul t-ing Group (PCG) ,here ina f t e r re fe r red to as CONSULTANT .W I T N E S S E T H

WHEREAS the CITY i s(IT) System Admin s t r a t i onserv ices ; and

i n t e r e s t e d inand Suppor t Information TechnologyServices o n ~ u i t i n gWHEREAS the CITY des i res to re ta in the serv ices of a

qua l i f i ed consul tant to provide system adminis t ra t ion andsupport while the CITY goes through a procurement e f fo r t toobta in en te rp r i se IT support se rv ices ; and

WHEREAS CONSULTANT represents tha t as ou t l ined in Exhibi tAu , Manuel Barandas i s qua l i f i ed to perform the serv ices undert h i s Agreement .

NOW THEREFORE THE PARTIES HERETO DO MUTUALLY AGREE ASFOLLOWS :1 SCOPE OF SERVICES

A. CONSULTANT sha l l performt e chnical and admin is t r a t ive supportServices se t fo r th in Exhibi t Auincorpora ted he re in by t h i s r e fe rence

informationdescr ibedat tached

techno logyas Scope ofhe re to and

Said se rv ices and a l l du t ies inc iden ta l o r necessarythe re to s ha l l be performed d i l i gen t l y and competently and inaccordance with profes s iona l standards of performance.2 . COMPENSATION

A. The CITY s ha l l pay CONSULTANT for serv ices inaccordance with t h i s agreement in the amount of $100.00 per hourand reasonable expenses in an amount not to exceed 32 5 , 000 fe rFY 2013 - 11 throug:1 FY 2014-15 while en te rp r i se wide suppor t andadmin is t r a t ive se r7 ices a re procured .

B. Payment o f the invoice for se rv ices rendered wil l bemade a f t e r acceptance and approval by the CITY within t h i r ty(30) days of rece ip t by the Ci ty o f such invoice .

1


5/1152

3 OWNERSHIP OF WORK PRODUCTA. Ownership of any repor ts , data , s tudies , surveys ,

char ts , maps f igures , photographs , memoranda , and any o therdocuments which a re developed compiled , or produced as a r e su l tof th i s Agreement , whether or not completed , s ha l l ves t with theCITY.

B. Methodology , mater ia l s , software logic and systemsdeveloped under t h i s Agreement are the proper ty of CONSULT NTand t he CITY , and may be used as CONSULT NT and/or the CITY seef i t including the r igh t to rev ise or publ ish the same withoutl imi t a t i on.4 GENER L DMINISTR TION ND M N GEMENT

A. The Adminis t ra t ive Services Di rec tor for the CITYs ha l l have the primary admin is t r a t ive re spons ib i l i ty for theCITY under t h i s Agreement , and s ha l l review and approveCONSULT NT s invoices to the CITY under t h i s Agreement.

B. The Adminis t ra t ive Serv ices Di rec tor for the CITYsha l l have primary r e s pons ib i l i t y fo r overseeing and d i rec t ingCONSULT NT s prepara t i on o f the Scope of Services , and s ha l lcoordinate a l l communicat i ons with CONSULT NT from the CITY .5 COMPLETION D TE

A. CONSULT NT s ha l l make every reasonable e f fo r t tocomplete the l i s t e d techno logy consul t ing se rv ices for the City .B. CONSULT NT wil l d i l i gen t l y proceed with the work

contrac ted fo r , but t i s express ly agreed and understood tha tCONSULT NT sha l l not be he ld respons ib le for delays occasionedby fac tors beyond t h e i r cont ro l nor by fac tors tha t could notreasonably have been foreseen a t the t ime o f execut ion of t h i sAgreement.

2


6/1153

6 . SUSPENSION/TERMINATION OF GREEMENTA. The r i gh t i s reserved by the CIT Y or CONSULT NT to

t e rmina te or suspend t h i s Agreement with or without cause a t anyt ime by giving t h i r t y (30) day s wri t ten not ice to the o therparty . In th a t event , a l l f in ished or unfinished documents ,da te , s tudies , surveys, drawings , maps , models , photographs andr epor t s , or o t he r mater ia l prepared by CONSULT NT pursuant tot h i s Agreement sha l l be del ivered to the CITY; and CONSULT NTsha l l be en t i t l ed to rece ive j u s t and equi table compensation forany s a t i s f a c to ry work completed on the projec t pr ior to the dateof suspension or t e rmina t ion .7 . SSIGNMENT

A. This Agreement may nott r ans fe r red by e i t he r party heretoconsent of the other party .

8 . DDITION L SERVICES

be assignedw it hou t the

or otherwisepr io r wri t ten

A. CONSULT NT may be requested to perform add i t iona lse rv ices beyond the or ig ina l Scope of Services as defined inExhibi t A . Such add i t iona l s e rv ic es in c l ude th ose due toabnormal condi t ions beyond CONSULTANT s contro l changes inphasing, t ime delays , changes in scope or requirements on thepa r t of others and serv ices necess i ta ted by l egal chal lenge ofthe Plan . Such work wil l be undertaken only upon wri t t enau thor iza t ion o f the CITY based upon an agreed amount ofcompensation .9 NON DISCRIMINATION/AFFIRMATIVE CTION

A. CONSULT NT w i l l not discrim in a te aga ins t any employeeor appl icant for employment because of race, creed, color ; sex,age , nat ional or ig i n , mari t a l s t a tus , phys ical o r o ther motorhandicap , unless based upon bonaf ide occupat iona l qua l i f i ca t ion .CONSULT NT wil l t ake aff i rmat ive ac t ion to ensure tha tappl i cants are employed and tha t employees are t r e a t e d dur ingemployment without regard to the r race , creed , color sex, age,nat ional or ig in , mari t a l s ta tus , phys ica l or other mot orhandicap.

3


7/1154

10 . HOLD H RMLESSA. CONSULTANT agrees to hold harmless the CITY, i t s

publ ic o f f i c i a l s , of f ice r s and employees from any loss , damageo r l i a b i l i t y a r i s ing d i rec t l y from any negl igent ac t or omissionby CONSULTANT CONSULTANT sha l l not be respons ib le fo r anyloss , damage o r l i a b i l i t y a r i s ing from any ac t or omission bythe CITY, i t s agents , s t a f f , o ther consul tants , independentcon t rac to r s , t h i rd pa r t i e s or o ther s working on the pro jec t tha thave not been hired by CONSULTANT and over which CONSULTANT hasno supervis ion o r cont r o l .

11 INSUR NCE

A. WORKER S COMPENSATIONCONSULTANT c e r t i f i e s t ha t t i s aware o f the

provis ions o f the Labor Code of the Sta te of Cal i fo rn ia whichrequire every employer to be insured aga ins t l i a b i l i t y forworkers compensation o r to undertake se l f - insu rance inaccordance with the provis ions o f t ha t Code, and t c e r t i f i e stha t t w i l l comply with such provis ions before commencingperformance under t h i s Agreement.12 INDEPENDENT CONTR CTOR

A. CONSULTANT i s , and sha l l be a t a l l t imes during theterm o f t h i s Agreement, an independent contrac tor .13 CONFLICTS OF INTEREST

A. CONSULTANT sha l l a t a l l t ime avoid conf l i c t s ofi n t e re s t , or the appearance o f conf l i c t s o f i n t e re s t , in theperformance o f t h i s Agreement. CONSULTANT sha l l f i l e s ta tementsof f inanc ia l i n t e r e s t , on forms provided by the CITY, to theextent and a t the t imes r equ i red by the CITY s Conf l ic t ofIn t e r e s t Code and appl icable law.

B. During the term of t h i s Agreement, CONSULTANT sha l lconduct c i t y re la ted communications with non-governmen t a lgroups, agenc ies , or ind iv idua l s , exclus ively through the CITY.14 NOTICES

A. Any no t ice to be given to the par t ie s hereunder sha l lbe addressed as fo l lows un t i l no t ice o f a di f fe ren t address i s

4


8/1155

given t o the par t i e s :THE CITY

CONSULTANT :

Jason St i lwe l l , City Administra torCity of Carmel - by-the-SeaPO Box CCCarmel , CA 93921

Sal ly W. Nagyc /o Public Cons u l t i ng Gro up , Inc.2150 River Plaza Drive , Su te 380Sacramento , CA 95833

Any and a l l not ices o r othe r communications requi redor permi t ted r e l a t i ve to t h i s Agreement sha l l be in wri t ing andsha l l be deemed duly served and given when persona l ly de l veredto e i the r of the pa r t i e s , CONSULTANT o r the CITY, to whom t i sd i rec ted ; or in l i e u of such personal serv ice , when deposi ted inthe United Sta tes mail , f i r s t c lass , postage prepaid , addressedto CONSULTANT or to the CITY a t the addresses se t for th above .

Ether par ty may change t he i r address for the purposeof t h i s paragraph by giving wri t t en no t ice of such change t o theother par ty in the manner provided for i n the precedingparagraph.15. ATTORNEY S FEES AND OURT VENUE

A. Should e i the r par ty to t h i s Agreement br ing l ega lact ion agains t the o ther , formal j ud i c i a l proceed ing , mediat iono r a rb i t r a t i on , the case s ha l l be hand l ed in Monterey County ,Cali forn ia , and the par ty p reva i l ing in such act ion sha l l been t i t l ed to a reasonable a t to rney s fee which sha l l be f ixed bythe judge, mediator or a r b i t r a t o r hearing the case and such feesha l l be inc luded in the judgment , toge ther with a l l cos t s .

5


9/1156

16 AGREEMENT CONTAINS ALL UNDERSTANDINGS : AMENDMENT

A. This document rep re sen t s t he e n t i r e and in teg ra tedgreement between the CITY and ONSULT NT and supersedes a l l

p r i o r nego t i a t ions rep re sen ta t ions and agreements e i t h e rwri t t en o r o r a l .

7 GOVERNING LAW

A. This greement sh a l l be governed by t he laws o f theS ta t e o f Cal i fo rn ia .18 SEVERABILITY

A. I f any t e rm o f t h i s greement i s held inva l id by aco u r t o f competent j u r i s d i c t i o n the remainder o f t h i s greementsh a l l remain in e f f e c t

IN WITNESS WHEREOF the pa r t i e s have exec ut ed t h i sgreement on the da te f i r s t here inabove wri t t en

CITYBy :

6


10/1157

PeG Technok?9YConsult ngPubli Focus Provcn Hu;ult


11/1158

reG Technolt;JgyConsult ngPublic Focus Proven R 0 ~ u J t ;

An estimate o hours needed to complete the scope o work will be providedupon further discussion with the City5 aymentPayment shall be made monthly upon submittal o n invoice

ayment Page

amendment to an existing contract (asd-pcs-pcgmb-003-20 13-14) with public consulting group 04-01-14

Documents