CITY OF CARMEL-BY-THE-SEA Council Report September 10, 2013

To: From: Submitted by: Subject:

Honorable Mayor and Members of the City Council Jason Stilwell, City Administrator Susan Paul, Administrative Services Director Adopt a Resolution of the City Council of the City of Carmel-by-the-Sea Authorizing the City Administrator to Amend Existing Contracts with Mark Alcock for Information Technology Consulting Services

Recommendation(s): Authorize the City Administrator to amend existing contracts with Mark Alcock

for various information technology consulting services in an amount not to exceed $43,500 for MA-SEC-MA-002-2013 and $60,000 for MA-EXAMINER-0032013.
Executive Summary: This City has engaged Mark Alcock to provide a variety of expert information

technology consulting services related to the system's infrastructure, network security, user support, and examiner services. To accomplish this work, the City Administrator entered into preliminary professional consulting contracts. The recommended action(s) will provide for the ongoing support of the City's information technology system, facilitate the implementation of the IT strategic plan, and provide needed examiner services.
Analysis/Discussion: The City has engaged expert technology consulting services to review/assess the

condition of the IT infrastructure including applications, system documentation, network security, provide ongoing user and meeting support assist with the implementation of technology strategic plan, and provide examiner services. This work is being provided currently through professional consulting agreements. The recommended action(s) will provide for the City's ongoing technology needs and system support. It is anticpated that technology needs and service delivery will be assessed once the strategic technology plan is adopted. In the meantime, these contracts are providing critical system, user and meeting support, and examiner services.
Fiscal Impact: Budgeted (yes/no) Funding Source( general fund, grant, state)

Yes

01-67053 - General Fund

1

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CITY OF CARMEL-BY-THE-SEA CITY COUNCIL RESOLUTION 2013A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA AUTHORIZING THE CITY ADMINISTRATOR TO AMEND EXISTING CONTRACTS WITH MARK ALCOCK RELATED TO THE CITY'S ONGOING INFORMATION TECHNOLOGY REQUIREMENTS AND PROFESSIONAL EXAMINER SERVICES IN AN AMOUNT NOT TO EXCEED $43,500 FOR CONTRACT MA-SEC-MA-002-2013 AND $60,000 FOR CONTRACT MA-EXAMINER-003-2013.

WHEREAS, the City of Carmel-by-the-Sea (City) requires ongoing information technology (IT) consulting, support services, and examiner services; and WHEREAS, the City engaged expert IT consulting services in 2013; and WHEREAS, the consultant has performed a variety of IT professional services including a review/assessment of the City's infrastructure and applications, risk assessment, system documentation, network security, ongoing user and meeting support, and examiner services; and WHEREAS, an amendment to contracts MA-SEC-MA-002-2013 and MA-EXAMINER-0032013 is required presently to continue the IT support services and other needed IT consulting; and WHEREAS, the funds are planned and budgeted for and will be authorized from the Administrative Services Department budget. NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF CARMEL-BY-THE-SEA does hereby: Authorize the City Administrator to amend the existing contracts with Mark Alcock for various IT services in an amount not to exceed $43,500 for contract MA-SEC-MA-002 -2013 and $60,000 for MA-EXAMINER-003-2013. PASSED AND ADOPTED BY THE CITY COUNCIL OF THE CITY OF CARMEL-BYTHE-SEA this twenty-eighth day of August 2013 by the following roll call vote: A YES: NOES: ABSENT: ABSTAIN: ATTEST: COUNCIL MEMBERS: COUNCIL MEMBERS: COUNCIL MEMBERS: COUNCIL MEMBERS: SIGNED,

Heidi Burch, City Clerk

Jason Burnett, MAYOR

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AMENDMENT NO. I TO CONTRACT BETWEEN THE CITY OF CARMEL-BY-THE-SEA AND MARK ALCOCK FOR TECHNOLOGY CONSULTING SERVICES CONTRACT: PCS-MA-SEC-MA-002-2013

WHEREAS the CITY OF CARMEL-BY-THE-SEA, hereinafter referred to as the CITY, and Mark Alcock, hereinafter referred to as the CONSULTANT, have previously entered into a Contract between the CITY and the CONSULTANT, hereinafter referred to as the Agreement for the purposes of having the CONSULTANT provide professional information technology consulting services for the CITY; and WHEREAS the CONSULTANT is performing a variety of ongoing IT professional services; and WHEREAS the CITY requires an amendment to the existing contract with the CONSULTANT to continue support services and IT consulting to continue the ongoing examination of the City's IT infrastructure and related technology needs; and WHEREAS the CITY and the CONSULTANT wish to amend the Agreement to have the CONSULTANT continue the work on City's IT structure, security support, network, and IT consulting needs. NOW THEREFORE, the Agreement is hereby amended as follows: A. Work to be Performed. Under this Amendment No. 1 to MA-SEC-MA-002-20 13, the CONSULTANT will provide information technology consulting services as follows: Infrastructure, network security, documentation, and meeting support. Assistance as needed with the implementation of the strategic technology plan. Additional IT consulting as needed.

B. Compensation. The total price for the work performed under this Amendment, which may not be exceeded without the City's prior written approval, is $43,500. All other terms in this section remain in full force and effect and are not modified by this Agreement. In all respects other than as hereinabove expressly set forth the undersigned hereby ratifies this Amendment No. 1 to the Agreement and that this Amendment No. 1 shall become effective on

CITY By: Jason Stilwell City Administrator

CONSULTANT By: Mark Alcock Consultant

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AMENDMENT NO. 1 TO CONTRACT BETWEEN THE CITY OF CARMEL-BY-THE-SEA AND MARK ALCOCK FOR TECHNOLOGY EXAMINER SERVICES CONTRACT: PCS-MA-EXAMINER-MA-003-2013

WHEREAS the CITY OF CARMEL-BY-THE-SEA, hereinafter referred to as the CITY, and Mark Alcock, hereinafter referred to as the CONSULTANT, have previously entered into a Contract between the CITY and the CONSULTANT, hereinafter referred to as the Agreement for the purposes of having the CONSULTANT provide professional information technology examiner services for the CITY; and WHEREAS the CONSULTANT is performing ongoing IT professional examiner services; and WHEREAS the CITY and the CONSULTANT wish to amend the existing contract with the CONSULTANT for required examiner services; and WHEREAS the CITY and the CONSULTANT wish to amend the Agreement to have the CONSULTANT continue the required examiner services. NOW THEREFORE, the Agreement is hereby amended as follows: A. Work to be Performed. Under this Amendment No . 1 to MA-EXAMINER-MA-0032013, the CONSULTANT will provide information technology examiner services. B. Compensation. The total price for the work performed under this Amendment, which may not be exceeded without the City's prior written approval, is $60,000. All other terms in this section remain in full force and effect and are not modified by this Agreement.

In all respects other than as hereinabove expressly set forth the undersigned hereby ratifies this Amendment No. 1 to the Agreement and that this Amendment No. 1 shall become effective on

CITY By: Jason Stilwell City Administrator

CONSULTANT By: Mark Alcock

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