SR-03-24-2015-3EID
mom City of it i Report
Santa bloaiea
City Council Meeting: March 24, 2015
Agenda Item: 3 ®F
To: Mayor and City Council
From: Dean Kubani, Manager, Office of Sustainability and the Environment
Subject: Second Modification to Professional Services Agreement for Web
Development and Content Management Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and
execute a second modification to professional services agreement #2221 in the amount
of $15,000 with John Oakes, a California -based consultant, to provide web development
and content management services. This will result in a four -year amended agreement
with a new total amount not to exceed $95,000.
Executive Summary
The Office of Sustainability and the Environment (OSE) manages an active outreach
and communications effort to promote the City's environmental and sustainability
programs. The OSE website is the cornerstone for these efforts and needs regular
maintenance and updating, requiring resources beyond those available in- house. More
work than expected is required this year as a result of web updates from the drought
response and launching an open data site for Sustainable City Plan data. Therefore,
staff recommends Council authorize a second modification of the professional services
agreement with Mr. Oakes through June 30, 2015 in an amount not to exceed $95,000.
Background
OSE maintains a website, sustainablesm.org, to provide the community and
stakeholders valuable, current information about the City's sustainability programs,
including water conservation, energy efficiency, and green building. Ongoing updates
and maintenance of the content on the website require a level of effort beyond that
available in- house. In order to ensure that OSE could build out and maintain its
website, OSE consulted with Information Systems Department (ISD) staff and
determined that an outside resource was needed to provide web development and
content management services.
In 2011, OSE and ISD requested and evaluated bids from local web service vendors.
John Oakes provided the best bid as determined by price, ability to meet City
specifications and technical skill.
Discussion
As a result of the City drought response and the upcoming launch of an open data
portal for Sustainable City Plan data, additional web development services are now
required beyond maintenance of the existing OSE website. Staff recommends adding
$15,000 to the agreement with Mr. Oakes to allow for completion of anticipated
additional work through the rest of this fiscal year. OSE plans to formally bid for
communication services, including web content services, for future years later this year.
Vendor Selection
In March 2011, the City published an informal Request for Quotes to provide web
development and content management services as requested by OSE in accordance
with City specifications. The bid was emailed to 28 vendors. Four bids were received
and publicly opened on March 31, 2011. Bids were evaluated based on the criteria in
SMMC 2.24.072, including price, ability to meet City specifications, technical ability, and
experience. John Oakes was the lowest bidder, met the City specifications, and had the
required technical skills. Based on these criteria, Mr. Oakes was recommended as the
best bidder to provide web development and content management services in
accordance with the City specification.
E
The City entered into a professional services agreement with Mr. Oakes in April 2011
for an amount not to exceed $65,000. This contract was amended in May 2014 to
extend the contract until June 30, 2015 and to add $15,000 for additional work.
Because of the additional work that is needed, the agreement will exceed the
purchasing threshold for professional services agreements and, therefore, requires
Council authorization for the first time.
Financial Impacts & Budget Actions
This agreement modification to be awarded to John Oakes is $15,000 for an amended
agreement total not to exceed $95,000. Funds are available in the FY 2014 -15 budget
in the City Manager's Office Department. The agreement will be charged to account
01226.555060.
Prepared by: Christopher Smith, Principal Administrative Analyst
Approved:
�d (.2
Dean Kubani
Manager, Office of
Sustainability and the Environment
3
Forwarded to Council:
T�-
Elaine Pol chek
Interim City Manager
Reference:
Agreement No. 10043
(CCS)