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Home My WebLink About04.e. Agreement with The Gardens at Heather FarmCentral Contra Costa Sanitary District Y BOARD OF DIRECTORS POSITION PAPER Board Meeting Date: June 3, 2014 Subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH THE GARDENS AT HEATHER FARM TO ADMINISTER STUDENT EDUCATION PROGRAMS FOR A FIVE -YEAR PERIOD (ONE YEAR WITH FOUR OPTIONAL ONE - YEAR EXTENSIONS). Submitted By. Initiating Dept. /Div.: Michael Scahill Administration /Communication Services Communication Services Manager REVIEWED AND RECOMMENDED FOR BOARD ACTION: Roger S. Baile General Manag r ISSUE: In accordance with Purchasing procedures, Board authorization is required for the General Manager to execute a professional services agreement in an amount greater than $100,000. RECOMMENDATION: Authorize the General Manager to execute a professional services agreement in the amount of $115,000 with The Gardens at Heather Farm (GHF) to administer student educational programs for a five -year period (one year with four optional one -year extensions). FINANCIAL IMPACTS: The anticipated cost for the student educational programs for a five -year period (one year with four optional one -year extensions) is $115,000. ALTERNATIVES /CONSIDERATIONS: The Board could decide not to authorize an agreement with GHF for student educational programs. However, to meet the requirements of the District's National Pollutant Discharge Elimination System (NPDES) Permit and intent of the District mission of ongoing community outreach and education, the District would either have to contract with another educational provider or hire and train District employees to administer the student educational programs. BACKGROUND: The Gardens at Heather Farm in Walnut Creek, a 501(c)(3) non - profit organization, is a local, community -based organization with an educational vision and mission aligned to that of the District, and which possesses the necessary infrastructure and established ties to elementary schools and senior high schools within the District service area. The organization is not only dedicated to inspiring and educating the general community about gardening and other stewardship practices that preserve and protect the environment, but is also instrumental in assisting the District in advancing 2014 GHF Position Paper Page 1 of 2 POSITION PAPER Board Meeting Date: June 3, 2014 subject: AUTHORIZE THE GENERAL MANAGER TO EXECUTE A PROFESSIONAL SERVICES AGREEMENT WITH THE GARDENS AT HEATHER FARM TO ADMINISTER STUDENT EDUCATION PROGRAMS FOR A FIVE -YEAR PERIOD (ONE YEAR WITH FOUR OPTIONAL ONE - YEAR EXTENSIONS). two specific wastewater student educational programs. Self- supported through memberships, fundraisers, private donations, program fees and rental facilities GHF has partnered with the District since 1998 to provide instructors to develop and implement classroom curriculum and activities for the District student educational programs known as Water Wizards and Sewer Science Programs. The Water Wizard Program is a 60- minute program offered free to schools in our service area for Grades 3 -5 with up to 60 classes conducted per school year to an average of 2,500 students. The Sewer Science Program is a week -long program offered to high schools in our service area with approximately 35 classes conducted per school year to an average of 1,250 students. The District provides printing and materials services as there is no other resource for this service that includes "in- kind" publishing of materials to conduct the classes. In addition to the educational service provided to the community, data from pre -visit and post -visit testing classes provides essential information to the Annual Pollution Prevention Report. COMMITTEE RECOMMENDATION: No committee review required. RECOMMENDED BOARD ACTION: Authorize the General Manager to execute a professional services agreement in the amount of $115,000 with The Gardens at Heather Farm to administer student educational programs for a five -year period (one year with four optional one -year extensions). Attached Supportinq Document., 1. Scope of Work — Exhibit A 2014 GHF Position Paper Page 2 of 2 EXHIBIT A SCOPE OF WORK AND FEE SCHEDULE Consultant (GHF) shall provide the following services: A. Water Wizards Classroom Program Program publicity a. Distribute flyer and Gardens educational brochure to all schools in Central Contra Costa Sanitary District service area. b. Contact schools to publicize Water Wizards Program by mail, phone or email and encourage registration. c. Publicize program through Contra Costa County Schools Dateline publication and Garden events, newsletter and mailings. 2. Program administration a. Schedule and register presentations. b. Mail confirmation and pre -visit materials to classroom teachers. c. Confirm presentation arrangements by email or phone prior to scheduled visit. d. Review program evaluations /revise program based on evaluations. 3. Final Report a. Summarize classroom presentations. b. Results of teacher evaluations. c. Pre and post- student test results. d. Program recommendations. e. Provide written Final Report by August. f. Deliver all student tests and teacher evaluations by August. 4. Program instruction a. Deliver Water Wizards Program to classrooms in Central Contra Costa Sanitary District service area. b. Review instructors' performance and provide on -going support. c. Collect materials /evaluations /pre- and post -test from teachers and return to District Coordinator to use in District Annual Pollution Prevention Report. 5. Materials a. Deliver all printed materials to administer the Water Wizards Program to classes that includes the following: 1) Pre- and Post -Tests 2) Teacher Evaluation Sheets 3) Give -away pouches with District message on items (optional) 4) Teacher Guides (as needed) 5) Student Activity Booklets Exhibit A — Scope of Work — GHF Agreement 2014.July- 2015.June 30 6. Revision of Water Wizards Program Materials, based on instructor, teacher and student evaluations and feedback — as needed. Water Wizards Program Costs are as follows: ► Program publicity /administration /instruction @ $170 per class, not to exceed 60 classes per school year Sept -June. ► Provide Final Report to CCCSD before September not to exceed $250 at $58 hourly rate for program administration. ► Program revisions as needed, not to exceed $500 at $58 hourly rate for program administration. B. Sewer Science Laboratory Program Consultant (GHF) shall provide the following services for the Sewer Science Laboratory Program: 1. Interview and hire instructor(s) for Sewer Science program in the high school classrooms 2. Oversee training of new Sewer Science Instructors in partnership with CCCSD staff. 3. Provide classroom instructor for the Sewer Science Wastewater Treatment Lab for up to ten schools, representing approximately twenty classrooms and approximately forty classes (this includes daily class and lab preparation and clean -up) 4. Allow classroom instructor to assist CCCSD staff with supply preparation for Sewer Science classes when needed. 5. Pick up activated sludge from CCCSD (Martinez) and deliver to classrooms when needed (primarily CCCSD staff will do this) Program costs will be submitted as follows: ► Classroom instructor and program administration @ $58 /hour not to exceed 25 hours (for extra admin time) and $15,000 annually. Fee Schedule for classroom instruction: # of Class Class time + Total for Periods Prep per day Days Total Time Rate Billing mm la Note one hour prep time for each day *Average # of class periods to 10 schools per year. Exhibit A — Scope of Work — GHF Agreement 2014.July- 2015.June 30