HomeMy WebLinkAbout03.e. Execute Professional services agreement for up to five years with Sustainable Contra Costa up to $464,000 over the potential term to continue providing comprehensive student educational programmingPage 1 of 2
Item 3.e.
DCENTRALSAN
MEETING DATE: AUGUST6, 2024
BOARD OF DIRECTORS
POSITION PAPER
DRAFT
SUBJECT: REVIEW DRAFT POSITION PAPER TO AUTHORIZE THE GENERAL
MANAGER TO EXECUTE A NEW PROFESSIONAL SERVICES
AGREEMENT FOR UP TO FIVE YEARS WITH SUSTAINABLE CONTRA
COSTA IN AN AMOUNT UP TO $464,000 OVER THE POTENTIAL FIVE-
YEAR TERM, TO CONTINUE PROVIDING COMPREHENSIVE STUDENT
EDUCATIONAL PROGRAMMING WITHIN CENTRAL SAN'S SERVICE
AREA
SUBMITTED BY: INITIATING DEPARTMENT:
BEN LAVENDER, COMMUNITYAFFAIRS
REPRESENTATIVE
EMILY BARNETT, COMMUNICATIONS AND
GOVERNMENT RELATIONS MANAGER
ADMINISTRATION-COMM SVCS AND
INTERGOV REL
REVIEWED BY: PHI LIP LEI BER, DEPUTY GM-ADMINISTRATI ON
ROGER S. BAILEY, GENERAL MANAGER
ISSUE
In accordance with purchasing procedures, Board authorization is required for the General Manager to
enter into a professional services agreement when the total amount exceeds the staff authority of
$100,000.
BACKGROUND
I n May 2024, Central San issued a formal Request for Proposal (RFP) to select a qualified educational
outreach program provider for up to a five-year term. We received no responses to our RFP. Since our
current vendor, Sustainable Contra Costa, has many years of experience delivering Central San's
education programs in local schools, we asked them to submit pricing.
The District's 7.5 years of experience with Sustainable Contra Costa has been positive and successful.
Sustainable Contra Costa has a proven track record of providing our student educational programs in
schools, while also supporting the administration and logistics involved in managing our programs. Our
agreement with Sustainable Contra Costa will expire on August 31 st, 2024. A new agreement with
Sustainable Contra Costa will enable us to continue to meet and exceed our Strategic Plan goals for
students served year after year.
August 6, 2024 Regular ADMIN Committee Meeting Agenda Packet - Page 15 of 40
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The total cost for the five years of student programming, which includes expanded implementation of
Central San's award winning education programs, is approximately $464,000. The new agreement is
constructed as a one-year term, with four optional annual renewals, for a total term of up to five years. This
amount exceeds the $200,000 General Manager authority limit. For this reason, staff is seeking the Board'
s approval to enter into a new agreement for up to the next five years.
This agreement would continue to expand Central San's education programs to new students, teachers,
and schools throughout our service area. Staff will be available to answer questions, if needed.
ALTERNATIVES/CONSIDERATIONS
The Board could decide not to authorize the new agreement with Sustainable Contra Costa for student in -
classroom educational programming, but that would lessen the overall amount and quality of Central San's
outreach to the community and its customers.
FINANCIAL IMPACTS
Adequate funds to cover this agreement are available in the Communication Services Fiscal Year (FY)
2024-25 Budget, which was approved by the Board on June 6, 2024.
COMMUNITY OUTREACH
This work will help support the increased goals for environment stewardship and students served by
Central San's educational programming in the
FY 2024-26 Strategic Plan. It also fulfills the reporting on outreach in Central San' s National Pollution
Discharge Elimination System (NPDES) permit in which the District agrees to conducting school outreach
programs as part of the Continuation of Public Outreach Program under the Pollutant Minimization
Program.
COMMITTEE RECOMMENDATION
The Administration Committee reviewed this matter at its August 6, 2024 meeting and recommended
RECOMMENDED BOARD ACTION
Authorize the General Manager to execute a new professional services agreement for up to five years with
Sustainable Contra Costa in an amount of up to $464,000 over the potential five-year term, to continue
providing comprehensive student educational programming within Central San's service area.
Strategic Plan Tie -In
GOAL ONE: Customer and Community
Strategy 2 - Promote initiatives to advance affordable and equitable access to services
August 6, 2024 Regular ADMIN Committee Meeting Agenda Packet - Page 16 of 40