HomeMy WebLinkAbout13. Authorize the General Manager to execute a new professional services agreement for up to five years with Sustainable Contra Costa in an amount upt to $464,000 to continue to provide comprehensive student educational programmingPage 1 of 3
Item 13.
�,�50��ENTRAL SAN
MEETING DATE: AUGUST 15, 2024
BOARD OF DIRECTORS
POSITION PAPER
SUBJECT: 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 (BROKEN
OUT TO APPROXIMATELY YEAR 1- $84,000, YEAR 2 - $88,000, YEAR 3 -
$92,500, YEAR 4 - $102,000 TO ALLOW FOR A CPI OR 5% 1 NCREASE PER
YEAR, WHICHEVER IS LOWER) 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: PHILIP LEI BER, DEPUTY GM-ADMINISTRATI ON
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Roger S. Bailey Leah Castella
General Manager District Counsel
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
$200,000.
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. The District received no responses to the RFP.
August 15, 2024 Regular Board Meeting Agenda Packet - Page 53 of 189
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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 the District to continue to meet and exceed our Strategic Plan goals
for students served year after year.
The total cost for the five years of student programming, which includes expanded implementation of
Central San's award winning education programs, classroom programs, school fairs, and community
events is approximately $464,000 (broken out to approximately Year 1- $84,000, Year 2 - $88,000, Year 3
- $92,500, Year 4 - $102,000 to allow for a CP I or 5% increase per year, whichever is lower). 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
Board approval.
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 up to $464,000 (broken out to approximately Year 1- $84,000,
Year 2 - $88,000, Year 3 - $92,500, Year 4 - $102,000 to allow for a CPI or 5% increase per year,
whichever is lower) over the potential five-year term, to continue providing comprehensive student
educational programming within Central San's service area.
August 15, 2024 Regular Board Meeting Agenda Packet - Page 54 of 189
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Strategic Plan Tie -In
GOAL ONE: Customer and Community
Strategy 2 - Promote initiatives to advance affordable and equitable access to services
August 15, 2024 Regular Board Meeting Agenda Packet - Page 55 of 189