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SR-091608-1P~~ City of City Council Report Santa Monica City Council Meeting: September 9, 2008 Agenda Item: To: .Mayor and City Council From: Dean Kubani, Manager -Office of Sustainability and the Environment Subject: Sustainable Works Community and Business Greening Programs Recommended Action Staff recommends that the City Council authorize the City Manager to negotiate and execute a professional services agreement with Community Partners, fiscal manager for Sustainable Works, for the Sustainable Works Community and Business Greening Programs that raise awareness and increase participation among residents and businesses in the Sustainable City Plan: The total amount of the contract with Community Partners is not to exceed $257,500. Executive Summary Council has allocated funds annually since March of 1998. for outreach programs to engage the community in the Sustainable City Plan. These outreach programs are developed and implemented in Santa Monica by Sustainable Works. Community Partners is a Los Angeles based non-profit incubator that provides fiscal management for Sustainable Works. The city executes a professional services agreement with Community Partners, fiscal manager for Sustainable Works, for implementation of the Sustainable Works Community and Business Greening Programs. To date, Sustainable Works has engaged more than 115 Santa Monica businesses and 3,600 community members in programs that raise awareness and increase participation in the goals and targets established in the Sustainable City Plan. Participants in these programs have .reduced their water, energy and chemical use, reduced their waste generation and improved their recycling .efforts, increased their use of alternative transportation, and improved their procurement policies. Additionally, participants in the Sustainable Works programs have provided more than 7,200 volunteer hours in the community as a requirement of program participation. The 2008-09 budget includes $257,500 for residential and community sustainability programs. The total amount of the contract with Community Partners is not to exceed $257,500. The term of the contract will be for one year from July 1, 2008 through June 30, 2009, with an option to renew for an additional two years on an annual basis. 1 Background In 1998, the City contracted with the Green Team Project to develop a Santa Monica- specific guidebook, informational binder and supplementary materials to create and implement a pilot residential greening program. Based on the success of the pilot program, Council authorized funding for continuation of the Santa Monica Green Team Program on November 23, 1999, and again on September 26, 2000. Also on September 26, 2000, Council authorized the creation of the Santa Monica Business Greening Program to work with local businesses to help the City meet its Sustainable City Plan goals. In September 2002, Council authorized the City Manager to enter into an agreement with Los Angeles-based non-profit organization Community Partners to take over .the fiscal management of the Green Team, which changed its name to Sustainable Works, for its specific work with the City. Community Partners is anon-profit organization that acts as anon-profit incubator, assisting individuals and organizations to develop the resources and structure necessary to become independent non-profit organizations. Community Partners provides Sustainable Works with a tax-exempt non-profit designation, financial and administrative support, and technical assistance with budgeting, financing and grant writing. Discussion The proposed professional services agreement with Community Partners, fiscal manager for Sustainable Works, for the Sustainable Works Community and Business Greening Programs will provide for the continued implementation of programs that raise awareness and increase participation among residents and businesses in the Sustainable City Plan. To date, Sustainable Works has engaged more than 115 Santa Monica businesses and 3,600 community members in programs that raise awareness and increase participation 2 in the goals and targets established in the Sustainable City Plan. Additionally, participants in the Sustainable Works programs have provided more than 7,200 volunteer hours in the community as a requirement of program participation. These programs have resulted in significant reductions in energy use, greenhouse gas emissions, solid waste generation, water use, and toxic chemical use among residential and business participants, as well as producing significant cost savings for participants (between $80 - $200 annually for residential participants and from several hundred to several thousand dollars annually for business participants). The Sustainable Works Community and Business Greening Programs were developed by Sustainable Works specifically for Santa Monica. Staff from the City's Office of Sustainability and the Environment has worked closely with Sustainable Works staff to develop program materials that integrate Santa Monica-specific information and directly address the City's Sustainable City Plan goals. Therefore, staff is requesting that competitive bidding requirements for this contract be waived. City funds in the amount of $257,500 were included in the FY 2008-09 budget. These funds are for the Sustainable Works Community and Business Greening Programs. As Sustainable Works' fiscal manager, Community Partners will oversee the processing and tracking of the funds and all cash-and non-cash revenues, accounts payable and receivable, negotiation of leases and contracts, and disbursement of program funds including grants and salaries for staffing and implementation of the Sustainable. Works Community and Business Greening Programs. As compensation for serving as fiscal manager, Community Partners charges an administrative fee of $23,500 for FY 2008- 09. Sustainable Works will be responsible for continued implementation of the Community and Business Greening Programs. As with the previous contract, Sustainable Works will be required to meet certain performance targets for participation in the various programs. The City's Office of Sustainability and the Environment staff will continue to provide oversight of program development and implementation. 3 Financial Impacts & Budget Actions Funds in the amount of $257,500 are available in the Fiscal Year 2008-09 budget in account number 01226.555060. Funds for additional years will be included in the proposed budget. Prepared by: Shannon Parry, Sr. Environmental Analyst Approved: ~e~, ~~~ Dean Kubani Manager, Office of Sustainability and the Environment 4 Forwarded to Council: Reference Contract No. 8974 (CCS)