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sr-090809-1bCity Council Meeting: September 8, 2009 Agenda Item: ~ -~ To: Mayor and City Council From: Dean Kubani, Director -Office of Sustainability and the Environment Subject: Contract with Community Partners, Fiscal Manager for Sustainable Works 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 in the .amount of $245,500. Community partners will receive $22,095 of the total contract amount for providing administrative oversight, and Sustainable Works will receive the balance of $223,405 for implementation of the programs. Executive Summary Council has allocated funds annually since March 1998 for outreach programs to engage the community in the Sustainable City Plan. The non-profit organization that provides these programs is Sustainable Works. Sustainable Works is a project of Community Partners who provides fiscal management for the organization. To date, Sustainable Works has engaged more than 135 Santa Monica businesses and 4,225 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 significantly reduced their water, energy and chemical use, reduced their waste generation and improved their recycling efforts, increased the use of alternative transportation, and improved their procurement policies. Additionally, participants in the Sustainable Works programs have provided more than 8,650 volunteer hours in the community as a requirement of program participation. The 2009-10 budget includes $245,500 for residential and community Sustainability programs. The total amount of the contract with Community Partners is not to exceed $245,500. The term of the contract will be for one year from July 1, 2009 through June 30, 2010, with an option to renew each year for an additional four years. 1 Background On March 24, 1998, City Council authorized funds for the creation and implementation of the Santa Monica Green Team Program, a residential environmental outreach program, on a pilot basis for a period of 19 months. The City contracted with the Green Team Project in May 1998 to develop a Santa Monica-specific guidebook, informational binder and supplementary materials and to hire, train and oversee local staff persons to implement the pilot program. Based on the success of the pilot program, Council authorized funding for continuation of the 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 (project partners) to develop the resources and structure necessary to become independent non-profit organizations. Community Partners provides its project partners, including Sustainable Works, with atax-exempt non-profit designation, financial and administrative support and technical assistance with budgeting, financing and grant writing. Discussion 2 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 135 Santa Monica businesses and 4,225 community members in programs that raise awareness and increase participation in the goals and targets established in the Sustainable City Plan. Additionally, participants in the Sustainable Works programs have provided more than 8,650 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). An RFP was developed and released in July 2009 for community sustainability programs directed at residents, businesses and community college students. Sustainable Works was the only respondent to the RFP. Sustainable Works is uniquely qualified to continue. providing these programs because the curriculum and program materials for the Sustainable Works Community and Business Greening. Programs were developed by Sustainable Works especially for Santa Monica and in specific reference to the Sustainable City Plan. The activities of the Sustainable Works Community and Business Greening Programs for FY2009-10 will receive a City grant of $245,500. As fiscal manager, Community Partners will oversee the processing and tracking of the grant 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 Community and Business Greening Programs. Community 3 Partners will receive $22,095 from the total grant as an administrative fee to complete this work. Sustainable Works will receive the remaining $223,405 of the grant funds and will be responsible for continued implementation of the Community and Business Greening Programs. The scope of services and budget breakdown for the contract is provided below. Residential Greening Program: $57,000 • Green Living Workshops-150 residential participants Student Greening Program: $51,500 • Sustainable Crews-300 student participants Business Greening Programs: $90,500 • Business Greening Program-20 business participants • City Division Greening-1 city division • Green Business Certification - 20 business participants Additional Outreach Support: $24,405 • Sustainable Quality Awards Facilitation • Zero Waste Event Consultation and Support • Tabling and presentations at various community events Subtotal for Sustainable Works Scope of Work: $223,405 Community Partners Administrative Fees: $22,095 TOTAL Not To Exceed: $245,500 The City's Office of Sustainability and the Environment staff will continue to manage the contract and provide oversight of program implementation. 4 Financial Impacts & Budget Actions Funds in the amount of $245,500 are available in the Fiscal Year 2009-10 adopted budget in account number 01226.555060. Funding for additional years will be included in the department's proposed budget request and will be contingent -upon Council approval Prepared by: Shannon Parry, Sr. Environmental Analyst Approved: Forwarded to Council: ~(-.~-. Dean Kubani ~P~ont Ewell Director, Office of Sustainability and the C Manager Environment 5 Reference Contract No. 9106 (CCS).