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SR-08-12-2014-3NCity Council Meeting: August 12, 2014 Agenda Item: a- (E To: Mayor and City Council From: Dean Kubani, Manager - Office of Sustainability and the Environment Subject: Sole Source Agreement with Heal the Bay Recommended Action Staff recommends that the City Council 1. Authorize the City Manager to negotiate and execute a sole source professional services agreement with Heal the Bay, a California -based non - profit organization, in an amount not to exceed $150,000 for educational consulting services and programming for students at public and private schools located in Santa Monica over a five year period with future year funding contingent on Council budget approval; and 2. Approve the attached resolution supporting California Coastal Cleanup Day 2014 by providing volunteers with complimentary parking at City -owned beach parking lots between 7:00 am and 2:00 pm on September 20, 2014. Executive Summary Since its adoption in 1994, the Santa Monica Sustainable City Program has recognized the importance of education in fostering a sustainable community. The City has a history of funding educational programs to K -12 schools designed to raise awareness of coastal geography and the ocean environment while teaching science, conservation, pollution prevention and personal responsibility through stewardship. Heal the Bay, through the Santa Monica Pier Aquarium, has been an essential partner in developing and delivering this educational programming tailored to Santa Monica's long -term sustainability goals. Heal the Bay has also coordinated Santa Monica's participation in California Coastal Cleanup Day, including organizing volunteers, handling media and marketing, and providing data on volunteer participation rates and the amount of waste collected. Staff recommends a sole source agreement with Heal the Bay to continue educational programming and Coastal Cleanup Day activities for the next five years. Staff also recommends allowing volunteers associated with California Coastal Cleanup Day 2014 1 to park in select city -owned beach parking lots at no cost between the hours of 7:00 am and 2:00 pm on September 20, 2014. Background On September 20, 1994 (staff report not available online), Council adopted the Santa Monica Sustainable City Program, and the initial iteration of the Santa Monica Sustainable City Plan (SCP). Council later adopted updates to the SCP on February 11, 2003, October 24 2006, and January 14, 2014. Each update recognized the critical role public outreach and education play in achieving the goals of the SCP. The provision of quality, environmentally - focused programs and curriculum to school -aged children is an important step in achieving a more sustainable community and a better quality of life for years to come. On May 10, 2005, Council approved a contract with Heal the Bay to provide educational and outreach services for K -12 public and private schools located in Santa Monica. A review of the services provided over the last eight years by the Office of Sustainability and the Environment found that Heal the Bay had adequately developed programs and curriculum that directly relate to the Sustainable City Plan goals. On September 14, 2010, Council again approved a contract with Heal the Bay to continue to provide educational and outreach services for K -12 public and private schools located in Santa Monica through 2014. This contract was the result of a request for proposals, to which Heal the Bay was the sole responder. Santa Monica has also partnered with Heal the Bay to coordinate services for the City's involvement in the California Coastal Cleanup Day. On July 10, 2012, Council approved a resolution establishing parking rates and permit fees for all City parking facilities and resources. A resolution is recommended to allow volunteers associated with California Coastal Cleanup Day 2014 to park in select city -owned beach parking lots at no cost. 2 Discussion Santa Monica's Sustainable City Plan is the City's guiding document in making decisions related to sustainability and environmental conservation. Among other things, the SCP recognizes the importance of education in building a sustainable community. Likewise, the SCP highlights the necessity to foster relationships with community partners to realize the City's sustainability goals. Partnering with Heal the Bay to provide K -12 education services and coordinate Santa Monica's portion of California Coastal Cleanup Day 2014 would further both of these goals. K -12 Education One of the nine goal areas of the Sustainable City Plan is Community Education and Civic Participation. Education of Santa Monica's school children is a key part of fulfilling this goal. In the past, Heal the Bay has provided trainings, workshops and field trips for approximately 2,500 Santa Monica's K -12 students each year. Programs are designed to teach science, conservation, pollution prevention, and personal responsibility through stewardship by raising awareness of coastal geography and the ocean environment. These trainings emphasize the importance of resource conservation, environmental and public health, civic participation, and environmental justice. California Coastal Cleanup Day California Coastal Cleanup Day is a statewide event coordinated by the California Coastal Commission. The County of Los Angeles, the City of Los Angeles, and the City of Long Beach, among others, participate. In the past, Heal the Bay has coordinated the Santa Monica portion of the event, which draws approximately 4,000 volunteers each year. These volunteers remove plastic and other debris and receive education on how such materials affect the Santa Monica watershed and tidal wetlands, and how they can take steps to prevent future pollution. Heal the Bay has promoted the event, organized volunteers and reported on the impacts of the program, including the number of volunteers on Santa Monica beaches and amount of debris removed. To help encourage participation, and to be consistent with the County of Los Angeles and the 3 City of Long Beach, who have historically waived parking fees at for Coastal Cleanup Day participants, staff recommends that the Council approve the attached resolution, which would waive parking fees in beach parking lots for event volunteers on Saturday, September 20 between 7:00 am and 2:00 pm. Approximately 1,350 parking spaces are needed as many volunteers carpool or take alternative transportation to the event. The maximum beach parking lot rate is $12.00. Therefore, the City may realize a reduction in revenues of up to $16,200. Contractor /Consultant Selection Heal the Bay, as operator of the Santa Monica Pier Aquarium, is in in a unique position to provide environmental educational trainings and programming to local school children and coordinate Coastal Cleanup Day. For many years, staff has worked closely with Heal the Bay to tailor environmental education programs and curriculum so they directly relate to Sustainable City Plan goals. Last year, over 14,000 students from across Los Angeles County, including 2,500 Santa Monica school children, visited the aquarium and benefited from educational training and programming. Likewise, Heal the Bay has proven to be a trusted partner in coordinating Santa Monica's efforts for Coastal Cleanup Day. A sole source agreement is recommended in order to leverage the City's existing investment in educational programming, continue to provide programs at the Santa Monica Pier Aquarium, and manage the Santa Monica portion of Coastal Cleanup Day. 0 Financial Impacts & Budget Actions The agreement to be awarded to Heal the Bay is $150,000. Funds in the amount of $30,000 have been included in the FY 2014 -15 budget in division 226; the contract will be charged to account number 01226.555060.55123W. Budget authority for subsequent budget years will be requested in each budget for Council approval. Future funding is contingent upon Council approval and budget adoption. Waiving parking fees for California Coastal Cleanup Day 2014 may decrease annual revenues by $16,200 at account 01417.400310. Prepared by: Christopher Smith — Principal Administrative Analyst Approved: Dean Kubani Sustainability Manager, Office of Sustainability and the Environment Attached: Resolution 01 Forwarded to Council: Rod Gould City Manager Reference: Agreement No. 9950 (CCS) E'?1 Resolution No. 10830 (CCS)