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SR 04-12-2016 3D City Council Report City Council Meeting: April 12, 2016 Agenda Item: 3.D To: Mayor and City Council From: Dean Kubani, Sustainability Manager, Office of Sustainability & the Environment (CMO) Subject: Award Contract for Community Sustainability Programs Recommended Action Staff recommends that the City Council: 1. Award RFP #63 to Community Partners, a California-based company for the Programs; 2. Authorize the City Manager to negotiate and execute an agreement with Community Partners, in an amount not to exceed $250,000 for one year, with four additional one-year renewal options in the amount of $250,000, on the same terms and conditions for a total amount not to exceed $1,250,000 over a five year period, with future year funding contingent on Council budget approval. Executive Summary For over twenty years, the City of Santa Monica has provided Community Sustainability Programs to facilitate the adoption of sustainable practices in the community and to engage diverse stakeholders to meet the goals set forth in the Santa Monica Sustainable City Plan. In November 2015, the City published a Request for Proposals (RFP) #63 inviting individuals and consulting firms to propose their services to develop Community Sustainability Programs. After reviewing the two proposals received, staff recommends Community Partners for its services in an amount not to exceed $250,000 for one year, with four additional one-year renewal options in the amount of $250,000, on the same terms and conditions for a total amount not to exceed $1,250,000 over a five year period, with future year funding contingent on Council budget approval. Community Partners is a duly registered public charity, exempt from Federal Income taxation under Section 501(c)(3) and 509(a)(1) of the Internal Revenue Code. Background In September 1994, City Council adopted the Santa Monica Sustainable City Program which set long-term internal and city-wide goals for sustainability. In February 2003, City Council adopted an updated and expanded version of the program called the Sustainable City Plan. The Sustainable City Plan was updated again in 2006 and 2012 1 of 4 and now addresses 9 main goal areas: 1) Resource Conservation, (2) Environmental and Public Health, (3) Transportation, (4) Economic Development, (5) Open Space and Land Use, (6) Housing, (7) Community Education and Civic Participation, (8) Human Dignity, and (9) Arts and Culture. established in the Sustainable City Program and Plan, the City contracted with Sustainable Works, a project of Community Partners, to provide services for residential, student and business greening programs, funded a Community Sustainability Liaison, and partnered on both a green business certification program and the annual Sustainable Quality Awards. These programs were designed to educate community stakeholders and engage them in actions that provided meaningful results. In November 2015, The City invited proposals from qualified persons or firms interested in providing these Community Sustainability Programs. The goal was to ensure that both historic and new programs delivered in Santa Monica are representative of the most innovative, results oriented, community engaging programs available. These programs should facilitate the adoption of sustainable practices in the community and engage diverse stakeholders to meet the goals set forth in the Sustainable City Plan. Discussion The Santa Monica Community Sustainability Programs would continue to consist of projects and services for residents, students and businesses. The consultant would be responsible for managing existing programs, developing new programs, producing program materials, convening relevant stakeholder groups, and engaging diverse community members in order to continue to achieve the goals established in the Sustainable City Plan. The development of the Community Sustainability Programs will achieve the following objectives and goals: 1. Design and implement free business greening program for at least 30 businesses 2 of 4 annually, coordinate the Green Business Certification Program, and coordinate the Sustainable Quality Awards. 2. Design and implement a free student greening program for at least 350 students annually at the community college and/or high school level, including a robust volunteering program for participants. 3. Design and implement a free community sustainability program that includes, but is not limited to, management of the annual Sustainable Santa Monica Poster Contest, and produce Sustainable Santa Monica Film screenings at least 4 times per year. 4. Identify and implement innovative community engagement opportunities for stakeholders to implement sustainable practices, including coordinating Santa Monica specific events within larger regional, state, and national community engagement campaigns. 5. Provide technical and policy support to the City of Santa Monica Office of Sustainability and the Environment. Contractor Selection In November 2015, the City published a Request for Proposals (RFP) #63 inviting individuals and consulting firms to propose their services to develop the City of Santa y's on-line bidding site. 702 vendors were notified and 71 prospective vendors downloaded the RFP. Two vendors responded. Responses to the RFP were reviewed by a selection panel of staff from the Office of Sustainability and the Environment and the Housing and Economic Development Department. Three Squares, Inc. and Sustainable Works 1) experience, 2) outreach materials and documents, 3) staff and project teams, 4) budget proposal, 5) program innovation and creativity, and 6) references and proximity to Santa Monica. Three Squares, Inc. had a final score of 81%. Sustainable Works had a final score of 91%. Additional discussions and reference checks followed. 3 of 4 Staff recommends Sustainable Works, a project of Community Partners, as the most qualified firm to undertake this project. Community Partners serves as the fiscal sponsor for Sustainable Works and is a duly registered public charity, exempt from Federal Income taxation under Section 501©(3) and 509(a)(1) of the Internal Revenue Code. demonstrated expertise in civic engagement, community outreach, event activities, and familiarity with the Santa Monica community. The lead members of the team have been involved in designing and implementing projects and programs in both Santa Monica and the Southern California region since 1998 and have maintained a working contract with the City of Santa Monica since 2001. Financial Impacts and Budget Actions The agreement to be awarded to Community Partners is for an amount not to exceed $1,250,000. Funds of $250,000 are included in the FY 2016-17 budget plan in the City Office. The contract will be charged to account 01226.555060. Future year funding is contingent on Council budget approval. Prepared By: Jennifer Simmons, Approved Forwarded to Council 4 of 4 Reference: AgreementNo. 10280 (CCS)