Resolution No. XX-2023 1 of 2
RESOLUTION NO. XX – 2023
A RESOLUTION OF THE CITY COUNCIL
OF THE CITY OF EAST PALO ALTO
AUTHORIZING THE CITY MANAGER TO WAIVE FORMAL BID PROCEDURES AND EXECUTE A
MEMORANDUM OF UNDERSTANDING WITH SAN MATEO COUNTY, IN A FORM APPROVED
BY THE CITY ATTORNEY, FOR A MULTI-JURISDICTIONAL SAFETY ELEMENT PROJECT WITH
THE CITY OF EAST PALO ALTO TO JOIN WITH THE MUNICIPALITIES OF ATHERTON,
BELMONT, BURLINGAME, HALF MOON BAY, SAN BRUNO, BRISBANE, AND PACIFICA AND SAN MATEO COUNTY AS AGENCY PARTICIPANTS AND AUTHORIZE $156,964 OF FUNDING
FOR THE PROJECT
WHEREAS, the cities, towns and County of San Mateo have a strong history of collaboration and resource sharing on various planning studies and initiatives, including a new initiative to participate in the Multijurisdictional Safety Element Project (“Project”); and WHEREAS, recent changes to State law require local jurisdictions to review and update their safety elements of the general plans to address climate adaptation and resiliency strategies, fire hazards, flood hazards, and evacuation routes; and
WHEREAS, nine (9) jurisdictions in San Mateo County have formed a Safety Element Collaborative to address the legal requirements to update safety elements and to share analysis and resources for greater efficiency for the jurisdictions participating in this collaborative effort; and WHEREAS, seven (7) of the jurisdictions will participate in the Project’s full scope of work (Atherton, Belmont, Burlingame, East Palo Alto, Half Moon Bay, San Bruno, San Mateo County), and two (2) of the jurisdictions will participate in certain tasks (Brisbane, Pacifica); and WHEREAS, for the seven jurisdictions participating in the Project’s full scope of work, a legally compliant safety element will be produced; and
WHEREAS, through a competitive RFP process facilitated by San Mateo County, PlaceWorks, Inc. was identified as the preferred firm to provide consulting services for the development and outreach associated with the Project; and
WHEREAS, Community Planning Collaborative, the consulting firm for the 21 Elements Project, has served as the project manager for the Safety Element Collaborative through the Collaboratives’ initial formation and the RFP process to ensure the voice of each participating agency is heard and their needs addressed; and
WHEREAS, Community Planning Collaborative will continue to serve as Project Manager for the Safety Element Collaborative for the duration of the Project; and WHEREAS, the County will serve as fiscal agent for the Project and will enter into contracts with PlaceWorks, Inc and Community Planning Collaborative and oversee the payment of invoices on behalf of the participating agencies; and
Resolution No. XX-2023 2 of 2
WHEREAS, each participating agency will enter into a Memorandum of Understanding with the County outlining the roles of each participating agency, the County, the consultants, and the funding obligations for the Project; and
WHEREAS, based on the foregoing, the City Manager recommends that the City Council waive the formal bidding procedures and permit the City Manager to execute a Memorandum of Understanding with San Mateo County to join the Multijurisdictional Safety Element Project with consultant support from PlaceWorks, Inc. and Community Planning Collaborative for the term of June 15, 2023 through June 15, 2026 with a total obligation not to exceed $156,964.
NOW, THEREFORE, BE IT RESOLVED THAT THE CITY COUNCIL OF THE CITY OF EAST PALO ALTO HEREBY:
1. Accepts the foregoing recitals as true and correct;
2. Pursuant to Section 2.84.070 of the East Palo Alto Municipal Code, waives the bidding procedures; and
3. Authorizes the City Manager to execute and make payments pursuant to a Memorandum of Understanding with San Mateo County, in a form approved by the City Attorney, to join the Multijurisdictional Safety Element Project with consultant support from PlaceWorks, Inc. and Community Planning Collaborative for the term of June 15, 2023 through June 15, 2026 with a total obligation not to exceed $156,964.
4. Authorizes the City Manager, in consultation and with agreement between the County and other participants, is authorized to make minor changes to the MOU that may be necessary to ensure consistency, accuracy and clarification across all of the participating jurisdictions; and
5. Approve a budget appropriation of $156,964 in funding from FY 22/23 PASSED AND ADOPTED this 16th day of May 2023, by the following vote:
AYES:
NOES:
ABSENT:
ABSTAIN:
Lisa Gauthier, Mayor
ATTEST: APPROVED AS TO FORM:
James Colin, City Clerk John D. Lê, City Attorney