City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: MARCH 1, 2022 FROM: COMMUNITY & ECONOMIC DEVELOPMENT WARDS: ALL DEPARTMENT SUBJECT: FIRST AMENDMENT TO PROFESSIONAL SERVICES CONSULTANT AGREEMENT WITH SANDRA RAMIREZ DBA RAMIREZ EVENT PLANNING FOR A GROWRIVERSIDE INITIATIVE COORDINATOR CONTRACT FOR AN ADDITIONAL ONE YEAR-TERM THROUGH APRIL 30, 2023 FOR A TOTAL CONTRACT AMOUNT OF $64,000 ISSUE
Approve a first amendment to a professional services consultant agreement with Sandra Ramirez DBA Ramirez Event Planning for a one-year extension of the annual GrowRIVERSIDE Initiative Coordinator Services Contract for a combined two-year contract amount totaling $64,000.
RECOMMENDATIONS
That the City Council:
Approve a first amendment to a professional services consultant agreement with Sandra Ramirez DBA Ramirez Event Planning for a one-year extension to the original GrowRIVERSIDE Initiative Coordinator Services Contract, and increase the contract amount by $32,000 to cover services for 12 months upon execution of the amendment for a two-year contract totaling $64,000; and Authorize the City Manager, or his designee, to execute the attached First Amendment to Professional Services Consultant Agreement, including making minor non-substantive changes and to sign all documents and instruments necessary to complete the transaction.
BACKGROUND
Since 2014 the City of Riverside, in collaboration with community stakeholders, has developed and implemented a variety of programming around building Riverside’s food system and revitalizing agricultural activities across the City. Many of the food systems work is carried forth with ongoing community engagement activities, including: 1) an annual GrowRIVERSIDE conference to facilitate disbursement of new ideas, networking, and advance the City’s Food and Agriculture Policy Action Plan priorities; 2) multiple technical workshops that bring needed resources to build local farmer and rancher capacities; 3) and community-based events such as farm-to-fork dinners and community gatherings to promote local food systems awareness and build ongoing support.
DISCUSSION
The Scope of Services for the GrowRIVERSIDE events coordinator consists of professional management of the annual GrowRIVERSIDE conference and various events, as well as aiding City staff in facilitating a variety of GrowRIVERSIDE programs among stakeholder partners. The work of the consultant is completed in collaboration with the City’s GrowRIVERSIDE program staff, and the coordinator assists with collaborative efforts among food systems stakeholders. The complete scope of services is provided in Attachment 1.
The COVID-19 pandemic halted all in-person GrowRIVERSIDE events between March 2020 and June 2021. As the pandemic has evolved, pandemic related safety guidance has been provided by public health officials and the State of California. Adoption of these public health protocols will enable planning efforts for GrowRIVERSIDE activities to resume in the 2022 calendar year. Staff is requesting a one-year extension to the original contract, which was a result RFP No. 1844 which was awarded on January 18, 2019 under the competitive procurement process for the service period of April 23, 2019 through April 22, 2020, with the options to extend for one additional year based on acceptable performance by the company.
The one-year extension is in accordance with Purchasing Resolution 23812 Section 1104 subsection (5) five which states that, “Subject to the availability of funds, Change Orders may be utilized for purposes of (5) modifying contract competition time or term of a Contract.” A one-year extension of the original contract will assist staff in resuming coordination and execution of several GrowRIVERSIDE Initiative programming, including relaunching the annual GrowRIVERSIDE Conference, which has been on a two-year hold due to the COVID-19 pandemic. The second-year contract period will increase the contract amount from $32,000, to a new contract total amount of $64,000.
The Purchasing Manager concurs that the recommendation to award is in compliance with Purchasing Resolution 23812.
STRATEGIC PLAN ALIGNMENT
This item contributes to Strategic Priority 3 – Economic Opportunity, Goal 3.5: Lead public-private partnerships to build resources and grow the capacity of the local food system. Additionally, the GrowRIVERSIDE Initiative aligns with several Cross-Cutting Threads as follows:
Community Trust – The GrowRIVERSIDE Initiative is a citywide effort that engages multiple community members and organizations to ensure the Initiative’s projects benefit the City’s diverse populations and result in greater public good.
Equity – Equity and inclusion are core tenants of the GrowRIVERSIDE Initiative facilitate programs accessibility to serve Riverside’s diverse community.
Fiscal Responsibility – City resources underwrite many of the GrowRIVERSIDE events, which seek sponsorships and generate revenues from ticket sales to offset City financial resources expended.
Innovation – The GrowRIVERSIDE Initiative engages more than two dozen partners to develop and implement new and innovative programming to build the capacity of local food system. These programs address a variety community needs including improving food security, job creation, and the stewardship of natural resources.
Sustainability & Resiliency - The projects that come out of the GrowRIVERSIDE Initiative are led by community leaders and frequently supported by city resources through a collaborative manner. Each of these projects consider and address all three areas of sustainability (Economic Prosperity, Environmental Stewardship, Social Responsibility) to build a more resilient food system in the region.
FISCAL IMPACT
The total fiscal impact of this action is $32,000 for the contract extension. Sufficient funding is budgeted and available in the General Fund, CD-Administration, Grow Riverside expenditure account number 9878200-421000.
Prepared by: David Welch, Community & Economic Development Director Certified as to
availability of funds: Edward Enriquez, Chief Financial Officer/City Treasurer Approved by: Rafael Guzman, Assistant City Manager
Approved as to form: Phaedra A. Norton, City Attorney
Attachment:
First Amendment to Professional Services Agreement with Sandra Ramirez DBA Ramirez Event Planning GrowRIVERSIDE Events Coordinator Contract Extension / Page 1