City of Sacramento
City Council - 5PM Report
915 I Street Sacramento, CA 95814
www.cityofsacramento.org
File ID: 2022-01533 10/11/2022 Consent Item 18.
Renewal Agreement: Sacramento County Sheriff’s Work Project Program (Two-Thirds Vote Required)
File ID: 2022-01533
Location: Citywide
Recommendation: Pass a Motion: 1) finding it is in the best interest of the City to extend the City’s sole source agreement with the Sacramento County Sheriff’s Work Project Program for the reasons set forth below; and 2) authorizing the City Manager or the City Manager’s designee to execute renewal agreements to extend the agreement through July 31, 2024 and increasing the total not-to- exceed amount by $225,000 per year for a new total not-to-exceed amount of $675,000, for the potential three-year agreement term, provided that sufficient funds are available in the budget adopted for each applicable fiscal year.
Contact: Shawn C. Aylesworth, Park Maintenance Manager, (916) 808-4070, [email protected], Youth, Parks, & Community Enrichment Department Presenter: None
Attachments:
1-Description/Analysis
2-Agreement
Description/Analysis
Issue Detail: There is an ongoing need for contracting with the Sacramento County Sheriff’s Work Project Program to provide work crews to help maintain and clean city parks, as well as providing labor for homeless camp cleanup. This program involves inmates who are required to perform community service work. The initial one-year period began on August 1, 2021, to July 31, 2022, and the agreement was extended for the period of August 1, 2022, through July 31, 2023. Staff recommends increasing in the contract amount by an additional $225,000, bringing the total not-to- exceed amount to $450,000 for the second year. Staff also recommends exercising the third-year term, provided that sufficient funds are available in the budget adopted in the corresponding fiscal year.
City of Sacramento Page 1 of 3
File ID: 2022-01533 10/11/2022 Consent Item 18.
Policy Considerations: The recommendations in this report are in accordance with: 1) City Code section 3.56.230(c) authorizes the City Council to suspend competitive bidding for the purchase of services and supplies when, upon a two-thirds vote, the City Council determines it is in the best interest of the City to do so; and 2) City Code section 3.56.090 which requires City Council approval for purchases equal to or greater than $250,000.
Economic Impacts: None
Environmental Considerations: Landscape maintenance in City parks is exempt from environmental review under California Environmental Quality Act Guidelines section 15301(h), maintenance of existing landscaping.
Sustainability: Not applicable.
Commission/Committee Action: None.
Rationale for Recommendation: The work crews provided under this agreement with the Sacramento County Sheriff’s Work Project Program enhance our resources in the cleanup and maintenance of City parks. The County’s program has augmented the City’s park maintenance service levels since the economic recession. The interagency agreement provides for work crews five days a week, with one work crew designated for homeless camp clean-up at various City parks and trails as necessary. The agreement provides a very cost-effective means of accomplishing these services since the City pays the County's costs to supervise the work crew, but does not pay for any work performed by the work crews. Department of Youth, Parks, & Community Enrichment (YPCE) staff also believes that supporting alternative sentencing programs, such a community service, provides young and first-time offenders an opportunity to avoid the negative emotional and physical effects of incarceration, potentially reducing recidivism.
Financial Considerations: The City will reimburse the County’s costs for the deputy sheriffs who supervise the work crews for the services rendered. The initial one-year agreement for the period of August 1, 2021, through July 31, 2022, was for a total not-to exceed amount of $225,000.
The first renewal agreement extended the term through July 31, 2023. The proposed second renewal in the amount of $225,000 would increase the agreement not-to-exceed amount to $450,000 for the second year. The contract allows for an option for a third-year extension of the contract for an additional $225,000 which would bring the total not-to-exceed amount to $675,000. Extension of the agreement will be exercised if sufficient funding for these services is available in the corresponding fiscal year budget. Sufficient funding is available in the YPCE Fiscal Year 2022/23 operating budget to execute the terms of the agreement for the second year.
Local Business Enterprise (LBE): The Sacramento County Sheriff’s Department is a City of Sacramento Page 2 of 3
File ID: 2022-01533 10/11/2022 Consent Item 18.
governmental agency.
City of Sacramento Page 3 of 3
COUNTY OF SACRAMENTO
FIRST AMENDMENT BETWEEN THE CITY OF SACRAMENTO AND THE
SACRAMENTO COUNTY SHERIFF’S OFFICE FOR SUPERVISION OF
WORK PROJECT PROGRAM INMATE CREW CLEANING AND
LANDSCAPING MAINTENANCE
THIS FIRST AMENDMENT TO AGREEMENT is made and entered into this 23rd day of August 2022, by and between the CITY OF SACRAMENTO (hereinafter referred to as “ CITY”), and the COUNTY OF SACRAMENTO , (hereinafter referred to as “COUNTY”).
RECITALS
WHEREAS, the COUNTY and CITY have previously entered into an agreement, hereinafter referred to as “AGREEMENT” , on August 1, 2021, for the contract period of August 1, 2021, through July 31, 2021, for supervision of the Work Project Program Inmate Crew Cleaning and Landscaping Maintenance; and
WHEREAS, the COUNTY and CITY renewed that AGREEMENT a first time on August 1, 2022, for the period of August 1, 2022, through July 31, 2023 , pursuant to section XLII, RENEWAL; and
WHEREAS, the COUNTY and CITY now desire to amend that AGREEMENT this first time modifying EXHIBIT B, Budget Requirements, I. COMPENSATION TO CONTRACTOR, pursuant to Section XXVI, AMENDMENT AND WAIVER; and NOW, THEREFORE, the COUNTY and CITY hereby amend the terms of that AGREEMENT for the period of August 1, 2022, through July 31, 2023.
The entire agreement consists of: (1) the agreement between the parties originally executed on August 1, 20 21, which agreement the parties hereby reaffirm, together with (2) the First Renewal Agreement, which extended the
term for an ad ditional one-year period of August 1, 2022, through July 31, 2023, which agreement the parties hereby reaffirm, together with (3) this First Amendment Agreement, which modifies EXHIBIT B, Budget Requirements, I. COMPENSATION TO CONTRACTOR, updating the costs for fiscal year 2022/23.
IN WITNESS WHEREOF, the parties have executed this Agreement on the date and year first written above.
CITY OF SACRAMENTO SACRAMENTO COUNTY
Municipal Corporation and SHERIFF’S OFFICE
Charter City in the State of
California
By: __________________________ By: _________________________ HOWARD CHAN, City Manager SCOTT R. JONES, Sheriff
Date: ________________________ Date: _______________________
APPROVED AS TO FORM:
By: ___________________________ Date: _______________________ Senior Deputy City Attorney
By: ___________________________ Date: _______________________ Assistant City Clerk
Authorized by Board of Supervisors Resolution #2021-0447
Original Agreement:
EXHIBIT B
BUDGET REQUIREMENTS
I. COMPENSATION TO CONTRACTOR
Fiscal Year 2021/22 – Daily rate for supervision, per work crew, per day $1039.36.
COUNTY and CITY may negotiate a lower daily supervision rate upon written agreement by both parties.
Work Project Landscape, Maintenance, and Homeless camp cleanup services for Fiscal Year 2021/22 in the amount of $225,000.
Total Maximum Payment under this contract shall not exceed $225,000.
It is understood and agreed that this total is the maximum, and that CITY will only pay for services actually rendered.
First Amendment to Agreement:
EXHIBIT B
BUDGET REQUIREMENTS
I. COMPENSATION TO CONTRACTOR
Fiscal Year 2022/23 – Daily rate for supervision, per work crew, per day $1059.28.
COUNTY and CITY may negotiate a lower daily supervision rate upon written agreement by both parties.
Work P roject Landscape, Maintenance, and Homeless camp cleanup services for Fiscal Year 2022/23 in the amount of $225,000.
Total Maximum Payment under this contract shall not exceed $450,000.
It is understood and agreed that this total is the maximum, and that CITY will only pay for services actually rendered.