TO: HONORABLE MAYOR FROM: Jon Cicirelli
AND CITY COUNCIL Jim Shannon
SUBJECT: SEE BELOW DATE: March 9, 2022
Approved Date
3/11/22
SUBJECT: ACTIONS RELATED TO THE AGREEMENTS WITH SAN JOSE CONSERVATION CORPS AND DOWNTOWN STREETS, INC. FOR
PARK AND TRAIL MAINTENANCE SERVICES
RECOMMENDATION
Adopt a resolution authorizing the City Manager to:
(a) Negotiate and execute a Continuation and Amendment to the two Agreements to Provide Park Maintenance Services with Downtown Streets, Inc. and San José Conservation Corps to extend the term through June 30, 2023, with no change in maximum compensation to Downtown Streets, Inc., and an increase in the maximum compensation from $1,081,450 to $1,331,450 for San José Conservation Corps.
(b) Negotiate and execute an Agreement with San José Conservation Corps with a term beginning on April 1, 2022 through March 30, 2023 for services at the Coyote Creek Trail to improve the safety of trail users by providing visitor services, performing light landscaping and maintenance, and reporting large repair and other issues to responsible parties for a maximum compensation not to exceed $308,790.
(c) Adopt the following 2021-2022 Appropriation Ordinance and Funding Sources Resolution amendment and in the General Fund:
(1) Establish the Affordable Housing and Sustainable Communities Grant – Coyote Creek Trail City-wide Expenses appropriation to the Parks, Recreation, and Neighborhood Services Department in the amount of $308,790; and (2) Increase the estimate for Revenue from the State of California by $308,790.
COUNCIL AGENDA: 3/22/22
FILE: 22-353
ITEM: 2.10
HONORABLE MAYOR AND CITY COUNCIL
March 9, 2022
Subject: Actions Related to the Agreements with San José Conservation Corps and Downtown Streets, Inc. for Park and Trail Maintenance Services
OUTCOME
The recommended actions enables the Department of Parks, Recreation and Neighborhood Services (PRNS or Department) to continue providing basic maintenance services and improving the safety of trail users by contracting with, while also fostering benefits for participants in, Downtown Streets, Inc. and the San José Conservation Corps. These benefits include workforce development; environmental conservation education; the teaching of life-skills; commitment to community service; and expansion of educational and career opportunities.
BACKGROUND
On June 21, 2016, City Council approved Resolution No. 778071 (Resolution), authorizing the City Manager to negotiate and execute all grant agreements and amendments that were procured through a Request for Qualifications (RFQ), RFQ #CSJ-03-11-2016. The agreements resulting from this procurement were to be utilized by several departments: PRNS, Environmental Services, Housing, and Transportation. The resolution outlines the authority and maximum compensation for each department. PRNS received authority for grant agreements with Downtown Streets, Inc., and San José Conservation Corps with a term of one year, beginning on or after July 1, 2016, with the option to extend the agreement for up to four additional one-year terms through June 30, 2021, with compensation for subsequent years subject to City Council appropriation. The memorandum presented to City Council in June 2016 further outlines that the combined total of each PRNS’ annual agreements is not to exceed over $1,075,000.
The final extension option authorized under this resolution expired on June 30, 2021. Due to the outstanding circumstances brought on by the COVID-19 pandemic, PRNS experienced several shifts in staffing capacity and reprioritization of programming that did not allow staff the time to develop and release a new RFQ prior to the expiration of the qualified period. In February 2021, PRNS coordinated with the City Attorney’s Office to request and approve the extension of the agreements for one additional year, through June 30, 2023, to allow for time to complete a competitive process. The continuation of the existing agreements, including the increase in funds for San José Conservation Corps, will provide continuity in vital services such as clean up and landscape services at parks and trails.
1 https://www.sanjoseca.gov/home/showpublisheddocument/57438/637249817958830000 (Item 2.26), https://records.sanjoseca.gov/Resolutions/RES77807.PDF
HONORABLE MAYOR AND CITY COUNCIL
March 9, 2022
Subject: Actions Related to the Agreements with San José Conservation Corps and Downtown Streets, Inc. for Park and Trail Maintenance Services
ANALYSIS
Citywide Park Maintenance Services
Since the approval of the Resolution in 2016, PRNS has contracted with San José Conservation Corps for park maintenance services and projects throughout San José. The City has also entered into an agreement with Downtown Streets, Inc. for the same scope of work to provide greater operational flexibility. These agreements have historically been paid through PRNS’ capital budget for key services that maintain a safer and clean city with valuable workforce development and community engagement. PRNS recommends that the two agreements from this qualified period be extended for one more year to allow time to conduct the procurement and re-establish a qualified pool without interrupting current services. PRNS plans to release a solicitation in spring 2022 for these services.
Coyote Creek Trail Project Services
On August 29, 2017, the City Manager was authorized to enter into an agreement with the State of California and the Charities Housing Development Corporation of Santa Clara County for the Affordable Housing and Sustainable Communities (AHSC) Grant.2 The initial grant proposal from 2016 contemplated adding resources for the Park Rangers—the primary monitors of the City’s trail network—to spend more time on trails and facilitate the early detection of encampments, removal of trash and debris, issuance of citations, and participation in multi- agency efforts to address serious criminal activity in watersheds. The funding from the AHSC grant supported related staff and equipment expenses. Due to ongoing issues with staffing capacity in the Park Ranger Program, PRNS has coordinated with San José Conservation Corps to create a Coyote Creek Trail Safety Plan using the AHSC grant to deploy corps members under the oversight of Park Rangers. The primary role of corps members would be as “eyes on the trail” and to provide visitor services, report large repair and maintenance issues to PRNS, and perform light landscaping and maintenance along the trail to maintain clear lines of sight and a clean landscape that welcomes visitors and supports a sense of safety through maintenance of the environment. The San José Conservation Corps is expected to have a steady presence and is tasked to observe and report conditions to 911 for emergencies or to a consortium of service partners for non-emergencies, including Park Concerns, BeautifySJ, Homeless Concerns and Park Rangers, as appropriate, based on a service matrix that PRNS developed. The scope of work required to satisfy the AHSC grant by way of maintaining a safe and clean trail area falls in line with the intended work set forth through the initial RFQ. Utilizing funding from the City’s Resilience Corps, PRNS has initiated this project with the San José Conservation Corps in advance of the execution of the grant agreement recommended in this memorandum to provide maintenance and presence on the recently expanded Coyote Creek Trail.
To support the work of the AHSC grant, PRNS is requesting authority to enter into a separate agreement with San José Conservation Corps for a maximum compensation not to exceed
2https://www.sanjoseca.gov/home/showpublisheddocument/58556/637249854552200000 (Item 2.15), https://records.sanjoseca.gov/Resolutions/RES78328.PDF
HONORABLE MAYOR AND CITY COUNCIL
March 9, 2022
Subject: Actions Related to the Agreements with San José Conservation Corps and Downtown Streets, Inc. for Park and Trail Maintenance Services
$308,790 to satisfy the service requirements for the Coyote Creek Trail project funded by the AHSC grant. The term of the agreement will be from April 1, 2022 through March 30, 2023. The State will disburse the AHSC grant monies to the City on a reimbursement basis.
This portion of the grant has not yet been recognized and appropriated through a prior budget action; therefore, this recommendation recognizes the revenue from the State and establishes a City-wide Expense appropriation in the General Fund in the amount of $308,790.
CONCLUSION
Approval of this recommendation would promote stewardship to maintain clean and safe parks and trails. Staff anticipates releasing a competitive solicitation for these services in late spring 2022, with a target of going into agreements with successful bidders in 2022-2023.
EVALUATION AND FOLLOW-UP
No additional follow-up actions with the City Council are expected at this time. Staff will monitor the impact of these actions and report any issues to the City Council as appropriate.
CLIMATE SMART SAN JOSE
The recommendation in this memorandum has no effect on Climate Smart San José energy, water, or mobility goals.
PUBLIC OUTREACH
This memorandum will be posted on the City Council’s Agenda website for the March 22, 2022 Council Meeting.
COORDINATION
This memorandum was coordinated with the City Attorney’s Office.
COMMISSION RECOMMENDATION/INPUT
No commission recommendation or input is associated with this action.
HONORABLE MAYOR AND CITY COUNCIL
March 9, 2022
Subject: Actions Related to the Agreements with San José Conservation Corps and Downtown Streets, Inc. for Park and Trail Maintenance Services
COST SUMMARY/IMPLICATIONS
The recommended actions will authorize the City Manager to increase the not-to-exceed amount with San José Conservation Corps by $250,000 for a total compensation of $1,331,450 and extends the term to June 30, 2023, and extends the term for the agreement with Downtown Streets, Inc. through March 30, 2023 with no increase to the total compensation amount. The cost for these parks maintenance services are included in the Minor Infrastructure Contract Services appropriations in the Council Districts 1-10 Construction and Conveyance (C&C) Tax Funds, Parks City-Wide C&C Tax Fund, Parks Central Fund, and Lake Cunningham Fund, and in the Homeless Response Team City-Wide appropriation in the General Fund.
Other actions approved in this memorandum also allow the City Manager to contract with San José Conservation Corps for an amount of $308,790, which will be reimbursed by the AHSC grant, resulting in no net impact on the General Fund. The actions of this recommendation will recognize $308,790 in revenue from the State and establish a City-wide Expenses appropriation in the same amount.
BUDGET REFERENCE
The table below identifies the fund and appropriations to fund the contracts recommended as part of this memorandum:
Fund #
Appn. #
Appn. Name
Total Appn.
Rec. Budget
Action
Amt. for
Agreements
2021-2022
Adopted
Capital
Budget Page
Last Budget
Action (Date,
Ord. No)
various(1)
7190,
403H
Minor
Infrastructure
Contract
Services various(1)
$250,000 various(2)
06/22/2021,
30621
001 R100
Revenue from
State of
California $24,004,770 $308,790 N/A
02/08/2022,
80365
001 NEW
Affordable
Housing and
Sustainable
Communities
Grant –
Coyote Creek
Trail N/A $308,790 $308,790 N/A N/A
(1) Total of $250,000; $15,000 each from Funds 377, 378, 380, 381, 382, 384, 385, 386, 388, 389, 462 in Appn 7190; $30,000 from Fund 391 in Appn 7190; $55,000 from Fund 390 in Appn 403H (2) 2022-2026 Adopted Capital Improvement Program pages: 390, 402, 414, 422, 430, 444, 453, 468, 482, 494, 500 (Fund 390), 531, 590
HONORABLE MAYOR AND CITY COUNCIL
March 9, 2022
Subject: Actions Related to the Agreements with San José Conservation Corps and Downtown Streets, Inc. for Park and Trail Maintenance Services
CEQA
Categorically Exempt, File No. PP14-052, CEQA Guidelines Section 15301.c, Existing Facilities.
/s/
JON CICIRELLI JIM SHANNON
Director of Parks, Budget Director
Recreation and Neighborhood Services
I hereby certify that there will be available for appropriation in the General Fund in the Fiscal Year 2021-2022 moneys in excess of those heretofore appropriated therefrom, said excess being at least $308,790.
JIM SHANNON
Budget Director
For questions, please contact Avi Yotam, Deputy Director, at [email protected].