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COUNTY OF SAN MATEO
Inter-Departmental Correspondence
Department of Parks
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DATE:
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June 23, 2010
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BOARD MEETING DATE:
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July 13, 2010
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SPECIAL NOTICE/HEARING:
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None
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VOTE REQUIRED:
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Majority
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TO:
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Honorable Board of Supervisors
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FROM:
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David G. Holland, Director, Department of Parks
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SUBJECT:
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Agreement between the County of San Mateo and the San Mateo County Historical Association
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RECOMMENDATION:
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Adopt a Resolution waiving the Request for Proposal process and authorizing the execution of an agreement for $135,000 between the County of San Mateo and the San Mateo County Historical Association for operation and maintenance of the County History Museum and two County historical sites for fiscal year 2010/11.
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BACKGROUND:
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The San Mateo County Historical Association, a non-profit corporation, has operated and maintained the County History Museum and two County-owned and maintained historical sites, the Sanchez Adobe in Pacifica and the Woodside Store in Woodside, for nearly 50 years. The County’s History Museum is accredited by the American Association of Museums and is housed in the old San Mateo County Courthouse. The Museum offers educational activities for school children, hosts exhibits detailing the history and development of the County and a wide range of events concerning its history – from tours of the old courthouse and other historic sites, to lectures, discussions and family programs.
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DISCUSSION:
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The contract amount for fiscal year 2010/11 is reduced 10 percent from fiscal year 2009/10, from $150,000 to $135,000. The scope of services has changed to reduce the number of the days the Museum is open to the public from six to five days, and from a minimum of 36 hours to 30 hours per week. The number of hours per week the Historical Association will maintain and operate the docent program to keep the Woodside Store historical site open to the public will be reduced from 20 hours to 14 hours and the Sanchez Adobe site open to the public from 26 hours to 20 hours. The condition for the Historical Association to provide appropriate curatorial assistance at the Museum, Woodside Store and the Sanchez Adobe has been eliminated.
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The County has contracted with the Historical Association for the maintenance and operation of the Museum and the docent program to keep the Woodside Store and Sanchez Adobe historical sites open to the public since the 1960s. The Historical Association is the lead historical group in the San Mateo County and has the expertise and volunteer base to operate these three historic sites: the Museum, Woodside Store and Sanchez Adobe. Therefore, it is in the best interest of the County to waive the RFP process and continue to contract with the San Mateo County Historical Association on the basis of being a sole source provider.
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The waiver of the Request for Proposal process and execution of an agreement for services from the County Historical Association supports the 2025 Visioning Plan for Livable Community as the History Museum is centrally located and widely used by residents, and the docent services provided by the Historical Association at the Sanchez Adobe and Woodside Store historic sites support a significant cultural dimension of San Mateo County living.
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The contactor has assured compliance with the County’s Contractor Employee Jury Service Ordinance, as well as all other contract provisions that are required by County ordinance and administrative memoranda, including but not limited to insurance, hold harmless, nondiscrimination and equal benefits.
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County Counsel has reviewed and approved the resolution and agreement as to form.
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Performance Measure(s):
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Measure
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FY 2009/10
Actual
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FY 2010/11
Projected
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Number of historical sites/programs operated and maintained
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3
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3
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FISCAL IMPACT:
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The term of this agreement is from July 1, 2010 to June 30, 2011. The total obligation under this agreement is $135,000 and was incorporated into the Department of Parks fiscal year 20010/11 budget. This contract amount of $135,000 represents a 10 percent reduction of fiscal year 2009/10’s contract amount of $150,000. This is a Net County Cost.
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