COUNTY OF SAN MATEO

Inter-Departmental Correspondence

Planning and Building Department

DATE:

January 24, 2011

BOARD MEETING DATE:

February 8, 2011

SPECIAL NOTICE/HEARING:

None

VOTE REQUIRED:

Majority

TO:

Honorable Board of Supervisors

FROM:

Jim Eggemeyer, Community Development Director

SUBJECT:

Agreement with PMC for preparation of San Mateo County’s Energy Efficiency and Climate Change Update to the General Plan, Climate Action Plan, and Implementation

RECOMMENDATION:

Adopt a Resolution:

1)

Authorizing the President of the Board to execute an Agreement with PMC for the preparation of San Mateo County’s Energy Efficiency and Climate Change Update to the General Plan, Climate Action Plan, and Implementation (the “Project”), in an amount not to exceed $300,000 for the term February 8, 2011 through December 31, 2012;

2)

Authorizing the Community Development Director or the Director’s designee to execute contract amendments which modify the County’s maximum fiscal obligation by no more than $25,000 (in aggregate) and/or modify the contract term and/or services so long as the modified term or services is/are within the current or revised fiscal provisions; and

3)

Defining said Project as including and limited to the scope of work included as Exhibit D to said Agreement.

BACKGROUND:

In August 2009, the County was awarded a grant of Federal stimulus funds through the Department of Energy Block Grant Program (EECBG funds). Although the bulk of this grant was allocated to the Public Works Department and other programs, a $350,000 portion of the grant was allocated to the Planning and Building Department for development of an Energy Efficiency and Climate Change Update to the General Plan and a Climate Action Plan. The Planning and Building Department, along with the Public Works Department, has selected a contractor, PMC, to complete this project at a cost of $300,000. The remainder of the grant funds ($50,000) will be used to cover County staff costs related to the administration and management of the project, and for implementation after the Plans are completed.

DISCUSSION:

The existing San Mateo County General Plan was adopted in 1986, and, other than periodic Housing Element updates, has not been substantially updated since that time. As part of the General Plan Update process, this Project will update the General Plan with regard to policies related to Energy Efficiency and Climate Change, and will also include the development of the County’s first Climate Action Plan.

The Planning and Building Department, working with the Public Works Department, has selected a contractor, PMC, to provide consulting services to complete the Project, and has negotiated a contract for these services, to be completed within approximately 18 months. The Planning and Building Department distributed a Request for Proposals (RFP) for these services. The RFP was published on the Department’s website and on the national website of the American Planning Association, and was sent directly to 28 firms. The Department received proposals from seven firms. The written proposals were evaluated by a committee comprised of two Planning Department staff and one Public Works Department staff. The top four firms were selected to be interviewed by a committee of similar staff-mix composition, although different individuals. After interviews, PMC and its subconsulting team were selected as the preferred consultant on the basis that, among other factors, their team best combined a depth and breadth of prior experience in related work, significant amounts of local experience in similar projects, a combination of technical expertise required to complete the project requirements, and the personal, public and managerial skills to interface with the community, appropriately represent the County, and manage the Project effectively.

The contract requires performance of the tasks outlined in the included project Scope of Work. As required by the Department of Energy, it includes Federal grant flowdown requirements. County Counsel has reviewed and approved the Resolution and Agreement as to form.

Performance Measure(s):

Measure

FY 2010-11
Target

FY 2011-12
Projected

Percent of completion of Energy Efficiency and Climate Change Update to General Plan, and Climate Action Plan

25%

75%

Approval of the proposed Agreement contributes to the 2025 Shared Vision of a Livable Community because the Project will explore policies to increase energy efficiency and adapt to climate change, enhancing the livability of the County’s unincorporated areas.

FISCAL IMPACT:

Payment to the contractor will be drawn from EECBG grant funds, provided by the Federal Department of Energy. There is no net fiscal impact to the County from disbursement of funds from the EECBG program. Should the County fail to obligate the funds and hire the contractor by February 28, 2011, and/or should the County fail to complete the Project under the terms of the Federal grant, the EECBG funds, including the $50,000 allocated to cover County staff costs, would be in jeopardy.