Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Ann M. Stillman, Director of Public Works
Subject: Amendment to the agreement with Mark Thomas and Company, Inc.
RECOMMENDATION:
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Adopt a resolution waiving the Request for Proposal (RFP) process and authorizing an amendment to the agreement with Mark Thomas and Company, Inc., increasing the amount by $500,000 to an amount not to exceed $700,000 and extending the term through May 31, 2028.
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BACKGROUND:
On July 8, 2022, the County Executive’s Office issued a Request for Qualifications (RFQ) to form an expanded pool of grant writers in response to a continuing need for grant writing services by County Departments. On August 8, 2022, the consultant firm of Mark Thomas and Company, Inc. (Mark Thomas) submitted a proposal and became part of the County’s expanded pool of grant writers. On June 1, 2023, the Department of Public Works (Department) entered into an agreement with Mark Thomas to provide project funding strategies and to develop grant applications for the Department on an on-call basis in a not-to-exceed amount of $200,000 and term from June 1, 2023 through May 31, 2026.
DISCUSSION:
The agreement with Mark Thomas was through the RFQ process and not a formal solicitation, which is required for agreements over $200,000. To amend the current agreement and increase the not-to-exceed amount by $500,000, the Department recommends waiving the Request for Proposal (RFP) process. The recommendation to waive the RFP process is based on the work performed by Mark Thomas under the agreement and the familiarity Mark Thomas has with the types of grants the Department will continue to pursue. Mark Thomas has provided recommendations for project funding strategies and grant writing services to help the Department and County apply for and secure multiple grant funding opportunities.
The following table provides an overview of the projects, grant programs or funding sources, and grant award amounts or requested grant amounts for grant proposals Mark Thomas has worked with the Department on in connection with the existing agreement:
The work authorized by the Department for Mark Thomas to date has been for the full not-to-exceed amount of the agreement. The Department anticipates additional grant writing services will be needed to continue to successfully apply for and secure funding awards for the planning or implementation of capital improvement projects for various County-maintained roads and infrastructure. This includes the expanded role the Department has taken on relative to active transportation projects, for which there is no dedicated funding.
The Department recommends executing an amendment to increase the not-to-exceed amount of the agreement with Mark Thomas by $500,000, for a new not-to-exceed amount of $700,000 and extend the term through May 31, 2028.
County Attorney has reviewed and approved the resolution and amendment as to form.
EQUITY IMPACT:
Approval of the proposed amendment to the existing agreement with Mark Thomas will enable the County to better compete for grant funds to serve all residents of the unincorporated County, including those from historically underserved communities. Recent funding awards for the Pescadero Creek Road Improvements Project benefit farmworker communities on the south coast and the Hillside Boulevard Complete Street Corridors Project is located in a Metropolitan Transportation Commission identified Equity Priority Area. The transportation improvements recommended from these projects will improve safety and access for many residents who may not have access to a car and are dependent on alternative forms of transportation to meet daily living needs. The Department will contract with Community Based Organizations to better ensure that input and participation from the communities within the respective project areas is obtained.
FISCAL IMPACT:
The amendment will increase the not-to-exceed amount of the agreement by $500,000 to $700,000. Matching funds required for awarded grants are anticipated to be from the Road Fund.
There is no impact to the General Fund.