Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Steve Monowitz, Director of Planning and Building
Subject: Amendment to the agreement with PlaceWorks, Inc. for the Multi-Jurisdictional Safety Element Project
RECOMMENDATION:
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Adopt a resolution authorizing an amendment to the agreement with PlaceWorks, Inc. for the Multi-Jurisdictional Safety Element Project, increasing the amount by $70,993 for a total amount not to exceed $1,295,009, with no change to the term.
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BACKGROUND:
The Planning and Building Department is currently working on a project to update the Safety Element of the General Plan. A Safety Element is a State-mandated element that identifies potential natural and human-caused hazards that could affect residents, businesses, and services in a community. The purpose of a safety element is to establish a framework that identifies and anticipates these hazards and prepares the community to minimize risks and harm resulting from these hazards. The current scope of the Safety Element update effort includes work to address drought and other climate change related hazards.
A Request for Proposals (RFP) for services to support for the Multi-Jurisdictional Safety Element Project was conducted in fall 2022 and PlaceWorks was selected as the provider. On June 15, 2023, the County of San Mateo entered into an agreement with PlaceWorks for the Multi-Jurisdictional Safety Element Project for the period of June 15, 2023 through June 15, 2026 for a total amount not-to-exceed $1,224,016.
Senate Bill (SB) 552 requires all counties to improve drought and water shortage preparedness for state small water systems and domestic wells within a county’s jurisdiction by establishing a standing Drought and Water Shortage Task Force (Task Force) and developing a County Drought Resilience Plan (County DRP).
In response, the California Department of Water Resources created the County Drought Resilience Planning Assistance Program (Program), under which counties could request up to $125,000 in financial assistance or direct technical assistance to support their planning efforts.
In December 2023, the Planning and Building Department applied for funding from the Department of Water Resources’ Program to create a San Mateo County Drought Resilience Plan and Task Force (Project). The purpose of the Project is to help the County meet the SB 552 requirements. This Project will expand on the County’s existing efforts to update the Safety Element of the County’s General Plan to address drought and other climate change related hazards.
In February 2024, the Department of Water Resources approved the County’s funding request and authorized a grant in an amount not to exceed $125,000. This funding from the County Drought Resilience Planning Assistance Program will help fund both the existing drought-related scope of the Safety Element update project and additional work necessary to meet the requirements of SB 552.
The Board of Supervisors approved a Funding Agreement between the State of California Department of Water Resources and County of San Mateo for these grant funds on June 11, 2024.
DISCUSSION:
Staff proposes an amendment to the existing PlaceWorks agreement for the Multi-Jurisdictional Safety Element Project to incorporate the additional work necessary to meet the requirements of SB 552 by establishing a standing Drought and Water Shortage Task Force (Task Force) and developing a County Drought Resilience Plan (County DRP).
The original RFP for the Multi-Jurisdictional Safety Element Project broadly described the services desired, and included aspects of the new work, including drought related outreach, risk assessment, policies, and implementation measures. The proposed amendment provides additional specificity to meet the requirements of SB 552 and tasks to establish the Task Force and compile results into a Drought Response Plan as an appendix to the Safety Element in the County’s General Plan. This additional work is outlined in Task 11: Drought Resilience Plan of the amended scope of work.
The County Attorney’s Office has reviewed and approved the resolution and amendment as to form.
FISCAL IMPACT:
The term of the PlaceWorks, Inc. agreement is June 15, 2023, through June 15, 2026; no change to the term is proposed as part of this amendment. Staff proposes to increase the amount of the agreement by $70,993, for a total amount not to exceed $1,295,009. As this increase will be funded by the Department of Water Resources grant, no additional fiscal impact is anticipated.
Additionally, an estimated $29,000 of the grant funding will fund drought-related tasks already included in the existing scope of work, and an estimated $25,000 in grant funding will be reserved for additional County staff time to support the Task Force.