Special Notice / Hearing: None__
Vote Required: Majority
To: Honorable Board of Supervisors
From: Raymond Hodges, Director, Department of Housing
Subject: Amendment to the Agreement with Community Planning Collaborative for 21 Elements Consulting
RECOMMENDATION:
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Adopt a resolution authorizing and directing the Director of the Department of Housing, or designee, to execute a first amendment to the agreement with Community Planning Collaborative for conducting the 21 Elements Project to include additional services for the production of a county-wide overview of housing precarity trends though a cross-jurisdictional comparative analysis with individual jurisdiction-specific reports, and to add $52,800 to the total amount for an amended total not-to-exceed amount of $1,806,479.
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BACKGROUND:
Since 2008, the Department of Housing (“DOH”) and City/County Association of Governments (“C/CAG”) have co-sponsored a multi-year funded project known as the 21 Elements Project (the “Project”) through which all 21 jurisdictions in San Mateo County (collectively, “Jurisdictions”) cooperate to update their respective Housing Elements, i.e., each City and the County of San Mateo, share information, and work on a wide variety of housing policies and programs.
The Community Planning Collaborative (“CPC”), formerly known as Baird + Driskell Community Planning, has rendered consulting services to the Project since 21 Elements was formed. Jurisdictions have consistently expressed that the expertise and support of CPC in providing a cost-effective countywide program is highly valued. Most recently, as part of the sixth cycle of the Regional Housing Needs Assessment (“RHNA”) process, the Project supported Jurisdictions in the preparation and submission of their Housing Elements. C/CAG has provided guidance regarding CPC’s work plan along with financial assistance to share Project costs. The County, through DOH, has been responsible for project management and contract administration.
C/CAG has continued to provide an annual commitment of funding toward the Project costs through annual contributions of $175,000 in Congestion Relief Funds to the County to reimburse a share of Project costs in FY 2024-25, FY 2025-26 and FY 2026-27.
The Project was supported through funding provided by the Regional Early Action Planning Grant Program. On July 26, 2022, HCD issued a Notice of Funding Availability for a second round of Regional Early Action Planning Grant (“REAP 2.0”) funds. REAP 2.0 is funded from the State General Fund and the County was awarded an allocation of $690,000 that supported the Project costs through the end of December 2025.
DISCUSSION:
On September 10, 2024, the San Mateo County Board of Supervisors adopted Resolution no. 080621, authorizing the Department of Housing to negotiate and execute an agreement with CPC to conduct the Project for a total amount not to exceed $1,753,679 for the term of July 1, 2024 through June 30, 2027, with the Parties entering into the agreement (“Agreement”) on December 3, 2024. Under this Agreement, CPC provides various consulting services, including hosting meetings, trainings and workshops, producing technical assistance materials, launching an Accessory Dwelling Unit Center, and maintaining organization of the Project.
The Parties desire to amend Exhibit A of the Agreement to add services including the production of a county-wide overview of housing precarity trends though a cross-jurisdictional comparative analysis with individual jurisdiction-specific reports and to increase the total payment amount by $52,800 for a new total not-to-exceed amount of $1,806,479.00 (“First Amendment”). Jurisdictional reports will contain research into eviction and displacement risk, provide interactive maps indicating at risk neighborhoods, and identify data to inform effective policy changes to existing plans and priorities. This work is anticipated to be completed by Spring 2027, within the current term of the Agreement.
The Agreement is funded by Measure K, C/CAG funding commitments, and REAP 2.0 funding at a total cost not to exceed $1,753,379. The First Amendment increases the funding from Measure K by $52,800 for a new total not to exceed amount of $1,806,479. Table 1 below sets forth the various sources of funding and amounts under the Agreement.
|
Table 1 |
|
|
Source of Funds |
Amount |
|
C/CAG |
$525,000 |
|
Measure K |
$591,479 |
|
REAP 2.0 |
$690,000 |
|
Total (July 1, 2024, to June 30, 2027) |
$1,806,479 |
Among other terms and conditions, the County may terminate the Agreement based upon unavailability of any of the above sources of funding by providing written notice to CPC. Staff recommend this Board authorize the amendment for the additional services to the scope of work and the $52,800 in Measure K to fund the additional services.
The resolution and amendment have been reviewed and approved as to form by the County Attorney.
PERFORMANCE MEASURE:
Performance measures for the Agreement remain intact as stated in the original Agreement.
1. Participating Jurisdictions that report satisfaction with value received from the 21 Elements.
Deliverable: 21 of 21 Jurisdictions report satisfaction.
2. Host meetings, trainings, and workshops.
Deliverable: Facilitate at least 12 meetings a year
3. Produce Technical Assistance Resources
Deliverable: Complete all deliverables specified in the annual work plan.
4. Launch Accessory Dwelling Unit (ADU) Center
Deliverable: Launch website by October 31, 2024. Create steering committee and hire founding director by November 15, 2024. This measure has been met.
5. Maintain organization for the Project.
Deliverable: Update list serves, launch and maintain new website, orient new staff members, report to funders.
6. Produce Individual and Countywide Housing Precarity Reports
Deliverable: Complete housing precarity reports and launch interactive maps for each jurisdiction in the County and a countywide report by May 2027.
COMMUNITY IMPACT:
Amending this Agreement with CPC will positively impact all jurisdictions in San Mateo County that are working towards accelerating housing development and implementing Housing Element policies and programs for low-income and moderate-income households. With the execution and implementation of the amendment, the additional service of producing a county-wide overview of housing precarity trends though a cross-jurisdictional comparative analysis with individual jurisdiction-specific reports will affirmatively further fair housing. Through the findings and recommendations in the reports, jurisdictions will be aided in combating discrimination, overcoming patterns of segregation and fostering inclusive communities free from barriers that restrict access to housing opportunity based on protected characteristics such as race, sex, and disability, among others.
FISCAL IMPACT:
The term of the proposed Agreement is July 1, 2024 - June 30, 2027. The First Amendment increases the total amount of Measure K funding by $52,800 for a new total County contribution of $591,479. The amended amount of Measure K funds is included in the FY 2026-27 Recommended Budget which will be transferred to Department of Housing’s budget during the September Revisions budget cycle. There is no net County cost associated with the County’s receipt of REAP 2.0 funds and funding under the C/CAG cooperative agreements.