The County of Santa Clara
California

Agreement/Amendment
97682

Consider recommendations relating to Professional Services Agreement (PSA) for Social Science and Analysis professional services.

Information

Department:Parks and Recreation DepartmentSponsors:
Category:Delegation of Authority

Attachments

  1. Printout
  2. EMC_PSA_Part Signed

Multiple Recommendations

Possible action:
a. Approve PSA with EMC Research, Inc., relating to providing social science and analysis professional services in an amount not to exceed $1,000,000 for period August 13, 2019 through August 12, 2024, that has been reviewed and approved by County Counsel as to form and legality.
b. Authorize the County Executive, or designee, to be the Owner's Authorized Representative to negotiate, execute, amend, terminate, and take any and all necessary or advisable actions relating to this PSA, including issuance of Project Agreements for services during the term of PSA, following approval by County Counsel as to form and legality, and approval by the Office of the County Executive. Delegation of authority shall expire on August 12, 2024.


Body

COMMITTEE RECOMMENDATIONS

None.

FISCAL IMPLICATIONS

Individual Project Agreement (PA) executed under this PSA will be budgeted and funded for each fiscal year from the County of Santa Clara Parks and Recreation Department (Department) Park Charter Fund.

CONTRACT HISTORY

In 2014, the Department conducted an open competitive selection process with a Request for Proposal (RFP) for the social science and analysis professional services (RFP-PRK-FY14-001), which resulted in the Board of Supervisors (Board) approved Service Agreements with EMC Research Inc. The Service Agreements expired on December 31, 2018, thus necessitating the Department to undertake a new open competitive selection process to contract with firms for needed social science and analysis services.

REASONS FOR RECOMMENDATION

The proposed PSA is a result of an open and competitive solicitation process. The request to issue RFP for the social science and analysis professional services was entered as an upcoming RFP project through the Master Acquisition List (MAL) item No. 823, and on March 19, 2019, the Board accepted the MAL report.

The Department issued the RFP on April 4, 2019, (RFP-PRK-FY19-0248), which was posted both on County’s bid management website, www.bidsync.com, and on the Departments website, www.parkhere.org, to invite qualified consulting firms to submit a proposal for stated social science and analysis services. In addition, the Department sent an email invitation to the California Outdoor Engagement List-Serve and to parties that expressed an interest in receiving such solicitation.

On April 18, 2019, Addendum No.1 was posted to respond to questions that were received in a timely manner by interested proposers to provide a response clarification.

The posting of the RFP in BidSync resulted in 37 potential consulting firms viewing the RFP, of which nine downloaded it. The RFP closed on April 25, 2019. Two proposals were received on or before the due date of April 25, 2019. The evaluation process proceeded thereafter. An Evaluation Committee (Committee) was formed for the evaluation and selection process. Proposals were evaluated using the evaluation criteria outlined in the RFP. Committee found both firms in the competitive range and invited them to an interview on May 29, 2019. Evaluations were conducted and the Committee recommended EMC Research, Inc. for the social science and analysis services. Based on the Committee’s recommendation, the Department proceeded with the final negotiations.

Pursuant to Board policies, the vendor agrees with the County’s Wage Theft Prevention (Board policy 5.5.5.4.) and Living Wage standard provisions (Board policy 5.5.5.5.) with no modifications.

This multi-year PSA will provide a mechanism for contracting with EMC Research, Inc. to work on a variety of projects for the Department during the term of the contract. The firm will provide social science and analysis services for five Service Areas:

1. Develop data related to visitor-use and non-use of parks, and residents values and perception of the Countys regional park system;

2. Develop a contemporary profile of the outdoor recreation in the County for: (i) constraints on access; (ii) use of County parks; (iii) user preferences; and (iv) park-use trends to provide information regarding the investment of Park Charter Funds and implementation of the Department’s 2018 Strategic Plan;

3. Develop recommendations for long-term research efforts that support its mission, vision and program priorities;

4. Develop performance measures that the Department can utilize in evaluating customer satisfaction (Voter Opinion Survey; User Intercept Survey);

5. Engagement of new audiences and expanding park visitation (non-users).

Reason for request of Delegation of Authority

Although delegations of authority are discouraged except under certain circumstances, this delegation of authority is necessary to allow the County Executive, or his designee, to issue and manage individual PAs to meet deadlines for the Department issued requests to provide social science professional services to ensure consistency and timely delivery of needed services. Therefore, this delegation would give the County Executive, or his designee the ability to negotiate, execute, amend, or terminate PAs, and to make administrative amendments to PSA related to ordinance and hourly rate changes, thereby preventing costly delays. Without a delegated authority the Department would be unable to take advantage of a master PSA to facilitate efficient and timely execution of social science and analysis professional services. Delegation of authority shall expire on August 12, 2024.

CHILD IMPACT

The recommended action will have no immediate impact, although the results and findings of the public opinion surveys might result in an implementation of new recreational outdoor programs or services, which will have a positive impact on children and their families by providing outdoor recreational opportunities in safe park facilities, thereby promoting a healthy lifestyle.

SENIOR IMPACT

The recommended action will have no immediate impact, although the results and findings of the public opinion surveys might result in an implementation of new recreational outdoor programs or services, which will have a positive impact on seniors and the community at large by providing outdoor recreational opportunities in safe park facilities, thereby promoting healthy lifestyle.

SUSTAINABILITY IMPLICATIONS

The recommended action will have no/neutral sustainability implications.

BACKGROUND

The Department has benefitted from social science consulting services over the past decade. Surveys of residents, voters and park users have been a key resource in the Departments data driven decision making approach to park management and customer service. With the Board of Supervisors adoption of the Departments Strategic Plan in 2018 the Department is committed to continuing to use the best available science to gather critically needed data to ensure it meets the plans nine goals. This PSA will provide a mechanism for contracting with a consulting firm to work on variety of social science and analysis projects for the Department during the term of the contract. Through a formal RFP and consultant selection process, EMC Research, Inc. was selected because the firm has demonstrated in the proposal and during the interview evaluation a clear understating of Departments needs.

CONSEQUENCES OF NEGATIVE ACTION

Failure to approve the agreement with EMC Research, Inc. would prevent the Department from being able to understand the needs and preferences of its diverse customer base, and lose the opportunity to provide more relevant communication, services, facilities, and increase the community engagement.

STEPS FOLLOWING APPROVAL

Upon Board approval, the Clerk of the Board shall send a MinuteTraq notification of fully executed PSAs to Metka Valh, Parks and Recreation Department.

Meeting History

Aug 13, 2019 9:30 AM Video Board of Supervisors Regular Meeting

Held to date uncertain at the request of Administration.

RESULT:HELD [UNANIMOUS]
MOVER:Cindy Chavez, Vice President
SECONDER:Susan Ellenberg, Supervisor
AYES:Mike Wasserman, Cindy Chavez, Dave Cortese, Susan Ellenberg, S. Joseph Simitian