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HomeMy WebLinkAboutBOARD STANDING COMMITTEES - 10022023 - Internal Ops Agenda PktMonday, October 2, 2023 1:00 PM CONTRA COSTA COUNTY 309 Diablo Rd, Danville 3361 Walnut Blvd, Suite 140, Brentwood AGENDA Special Meeting Internal Operations Committee Supervisor Candace Andersen, Chair Supervisor Diane Burgis, Vice Chair https://cccounty-us.zoom .us/j/85280600959 Call In: 888-278-0254 Conference code: 845965 1 Internal Operations Committee AGENDA October 2, 2023 The public may attend this meeting in person at either above location . The public may also attend this meeting remotely via Zoom or call-in. Agenda Items: Items may be taken out of order based on the business of the day and preference of the Committee. 1 Public comment on any item under the jurisdiction of the Committee and not on this agenda (speakers may be limited to two (2) minutes). 2 CONSIDER recommending the appointment of Denarious Daniels to the City Representative (east sub-region) seat on the Affordable Housing Finance Committee to a term ending on June 30, 2026 and INTERVIEW applicants for the Community/At-Large Representative seat and DETERMINE appointment recommendations for consideration by the Board of Supervisors. (Kristin Sherk, Department of Conservation and Development) TMP-0988 3 CONSIDER accepting report from the Animal Services Director on FY 2022/23 Animal Benefit Fund receipts and expenditures. (Beth Ward, Animal Services Director) TMP-0984 4 ACCEPT the Small Business Enterprise, Outreach, and Local Bid Preference Programs Report, reflecting departmental program data for the period January1 through June 30, 2023.. (Cynthia Shehorn, Purchasing Services Manager, Public Works Department) TMP-0987 5 CONSIDER staff report and response to Advisory Council on Equal Employment Opportunity Recommendations on SBE/Outreach Programs. (Antoine Wilson, Julie Enea, County Administrator's Office) TMP-0989 6 CONSIDER recommending to the Board of Supervisors the award of a five-year contract for arts council services to Independent Arts & Media, a California nonprofit organization, the fiscal sponsor of ARTSCCC. (Lara DeLaney, County Administrator's Office) TMP-1104 7 The next meeting is currently scheduled for November 13, 2023. 8 Adjourn Page 1 of 2 2 Internal Operations Committee AGENDA October 2, 2023 General Information This meeting provides reasonable accommodations for persons with disabilities planning to attend a the meetings. Contact the staff person listed below at least 72 hours before the meeting. Any disclosable public records related to an open session item on a regular meeting agenda and distributed by the County to a majority of members of the Committee less than 96 hours prior to that meeting are available for public inspection at 1025 Escobar St., 4th Floor, Martinez, during normal business hours. Staff reports related to items on the agenda are also accessible on line at www.co.contra-costa.ca.us. HOW TO PROVIDE PUBLIC COMMENT: Persons who wish to address the Committee during public comment on matters within the jurisdiction of the Committee that are not on the agenda, or who wish to comment with respect to an item on the agenda, may comment in person, via Zoom, or via call-in. Those participating in person should offer comments when invited by the Committee Chair. Those participating via Zoom should indicate they wish to speak by using the “raise your hand” feature in the Zoom app. Those calling in should indicate they wish to speak by pushing *9 on their phones. Public comments generally will be limited to two (2) minutes per speaker. In the interest of facilitating the business of the Board Committee, the total amount of time that a member of the public may use in addressing the Board Committee on all agenda items is 10 minutes. Your patience is appreciated. Public comments may also be submitted to Committee staff before the meeting by email or by voicemail. Comments submitted by email or voicemail will be included in the record of the meeting but will not be read or played aloud during the meeting. Page 2 of 2 3 CONTRA COSTA COUNTY Staff Report 1025 ESCOBAR STREET MARTINEZ, CA 94553 File #:TMP-0988 Agenda Date:10/2/2023 Agenda #:2 Choose an item. Meeting Date:October 2, 2023 Subject:Affordable Housing Finance Committee Interviews Submitted For:John Kopchik, Conservation and Development Director Department:Conservation and Development Referral No:IOC 23/5 Referral Name:Advisory Body Recruitment Presenter:Kristin Sherk, Senior Housing Planner Contact:Kristin Sherk 925-655-2889 Referral History: The Affordable Housing Finance Committee (AHFC) advises the Board of Supervisors on the annual allocation of HOME Investment Partnership Program (HOME), Community Development Block Grant (CDBG), Measure X Housing, and Permanent Local Housing Allocation (PLHA) funds for affordable housing development in Contra Costa County. It typically convenes once annually in the spring to review staff’s recommendations for project funding of applications received through a public request for proposals process. The AHFC consists of seven seats, including: ·Three city representative seats (one from each sub-region of the County, currently residing in an incorporated city); and ·Three County representative seats (one from each sub-region of the County, currently residing in an unincorporated area of the County); and ·One Community/At-Large representative seat (currently residing in the County, either incorporated or unincorporated). Nominations for AHFC representatives are solicited by the Department of Conservation and Development, reviewed by the Internal Operations Committee (IOC) and referred to the Board of Supervisors for approval. AHFC terms are for three years. Per the bylaws adopted in 2021, all members are required to have professional experience in the field of affordable housing finance, design, development, or property management. Members may be retired or active affordable housing professionals. Referral Update: The Department of Conservation and Development recruited for the open/vacant positions beginning on July 10, 2023 with applications due August 31, 2023 (flyer attached). Nine applications have been submitted to fill four current vacancies: ·Central sub-region Unincorporated Representative - term expired June 30, 2022 ·Community/At-Large Representative - term expired June 30, 2022 ·City Representative (east sub-region) - term expired June 30, 2023 CONTRA COSTA COUNTY Printed on 9/27/2023Page 1 of 2 powered by Legistar™4 File #:TMP-0988 Agenda Date:10/2/2023 Agenda #:2 ·East sub-region Unincorporated Representative - term expired June 30, 2023 Of the nine applications received, two have addresses listed outside of the County and are therefore ineligible to serve on the AHFC. Three of the applicants have professional affordable housing experience in some capacity and are currently eligible as they reside in a geographic area within the County where there currently is a vacancy on the AHFC. The remaining four applicants have not demonstrated professional affordable housing finance, design, or property management experience. The applicants will be thanked for their application and interest in serving on the AHFC and encouraged to consider other County commissions and committees. No applications were received for vacant Central Unincorporated Representative and East Unincorporated Representative seats. The applicants have been invited to attend this meeting as their schedule permits them to be available for any questions the Committee may have. City Representative (east County sub-region) Applications ·Denarious Daniels, City of Pittsburg: Has professional experience as an assistant property manager for an affordable housing management company. Community/At-Large Representative Applications ·Sarah Allen, City of Concord: Currently works as a project developer for Eden Housing, Inc. for the last few years. Prior to her current position, Ms. Allen worked for the City of Lafayette in various positions in the Planning and Building Department. ·Denarious Daniels, City of Pittsburg: Has professional experience as an assistant property manager for an affordable housing management company. ·Prajoel Karki, City of San Ramon: Has professional experience as a licensed Real Estate and Mortgage Broker since 2010. Staff recommends that the IOC review the attached application materials for the Community/At-Large representative seat and consider making a recommendation of one out of the pool of qualified applicants for the Community/At-Large seat. Recommendation(s)/Next Step(s): 1.CONSIDER staff recommendation of appointment of Denarious Daniels to the City Representative (east County sub-region) seat to a new three-year term ending on June 30, 2026 and FORWARD the recommendation to the Board of Supervisors. 2.CONSIDER the application materials for the Community/At-Large Representative seat (term ending on June 30, 2025) and DETERMINE recommendations for Board of Supervisors approval. Fiscal Impact (if any): No fiscal impact. CONTRA COSTA COUNTY Printed on 9/27/2023Page 2 of 2 powered by Legistar™5 30 Muir Road, Martinez, CA 94553 | (925) 655-2889 | Kristin.Sherk@dcd.cccounty.us Affordable Housing Finance Committee July 10, 2023 The Contra Costa County Internal Operations Committee (IOC) of the Board of Supervisors is now accepting applications from individuals to fill four vacant positions for the Affordable Housing Finance Committee (AHFC): •Central County (Unincorporated) Representative, •East County (City) Representative, •East County (Unincorporated) Representative, and •At-Large/Community Representative. Applicants must: •Be a resident of Contra Costa County in one of the above vacant residency membership categories. •Have professional experience in the field of affordable housing finance, design, development, or property management. The AHFC works with the Department of Conservation and Development to develop funding recommendations for the Board of Supervisors on the annual allocation of HOME Investment Partnership Program (HOME), Community Development Block Grant (CDBG), Measure X Housing, and other various funds for affordable housing development and/or preservation in Contra Costa County. The AHFC typically convenes once annually in the spring to review County staff’s recommendations for project funding of applications received through a public request for proposals process. Occasionally there are additional special meetings throughout the fiscal year to reallocate funds as needed. The AHFC has seven members: •City Membership: Three (3) City members, one per each sub-region of the County, currently residing in an incorporated City within the County. •County Membership: Three (3) County members, one per sub-region of the County, currently residing in an unincorporated area of the County. •Community Membership: One (1) at large member currently residing in the County, either incorporated or unincorporated. To obtain an application for or further information, contact Kristin Sherk, staff liaison to the AHFC, at 925-655-2889 or Kristin.Sherk@dcd.cccounty.us. Applications may also be obtained from the Clerk of the Board located at 1025 Escobar Street, 1st Floor, Martinez, CA 94553. For more information, please visit the AHFC webpage at http://www.contracosta.ca.gov/AHFC. A fillable application is available on the website for your convenience. Applications must be submitted by Thursday, August 31, 2023, at 5:00 P.M. to the Clerk of the Board. Interviews are anticipated to be scheduled for the IOC meeting on Monday, October 9, 2023. The IOC considers applications from all interested individuals and conducts interviews even when an existing committee member seeks reappointment. *** Please POST or DISTRIBUTE *** 6 CONTRA COSTA CONSORTIUM AFFORDABLE HOUSING FINANCE COMMITTEE MEMBERSHIP City Representatives East County Rep. (City #1) Term Expires: Vacant West County Rep. (City #2) Term Expires: June 30, 2024 Valerie Bernardo Hercules, CA 94547 Central County Rep. (City #3) Term Expires: June 30, 2024 Frances Sorrondegui San Ramon, CA 94583 County Representatives (Unincorporated) East County Rep. (County #1) Term Expires: Vacant West County Rep. (County #2) Term Expires: June 30, 2024 Willie Robinson El Sobrante, CA 94803 Central County Rep. (County #3) Term Expires: Vacant Community/At-Large Representative Community Rep. (Community #1) Term Expires: Vacant COMMITTEE STAFF Kristin Sherk Affordable Housing Program Manager Phone: (925) 655-2889 Email: Kristin.Sherk@dcd.cccounty.us Fax: (925) 655-2757 Contra Costa County Department of Conservation and Development 30 Muir Road Martinez, CA 94553 7 8 9 10 11 12 SARAH J. ALLEN, AICP       @gmail.com          PROFESSIONAL SUMMARY      Affordable Housing professional with a solid understanding of the regulatory environment and entitlement process for  development in California.  Detail and results‐oriented professional adept at building strong relationships.       SKILLS      Microsoft Word • Access • Excel • Outlook • PowerPoint • Project Management • Record Keeping and Filing • Research  and Report Writing • Interpretation of Regulations & Legal Documents • Public Speaking • Development Project  Analysis • Mentoring Junior Staff • Grant Writing • Effective Communication • Scheduling and Deliverables • GIS/GPS         WORK HISTORY      Eden Housing, Inc. – Hayward, CA  Project Developer, 04/2022 to Current    Manage the entitlement, design development, financial closing, and construction process for affordable housing  developments.   Research and secure predevelopment, construction, and permanent financing from public and private sources.   Select and manage consultants and consultant contracts.   Prepare and monitor development and construction budgets.  City of Lafayette – Lafayette, CA  Assistant Planning Director, 07/2021 to 03/2022    Led Comprehensive General Plan Update including managing the 13‐member General Plan Advisory Committee.   Selected and manage consultants and consultant contracts.   Established new regulations working with a subcommittee of elected and appointed officials and the city attorney.    Managed overall staffing and training for the department.  Senior Planner, 06/2017 to 06/2021   Managed complex development applications including new multi‐family buildings in the Downtown,  redevelopment from office to residential and hillside subdivision.     Served as staff liaison for committees and commissions including the Design Review Commission, Parking  Ordinance Committee and the Residential Design Guidelines Subcommittee.    Prepared and execute legal documents including affordable housing agreements and deed restrictions.    Supervised and mentor junior planners.  Associate Planner, 07/2015 to 05/2017   Led long range tasks including the Parking Management Strategy, updating the zoning code to reflect the  Downtown Specific Plan and modifying the Accessory Dwelling Unit regulations to reflect new State law.     Coordinated architects, builders, attorneys, contractors, engineers and staff to improve and implement  development projects.    Reviewed, analyzed and processed larger development proposals including subdivisions and new commercial  buildings.   Recruited, hired and supervised Planning Interns to update the Downtown Parking Inventory and Occupancy  Survey. 13 Assistant Planner, 04/2013 to 06/2015   Managed more complex planning and development projects including subdivisions and written and oral staff  reports to City Council, Planning Commission and Design Review Commission.     Advised applicants and the general public on City development policies and standards while maintaining effective  working relationships.     Prepared Initial Studies and Negative Declarations to comply with the California Environmental Quality Act.  Planning Technician, 01/2011 to 03/2013   Processed over 100 development applications including Tree Permits, Hillside Development Permits, Design  Review Applications, Variance requests and Land Use Permits.     Assisted with developing the Plaza Way Overlay District Regulations allowing for redevelopment of an under‐ utilized historic area of Downtown Lafayette.    Provided information to the public by answering phone calls and responding to over‐the‐counter inquiries related  to zoning, setbacks, and limitations and requirements for development.  Planning Intern, 01/2007 to 12/2010   Co‐managed the Parking Meter Study resulting in 97 newly metered parking spaces.     Co‐authored three successful grant applications.     Updated the Growth Management Element of the General Plan.  Provided general office support, filing and record  keeping.       EDUCATION      Master’s: Urban Planning and Real Estate Development, 2020  University of Southern California – Los Angeles, CA    B.A: Sociology, 2005   California State University Sacramento ‐ Sacramento, CA  Graduated Cum Laude        CERTIFICATIONS      Enterprise Community Partners – Preservation Next Academy ‐ 2023  Contra Costa County Leadership Academy ‐ 2019  American Institute of Certified Planners (AICP) ‐ 2016        Land Use and Environmental Planning Certificate, UC Davis Extension, Sacramento CA ‐ 2010  GIS/GPS Certificate of Completion, Diablo Valley College, Pleasant Hill, CA ‐ 2009        AFFILIATIONS      Current Chair, City of Concord Bicycle Pedestrian Advisory Committee      (2017‐Present)  Co‐Chair, East Bay Regional Activity Coordinator APA Board of Directors  – NorCal Section    (2017‐Present)  Volunteer, Food Bank of Contra Costa & Solano         (2016 ‐Present)  14 15 16 17 18 1. This application and any attachments you provide to it is a public document and is subject to the California Public Records Act (CA Government Code §6250-6270). 2 All member of appointed bodie are required to take the advi ory body training provided by Contra Costa County. 3. Members of certain boards, commissions, and committees may be required to: (1) file a Statement of Economic Interest Form also known as a Form 700, and (2) complete the State Ethics Training Course as required by AB 1234. 4 Meeting may be held in variou location and ome location may n t be acce ible by public transportation. 5. Meeting dates and times are subject to change and may occur up to two (2) days per month. 6. Some boards, committees, or commissions may assign members to subcommittees or work groups which may require an additional commitment of time. 7 A indicated in Board Re olution 2021/234, a per on will not be eligible for appointment if he/she is related to a Board of Supervisors' member in any of the following relationships: (1) Mother, father, son, and daughter; (2) Brother, sister, grandmother, grandfather, grandson, and granddaughter; (3) Husband, wife, father-in-law, mother-in-law, son-in-law, daughter- n-law, stepson, and tepdaughter (4) Registered domestic partner, pu suant to Cali ornia Family Code section 297; (5) The relatives, as defined in 1 and 2 above, for a registered domestic partner; (6) Any person with whom a Board Member shares a financial interest as defined in the Political Reform Act (Gov't Code §87103, Financial Interest), such as a business partner or bu ine a ociate Sandeep Chahal 19 20 21 22 23 1. This application and any attachments you provide to it is a public document and is subject to the California Public Records Act (CA Government Code §6250-6270). 2 All member of appointed bodie are required to take the advi ory body training provided by Contra Costa County. 3. Members of certain boards, commissions, and committees may be required to: (1) file a Statement of Economic Interest Form also known as a Form 700, and (2) complete the State Ethics Training Course as required by AB 1234. 4 Meeting may be held in variou location and ome location may n t be acce ible by public transportation. 5. Meeting dates and times are subject to change and may occur up to two (2) days per month. 6. Some boards, committees, or commissions may assign members to subcommittees or work groups which may require an additional commitment of time. 7 A indicated in Board Re olution 2021/234, a per on will not be eligible for appointment if he/she is related to a Board of Supervisors' member in any of the following relationships: (1) Mother, father, son, and daughter; (2) Brother, sister, grandmother, grandfather, grandson, and granddaughter; (3) Husband, wife, father-in-law, mother-in-law, son-in-law, daughter- n-law, stepson, and tepdaughter (4) Registered domestic partner, pu suant to Cali ornia Family Code section 297; (5) The relatives, as defined in 1 and 2 above, for a registered domestic partner; (6) Any person with whom a Board Member shares a financial interest as defined in the Political Reform Act (Gov't Code §87103, Financial Interest), such as a business partner or bu ine a ociate Skyelar N Cribbs 24 25 26 27 28 29 30 Denarius Daniels -Business and management SKILLS ● MICROSOFT GOOGLE DOCS/EXCEL-SPREADSHEET ● COMPUTER-SAVVY ● Work orders ● web design\logo ● Power point ● special-skills. INSIDER-SKILLS ● Organized ● Team player ● critical -Thinker ● outgoing/ hard working ● communicative EXPERIENCE 31 Experience Aperto Property Management-Assistant Manager -Tax Credit May 15th, 2021- Current 2 Venture Suite 525 Irvine CA, 92618 ●Working with different companies ●Using outlook /Zoom ●Leasing ●Zoom meetings ●Working with different clients vendors ●Communicating with the corporate office ●Working with mental health tenants , working with third party agencies ●Doing recertifications ●Working with Third party companies ●Attending Legal court cases ●Communicating and overing the maintenance department ●Helping with the office operations ●Also having meeting with tenant’s to resolve property issues ●And team meetings ●Working with yardi rightsource - To go over tenants files ●Making sure Tenants follow The Irs Guidelines Robert Half Recruiters & Employment Agency - Leasing Agent August 5th,2020- May ,2022 1999 Harrison St Suite 1950 , Oakland Ca, 1950 94612 Working with different companies ●Using outlook ●Leasing apartments ●Zoom meetings ●Working with different clients vendors ●Communicating with the corporate office ●Traveling to different to properties 32 Renoir staffings LLC- Leasing Agent 1301 Marina Village Pkwy Suite 202 August 5th,2020- May 5th ,2022 Alameda,CA 94501 ●Working with different companies ●Using outlook ●Leasing apartments ●Zoom meetings ●Working with different clients vendors ●Communicating with the corporate office ●Traveling to different to properties Employment express Pros - Leasing Manager August 5th,2020-May 5th ,2022 5356 Clayton 101, Concord CA, 94521 ●Working with different companies ●Using outlook ●Leasing apartments ●Zoom meetings ●Working with different clients vendors ●Communicating with the corporate office ●Employment express Pros ●Using different online systems such as rent cafe , Yardi ,onsite , ●Traveling to different properties 33 Securitas Security Services, San Francisco CA —Security/flex officer July 02/4/2018 - currently working here ● lobby/pass issue ● CTV/WATCH ● Maintaining daily operations ● Working with clients/tenants \Property manager ● Controlling gates access Teen leaders of california , Location — Sales supervisor August 01/4/2015 - 05/6/17 ● Sales\marketing ● Customer relations ● Event planning ● Coordinator/special Events ● Presentations Reference-Sidney lamel l(510-485-4589) EDUCATION los medanos college , Pittburg ca — AAA-Business and marketing Development 07/2/2020 - 09/15/202 1. still attending ,pittsburg Ca 2. Then look to transfer to four year college 3. And get my degree with a associates and masters 4. Or get my Broker licensed 5.Participating in the student body government 34 Freedom high school , Oakley CA ●High school diploma/present ●going to school for business ●And looking to go to lmc for two years ●Then transfer to a four year college Actives-at lmc college ●leadership ●Senate /camping for president of my college ●Starting my own club and also collabing and working with all clubs within the college ●Participating in meetings -with leadership /Icc/cubs /Faculty ●Commissioner in -High school ●Over rallies/ pep rallies/over see activities Goals and dreams ●To have my own business/To open up a restaurant with my family ,and have property in my name as a broker . ●Work in management/working with a company . ●To run my own enterprise/manage business/customer relations .●Or to become a school principal/work at a school who oversees staff members working with kids faculty . ●A property manager/To become a property manager at a high rise building . ●Being a leader leading by example/Being the be and professional and team player . Is to become a politician, speak around the world and travel 35 36 37 38 39 40 1. This application and any attachments you provide to it is a public document and is subject to the California Public Records Act (CA Government Code §6250-6270). 2 All member of appointed bodie are required to take the advi ory body training provided by Contra Costa County. 3. Members of certain boards, commissions, and committees may be required to: (1) file a Statement of Economic Interest Form also known as a Form 700, and (2) complete the State Ethics Training Course as required by AB 1234. 4 Meeting may be held in variou location and ome location may n t be acce ible by public transportation. 5. Meeting dates and times are subject to change and may occur up to two (2) days per month. 6. Some boards, committees, or commissions may assign members to subcommittees or work groups which may require an additional commitment of time. 7 A indicated in Board Re olution 2021/234, a per on will not be eligible for appointment if he/she is related to a Board of Supervisors' member in any of the following relationships: (1) Mother, father, son, and daughter; (2) Brother, sister, grandmother, grandfather, grandson, and granddaughter; (3) Husband, wife, father-in-law, mother-in-law, son-in-law, daughter- n-law, stepson, and tepdaughter (4) Registered domestic partner, pu suant to Cali ornia Family Code section 297; (5) The relatives, as defined in 1 and 2 above, for a registered domestic partner; (6) Any person with whom a Board Member shares a financial interest as defined in the Political Reform Act (Gov't Code §87103, Financial Interest), such as a business partner or bu ine a ociate Hector Jose Garcia 41 42 43 SMITHFIELD FOODS, INC, Vernon, CA Manager, Environmental Affairs, 2008 - 2019 Leveraged expertise in safety compliance and trend analysis to monitor and measure results, resulting in an improved training program for new hires, optimized operational efficiency, and lower cost while directing environmental affairs for seven facilities with 1,500+ employees total. Participated in community workshops, commissions, and committee board membership representation, analyzed food production issues and developed policies and procedures. Composed intellectual products for the management and public distribution. Managed supplier contracts for environmental operations. Administered operations and ensured compliance for seven California facilities , including Wastewater, Air Quality, Stormwater, Liquid Organics, SARA 311-313, and Subsurface. ●Circumvented risk exposure by following risk management standards and procedures. ●Drove continuous improvement by reviewing annual performance, preparing development plans for direct reports, motivating team members, and developing teamwork. ●Increased efficiency and profitability through cost savings or cost reduction programs ($3.5M). ●performed as an intermediary on behalf of the organization and submitted 93 documents to agencies. ●Represented organizational views in public settings and CEQA meetings. Additional history: SWISSPORT CARGO SERVICES – Director, Western Regional Safety DAVIS WIRE CORP – Manager, Environmental Health & Safety ENVIRONMENTAL MANAGEMENT ENTERPRISES –Principal EHS Consultant WINEFIELD & ASSOCIATES, INC – Senior EHS Consultant ECOTEK, MST SOLUTIONS, INC. – Associate EHS Consultant STATE REGIONAL WATER BOARD — Environmental Engineer Technician CITY OF LOS ANGELES ENVIRONMENTAL AFFAIRS – Environmental Technician Education & Credentials DBA Business Admin (General), Columbia Southern University, 2023 Green Belt Six Sigma, Purdue University, 2022 Negotiation Certificate, University of Michigan, 2022 Human Resources Management Certification, HR University, 2022 M.S. Management/Leadership Theory, Western Governors University, MBA (General) Dale Carnegie Law, University of La Verne College of Law B.S. Chemical Engineering, California State University Environmental Science / Biology, University of California 44 45 46 47 48 49 50 achieving them including exit surveys to gather program participants’ input/feedback to identify opportunities for program improvement. Utilize evidence-based “best practices” to maximize effectiveness of program(s). Management & Human Resources Program Management- 2 Years program manager experience AB109 and Step-Up CalWORKs Program. Managed 15 to 25 employees and assisted with new hire training and coaching. Leadership and People Management – Experience in motivating, coaching, and developing team members. Project Management – Experience in managing successful projects, risks, costs, and project teams. Financial Management – Experience in budgeting, forecasting, review financial statements and manage business metrics. IOP- Experience in Industrial Organizational Phycology and organizational methods Business Management - Understanding strategies, decision-making, workflow, and vital business function. Managed talent acquisition, onboarding, and records management. Maintained and updated employee records; collaborated with an accountant to ensure accurate payroll. Developed recruiting procedures, including Interviews, and applicant tracking system. Designed a more comprehensive and coordinated approach to the recruitment and talent acquisition process, which yielded improved alignment of job postings, interviews, orientation, and training Administered on-boarding process for new employees and new-hire orientation program • Assisted in the development of training programs and delivery of various supervisory and employee training Implemented and updated compensation program, rewrote job descriptions, developed salary budget, analyzed compensation monitored the performance evaluation program Complete weekly and bi-weekly payroll, including adjustments when required, effectively utilizing HR/Benefits software Leadership and Project Management Experiences in providing influential leadership to project managers and project teams towards successful implementation planning, solution preparation, delivery to the field, and measurement of initiatives that are the most highly complex and strategic in nature. Experience with providing matrix leadership to cross-functional teams to accomplish project tasks and goals. Experience with evaluating current business environment to determining the most effective implementation strategy. Ensures appropriate impact to normal business operations. Collaborates with project managers to define projects / goals, design the appropriate change focused communications, and identify the learning business process model and/or timing/bundling for implementations. Assists in determining size, scope, impacts, risk, budget, and strategy for initiatives that are corporate wide and have substantial impact to the bottom line, presenting for senior management review. Acting as a liaison between the client and operations, sales officers, vendors, and managers to ensure the delivery of quality services to meet the client’s needs. Professional Experience Reentry Transition Specialist Contra Costa Office of Education Pleasant Hill, Ca 07/22-Current Program Manager Shelter Inc, AB109/BSCC Concord, Ca 11/20- 07/22 Case Manager ``Shelter Inc, AB109 Concord, Ca 08/19- 11/20 Program Manager CCC Welfare to Work Program Concord, CA 05/19- 08/19 51 Assistant Program Manager AB109/Re-Entry Program Concord, CA 02/19- 05/19 Goodwill Industries TES/Case worker/JD Welfare to work Step/UP Richmond, CA 08/17- 02/19 Goodwill Industries/Resource Center Employment Specialist Goodwill Industries Antioch, CA 01/17- 8/17 Manager/Team Lead Wells Fargo Bank Concord, CA 03/13 – 10/16 Implementation Coordinator Wells Fargo Bank Oakland, CA 03/06 – 03/13 Customer Service Officer Wells Fargo Bank San Francisco, CA 01/02 – 03/06 Education Business Associate University of Phoenix Oakland, CA Master’s in business University of Phoenix Oakland, CA Master’s in business/Project Management University of Phoenix Oakland, CA Master’s in IOP University of Phoenix Oakland, CA MSW- Clinical phycology Walden University Online/Current 52 53 54 55 56 Important Information 1. This application and any attachments you provide to it is a public document and is subject to the California Public Record Act (CA Government Code §6250 6270) 2. All members of appointed bodies are required to take the advisory body training provided by Contra Costa County. 3. Members of certain boards, commissions, and committees may be required to: (1) file a Statement of Economic Interest Form also known as a Form 700, and (2) complete the State Ethic Training Cour e a required by AB 1234 4. Meetings may be held in various locations and some locations may not be accessible by public transportation. 5. Meeting dates and times are subject to change and may occur up to two (2) days per month. 6. Some boards, committees, or commissions may assign members to subcommittees or work group which may require an additional commitment of time 7. As indicated in Board Resolution 2021/234, a person will not be eligible for appointment if he/she is related to a Board of Supervisors' member in any of the following relationships: (1) Mother, father, son, and daughter; (2) Brother, sister, grandmother, grandfather, grandson, and granddaughter; (3) Hu band, wife, father in law, mother in law, on in law, daughter n law, tep on, and stepdaughter; (4) Registered domestic partner, pu suant to Cali ornia Family Code section 297; (5) The relatives, as defined in 1 and 2 above, for a registered domestic partner; (6) Any person with whom a Board Member shares a financial interest as defined in the Political Reform Act (Govt Code §87103, Financial Intere t), uch a a bu ine partner or business associate. Kazi Islam 57 My Resume Name: Kazi Bodrul Islam Date of Birth : Sex: Male Languages : Hindi, Bangla, English, Panjabi - Fluent Address : Manteca , CA 95337. California, United States of America Email: Phone: Academic Qualifications 1. SECONDARY SCHOOL CERTIFICATE (SSC) INSTITUTION : MUKUL NIKETON HIGH SCHOOL, MYMENSINGH BOARD : DHAKA GROUP : SCIENCE GPA : 2ND DIVISION 2. Higher Secondary Certificate (HSC) Institution : Mirpur Bangla College, Dhaka Board : Dhaka Group : Humanities GPA : 1.80 (out of 5.00) Year of passing: 2003 58 3. Bachelor of Business Administration (BBA) Institution : America Bangladesh University Major : Marketing CGPA : 3.70 (out of 4.00) Year of passing: 2008 4. Masters of Business Administration (MBA) Institution : America Bangladesh University Major : Marketing CGPA : 3.54 (out of 4.00) Year of passing: 2009 COMPUTER SOFTWARE SKILLS: Microsoft Word Microsoft Office Microsoft Excel Adobe Photoshop Work Experience Qualification : Non-Emergency Medical Transport Driver RydeTrans - Stockton, CA April 2022 to January 2023 Banker at Blackstone Gaming Blackstone Gaming, LLC - San Jose, CA December 2018 to September 2022 I worked at Blackstone gaming company as coin holder or banker and i have been working there since 2018 59 Address: 1887 Matrix Blvd, San Jose, CA 95110Supervisor: Michelle Fernandez Phone Number: 5628000905. Amazon Delivery Driver Amazon.com - Livermore, CA January 2022 to July 2022 Door dash Driver DoorDash - San Jose, CA February 2020 to May 2022 I like to drive so as a part time job i choose to work as a food deliver driver for door dash so that I can explore new places Cashier/Customer Service at McDonald’s - San Jose, CA April 2018 to December 2018 I worked at McDonald's as cashier, and sometimes i used to work inside the kitchen just to help my coworkers.. Address: 2040 N 1st street San Jose, CA 95131Manager: Edwardo Phone number: 4084492907 Media Specialist RGB Media - Bangladesh February 2009 to March 2017 I worked at media with some great projects such as documentary, TV drama, ad s and etc.. Accountant at Sonali Bank- Bangladesh I have been employed as an Accountant in to Sonali Bank, Banani, Brunch Dhaka Bangladesh. Since January 01, 2010 to March 30, 2014. Mirpur 12, Brunch Dhaka Bangladesh. March 31 ,2014 to March 30, 2018. To obtain an accounting position where I will be able to contribute my skill, knowledge and experience to a company that will give me an opportunity to develop my career. To develop and discover my vision into pragmatic action, as a performance -oriented official of proper accounting track record, I want to activate my “self-branding” strategy in your organization with strong and healthy confidence. Professional Summary Detail-oriented Bank Accountant with extensive knowledge of banking procedures who adapts to evolving accounting procedures as applicable to the banking industry. Proficient in generally 60 accepted accounting principles including data analysis financial projections and payroll processing. Core Qualifications • Experienced with accounts payable and receivable • Proficient in Microsoft Excel • Knowledge of currency conversions • Solid analytical and auditing skills • Able to meet tight deadlines • Good work attendance record Experience • Reconciling ledger accounts. • Preparing monthly financial statements and quarterly reports. • Ensuring compliance with accounting practices. • Uploading and updating 401(k) contributions. • Preparing and tracking payroll for 22 employees. • Performing internal interest calculations. • Tracking petty cash expenditures. • Issuing employee IDs. • Preparing and posting adjusting entries. • Handling payroll for about 15 employees. • Preparing cash flow statements and balance sheets. • Ensuring the accuracy of financial statements. • Completing monthly bank compliance requirements. • Preparing monthly quarterly and annual reports. • Assisting with internal auditing duties. Thank you Kazi Bodrul Islam Email: Phone: 61 62 63 64 65 Important Information 1. This application and any attachments you provide to it is a public document and is subject to the California Public Record Act (CA Government Code §6250 6270) 2. All members of appointed bodies are required to take the advisory body training provided by Contra Costa County. 3. Members of certain boards, commissions, and committees may be required to: (1) file a Statement of Economic Interest Form also known as a Form 700, and (2) complete the State Ethic Training Cour e a required by AB 1234 4. Meetings may be held in various locations and some locations may not be accessible by public transportation. 5. Meeting dates and times are subject to change and may occur up to two (2) days per month. 6. Some boards, committees, or commissions may assign members to subcommittees or work group which may require an additional commitment of time 7. As indicated in Board Resolution 2021/234, a person will not be eligible for appointment if he/she is related to a Board of Supervisors' member in any of the following relationships: (1) Mother, father, son, and daughter; (2) Brother, sister, grandmother, grandfather, grandson, and granddaughter; (3) Hu band, wife, father in law, mother in law, on in law, daughter n law, tep on, and stepdaughter; (4) Registered domestic partner, pu suant to Cali ornia Family Code section 297; (5) The relatives, as defined in 1 and 2 above, for a registered domestic partner; (6) Any person with whom a Board Member shares a financial interest as defined in the Political Reform Act (Govt Code §87103, Financial Intere t), uch a a bu ine partner or business associate. Prajoel Karki 66 67 68 69 70 1. This application and any attachments you provide to it is a public document and is subject to the California Public Records Act (CA Government Code §6250-6270). 2 All member of appointed bodie are required to take the advi ory body training provided by Contra Costa County. 3. Members of certain boards, commissions, and committees may be required to: (1) file a Statement of Economic Interest Form also known as a Form 700, and (2) complete the State Ethics Training Course as required by AB 1234. 4 Meeting may be held in variou location and ome location may n t be acce ible by public transportation. 5. Meeting dates and times are subject to change and may occur up to two (2) days per month. 6. Some boards, committees, or commissions may assign members to subcommittees or work groups which may require an additional commitment of time. 7 A indicated in Board Re olution 2021/234, a per on will not be eligible for appointment if he/she is related to a Board of Supervisors' member in any of the following relationships: (1) Mother, father, son, and daughter; (2) Brother, sister, grandmother, grandfather, grandson, and granddaughter; (3) Husband, wife, father-in-law, mother-in-law, son-in-law, daughter- n-law, stepson, and tepdaughter (4) Registered domestic partner, pu suant to Cali ornia Family Code section 297; (5) The relatives, as defined in 1 and 2 above, for a registered domestic partner; (6) Any person with whom a Board Member shares a financial interest as defined in the Political Reform Act (Gov't Code §87103, Financial Interest), such as a business partner or bu ine a ociate Anthony Segovia 71 CONTRA COSTA COUNTY Staff Report 1025 ESCOBAR STREET MARTINEZ, CA 94553 File #:TMP-0984 Agenda Date:10/2/2023 Agenda #:3 Choose an item. Meeting Date: October 2, 2023 Subject: FY 2022/23 Animal Benefit Fund Report Submitted For: Beth Ward, Animal Services Director Department: Animal Services Referral No: IOC 23/8 Referral Name: Animal Benefit Fund Annual Report Presenter: Beth Ward/Steve Burdo Contact: Beth Ward (925) 608-8472 Referral History: In 1988, the Animal Services Department created the Animal Benefit Fund. The purpose of the Animal Benefit Fund (ABF) is to allow the Animal Services Department to receive donations from individuals, animal welfare organizations and businesses, to support animal health and welfare projects. On April 21, 2015, during fiscal year 2015/16 budget hearings, the Board of Supervisors formally referred to the Internal Operations Committee (IOC) a review of the Animal Benefit Fund. On April 19, 2016, The Board of Supervisors approved, at the recommendation of the IOC, expansion of the Animal Benefit Fund approved uses (see attached Archived Board Order dated 4/19/16) and directed the Animal Services Director to report annually to the IOC about the impact of the Animal Benefit Fund on the community and families, creating a new standing referral. The IOC has previously received six such reports for FYs 2016/17 through 2021/22. Since the creation of the Animal Benefit Fund 35 years ago, monetary contributions and donations for services and supplies for animal welfare have provided additional support for unfunded needs of the animals impounded at the shelter and in our community. These donations have come in the form of grants, or gifts over the counter or from the Animal Services Department website. On December 8, 2020, the Board of Supervisors approved Resolution No. 2020/329. This authorized the Department Director to implement the following programs within the Animal Benefit Fund: 1.Medical Assistance Program: This program is for medical assistance and emergency veterinary care for animals that are in the County's jurisdiction and/or have been accepted into the County shelter’s care. Funds will be used for medical care over and above the mandated medical care for animals in the care of the shelter and who need further assistance to be made available for adoption or released to a transfer agency. Funds may also be used to provide necessary medical care to an animal to help keep the animal out of the shelter. 2.Humane Education Program: This program helps to support humane education services in our county either by bringing people into County shelter or taking County education programs “on the road” into CONTRA COSTA COUNTY Printed on 9/27/2023Page 1 of 3 powered by Legistar™72 File #:TMP-0984 Agenda Date:10/2/2023 Agenda #:3 the community. Humane Education support may also be used to help pet owners resolve behavioral problems that might otherwise cause them to give up their pet, to help shelter animals with behavioral issues that might keep them from being easily adopted, and to create humane education programs for school age children. 3.Shelter Intervention Program: Often, families in a crisis turn to surrendering their pet to a shelter due to lack of financial resources. The intervention program helps to provide resources to keep animals in their homes. Examples of intervention tools: spay/neuter, behavior/training assistance, fence repair and grooming. This program may also be used to help domestic violence victims or seniors on limited incomes to keep their pets in their lives when they may otherwise have had to consider relinquishment due to lack of funds for basic daily needs or medical concerns. 4.Spay Neuter and Wellness Program: This program would make spay/neuter, vaccinations, and microchips more affordable and accessible in Contra Costa County. Contra Costa Animal Services will accomplish this by establishing partnerships and developing mobile programs to reach into the areas of our county in greatest need, targeting the species/breeds of animals most likely to be found in our shelter, and supporting healthy community cats through TNR/RTF (trap-neuter-return / return- to-field) and Working Cat Adoptions. Referral Update: ANNUAL REPORT For FY 2022/23, the Department allocated $240,000 for Animal Benefit Fund (ABF) Programs. The ABF funds are not intended to replace General Funds, rather they are to supplement and enhance our care for animals and support of the public. The table below details the allocation, adjustment, and balances for each ABF program for FY 2022/23: ABF Fund 133200 Amount Beginning balance $547,968 22/23 Expenditures $186,307 22/23 Revenue $510,926 Ending Balance:$872,587 Org ABF Program Appropriation Expenditures Remaining Balance 3349 General $48,000 $26,005 $21,995 3350 Medical Assistance Program$21,000 $9,236 $11,764 3351 Humane Education Program$0 0 $0 3352 Shelter Intervention Program$21,000 $15,391 $5,609 3354 Spay and Neuter Program $150,000 $135,676 $14,324 Total:$240,000 $186,307 $53,693 Org Type of Funding Estimated Collected Variance Revenue 9181 Pooled Earned Interest $0 $24,516 ($24,516) 9965 Donations $160,000 $186,411 ($26,411) 9965 Spay and Neuter $50,000 $0 $0 9966 Grants $0 $300,000 ($300,000) Totals:$210,000 $510,926 ($300,926) CONTRA COSTA COUNTY Printed on 9/27/2023Page 2 of 3 powered by Legistar™73 File #:TMP-0984 Agenda Date:10/2/2023 Agenda #:3 ABF Fund 133200 AmountBeginning balance $547,96822/23 Expenditures $186,30722/23 Revenue $510,926Ending Balance:$872,587OrgABF Program Appropriation Expenditures RemainingBalance3349General$48,000 $26,005 $21,9953350Medical Assistance Program$21,000 $9,236 $11,7643351Humane Education Program$0 0 $03352Shelter Intervention Program$21,000 $15,391 $5,609 3354 Spay and Neuter Program $150,000 $135,676 $14,324 Total:$240,000 $186,307 $53,693 Org Type of Funding Estimated Collected Variance Revenue 9181 Pooled Earned Interest $0 $24,516 ($24,516) 9965 Donations $160,000 $186,411 ($26,411) 9965 Spay and Neuter $50,000 $0 $0 9966 Grants $0 $300,000 ($300,000) Totals:$210,000 $510,926 ($300,926) The key factors that affected the FY 2022/23 ABF budget were: 1.The Animal Welfare industry has seen a significant increased cost in Spay and Neuter services, which are considered elective surgery for pets by medical providers. In addition to the cost for services, the animal welfare industry has also seen a challenge in the recruitment and retention for medical staff, including veterinarians and registered veterinary technicians (RVTs). These challenges have not only increased the cost for these services, but also the accessibility for these services in our underserved communities. 2.The Department exceeded its donation/grant revenue goal estimated at $210,000 by over $300,000 for FY 2022/23. The Department received a $100,000 grant from UC Davis for Spay and Neuter services and $200,000 for outreach and engagement, along with assessing the Department’s strategic plan. Recommendation(s)/Next Step(s): ACCEPT report from the Animal Services Director on FY 2022/23 Animal Benefit Fund receipts and expenditures. Fiscal Impact (if any): No fiscal impact to the General Fund. This is an informational report on the Animal Benefit Fund with recommendations that will not affect the amount of general funds allocated for animal services and programs, but rather how donated funds can be expended. CONTRA COSTA COUNTY Printed on 9/27/2023Page 3 of 3 powered by Legistar™74 CONTRA COSTA COUNTY ANIMAL SERVICES ANIMAL BENEFIT FUND PRESENTATION FISCAL YEAR 2022/2023 OCTOBER 2, 2023 75 The Animal Benefit Fund (ABF) The ABF was established by the Contra Costa Board of Supervisors in 1988 as a way to accept donations from compassionate individuals who want to help our shelter animals. All funds are used to enhance the care and well-being of animals in our shelters and to enhance programs of humane welfare and education for the residents of Contra Costa County. In FY 22/23, ABF funds were allocated to a range of projects and focused on three primary funding areas: ▪Medical Assistance Program ▪Spay/Neuter & Wellness Program ▪Shelter Intervention Program 76 Medical Assistance Program The Medical Assistance Program was created to provide medical assistance and emergency veterinary care for animals that are in the County shelter’s care. CCAS applied $21,000 in Medical Assistance funding to help pets with advanced medical needs beyond our shelter’s ability to treat. The Medical Assistance Fund allows CCAS to help animals with a variety of conditions, like this kitten who was treated for severe eye trauma. 77 Medical Assistance Program Total Available $21,000◻East Bay SPCA $8,000◻Friends of Contra Costa Animal Services $6,000◻Animal Fix Clinic (formally FOF) $4,000◻Jelly’s Place $3,000 Animal Fix Clinic treated Cooper with a Perineal Urethrostomy (PU) surgery to allow for proper urination. Cooper now lives a comfortable and healthy life. 78 Spay/Neuter & Wellness Program ABF funds were utilized to support low-cost spay and neuter surgeries across the County through local clinics, Trap- Neuter-Return (TNR) programs, and mobile spay/neuter events. Male cat released through Pawsitively S.A.F.E. after neuter, vaccination, and surgery recovery. A stray female and her kittens were found in a garage. The kittens were sent to foster and the mother was adopted by their finder through Pawsitively S.A.F.E. 79 Spay/Neuter & Wellness Program Total Available $155,000◻Cat Support Network $13,000◻Animal Fix Clinic (formally FOF) $65,000◻Pawfund $37,000◻Pawsitively S.A.F.E. $40,000 Pawsitively S.A.F.E. trapped a “Trap and Release” Community Cat to be altered and vaccinated. Pawfund helped support an encampment with their animal population, including these kittens. 80 Spay/Neuter & Wellness Program In FY 22/23, the Spay/Neuter and Wellness Program helped over 900 residents of Contra Costa County receive low-cost spay/neuter surgeries for pets and community cats. In addition to spay and neuter surgeries, animals were also provided vaccines and microchips, if needed. 4 Partners Participated 4 Partners Participated 940 Total Surgeries Provided 940 Total Surgeries Provided Over 1000 Vaccines Administered Over 1000 Vaccines Administered Over 500 Microchips Administered Over 500 Microchips Administered 81 Spay/Neuter & Wellness Program Pawsitively S.A.F.E. utilized Spay & Neuter Assistance funding in FY 22/23 to spay and neuter 382 cats and kittens in Contra Costa County! In addition to the spay and neuter assistance they provide, Pawsitively S.A.F.E. administered over 400 vaccines to cats in Contra Costa County and helped local communities address community cat overpopulation through services and education. Pawsitively S.A.F.E. rescued kittens from extreme heat conditions who were assessed, altered, and put up for adoption. Pawfund helped support encampment animals with spay and neuter services, like for this friendly terrier. 82 Shelter Intervention Program The Shelter Intervention Fund was created to assist Contra Costa County residents who want to keep their pets out of the shelter and at home where they belong. The fund is administered though the CCAS Pet Assistance Program. During FY 22/23, Shelter Intervention Program funding was able to help County residents keep 319 pets out of the shelter and in safe, loving homes. Pawfund assisted community members with education on available resources (flea prevention, dewormer, vaccines), support, and animal care direction. Pawfund volunteers assisted with an encampment eviction and worked with four (4) owners with litters totaling thirty-two (32) puppies. 83 Shelter Intervention Program Total Available $21,000◻EBSPCA $10,000◻Jelly’s Place $6,000◻Pawfund $5,000 Pawsitively S.A.F.E. kitten put into foster post-trapping and altering. Pawsitively S.A.F.E. kitten pre-trapping. Pawfund puppies from an encampment that received dewormer and vaccinations. Pawfund assists Hazel with her lifelong need for pain and anti- inflammatory medications for severe hip dysplasia and IVDD. Pawfund is working with the Wishbone Foundation to get her a wheelchair. 84 Shelter Intervention ◻Jelly’s Place goal was to serve 55 families, by end of year assisted 34 ◻East Bay SPCA goal was to assist 30 families, by end of year helped 28 ◻Paw Fund goal was to assist 234 animals, and exceeded their goal by helping 257 Rebel gave birth on a hot day, when an encampment was closed. Pawfund supported her and her owner through the process. Pawfund checked up on Rebel and her puppies. 85 Shelter Intervention Pawfund met Luna two years ago when she previously gave birth to a litter and when one of her puppies had emergency care support for amputating their leg.Luna has since been spayed and vaccinated and continues to receive support through Pawfund. 86 Shelter Intervention Pawfund met Ollie and his owner, Shelly, at the Brookside shelter where they first vaccinated him. A year later, Shelly asked for help in getting him neutered so Pawfund set up his appointment. Shelly recently received permanent housing but did not have the funds for updating Ollie’s vaccines. Pawfund met up with Shelly at a Burger King for lunch and vaccines for sweet Ollie. 87 Community Challenges ◻Funding allocations were exhausted within the first half of the contract period ◻Lack of veterinary services ◻Increased shelter intervention services demand for high-risk population groups (i.e. homeless and low-socioeconomic communities) ◻Lack of program funding impacted owner decisions to surrender their pets ◻Increased need for “free” spay and neuter services for homeless residents 88 Next Steps ◻Develop a program to provide free spay and neuter (S/N) services for homeless residents through community partnerships and CCAS S/N Clinic◻Increase funding for Shelter Intervention programs through community partnerships◻Increase funding for Medical Assistance program services for veterinary and emergency care Bella and her owner after being spayed and vaccinated by Pawsitively S.A.F.E. 89 What Our Partners Say “I am EXTREMELY grateful for the continued generosity of the Animal Benefit Fund. ABF helps my organization maintain our affordable and accessible spay/neuter program for Contra Costa County Families and their beloved companions. It enables us to sustain our vital TNR program for the county’s community cats. The funds have also been a literal life-saver for our patients as we face increasing demand for non-routine surgical procedures. From the staff of AFC: Thank you!” - Jean Goh, DVM Medical Director, Animal Fix Clinic “I am EXTREMELY grateful for the continued generosity of the Animal Benefit Fund. ABF helps my organization maintain our affordable and accessible spay/neuter program for Contra Costa County Families and their beloved companions. It enables us to sustain our vital TNR program for the county’s community cats. The funds have also been a literal life-saver for our patients as we face increasing demand for non-routine surgical procedures. From the staff of AFC: Thank you!” - Jean Goh, DVM Medical Director, Animal Fix Clinic “The utilization of Animal Benefit Funds (ABF) has had a beneficial impact on the community by supporting spaying/neutering and vaccinations of Community Cats. For example, a resident in Brentwood sought assistance for over 25 cats in need of Trap/Neuter/Return (TNR) services. PAWSitively Safe played a vital role by assisting with trapping, and collaborating with local veterinarians for spay/neuter, made possible through the use of ABF funds. Furthermore, the group rescued four litters of kittens from this area. - Julie Rasmussen, Pawsitively S.A.F.E. Executive Director “The utilization of Animal Benefit Funds (ABF) has had a beneficial impact on the community by supporting spaying/neutering and vaccinations of Community Cats. For example, a resident in Brentwood sought assistance for over 25 cats in need of Trap/Neuter/Return (TNR) services. PAWSitively Safe played a vital role by assisting with trapping, and collaborating with local veterinarians for spay/neuter, made possible through the use of ABF funds. Furthermore, the group rescued four litters of kittens from this area. - Julie Rasmussen, Pawsitively S.A.F.E. Executive Director “Our program has always been about nurturing the human/animal bond, which is why it isn't unusual, now that PAW Fund has been in existence for over 12 years, that we are there for the first vaccine a pup ever receives, and there as they age, with vaccine boosters, spay and neuter surgeries, microchipping, treatment of minor medical conditions, and referrals for major medical issues to other agencies. And why, it is increasingly common for us to be there at the end of their lives. With them, and their humans.” - Jill Posener, Executive Director, Pawfund “Our program has always been about nurturing the human/animal bond, which is why it isn't unusual, now that PAW Fund has been in existence for over 12 years, that we are there for the first vaccine a pup ever receives, and there as they age, with vaccine boosters, spay and neuter surgeries, microchipping, treatment of minor medical conditions, and referrals for major medical issues to other agencies. And why, it is increasingly common for us to be there at the end of their lives. With them, and their humans.” - Jill Posener, Executive Director, Pawfund 90 Thank You To Our Donors! The Animal Benefit Fund has allowed CCAS to put ideas into action, the results of which were highlighted in this presentation. To our donors, we say, “Thank You” for believing in us and for providing us the tools necessary to impact and touch even more lives. CCAS is grateful for each and every contribution, funding that has allowed us to save and transform lives in ways we could have never imagined. We simply could not do this without you! 91 Questions 92 CONTRA COSTA COUNTY Staff Report 1025 ESCOBAR STREET MARTINEZ, CA 94553 File #:TMP-0987 Agenda Date:10/2/2023 Agenda #:4 Choose an item. Meeting Date: October 2, 2023 Subject: Small Business Enterprise, Outreach, and Local Bid Program Report for January through June 2023 Submitted For:Brian M. Balbas, Public Works Director/Chief Engineer Department: Public Works Referral No: IOC 23/3 and 23/4 Referral Name:Small Business Enterprise, Outreach, Local Bid Preference Programs Presenter: Cynthia Shehorn, Procurement Services Manager Contact: Cynthia Shehorn, 925-957-2495 Referral History: Contra Costa County values the contributions of small business and developed programs to assist in soliciting and awarding contracts to the SBE community. The Board of Supervisors adopted these programs to enable small and local businesses to compete for a share of the County's purchasing transactions. The Board of Supervisors has set a goal of awarding at least 50% of eligible product and service dollars to small businesses. The Small Business Enterprise (SBE) Program applies to: (1) County-funded construction contracts of $100,000 or less; (2) purchasing transactions of $100,000 or less; and (3) professional/personal service contracts of $100,000 or less. The objective of the program is to award at least 50% or more of the total eligible dollar base amounts to SBEs. A Small Business Enterprise, as defined by the California Government Code, Section 14837, Chapter 3.5 must be: ·Independently owned and operated business, which is not dominant in its field of operation; ·The principal office of which is located in California, the officers of which are domiciled in California, and which together with affiliates, has 100 or fewer employees; ·Have average annual gross receipts of fifteen million dollars ($15,000,000) or less over the previous three tax years, or a manufacturer with 100 or fewer employees. Reporting Requirements It is the responsibility of each County department to track and compile the data for purchasing activities to provide a countywide report to the Board of Supervisors. The Internal Operations Committee has responsibility for evaluating the semi-annual reports and making recommendations to the Board on program policies and reporting. The Board receives reports in six-month CONTRA COSTA COUNTY Printed on 9/27/2023Page 1 of 5 powered by Legistar™93 File #:TMP-0987 Agenda Date:10/2/2023 Agenda #:4 increments, with the last report submitted to the Board for the period ending December 2022. Attachment A constitutes the report due for the period of January 1 - June 30, 2023. Referral Update: Summary Findings The table below summarizes the attached department activity on a countywide basis. January - June 2023 ACTIVITY TYPE:Total # of ALL Contracts Total # of SBE Contracts SBE Percent of Total Total Dollar Value of ALL Contracts Total Dollar Value of SBE Contracts SBE Percent of Total Professional/Personal Services 279 161 57.7%$26,997,226 $15,260,945 56.5% Purchasing Transactions 976 454 46.5%$14,196,561 $7,574,384 53.4% Construction Contracts 4 1 25.0%$147,875 $21,045 14.2% CONTRA COSTA COUNTY Printed on 9/27/2023Page 2 of 5 powered by Legistar™94 File #:TMP-0987 Agenda Date:10/2/2023 Agenda #:4 I am pleased to announce Contra Costa County exceeded our goal of issuing total eligible dollars to SBE’s in the Professional Services category as well as the Purchasing Transaction category. In doing so, the County awarded more than $22.8 million in qualifying transactions to SBE firms during the six-month reporting period, achieving a 56.5% award rate for professional/personal service transactions, a 53.4% award rate for purchasing transactions, and a 14.2% award rate for construction contracts. The following departments are to be commended for achieving 50% or more program compliance this reporting period: ·Professional/Personal Services: Agriculture, Conservation and Development, Child Support Services, Employment & Human Services, Health Services, Library Administration, Probation, Public Works, and the Office of the Sheriff. ·Purchasing Transactions: Assessor, Conservation & Development, Clerk of the Board, County Counsel, District Attorney, Health Services, Probation, Public Works, and the Veterans Services Office. Of particular note, Agriculture and the Department of Child Support Services are to be commended for achieving a 100% award rate for qualifying professional services contracts. County Counsel also achieved 100% in qualifying Purchasing Transactions for this period. Department/Activity Total # of ALL Contracts Total # of SBE Contracts SBE Percent of Total Total Dollar Value of ALL Contracts Total Dollar Value of SBE Contracts SBE Percent of Total Professional/Personal Svcs Agriculture 3 3 100%$30,000 $30,000 100% Conservation & Development54 80%$197,251 $127,251 64.5% Dept of Child Support Svcs11 100%$99,000 $99,999 100% Employment & Human Svcs5337 69.8%$2,551,527 $1,760,443 69.0% Health Services99 61 61.6%$5,381,487 $3,473,945 64.6% Library Administration12 9 75.0%$396,902 $272,500 68.7% Probation 28 16 57.1%$363,235 $221,408 61.0% Public Works6 5 83.3%$138,000 $88,000 63.8% Office of the Sheriff15 7 46.7%$9,381,015 $8,413,000 89.7% Purchasing Transactions Assessor 4 3 75.0%$8,024 $6,024 75.1% Conservation & Development97 77.8%$77,012 $61,994 80.5% Clerk of the Board4 2 50.0%$19,697 $11,670 59.2% County Counsel1 1 100.0%$13,361 $13,361 100.0% Health Services175 110 62.9%$2,613,386 $1,400,977 53.6% Probation 49 22 44.9%$818,420 $491,742 60.1% Public Works173 88 50.9%$3,780,141 $2,190,932 58.0% Veterans Services16 3 18.8%$11,135 $8,760 78.7% CONTRA COSTA COUNTY Printed on 9/27/2023Page 3 of 5 powered by Legistar™95 File #:TMP-0987 Agenda Date:10/2/2023 Agenda #:4 Department/Activity Total # of ALL Contracts Total # of SBE Contracts SBE Percent of Total Total Dollar Value of ALL Contracts Total Dollar Value of SBE Contracts SBE Percent of TotalProfessional/Personal SvcsAgriculture 3 3 100%$30,000 $30,000 100%Conservation & Development54 80%$197,251 $127,251 64.5%Dept of Child Support Svcs11 100%$99,000 $99,999 100%Employment & Human Svcs5337 69.8%$2,551,527 $1,760,443 69.0%Health Services99 61 61.6%$5,381,487 $3,473,945 64.6%Library Administration12 9 75.0%$396,902 $272,500 68.7%Probation 28 16 57.1%$363,235 $221,408 61.0%Public Works6 5 83.3%$138,000 $88,000 63.8%Office of the Sheriff15 7 46.7%$9,381,015 $8,413,000 89.7%Purchasing TransactionsAssessor4 3 75.0%$8,024 $6,024 75.1%Conservation & Development97 77.8%$77,012 $61,994 80.5%Clerk of the Board4 2 50.0%$19,697 $11,670 59.2%County Counsel1 1 100.0%$13,361 $13,361 100.0% Health Services175 110 62.9%$2,613,386 $1,400,977 53.6% Probation 49 22 44.9%$818,420 $491,742 60.1% Public Works173 88 50.9%$3,780,141 $2,190,932 58.0% Veterans Services16 3 18.8%$11,135 $8,760 78.7% E-Outreach Report In order to encourage the use of small, local, and disadvantaged businesses, the County's E-Outreach Program requires bids and Request for Proposals greater than $10,000 to be solicited online. For this period, there were 30 bids totaling $35,431,976 that fell within the parameters of the program. The data specific to electronic solicitations is developed and provided by the Purchasing Division of the Public Works Department, and reflects outreach to small, women-owned, minority-owned, local, disabled veteran- owned, and disadvantaged business enterprises. During this reporting period, 30 bids were conducted using the BidSync e-outreach site. Notifications were sent to 107,702 businesses, of which 22.8% are considered small, local, or disadvantaged business enterprises. E-Outreach January 1, - June 30, 2023 Number of Solicitations30 Total Notifications 470,531 Dollar Value $35,431,976 BUSINESS CATEGORY Notifications Percentage of Total MBE - Minority Business Enterprise 19,486 4.14% WBE - Women Business Enterprise 15,390 3.3% SBE - Small Business Enterprise 58,855 12.5% LBE - Local Business Enterprise 2,487 0.52% DVBE - Disabled Veteran Business Enterprise 390 0.08% DBE - Disadvantaged Business Enterprise 11,094 2.3% Total 107,702 22.8% Local Business Preference For purchases exceeding $25,000, the Local Business Preference Program allows local businesses to submit a new offer if within 5% of the lowest bidder. There was one instance of the Local Bid Preference utilized in this reporting period. The original offer was $19,119.78, the revised offer was $18,852.59. Dollar Value Awarded to Local and Bay Area Businesses The dollar value of Purchase Orders issued for the period was $22,942,872. The dollar value awarded to Contra Costa County businesses was 19.5% or $4.4 million. The value awarded to other Bay Area businesses was 18.5% or $4.2 million. This represents Contra Costa County’s contribution to the local economy. CONTRA COSTA COUNTY Printed on 9/27/2023Page 4 of 5 powered by Legistar™96 File #:TMP-0987 Agenda Date:10/2/2023 Agenda #:4 Contra Costa County $4,463,426 19.5% Other Bay Area Counties $4,237,410 18.5% Other $14,242,036 62.0% Total $22,942,872 100% Conclusion The County has demonstrated its continued commitment to achieving the 50% goal for participation by SBE firms in contract and purchasing activities. While the data for some departments is below this threshold, departments are showing some interest in increasing the percentage of awarded contracts. Instruction is being provided on the search features of the purchasing system, to assist in identifying businesses in the small, local, women, minority, veteran, and disadvantaged business categories. Recommendation(s)/Next Step(s): ACCEPT the SBE, Outreach, and Local Programs Report, reflecting departmental program data for the period January 1 through June 30, 2023. Fiscal Impact (if any): No fiscal impact. CONTRA COSTA COUNTY Printed on 9/27/2023Page 5 of 5 powered by Legistar™97 ATTACHMENT A SMALL BUSINESS ENTERPRISE - Program Activity report Reporting Period: July - December 2017January - June 2023 Total # of Total # of SBE percent of Total dollar value Total dollar value SBE percent of ALL contracts SBE contracts Total # of contracts of ALL contracts of SBE contracts Total contracts value Agriculture * Professional/Personal services contracts 3 3 100.0%$30,000 $30,000 100.0% Purchasing Transactions 16 8 50.0%$210,624 $87,999 41.8% Construction contracts 0 0 0.0%$0 $0 0.0% Animal Services Professional/Personal services contracts 3 3 100.0%$257,000 $15,000 5.8% Purchasing Transactions 8 2 25.0%$79,662 $20,540 25.8% Construction contracts 0 0 0.0%$0 $0 0.0% Assessor * Professional/Personal services contracts 0 0 0.0%$0 $0 0.0% Purchasing Transactions 4 3 75.0%$8,024 $6,024 75.1% Construction contracts 0 0 0.0%$0 $0 0.0% Auditor-Controller Professional/Personal services contracts 0 0 0.0%$0 $0 0.0% Purchasing Transactions 2 1 50.0%$22,586 $2,281 10.1% Construction contracts 0 0 0.0%$0 $0 0.0% Clerk Recorder-Elections Professional/Personal services contracts 21 5 23.8%$319,413 $26,340 8.2% Purchasing Transactions 18 6 33.3%$141,043 $26,923 19.1% Construction contracts 0 0 0.0%$0 $0 0.0% Conservation and Development * Professional/Personal services contracts 5 4 80.0%$197,251 $127,251 64.5% Purchasing Transactions 9 7 77.8%$77,012 $61,994 80.5% Construction contracts 0 0 0.0%$0 $0 0.0% County Administrator's Office - Administration Professional/Personal services contracts 0 0 0.0%$0 $0 0.0% Purchasing Transactions 5 1 20.0%$61,865 $23,778 38.4% Construction contracts 0 0 0.0%$0 $0 0.0% County Administrator's Office - Reentry & Justice ORJ REPORTED WITH PROBATION Page 1 of 4 98 ATTACHMENT A SMALL BUSINESS ENTERPRISE - Program Activity report Reporting Period: July - December 2017January - June 2023 Total # of Total # of SBE percent of Total dollar value Total dollar value SBE percent of ALL contracts SBE contracts Total # of contracts of ALL contracts of SBE contracts Total contracts value County Administrator's Office - Clerk of the Board * Professional/Personal services contracts 6 4 66.7%$170,164 $68,459 40.2% Purchasing Transactions 4 2 50.0%$19,697 $11,670 59.2% Construction contracts 0 0 0.0%$0 $0 0.0% County Administrator's Office - Communications and Media Professional/Personal services contracts 0 0 0.0%$0 $0 0.0% Purchasing Transactions 12 3 25.0%$73,876 $36,123 48.9% Construction contracts 0 0 0.0%$0 $0 0.0% County Administrator's Office - Dept. of Information Technology (DoIT) Professional/Personal services contracts 0 0 0.0%$0 $0 0.0% Purchasing Transactions 52 10 19.2%$1,369,530 $321,989 23.5% Construction contracts 0 0 0.0%$0 $0 0.0% Dept. Child Support Services (DCSS)* Professional/Personal services contracts 1 1 100.0%$99,999 $99,999 100.0% Purchasing Transactions 38 17 44.7%$429,037 $211,412 49.3% Construction contracts 0 0 0.0%$0 $0 0.0% County Counsel * Professional/Personal services contracts 0 0 0.0%$0 $0 0.0% Purchasing Transactions 1 1 100.0%$13,361 $13,361 100.0% Construction contracts 0 0 0.0%$0 $0 0.0% District Attorney * Professional/Personal services contracts 0 0 0.0%$0 $0 0.0% Purchasing Transactions 49 24 49.0%$920,233 $492,804 53.6% Construction contracts 0 0 0.0%$0 $0 0.0% Employment and Human Services * Professional/Personal services contracts 53 37 69.8%$2,551,527 $1,760,443 69.0% Purchasing Transactions 84 43 51.2%$1,067,326 $398,597 37.3% Construction contracts 0 0 0.0%$0 $0 0.0% Page 2 of 4 99 ATTACHMENT A SMALL BUSINESS ENTERPRISE - Program Activity report Reporting Period: July - December 2017January - June 2023 Total # of Total # of SBE percent of Total dollar value Total dollar value SBE percent of ALL contracts SBE contracts Total # of contracts of ALL contracts of SBE contracts Total contracts value Fire Protection District Professional/Personal services contracts 1 0 0.0%$17,550 $0 0.0% Purchasing Transactions 49 20 40.8%$1,682,214 $639,690 38.0% Construction contracts 4 1 25.0%$147,875 $21,045 14.2% Health Services * Professional/Personal services contracts 99 61 61.6%$5,381,487 $3,473,945 64.6% Purchasing Transactions 175 110 62.9%$2,613,386 $1,400,977 53.6% Construction contracts 0 0 0.0%$0 $0 0.0% Human Resources Professional/Personal services contracts 26 6 23.1%$7,693,683 $664,600 8.6% Purchasing Transactions 2 1 50.0%$6,997 $3,037 43.4% Construction contracts 0 0 0.0%$0 $0 0.0% Library * Professional/Personal services contracts 12 9 75.0%$396,902 $272,500 68.7% Purchasing Transactions 35 12 34.3%$323,154 $97,626 30.2% Construction contracts 0 0 0.0%$0 $0 0.0% Probation - Includes ORJ Data* Professional/Personal services contracts 28 16 57.1%$363,235 $221,408 61.0% Purchasing Transactions 49 22 44.9%$818,420 $491,742 60.1% Construction contracts 0 0 0.0%$0 $0 0.0% Public Defender Professional/Personal services contracts 0 0 0.0%$0 $0 0.0% Purchasing Transactions 18 6 33.3%$361,480 $63,275 17.5% Construction contracts 0 0 0.0%$0 $0 0.0% Public Works * Professional/Personal services contracts 6 5 83.3%$138,000 $88,000 63.8% Purchasing Transactions 173 88 50.9%$3,780,141 $2,190,932 58.0% Construction contracts 0 0 0.0%$0 $0 0.0% Page 3 of 4 100 ATTACHMENT A SMALL BUSINESS ENTERPRISE - Program Activity report Reporting Period: July - December 2017January - June 2023 Total # of Total # of SBE percent of Total dollar value Total dollar value SBE percent of ALL contracts SBE contracts Total # of contracts of ALL contracts of SBE contracts Total contracts value Office of the Sheriff * Professional/Personal services contracts 15 7 46.7%$9,381,015 $8,413,000 89.7% Purchasing Transactions 153 62 40.5%$2,456,572 $952,513 38.8% Construction contracts 0 0 0.0%$0 $0 0.0% Treasurer - Tax Collector Professional/Personal services contracts 0 0 0.0%$0 $0 0.0% Purchasing Transactions 12 2 16.7%$105,758 $10,337 9.8% Construction contracts 0 0 0.0%$0 $0 0.0% Veterans Services Office * Professional/Personal services contracts 0 0 0.0%$0 $0 0.0% Purchasing Transactions 16 3 18.8%$11,135 $8,760 78.7% Construction contracts 0 0 0.0%$0 $0 0.0% Total Activity Reported Professional/Personal services contracts 279 161 57.7%$26,997,226 $15,260,945 56.5% Purchasing Transactions 976 454 46.5%$14,196,561 $7,574,384 53.4% Construction contracts 4 1 25.0%$147,875 $21,045 14.2% Page 4 of 4 101 CONTRA COSTA COUNTY Staff Report 1025 ESCOBAR STREET MARTINEZ, CA 94553 File #:TMP-0989 Agenda Date:10/2/2023 Agenda #:5 Choose an item. Meeting Date:October 2, 2023 Subject: Staff Report on Advisory Council on Equal Employment Opportunity Recommendations to Modify the County’s Small Business Enterprise Program Submitted For: Monica Nino Department:County Administrator Referral No:IOC 23/3 Referral Name: SBE/Outreach/Local Bid Preference Programs Presenter:Antoine Wilson/Julie Enea Contact:Julie Enea 925-655-2056 Referral History: In 2022, the Advisory Council on Equal Employment Opportunity (ACEEO) designated a subcommittee to consider the County's Small Business Enterprise (SBE) program and Local Bid Preference program and develop recommendations for their improvement and advancement. The subcommittee is composed by Miguel Mauricio, current Chair and Community Member of the ACEEO, Eric Maldonado, former Chair and Community Member, and Lara DeLaney, Senior Deputy County Administrator and Management Representative. The recommendations developed by the subcommittee and approved by the ACEEO are included in Attachment A. At the March 20, 2023 meeting of the Board’s Equity Committee, the Committee received and accepted the 2022 Annual Report of the ACEEO, which included a reference to the review of the County's SBE and Local Bid Preference programs that was underway. Equity Committee Vice Chair Gioia directed that the study recommendations be considered by the Equity Committee. On May 15, 2023, Miguel Mauricio presented the SBE and Local Bid Preference recommendations to the Equity Committee. Equal Employment Opportunity Officer Antoine Wilson, County Purchasing Manager Cindy Shehorn, and Deputy Public Works Director Carrie Ricci were present as well. Mr. Mauricio provided some context for the subcommittee recommendations, noting that County departments were not consistently meeting the Board-established goal of awarding at least 50% of eligible product and service dollars to small businesses. He then reviewed the recommendations of the subcommittee. Purchasing reported that it is taking action to update its webpages along with the SBE registry, a key resource for departmental purchasing officers and the primary notification database used in Bidsync, the County’s online bid platform. Lacking regular and ongoing staff training, knowledge, and awareness of purchasing policies, practices and tools are sometimes lost over time through staff turnover. Another important factor is that not all CONTRA COSTA COUNTY Printed on 9/27/2023Page 1 of 6 powered by Legistar™102 File #:TMP-0989 Agenda Date:10/2/2023 Agenda #:5 departments use Purchasing for every acquisition. The Equity Committee recognized that the Local Bid Preference policy had not been triggered for many years and so is not accomplishing its goal of increasing opportunities for local businesses. There is a clear need to improve countywide communication about the policy and to routinely train Purchasing staff on the policy. Equity Committee Chair Glover requested a schedule of review of all Board policies. Since the May Equity Committee meeting, the County Administrator’s Office promulgated, under the direction of Chief Asst. County Administrator Tim Ewell, a comprehensive new Purchasing Policy, Attachment B, meant to address, among other objectives, the problems recognized by the Equity Committee specific to the SBE and Local Bid Preference programs. Referral Update: The County Administrator’s Office has reviewed the ACEEO’s SBE and Local Bid Preference program recommendations and provides the following comments for the IOC’s consideration: A.Increase the SBE program applicability threshold for purchasing and professional/ personal service contracts from $100,000 to $200,000, or some higher limit, in order to provide more small businesses contracting opportunities with the County. Staff Comment: Staff has no position on this recommendation as it is strictly a matter of policy. It should be noted, however, that the new Purchasing Administrative Bulletin aligns solicitation thresholds with the current SBE and Outreach program thresholds. For example, the Local Bid Preference Program applies to purchases more than $25,000 and the SBE program applies to purchases and contracts under $100,000. Accordingly, the new Purchasing Administrative Bulletin permits departments to conduct informal solicitations for transactions between $25,000 and $100,000. It may be advisable to maintain current SBE thresholds at least until staff have become acclimated to the new purchasing policies and procedures. Staff agrees that increasing the threshold could encourage greater small business participation in larger contracts and purchases. However, the data compiled by Purchasing, below, does not suggest that increasing the threshold to $200,000 will improve the County’s performance towards its 50% goal. The data shows that had the threshold been $200,000 for the 18-month period of July 2021 through December 2022, all other things being equal, the County’s SBE award percentage would have been lower than it was under the current $100,000 threshold. Prior to modifying the SBE threshold, staff recommends that Purchasing survey Bay Area counties to gauge how the County’s current threshold compares. Possibly with time and greater business outreach and engagement, County performance under the SBE program can be improved regardless of the threshold. Some of the additional ACEEO recommendations below pertain to ways to improve outreach and small business engagement. January - June 2021 Purchasing Transactions $100,000 1162 353 30.4%$29,025,823 $8,475,032 29.2% $200,000 Threshold 1463 558 38.1%$35,287,165 $11,315,154 32.00%CONTRA COSTA COUNTY Printed on 9/27/2023Page 2 of 6 powered by Legistar™103 File #:TMP-0989 Agenda Date:10/2/2023 Agenda #:5 Purchasing Transactions $100,000 1162 353 30.4%$29,025,823 $8,475,032 29.2% $200,000 Threshold 1463 558 38.1%$35,287,165 $11,315,154 32.00% July thru December 2021 Purchasing Transactions $100,000 1021 313 30.7%$21,848,734 $4,629,503 21.2% $200,000 threshold 1192 367 30.80%$32,585,019 $6,810,316 20.90% January thru June 2022 Purchasing Transactions $100,000 1026 321 31.3%$14,751,088 $5,102,177 34.6% $200,000 Transactions 1238 378 30.50%$33,810,697 $7,474,808 22.10% July thru December 2022 Purchasing Transactions $100,000 833 392 47.1%$12,419,318 $5,632,737 45.4% $200,000 transactions 1305 418 32.00%$36,101,119 $8,669,139 24.00% B.Increase local bid preferences from 5% to 7% for SBE bidders on County contracts. Staff Comment:Staff has no position on this recommendation as it is strictly a matter of policy. It should be noted that the Local Bid Preference Ordinance applies only to purchases made through competitive bidding and not service contracts. County Ordinance Code 1108-2.407 - Local Bid Preference provides that whenever the purchasing agent purchases supplies, materials and/or equipment in an amount in excess of twenty-five thousand dollars for the county through the use of competitive bids, the purchasing agent in evaluating the bid or price for such supplies, materials and/or equipment will determine if the lowest responsible vendor is a local vendor and, if so, the contract will be awarded to the local vendor. If the low bid is not a local vendor, any responsive local vendor who submitted a bid which was within five percent (“trigger”) of the lowest responsive bid as determined by the purchasing agent will have the option of submitting a new bid within forty-eight hours. Such new bids must be in an amount less than or equal to the lowest responsive bid as determined by the purchasing agent. If the purchasing agent receives any new bids from local vendors, the purchasing agent will award the contract to the local vendor submitting the lowest responsible bid. If no new bids are received, the contract will be awarded to the original low bidder as announced by the purchasing agent. The Local Bid Preference Program is described in the updated Purchasing Manual <https://gcc02.safelinks.protection.outlook.com/?url=https%3A%2F%2Furldefense.com%2Fv3% dated August 2023. Purchasing is implementing this program with all purchase solicitations administered by County departments for purchases of $100,000 or less and by the Purchasing Agent for purchases of more than $100,000. County departments are required to submit three bids to the CONTRA COSTA COUNTY Printed on 9/27/2023Page 3 of 6 powered by Legistar™104 File #:TMP-0989 Agenda Date:10/2/2023 Agenda #:5 Purchasing Agent for purchases between $25,000 and $100,000. Staff concurs that increasing the Local Bid Preference trigger beyond five percent might increase the number of purchasing awards made to local businesses. Modifications to the program would require adoption of an ordinance. Since the new purchasing policy went into effect, only one purchasing transaction triggered the Local Bid Preference Policy and the local bidder won the award. C.Create a guide for applicants to follow in order to make it easier to apply for County contracts. Staff Comment: The Public Works Department will develop a guide/brochure in English and Spanish that explains the process to register as a vendor and includes an overview of the County’s SBE program. Vendors have for more than ten years been able to register to do business with the County in both the County’s Purchasing Portal and in Bidsync. Purchasing recently updated its public webpages and created a link to potential bid opportunities. Purchasing continues to look for more effective ways to promote competitive bidding administered by Purchasing. Under the County’s new Purchasing Administrative Bulletin, all contract solicitations of more than $100,000 must be sent to Purchasing to post on Bidsync. The Purchasing website <https://www.contracosta.ca.gov/9829/PURCHASING-SERVICES> provides information on the County’s diversity, equity, and inclusion (DEI) purchasing programs, how to register as a vendor to view current bid opportunities, and how to access current bids. The Equal Employment Opportunity Office webpages also include information on the County’s DEI purchasing programs. Staff recommends that a link be added to the Contracting Program webpage <https://www.contracosta.ca.gov/4449/Contracting-Programs> directing businesses to the Purchasing page. Purchasing also provides resources for County departments on its Intranet website, including ready access to the updated Purchasing and Procurement Card manuals, the Minority Business Enterprise master list, a primer on the competitive bidding process, and a purchasing requisition checklist. D.Recommend including census tract data in analysis of contracts awarded. Staff Comment: Staff does not support this recommendation but suggests an alternative. Contracts are not awarded based on geography and the effort that would be required to capture contract award data centrally at the census tract or city level and analyze it would be significant and of dubious benefit. One of the objectives stated by the ACEEO is to determine where the preponderance of businesses that apply for County business are and are not located, to better inform purchasing outreach. A feasible option to achieve this objective would be to have the County’s Department of Information Technology (DoIT) develop a GIS application to geocode data in the County’s Purchasing Portal database to enable Purchasing and the ACEEO to determine where County-registered small businesses exist in the County by service type, which can facilitate targeted outreach to communities that are underrepresented in the Registry and also serve as a resource for County departments and Purchasing in meeting DEI goals. This application would be created by DoIT’s GIS Unit utilizing Esri ArcGIS software and tools to provide an interactive, dynamic, and searchable web application for use by County staff. The web application can be configured in a variety of ways to meet security and access preferences. Licensing costs will vary based on platform and security requirements selected. For maximum benefit, the CONTRA COSTA COUNTY Printed on 9/27/2023Page 4 of 6 powered by Legistar™105 File #:TMP-0989 Agenda Date:10/2/2023 Agenda #:5 Purchasing Portal data would need to be continually updated within the application to reflect accurate and up-to-date information. DoIT estimates the cost to develop such an application between $4,000 and $16,000 and that it would take approximately three weeks to complete once the requirements are finalized. E.Improve contract tracking efforts in order to hold non-SBE contractors accountable for subcontracting requirements. Also improve tracking efforts to improve data collection. Staff Comment: Staff requires clarification of first part of the recommendation, which may be a relic of an earlier set of draft recommendations and no longer relevant. Except for certain construction contracts, County contracts do not generally impose subcontracting requirements for either SBE or non -SBE contractors. The Good Faith Effort information for construction projects is available on the County website. Staff agrees that maintaining a record of contractor performance to inform future contract decisions would be helpful. The County’s current contracting processes are decentralized. Each department administers and tracks its own contracts, including contract development, negotiation of service plans and payment provisions, performance monitoring and payment of invoices. The new Purchasing Administrative Bulletin establishes monitoring requirements, including a requirement to document noncompliance and establish Corrective Action Plans with noncompliant vendors. Corrective Action Plans are to be filed with the Purchasing Agent; however, it remains the responsibility of County departments to ensure that contractors take steps to achieve compliance. Purchasing electronically files in Laserfiche contracts signed by the Purchasing Agent. The Corrective Action Plans submitted by departments will be attached to Purchasing’s contract file in Laserfiche. Establishment and maintenance of a centralized contractor performance database in Purchasing, for example, as proposed by the ACEEO, would require funding and additional staff resources. In lieu of creation of a database, departments could simply contact Purchasing to access copies of corrective action plans on file for a particular vendor. A database might not be the most effective way of communicating and evaluating if prior vendor performance will be a reliable indicator of future vendor performance. F.Analyze E-outreach program to guarantee maximum outreach. Staff Comment: This recommendation requires further research and may be expensive. When vendors register on the Periscope (Bidsync) site, they select National Institute of Governmental Purchasing (NIGP) codes to identify which products and services their companies provide. Solicitations administered by Purchasing are sent electronically through the Periscope site using the NIGP codes to target vendors. Purchasing can manually track, by bid, how many companies were notified and their County Purchasing Program designation (small, local, minority-owned, woman-owned, disadvantaged and/or disadvantaged veteran owned). There is no functionality in the system to aggregate this data for all solicitations, and the additional staff resources that might be required to enable Purchasing to aggregate this data are unknown at this time. Once Purchasing begins posting solicitations for all County departments in accordance with the new Purchasing Administrative Bulletin, staff may be in a CONTRA COSTA COUNTY Printed on 9/27/2023Page 5 of 6 powered by Legistar™106 File #:TMP-0989 Agenda Date:10/2/2023 Agenda #:5 better position to determine the feasibility of manually compiling and reporting the data as recommended by the ACEEO. Purchasing recently invited vendors to update their Purchasing Portal registry information and will also be advised to register on Bidsync. Most vendors updated their vendor profiles immediately with contact information, tax status forms, and current CA Secretary of State certifications. A very few updates are still trickling in. It may be of greater advantage to focus County resources on growing the Purchasing Portal and Bidsync registries, which are the County’s primary business outreach vehicles.. G.Increase outreach efforts via social media and other means, in order to connect more potential SBE to government contracting opportunities. Staff Comment: Staff supports the recommendation. In addition to vendor outreach made by Purchasing via Bidsync, many County departments have social media accounts through which they can promote their contracting opportunities. The Public Works Department will ask the County Public Information Officer team members to utilize social media to share future contracting opportunities. Recommendation(s)/Next Step(s): CONSIDER recommendations of, and staff comments to, the Advisory Council on Equal Employment Opportunity on changes to the County’s Small Business Enterprise Program and Local Bid Preference Program and PROVIDE direction to staff. Fiscal Impact (if any): The fiscal impact to implement the ACEEO recommendations is unknown and may not be able to be estimated until Purchasing has more data experience under the County’s updated Purchasing Administrative Bulletin. Staff’s alternative to recommendation D has an estimated cost range of $4,000 to $16,000. CONTRA COSTA COUNTY Printed on 9/27/2023Page 6 of 6 powered by Legistar™107 TO: Board of Supervisors Equity Committee FROM: Miguel Mauricio, Sub-Committee on Small Business Enterprises Program DATE: 05/10/23 SUBJECT: Recommendations for Contra Costa County Small Business Enterprises Program I.Summary of Recommendations A.Increase the SBE program applicability threshold for purchasing and professional/personal service contracts from $100,000 to $200,000, or some higher limit, in order to provide more small businesses contracting opportunities with the County. B.Increase local bid preferences from 5% to 7% for SBE bidders on County contracts. C.Create a guide for applicants to follow in order to make it easier to apply for County contracts. D.Recommend including census tract data in analysis of contracts awarded. E.Improve contract tracking efforts in order to hold non-SBE contractors accountable for subcontracting requirements. Also improve tracking efforts to improve data collection. F.Analyze E-outreach program to guarantee maximum outreach. G.Increase outreach efforts via social media and other means, in order to connect more potential SBE to government contracting opportunities. II.Deep Dive on Recommendations A.Increase the SBE program applicability threshold for qualifying small businesses to $200,000, or some higher limit in order to provide more contracting opportunities to more small businesses. Currently, the Small Business Enterprise (SBE) Program applies to: (1) County-funded construction contracts of $100,000 or less; (2) purchasing transactions of $100,000 or less; and (3) professional/personal service contracts of $100,000 or less.1 The most recent reports on the County’s progress of awarding at least 50% of contracts to small businesses through the SBE program annually shows that the County continues to miss their goal.2 For example, for all 334 professional/personal services contracts, 149 went to SBEs – 46.4% of all contracts for the category.3 For purchasing transaction contracts, 313 of the 1021 contracts awarded, or 21.2%, went to SBEs.4 The only category of contracts that met the 50% benchmark was the category of construction contracts, which awarded 100% of its contracts to SBEs.5 However, 1 https://www.contracosta.ca.gov/4517/Small-Business-Enterprise-Programs 2 Cynthia Shehorn (Procurement Services Manager), Memo Relating to Small Business Enterprise, Outreach, and Local Program Report for July through December 2021 (Mar. 21, 2022). 3 Id. 4 Id. 5 Id. Attachment A 108 there were only 3 contracts in total for that category. Nonetheless, the biggest takeaway from the most recent data indicates that the County is not meeting its own imposed goal. One way to help the County get closer to reaching its goal, while giving SBEs in the county a better chance to be awarded a County contract, would be to increase the contract limit as suggested above. Considering the increase in the cost of goods and services since the pandemic began, along with inflation, small businesses in the county could benefit from these contracts, while also helping the County reach its goal by potentially attracting new small businesses in the County. B. Increase local businesses bid preferences from 5% to 7% for SBE bidders on County contracts. In order to meet the County’s goals under the SBE program, the Board of Supervisors should consider increasing the bid preference to 7%. Currently, for opportunities exceeding $25,000, the Local Business Preference Program allows for local businesses to submit a new offer if within 5% of the lowest bidder.6 In the most recent report, there were no instances of the Bid Preference utilized in this reporting period.7 Perhaps increasing this number would place small businesses in the area in more competitive positions when applying for contracts. At the very least, this would increase the likelihood that SBE bidders receive a government contract in scenarios where they are close to the highest bidder, which would get the County closer to its 50% goal. C. Create a guide for applicants to follow in order to make it easier to apply for County contracts. The current website is simple and straightforward.8 This is very good in my opinion. Sometimes government websites can be difficult to navigate or overly complex. However, I would add a guide for each of the programs listed on the SBE website, or a general guide for all the programs, for applying for a County contract pursuant to the SBE program. Although the website is easy to navigate, it does not give enough direction to applicants who want to apply to the program. Alameda County has a guide for its program, but it is far too long and complex. A guide for applicants should be straightforward, easy to read, and relatively short. It should also be in multiple languages. D. Recommend including census tract data in analysis of contracts awarded. It would be helpful to include data on where exactly small businesses from Contra Costa that apply and receive government contracts are from. One way of collecting this data would be to disaggregate data by census tracts within the county or look at the various municipalities where small businesses are applying 6 Id. 7 Id. 8 https://www.contracosta.ca.gov/4517/Small-Business-Enterprise-Programs Attachment A 109 from and receiving County contracts. This would help us, as well as the County, answer questions such as: are small businesses from one part of the county overwhelmingly applying for County contracts? Is there a disproportionate allocation of contracts to small businesses from one census tract or municipality? Having this information would help us, and the Board of Supervisors, have better information to create policies around awarding contracts. Moreover, this information can help the County advance the cause of equal employment and contracting for everyone living in the county. E. Improve contract tracking efforts in order to hold non-SBE contractors accountable for subcontracting requirements. Also improve tracking efforts to improve data collection. Alameda County tracks their contract awards in a centrally located database.9 They use this tracking system in order to have good data to make better informed policies and decisions and to hold contractors accountable. For example, if a contractor was awarded a County contract, but the contractor did not comply with all of the requirements that the County imposes on contractors, the County could use their tracking process to make sure that the contractor is not awarded a contract next time. Contra Costa should reevaluate its tracking policy and institute reforms to achieve similar goals. F. Analyze E-outreach program to guarantee maximum outreach. The e-outreach system is an effective way to reach out to small businesses in the county. However, to truly analyze the program’s impact, we recommend disclosing more data to determine if the system is reaching out to as many small businesses as possible. For example, the current data in reports only discloses how many businesses that are contacted via this program actually apply for a County contract, but it does not disclose how the process of outreach occurs, which small businesses are contacted, or how small businesses are included in the outreach process to begin with.10 This disclosure of information would give the County better data to work with and provide a better picture to base future policies on. G. Increase outreach efforts via social media, and other means, in order to connect more potential SBE to government contracting opportunities. One of the biggest barriers to improving the SBE program and awarding County contracts to potential SBEs in the county is outreach. One way to directly advertise County 9 Meeting with Alameda County Procurement Administrator Detra Dohen on 8/30/2022. 10 Taken from the March 2022 report mentioned above: “E-Outreach Report: In order to encourage the use of small, local, and disadvantaged businesses, the County's E-Outreach Program requires bids and Request for Proposals greater than $10,000 to be solicited online. For this period, there were 34 bids totaling $20,072,078 that fell within the parameters of the program. The data specific to electronic solicitations is developed and provided by the Purchasing Division of the Public Works Department and reflects outreach to small, women-owned, minority- owned, local, disabled veteran-owned, and disadvantaged business enterprises. During this reporting period, 34 bids were conducted using the BidSync e-outreach site. Notifications were sent to 267,328 businesses, of which 31.6% are considered small, local, or disadvantaged business enterprises.” Attachment A 110 contracts is via social media. Both Santa Clara and Alameda counties reported how outreach is one of the biggest barriers to reaching County goals and diversifying the small businesses in their counties that are awarded government contracts. Social media is an easy and accessible way to channel information and encourage small businesses to register as SBEs and apply for government contracts. Attachment A 111 Attachment A 112 Page 1 of 14 CONTRA COSTA COUNTY Office of the County Administrator ADMINISTRATIVE BULLETIN Number: Date: Section: 600.3 6/27/23 Purchasing SUBJECT: Purchasing Policy and Procedures Contents: I. DEFINITIONS II.PURCHASE OF MATERIALS AND SUPPLIES III.PURCHASE OF SERVICES CONTRACTS IV.DIGITAL SIGNATURES V.OTHER PROCUREMENT POLICIES VI.OTHER ADMINISTRATIVE BULLETINS The purpose of this bulletin is to set forth purchasing policies and requirements to achieve minimum standards for the purchase of services, materials, supplies, equipment, furnishings, and other personal property of any kind and nature for the benefit of County departments. More information about compliance with this policy, including process, procedures and forms can be found in the resources included in the “References” section at the conclusion of this policy. I.DEFINITIONS A.“Blanket Purchase Order” is an authorization to purchase developed by the Purchasing Agent and issued on an annual or multi-year basis, that permits the procurement of materials, supplies, equipment, furnishings, and other personal property of any kind and nature on an as-needed basis with a stipulated maximum amount for a fixed period of time and is used when there will be on- going activity with a vendor. A blanket purchase order allows departments to order a variety of goods from a single source as needed. B.“Capital Outlay Item” is a piece of equipment including moveable personal property with a unit cost of $5,000 or more, including sales tax, and delivery and installation charges. It also includes additions to capitalized equipment costing $5,000 or more per item 1. C.“Cooperative Purchasing Contract” is a contract for goods or services between a vendor and another public agency, awarded following a competitive solicitation, and made available to other public agencies. Examples of agencies that administer such Cooperative Purchasing Contracts include the National Intergovernmental Purchasing Alliance (National IPA), the State of California, Department of General Services, the U.S. General Services Administration, U.S. Communities Government Purchasing Alliance sponsored by the National Association of Counties, or similar entity. The County may participate in a Cooperative Purchasing Contract by entering into a Participating Agreement with the vendor 1 See Administrative Bulletin No. 200, “Capital Asset Accounting and Budgeting Policy” 113 Page 2 of 14 that is party to the Cooperative Purchasing Contract. D. “Equipment Capital Asset Code” is an expenditure account within the chart of accounts reserved for purchase of certain Capital Outlay Items equal to or above $5,000. E. “Informal Bid” is a written or oral quotation obtained from an approved vendor but not required to be opened publicly at a specified day, place and time. F. “Invitation for Bid” (IFB) is a solicitation method by which awards are made to the lowest bid. The winning bid must be responsive (conforms to bid requirements) and responsible (competent and qualified to perform under the contract). G. “Lease Purchase Agreement” is an agreement to rent equipment or property for a period of time with the promise or option to acquire title at the end of the lease term. H. “Participating Agreement” means an agreement between the County and a vendor that incorporates by reference, with or without modifications, the terms of a Cooperative Purchasing Contract that the vendor has entered into with another public agency. I. “Procurement Card” is form of credit card issued in an individual employee’s name for use in making eligible purchases authorized by the Board of Supervisors by Resolution on behalf of the County in compliance with County Ordinance Code section 1108-2.224 and pursuant to regulations established in the Procurement Card Manual authorized in Section II(B)(3)(b) of this policy. J. “Purchasing Agent” is the office established pursuant to Article 1108-2.202 of the County Ordinance Code. K. “Purchasing Services” is the Purchasing Services division of the Public Works department. L. “Request for Information” (RFI) is a process to separate those vendors who intend to participate in an upcoming solicitation from those who have no interest in participating. An RFI is typically used when there is an excessively large pool of interested vendors and to identify qualified suppliers capable of providing a certain product or service. If an RFI is issued for an upcoming solicitation and a single, qualified vendor responds to the RFI, then it is not necessary to conduct any further Solicitation. M. “Request for Proposal” (RFP) is a formal competitive procurement process and is the most flexible method for obtaining contracted services and certain types of goods. Responders to an RFP submit proposals detailing their technical and business experience, capabilities, and specific approach to achieve the requirements for the services or goods requested. An RFP includes evaluation factors and criteria, and their relative importance for award selection. An RFP may establish minimum or pre-qualification requirements to be eligible for consideration. N. “Request for Qualifications/Quote” (RFQ) is a process to establish a pre- qualified list of potential vendors by allowing interested parties to demonstrate compliance with minimum qualifications or requirements to provide a material, 114 Page 3 of 14 product, or service. An RFQ may be used to initiate a formal procurement process or to establish a pool of qualified vendors and may be released for a specific amount of time or on a continuous basis to maintain a current qualified list of vendors at all times. O. “Requisition” is a request made by a County department head or designee to the Purchasing Agent to order equipment and supplies. P. “Single Source” is a procurement decision whereby purchases are directed to one vendor because of standardization, warranty, or other factors, even though other competitive sources may be available. Q. “Special Services,” as defined in Government Code section 31000, are “services, advice, education or training” in the following areas: “financial, economic, accounting, engineering, legal, medical, therapeutic, administrative, architectural, airport or building security matters, laundry services or linen services.” Special services may include maintenance or custodial matters under certain circumstances. For purposes of this bulletin, whether services contracted for are “special services” requires consideration of factors such as the nature of the services, qualifications of the person furnishing them, and their availability from public sources. For example, services may be special because of the outstanding skill or expertise of the person furnishing them. R. “Sole Source” is a procurement decision created due to the inability to obtain competition due to one vendor or supplier possessing the unique ability to meet the particular requirements of the solicitation. S. “Solicitation” is a purchasing entity’s request for offers to provide goods or services, including an Informal Bid request for price quotations, an Invitation for Bids (IFB), Request for Qualifications/Quote (RFQ), Request for Information (RFI) or a Request for Proposals (RFP). T. “Standard Purchase Order” is a document issued by the Purchasing Agent that uses information from the Requisition to procure equipment and supplies at terms and conditions most advantageous to the County. II. PURCHASE OF MATERIALS AND SUPPLIES A. Applicability. This section establishes procedures for the Purchasing Agent to purchase materials, supplies, equipment, furnishings, and other personal property of any kind and nature and execute lease-purchase agreements on behalf of the County. B. Procedures. 1. Purchase Orders. a. Purpose. A Standard Purchase Order, Blanket Purchase Order, or Participating Agreement may be used to purchase materials, supplies, equipment, furnishings, and other personal property of any kind and 115 Page 4 of 14 nature. b. General Terms and Conditions. All Standard Purchase Orders and Blanket Purchase Orders (collectively “Purchase Orders”) shall include the County’s “Purchase Order General Terms and Conditions,” which are promulgated and updated from time to time by the Purchasing Agent in consultation with County Counsel. By executing a Standard Purchase Order or Blanket Purchase Order, a vendor agrees to abide by those terms and conditions unless both the Purchasing Agent and vendor agree in writing to amend any of those terms and conditions on behalf of the County. 2. Requisitions. a. Purpose: A Requisition is filed with the Purchasing Agent to order materials, supplies, equipment, furnishings, and other personal property of any kind and nature. b. Submission. A Requisition must be submitted to the Purchasing Agent to request the issuance of a Standard Purchase Order, Blanket Purchase Order or Lease-Purchase Agreement. c. Electronic Procurement System. The Purchasing Services division of the Public Works department (“Purchasing Services”) shall provide an electronic system to track the submission and processing of Requisitions by departments and other purchasing logistics to comply with any federal, state and local procurement requirements, including this policy 2 d. Department Submission Authority. Department Heads are authorized to prepare Requisitions on behalf of their respective departments and may authorize designees to prepare Requisitions by submitting a written authorization to the Purchasing Agent. e. Fixed Asset Purchases. The appropriate Equipment Capital Asset Code from the Chart of Accounts maintained and updated from time-to-time by the Auditor-Controller must be applied to a Requisition for the purchase of a Capital Outlay Item equal to or above $5,000. When an Equipment Capital Asset Code is applied for a Capital Outlay Item acquisition, the Requisition shall automatically route to the Auditor-Controller to ensure that the requesting department has adequate expenditure appropriations for the purchase. The Purchasing Agent shall not proceed with the procurement of a Capital Outlay Item until the availability of expenditure appropriations has been verified by the Auditor- Controller. If expenditure appropriations are not available, the Requisition will be returned to the requesting department. Capital Outlay Item purchases shall be in compliance with Administrative Bulletin No. 200, “Fixed Asset Accounting and Budgeting Policy”. 2 The current electronic procurement system is the “Purchasing Portal”, which is accessible at the following link: https://purchasing.cccounty.us/bso/view/login/login.xhtml 116 Page 5 of 14 f. Emergency Purchase Orders. If a department needs to make an emergency purchase pursuant to County Ordinance Code section 1108- 2.220, the “Emergency Purchase Form” must be signed by the department head, or designee, and submitted to Purchasing Services electronically with the invoice attached to initiate a purchase order to pay the invoice. 3. Procurement Cards. a. Purpose. County Ordinance Code section 1108-2.224 authorizes the Board of Supervisors, by resolution, to authorize county departments to purchase supplies, equipment, materials, goods and other personal property without using the Purchasing Agent if a Procurement Card authorized by the county Public Works department is used. b. Manual. Resolution No. 2023/259 requires the Purchasing Agent to establish a Procurement Card Manual outlining requirements for use of procurement cards and identifying eligible purchases. 4. Warrant Requests. a. Purpose. County Ordinance Code section 1108-2.222 authorizes the Board of Supervisors, by resolution, to authorize county departments to purchase services, supplies, equipment, materials, goods and other personal property, regardless of cost, without using the Purchasing Agent. Resolution No. 2023/260 outlines the process for making such purchases and states that this Administrative Bulletin No. 600 establishes the list of eligible purchases. b. Eligible Purchases. The following purchases may be made without utilizing the Purchasing Agent regardless of dollar amount, unless otherwise noted: • association dues and membership fees; • postage, including Federal Express (FedEx) and UPS; • lodging; • registration, including fees for conference booths; • facility rental and food (subject to Administrative Bulletin No. 614, “Food and Beverage Policy”) • advertising; • legal process service fees; • public transportation fares and bridge tolls for employees; • permits, fees, and licenses paid to governmental agencies; • utility installation fees (Public Works department only); • books, subscriptions and publications; • legal notices; • professional medical services payable by the Health Services department based upon a specified fee schedule; • expenditures mandated by the Court for the benefit of Wards of the Court; 117 Page 6 of 14 • Other items below $5,0003, including: o Computer hardware and software; o commodities; and o one-time services that are not covered under a service contract and are authorized by the Purchasing Agent. 5. Receipt of Shipments. Departments are responsible for receiving shipments of materials, supplies, equipment, furnishings, and other personal property. To ensure that receipt of items is validated appropriately, each department shall ensure the following: a. Preparing for Receipt. Each department shall have a physical location and identify specific staff members responsible for receiving and inspecting shipments and establish procedures for receiving shipments and verifying shipment contents. b. Physical Inspection. Shipments should be physically inspected by department staff upon arrival to ensure the contents match the original order specifications. Contents should be inspected for damage and completeness with any issues documented. c. Documentation. Records of essential information related to receipt of shipments should be maintained such as date and time of inspection, shipment details, including the supplier’s name, Purchase Order number, accompanying documentation such as packing slip or invoice and whether any items were damaged, not received or failed a quality control test. In addition, any communication with the supplier related to incomplete or damaged items should be maintained. 6. Solicitations Required. The following solicitations are required for purchases of materials, supplies, equipment, furnishings, and other personal property of any kind and nature in the following amounts. a. Purchases Equal to or Below $25,000. 1. A department may request a Purchase Order for a purchase equal to or below $25,000 without providing evidence of solicitation. Departments are encouraged to purchase from local businesses, small businesses, women-owned businesses, disabled-owned businesses, veteran-owned businesses, and other disadvantaged business enterprises for a purchase equal to or below $25,000. b. Purchases Above $25,000 and Equal to or Below $100,000. 1. A department shall request a Purchase Order for a purchase above $25,000 and equal to or below $100,000 after securing a minimum of three (3) price quotes, with at least one (1) price quote from a Small Business Enterprise (SBE) provider, through an Informal Bid. 3 Items costing $5,000 or above are not eligible to be processed on a Warrant Request. 118 Page 7 of 14 2. If three (3) price quotes cannot be secured, or an SBE provider cannot be identified, the Purchasing Agent shall determine whether to proceed with the purchase by taking into consideration the vendor that provides the best value to the County. c. Purchases Above $100,000. 1. A department shall conduct an open and competitive solicitation for a purchase above $100,000. The form of solicitation may be an Invitation for Bid (IFB), a Request for Qualifications/Quote (RFQ), Request for Information (RFI) or a Request for Proposals (RFP). 2. A department shall submit a Requisition that includes detailed specifications of the materials or supplies being requested. 3. Purchasing Services shall work with the requesting department to secure a minimum of three (3) solicitation responses in writing before selecting a vendor. Purchasing Services shall post the solicitation online to comply with the fair and open competition requirements of this policy for a minimum of fourteen (14) calendar days. d. Exemption from Solicitation Requirements. 1. Sole/Single Source Justification. A department may submit a Requisition with a completed Sole Source Justification Form for consideration by the Purchasing Agent to seek exemption from solicitation requirements in the following specific cases: A. Sole Source. One vendor or supplier possessing the unique ability to meet the particular requirements; or B. Single Source. One vendor because of standardization, warranty, or other factors, even though other competitive sources may be available. The Purchasing Agent has the sole discretion to approve or reject single/sole source exemption requests. 2. Cooperative Purchasing Contracts. In lieu of a bid solicitation process, a department may request that Purchasing Services initiate a Cooperative Purchasing Contract for goods that the County requires and that the County may procure under a Participating Agreement. Purchasing Services will initiate County Counsel review of Cooperative Purchasing Contracts, with the exception of those related to the Health Services Department, which initiates County Counsel review directly. 7. Approvals. The following approvals are required for each purchase category below. a. Purchases Equal to or Below $200,000. The department requesting a purchase equal to or below $200,000 shall file a Requisition that 119 Page 8 of 14 complies with this policy for review and approval by the Purchasing Agent. b. Purchases Above $200,000. A purchase above $200,000 complying with this policy requires approval by the Board of Supervisors. The requesting department shall draft a Board Order seeking approval of the purchase above $200,000 and submit to the County Administrator’s Office via the Board of Supervisors’ electronic agenda management system for placement on the Board of Supervisors’ agenda for review and final approval. 8. Participating Agreements. A Participating Agreement must be approved by the Board of Supervisors, subject to review by County Counsel, if the payment limit exceeds $200,000, or if the Participating Agreement and/or underlying contract includes any term requiring the County to indemnify the vendor, or any term that limits the vendor’s liability. 9. Documentation. All solicitation and approval documents required by this policy must be submitted electronically to Purchasing Services with the Requisition for purchase. C. Services Included Under a Purchase Order. In certain circumstances, the Purchasing Agent may determine that services provided by a vendor in conjunction with the purchase or lease of materials, supplies, equipment, furnishings, and other personal property of any kind and nature from the same vendor is appropriate. The Purchasing Agent is authorized to execute a Purchase Order that authorizes the vendor to provide services if: 1. The Purchase Order includes all contract development and monitoring procedures specified in Section III(B)(7) of this policy; 2. The department requesting the Purchase Order complies with all contract development procedures specified in Section III(B)(7) of this policy; and 3. Service agreements submitted on a vendor standard form must be reviewed by County Counsel. D. Ethical Standards. It is the obligation and the responsibility of every County employee to represent the County in a professional and ethical manner. Any procurement related matter shall be handled in a professional manner with the interest of the County taking precedent, including, but not limited to: 1. Avoiding activities which would compromise or give the perception of compromising the best interests of the County; 2. Actively promoting the concept of competition through bid solicitation consistent with this policy; and 3. Refraining from engagement in any procurement activity in which an employee may have a personal or indirect financial interest in accordance with Government Code sections 87100 and 81703. 120 Page 9 of 14 E. Legal Authority. The legal authority for the Purchasing Agent to purchase materials, supplies, equipment, furnishings, and other personal property of any kind and nature on behalf of the County is set forth in the following statutes and County codes: Government Code sections 25500- 25509, 31000; Public Contract Code sections 22002(d) and 22032; and County Ordinance Code chapter 1108-2. III. PURCHASE OF SERVICES CONTRACTS A. Applicability. This section establishes procedures for the purchase of services required by the County. State law provides that the Board of Supervisors may contract for services on behalf of the County or any County officer or department under certain circumstances. The Board of Supervisors has authorized the Purchasing Agent to enter into service contracts costing not more than $200,000. Service contracts exceeding $200,000 require approval by the Board of Supervisors, following review by the Office of County Counsel and the County Administrator. B. Procedures for Service Contracts. 1. Mandated Findings. Before a contractor for services is engaged, all of the following findings must be made and documented by the department. a. A statute authorizes the contract for the desired services. For example, Government Code section 31000 authorizes the Board of Supervisors to enter into a service contract for Special Services; b. County staff is not available or qualified to perform the services; and c. In the case of facilities maintenance or custodial matters, the site is remote from available County employee resources and the County's economic interests are served by contracting for such services rather than by paying additional travel and subsistence expenses to existing County employees. 2. Solicitations Required. The following solicitations are required for purchase of services in the following amounts. a. Service Contracts Equal to or Below $25,000. 1. A department may enter into service contracts equal to or below $25,000 without providing evidence of solicitation. 2. Departments are strongly encouraged to purchase from local businesses, small businesses, women-owned businesses, disabled- owned businesses, veteran-owned businesses, and other disadvantaged business enterprises consistent with the County’s Outreach and SBE program goals so they may achieve the County's objective of awarding 50% of total eligible dollar base amounts to SBEs. 121 Page 10 of 14 b. Service Contracts Above $25,000 and Equal to or Below $100,000. 1. A department may enter into a service contract above $25,000 and equal to or below $100,000 after securing a minimum of three (3) proposals through an Informal Bid. 2. If three (3) proposals cannot be secured, the Purchasing Agent, or designee, shall determine whether to proceed with the service contract taking into consideration the vendor that provides the best value to the County. 3. Departments are strongly encouraged to purchase from local businesses, small businesses, women-owned businesses, disabled- owned businesses, veteran-owned businesses, and other disadvantaged business enterprises consistent with the County’s Outreach and SBE program goals so they may achieve the County's objective of awarding 50% of total eligible dollar base amounts to SBEs. c. Service Contracts Above $100,000. 1. A department may enter into a service contract above $100,000 after providing for open and competitive solicitation. 2. The form of solicitation may be an Invitation for Bid (IFB), Request for Qualifications/Quote (RFQ) or a Request for Proposals (RFP); however, a department should consider initially issuing a Request for Information (RFI) to generate a list of potential vendors to provide the services required. If a department receives a single response to the RFI from a qualified bidder, then no further solicitation is required. 3. Departments are strongly encouraged to purchase from local businesses, small businesses, women-owned businesses, disabled- owned businesses, veteran-owned businesses, and other disadvantaged business enterprises consistent with the County’s Outreach and SBE program goals so they may achieve the County's objective of awarding 50% of total eligible dollar base amounts to SBEs. 3. Solicitation Compliance Procedure. a. The department shall draft and Purchasing Services may provide counsel on an IFB, RFQ, RFI or RFP seeking qualified vendors to provide the desired services. b. Purchasing Services shall post the solicitation online to comply with the fair and open competition requirement of this policy for a minimum of fourteen (14) calendar days. c. Purchasing Services shall work with the requesting department to secure 122 Page 11 of 14 a minimum of three (3) solicitation responses in writing before selecting a vendor. d. Purchasing Services shall retain solicitation records for the duration of each contract term. 4. Exemption from Solicitation Requirements. a. Service Types. The following are service contract types that are exempt from bid solicitation requirements: • utility services; • educational services; • intergovernmental agreements; • newspaper and publication services; • law firms, subject to approval by the County Counsel’s Office; • print legal briefs or legal notices; • reporters services or transcripts; • expert witnesses, consultants, and investigators hired through the County Counsel’s Office to assist in legal matters; • election supplies; • expert services to be rendered to the offices of the District Attorney or Sheriff-Coroner; • physician services at the Contra Costa Regional Medical Center (CCRMC) or the Contra Costa Health Plan (CCHP); • appraiser services; • consultants and other experts employed directly by the Board of Supervisors; and • other services that, by law, some other officer or body is specifically charged with obtaining. b. Cooperative Purchasing Contracts. A department may submit a Requisition identifying a Cooperative Purchasing Contract for services that County requires and that the County may procure under a Participating Agreement. 5. Ethical Standards. It is the obligation and the responsibility of every County employee to represent the County in a professional and ethical manner. Any procurement related matter shall be handled in a professional manner with the interest of the County taking precedent, including, but not limited to: a. Avoiding activities which would compromise or give the perception of compromising the best interests of the County; b. Actively promoting the concept of competition through bid solicitation consistent with this policy; and c. Refraining from engagement in any procurement activity in which an employee may have a personal or indirect financial interest in accordance with Government Code sections 87100 and 81703. 123 Page 12 of 14 6. Outreach and SBE Program Compliance. Additional thresholds and goals under the County Outreach and SBE (Small Business Enterprise) programs apply to and are required for service contract solicitations. These thresholds and goals may be updated from time to time and departments must ensure compliance with the latest Outreach and SBE Program construct. 7. Contract Development and Monitoring. Department Heads are responsible for the development and monitoring of service contracts entered into on behalf of each County department, including negotiation of service plans and/or scopes of work. a. Performance Metrics Required. Departments are responsible for negotiating service contracts that identify specific performance outputs and/or outcomes to be achieved during the contract term. These performance outputs and/or outcomes include contract deliverables (e.g., produce a final written report by a date specified) and/or service tasks (e.g., conduct three one-hour training sessions within a specified date range). Contracting departments shall review contracts at least once per year to ensure compliance with output/outcome requirements. The review should identify reason(s) for any noncompliance, including whether or not the outputs/outcomes will be achievable during the remainder of the contract term. b. Payment Provisions. Vendor payment terms shall correlate with the performance outputs/outcomes negotiated as part of a service plan or scope of work for each service contract. Types of payment terms include fixed price (where deliverables are produced by the contractor and payment is due upon completion of each deliverable) and rate (where services are provided by the contractor and the contractor is reimbursed at an hourly or other periodic rate). Departments shall avoid contract payment terms that are not typical of the service type being procured. For example, legal service providers may require payment of an advance, or “retainer”, upon execution of a service contract, which is typical of that industry. However, a financial consultant requesting a monthly, fixed payment as a “retainer,” whether or not the County uses the contracted services, is not a typical financial industry practice and must be avoided. Other negative payment terms, such as late payment penalties, should not be entertained as part of the negotiation of payment terms. c. Vendor Noncompliance. Failure of a vendor to achieve contracted performance output and/or outcome requirements may be grounds for contract termination. d. Corrective Action Plan. For contracts determined to be out of compliance with performance outputs and/or outcomes during an annual review process, and for which a department does not recommend terminating the contract, the department shall work with the vendor on a corrective action plan to ensure contracted services are delivered during the term of the contract. e. Documentation. Departments shall immediately notify a vendor if a 124 Page 13 of 14 determination of non-compliance is reached. Including whether or not the contract will be recommended for termination, with a copy to Purchasing Services. In cases where a Corrective Action Plan is entered into with the vendor, a copy of the plan shall be forwarded to Purchasing Services and retained by the department for the term of the contract. f. Renewals. Departments shall keep track of contract expiration dates in order to renew contracts prior to expiration, or issue solicitations for new contracts to be in place prior to expiration of the existing contract. 8. Effective Date. Service contract documents must be executed before the service contract effective date. Contract payments cannot be made until the service contract is executed by all parties. 9. Indemnification. Any contract that requires the County to indemnify the contractor, or includes a limitation of liability, must be approved by the Board of Supervisors regardless of the contract amount. C. Procedures for Services Contracts Equal to or Below $200,000. 1. Approval. The Purchasing Agent is authorized to execute contracts for services costing equal to or below $200,000. 2. County Counsel Review. A service contract that is either more than $50,000 or not on a County standard form (i.e., on a vendor’s form) must be reviewed and approved as to legal form by the County Counsel’s Office before the Purchasing Agent executes the contract. If a service contract is $50,000 or less and is on the County’s standard form, the Purchasing Agent may sign the contract without County Counsel review. D. Procedures for Service Contracts Above $200,000. 1. Approval. The Board of Supervisors must approve all service contracts above $200,000. The requesting department shall draft a Board Order seeking approval of the contract over $200,000 and submit to the County Administrator’s Office via the Board of Supervisors’ electronic agenda management system for placement on the Board of Supervisors’ agenda for review and final approval. 2. County Counsel Review. All service contracts that are over $200,000 must be reviewed and approved as to legal form by the County Counsel’s Office. E. Legal Authority. The legal authority for the purchase of certain services required by the County is set forth in the following statutes and County codes: Government Code section 31000, Government Code section 25502.5, Ordinance Code section 1108-2.215 and Public Contract Code section 22032(a). IV. DIGITAL SIGNATURES. All purchasing and contract related documents specified in this bulletin may be executed either with original signatures or electronic signatures through a 125 Page 14 of 14 digital signature platform authorized by the Chief Information Officer. V.OTHER PROCUREMENT POLICIES. The Board of Supervisors, in its discretion, may adopt additional policies impacting procurement of materials, supplies, equipment, furnishings, and other personal property of any kind and nature or services from time to time. This policy establishes the minimum standards for conducting procurement activities; however, compliance with additional policies adopted by the Board of Supervisors or those required to satisfy federal or state grant requirements may supersede this policy. VI.OTHER ADMINISTRATIVE BULLETINS. Additional Administrative Bulletins governing specific purchases have been promulgated to provide guidance on those unique transaction types and should be reviewed in conjunction with this policy as the requirements in those policies may supersede the requirements in this policy, including: a.Administrative Bulletin No. 508, “County Vehicle and Equipment Acquisition and Replacement Policy, and Zero-Emission Vehicle Policy and Goals”. b.Administrative Bulletin No. 614, “Food and Beverage Policy”. c.Administrative Bulletin No. 615, “Incentives for County Programs and Services” d.Administrative Bulletin No. 616, “Acquisition of Computer Hardware, Software and Computer-Related Services”. References: •Emergency Purchase Form •Procurement Card Manual •Purchasing User Setup/Change Form •Sole Source Purchase Form •Purchase Order General Terms and Conditions •Small Business Enterprise (SBE) Program Requirements Monica Nino, County Administrator /s/ BOS Approved: June 27, 2023, Agenda Item C.107 126 CONTRA COSTA COUNTY Staff Report 1025 ESCOBAR STREET MARTINEZ, CA 94553 File #:TMP-1104 Agenda Date:10/2/2023 Agenda #:6 Choose an item. Meeting Date:October 2, 2023 Subject:Arts Council Submitted For:Monica Nino, County Administrator Department:County Administrator Referral No:IOC 23/12 Referral Name:Ad Hoc Arts Council Steering Committee Formation Presenter:Lara DeLaney, Sr. Deputy County Administrator Contact:Lara DeLaney 925-655-2057 Referral History: On March 29, 2022 <http://64.166.146.245/agenda_publish.cfm? id=&mt=ALL&get_month=3&get_year=2022&dsp=agm&seq=48852&rev=0&ag=1949&ln=99363&nseq=48 864&nrev=0&pseq=47865&prev=0>, the Board of Supervisors dissolved the Contra Costa County Arts and Culture Commission (known as AC5) and directed County Administration staff to procure or establish a nonprofit public-private partnership Arts Council for the county, to serve as the county’s State-Local Partner (SLP) with the California Arts Council (CAC). On August 2, 2022 <http://64.166.146.245/agenda_publish.cfm? id=&mt=ALL&get_month=8&get_year=2022&dsp=agm&seq=50459&rev=0&ag=2039&ln=102496&nseq=5 0471&nrev=0&pseq=&prev=>, the Board of Supervisors referred to the Internal Operations (IO) Committee the establishment of an Ad Hoc Arts Council Steering Committee. At its September 12, 2022 meeting, the Internal Operations Committee (IOC) supported the establishment of a seven-member Ad Hoc Arts Council Steering Committee and directed staff to commence an application period for applicants to the Committee. On September 20, 2022 <http://64.166.146.245/agenda_publish.cfm? id=&mt=ALL&get_month=9&get_year=2022&dsp=agm&seq=51011&rev=0&ag=2046&ln=103326&nseq=& nrev=&pseq=51002&prev=0>, the Board of Supervisors voted to establish the Ad Hoc Arts Council Steering Committee; the Board also approved the Steering Committee’s mission and committee composition. The mission of the Ad Hoc Arts Council Steering Committee is to guide the County's arts and cultural planning efforts through an inclusive community engagement process; provide input and collaboration with County staff and the consultant on the Arts Council procurement or establishment process; ensure diversity, equity, and inclusion throughout the process and outcomes; and listen to the community. On November 21, 2022 <http://64.166.146.245/agenda_publish.cfm? id=&mt=ALL&get_month=11&get_year=2022&dsp=agm&seq=51397&rev=0&ag=2113&ln=103980&nseq= 51399&nrev=0&pseq=51398&prev=0>, the IOC considered the applications, interviewed applicants, and recommended that the Board of Supervisors appoint the following individuals to the Ad Hoc Arts Council Steering Committee: CONTRA COSTA COUNTY Printed on 9/27/2023Page 1 of 3 powered by Legistar™127 File #:TMP-1104 Agenda Date:10/2/2023 Agenda #:6 1.Najari Smith (District I) 2.Janet Berckefeldt (District II) 3.Germaine McCoy (District III) 4.Arlene Kikkawa-Nielsen (District IV) 5.Ben Miyaji (District 5) 6.Nilofar Gardezi (non-profit foundation) 7.Margot Melcon (non-profit foundation) The Board of Supervisors approved these appointments on November 29, 2022 <http://64.166.146.245/agenda_publish.cfm? id=&mt=ALL&get_month=11&get_year=2022&dsp=agm&seq=51351&rev=0&ag=2059&ln=103986&nseq= &nrev=&pseq=51820&prev=0>. Following the creation of the Ad Hoc Arts Council Steering Committee, the Steering Committee met seven times to provide input on and, ultimately, to approve the final draft Arts & Culture Master Plan for Contra Costa County, as prepared by Arts Orange County. At its June 12 meeting, the Steering Committee also considered and provided additional input on a draft Request for Proposal (RFP) for the procurement of arts council services for the County. The final draft Arts & Culture Master Plan for Contra Costa County <http://64.166.146.245/docs/2023/BOS/20230627_2149/53609_Contra%20Costa%20Report_6_19_23-- Attachment%20A.pdf>was presented to the Board of Supervisors for adoption at its June 27, 2023 meeting, along with a final draft Request for Proposals (RFP)(D. 2 <http://64.166.146.245/agenda_publish.cfm? id=&mt=ALL&get_month=6&get_year=2023&dsp=agm&seq=53609&rev=0&ag=2159&ln=108961&nseq=5206 4&nrev=0&pseq=53897&prev=0>). The Board of Supervisors voted unanimously to adopt the Arts & Culture Master Plan for Contra Costa County and directed staff to issue a final RFP for Arts Council Services and conduct a solicitation process to secure the services, as recommended in the Master Plan. Referral Update: RFP #2306-667 was issued on July 3, 2023 through the County’s bid system, Bidsync (PeriscopeS2G). As stipulated in the RFP calendar of events, a discretionary “Potential Responders Conference” was conducted on July 18, 2023 via Zoom by County staff, the County’s art consultant Mr. Richard Stein (CEO of Arts Orange County), and members of the ad hoc Steering Committee. This “Potential Responders Conference” provided potential responders an opportunity to hear directly from individuals involved in the Master Plan and RFP development and to ask questions related to these documents. After questions were received and the RFP was amended to include additional information, an addendum was published. (Attachment A.) The deadline to submit proposals was August 28, 2023, which provided 8 weeks of response time for potential responders. The County received two responses to RFP #2306-667 from the following organizations: 1. ARTSCCC (Attachment B) 2.Pittsburg Arts and Community Foundation CONTRA COSTA COUNTY Printed on 9/27/2023Page 2 of 3 powered by Legistar™128 File #:TMP-1104 Agenda Date:10/2/2023 Agenda #:6 Pursuant to the RFP, County staff assembled an RFP Review Committee, which was facilitated by Mr. Stein, to evaluate the responses. The RFP Review Committee was comprised of the following individuals: Janet Berckefeldt, Lara DeLaney, Nilofar Gardezi, Margot Melcon, Ben Mijaji, and Arlene Kikkawa-Nielsen. After signing Impartiality and Confidentiality statements, the Review Committee met on three occasions to consider and evaluate the two responses. The Review Committee utilized a structured Rating Sheet as well as a formal interview with ARTSCCC-which included written questions and answers (Attachment C).After careful consideration, the Review Committee unanimously recommended that ARTSCCC be awarded a five-year contract, per the RFP specifications. ARTSCCC is a fiscally-sponsored “grassroots arts organization” that was developed in 2022 after the dissolution of AC5 and is led by Jenny Balisle, the former manager of AC5. ARTSCCC receives fiscal sponsorship from Independent Arts & Media, which is a nonprofit organization with over twenty years of arts administration experience. ARTSCCC manages projects, promotes art and culture on social media, and advocates for arts policy in Contra Costa County. ARTSCCC seeks to “supplement and build foundational services along with gap programming for the arts in Contra Costa County.” In addition to being led by Ms. Balisle, they are supported by Lead Advisors BK Williams, Nava Mizrahhi, and Christopher Holmes, with support from Lisa Burger, the Executive Director of Independent Arts & Media. Recommendation(s)/Next Step(s): CONSIDER recommending to the Board of Supervisors the award of a five-year contract for arts council services to ARTSCCC. Fiscal Impact (if any): There is $471,171 appropriated in the FY23-24 County Budget to fund the provision of arts council services, from allocations of Measure X revenues in FY22-23 ($208,671 carried forward) and FY23-24 ($262,500). Future fiscal-year allocations of Measure X funding for Arts Council services are anticipated but will be subject to Board of Supervisors’ discretionary approval; the County Administrator anticipates that it will recommend appropriate Cost of Living Adjustments (COLAs) to the FY23-24 allocation for future fiscal years, subject to overall County revenues, projected expenditure levels, availability of funding for other County priorities, and Board direction. CONTRA COSTA COUNTY Printed on 9/27/2023Page 3 of 3 powered by Legistar™129 Arts Council Services RFP No.: 2306-667 1 Contra Costa County OFFICE OF THE COUNTY ADMINISTRATOR REQUEST FOR PROPOSAL (RFP) ARTS COUNCIL SERVICES RFP #: 2306-667 RELEASE DATE: 07-03-23 Proposal Due Date: 08-28-23 NO LATER THAN 3:00 P.M. PST LARA DELANEY CONTRA COSTA COUNTY COUNTY ADMINISTRATOR’S OFFICE 1025 ESCOBAR STREET, 4TH FLOOR MARTINEZ, CALIFORNIA 94553 Attachment A 130 Arts Council Services RFP No.: 2306-667 2 Table of Contents Section I: Introduction .................................................................................................................................. 3 Section II:Qualifications and Requirements .................................................................................................. 9 Section III: Instructions to Proposers .......................................................................................................... 10 Section IV: Scope of Work ........................................................................................................................... 13 Section V: Evaluation and Selection Process .............................................................................................. 14 Section VI: Billing and Invoicing .................................................................................................................. 15 Exhibit A: Statement of Experience ............................................................................................................ 16 Exhibit B: Proposal Budget .......................................................................................................................... 20 Exhibit C: References .................................................................................................................................. 21 Exhibit D: Anti-Collusion Statement.......................................................................................................... 22 Exhibit E: Contra Costa County Business Opportunity Registration Form .................................................. 23 Attachment A: Addenda Acknowledgement .............................................................................................. 25 Attachment B: Contract General Terms & Conditions ................................................................................ 26 ATTACHMENTS: •EXHIBIT A – STATEMENT OF EXPERIENCE •EXHIBIT B –PROPOSAL BUDGET •EXHIBIT C –REFERENCES •EXHIBIT D – ANTI COLLUSION STATEMENT •EXHIBIT E – CONTRA COSTA COUNTY BUSINESS OPPORTUNITY REGISTRATION FORM •ATTACHMENT A – ADDENDA ACKNOWLEDGEMENT •ATTACHMENT B - CONTRA COSTA COUNTY CONTRACT TERMS AND CONDITIONS Attachment A 131 Arts Council Services RFP No.: 2306-667 3 Section I: Introduction General Information A. Purpose The purpose of this Request for Proposal (RFP) is to solicit proposals for the consideration of contracting with a contractor to: (1) provide the recommended services of a Contra Costa County Arts Council, as further described in the Board of Supervisors’ adopted “Arts & Culture Master Plan for Contra Costa County1,” and (2) to serve as the county’s State- Local Partner (SLP) with the California Arts Council. 1. Service Providers The County welcomes proposals from all qualified service providers who are Non- Profit organizations in good standing with the California Secretary of State and Franchise Tax Board, fiscally-sponsored organizations, or Non-Profit organizations in development 2. The County may, in its sole discretion, enter into a contract with a qualified provider or may reject all proposals and not award a contract at this time. 2. Contact with County Employee Proposers are specifically precluded from contacting other County officers or employees regarding this RFP, until a County Intent to Award Letter is accepted by the Successful respondent. B. Background The County of Contra Costa, California (the "County") was incorporated in 1850 as one of the original 27 counties of the State of California, with the City of Martinez as the County Seat. It is one of the nine counties in the San Francisco-Oakland Bay Area. The County is the ninth most populous county in California, with a population of more than one million residents. A five-member elected Board of Supervisors serves as the governing body of the County as well as the Contra Costa County Fire Protection District and the In-Home Supportive Services (IHSS) Public Authority, establishing policy and exercising legislative authority. A County Administrator, appointed by the Board, serves as the chief executive officer of the County and is responsible for the County’s day-to-day operations. Contra Costa County has a long history of arts and culture, beginning with the artistic and cultural practices of its native peoples and then growing with its population over the years. In 1889, the Martinez Opera Contra Costa was founded; the Contra Costa County Library 1 The Arts & Culture Master Plan for Contra Costa County was prepared by Arts Orange County and adopted by the Board of Supervisors on June 27, 2023. It is available at this link. The Spanish version is available at this link. 2 Entity Status Letter from the California Franchise Tax Board of “good standing” is required for nonprofits and for fiscally-sponsored entities for their fiscal sponsor. Attachment A 132 Arts Council Services RFP No.: 2306-667 4 opened in 1913; and the El Campanil Theatre in Antioch opened in 1928. Contra Costa County is the birthplace of jazz legend Dave Brubeck and Academy Award-winning actor Tom Hanks, and Nobel laureate Eugene O’Neill came to live in a home he built in Danville. A watershed moment for the county took place in 1990 when the Regional Center for the Arts (now Lesher Center for the Arts) was built, opening with multiple stages and an art gallery, in Walnut Creek. Today, the arts landscape of Contra Costa County is comprised of more than 300 arts and cultural organizations and venues. Richmond is home to some of the longest established and most innovative organizations, giving expression to that richly multicultural community and serving children, youth, and the disabled: Richmond Art Center, Los Cenzontles, East Bay Center for the Performing Arts, and NIAD to name a few. Lafayette, Moraga and Orinda are home to many artists, a noted Shakespeare theatre, and an arts council that was the result of a visionary merger of organizations serving each of the three cities. Cities are playing an important role in serving the arts and cultural needs of their communities through art in public places programs, which exhibit more than 450 works countywide. East County, historically an agricultural area, has grown rapidly in population and sees the need for its arts infrastructure to catch up. Despite this rich history, the artists and arts & culture organizations of Contra Costa County have lacked a unifying presence that can equitably, effectively, and consistently represent their interests, advocate for their needs, facilitate their communications, and foster their connectivity. That is the role that arts councils play in counties around California and, indeed, across the United States. It is the role that the Arts and Culture Commission of Contra Costa County (AC5) sought to fill for 28 years but was hampered by limited resources and the limitations of operating as a governmental entity. The opportunity to replace it with a model used in 43 California counties—a nonprofit public-private partner organization—with startup resources to achieve sound footing, now presents itself through this Request for Proposal (RFP). On March 29, 2022, the Board of Supervisors dissolved the Arts and Culture Commission and directed County Administration staff to procure or establish a nonprofit public- private partnership Arts Council for the county, to serve as the county’s State-Local Partner (SLP) with the California Arts Council (CAC). To assist with this process, County staff issued Request for Qualifications (RFQ) #2207-578 on July 29, 2022, seeking a qualified consultant to provide project management and engagement facilitation services for the purposes of conducting an inclusive arts and cultural planning process, leading to the creation a new Arts & Cultural Master Plan for the County, and working with County Administration staff to develop this Request for Proposal (RFP). At the conclusion of the solicitation process, Arts Orange County was retained as the consultant for this purpose. Attachment A 133 Arts Council Services RFP No.: 2306-667 5 On September 20, 2022, the Board of Supervisors approved the establishment of a 7- member Ad Hoc Arts Council Steering Committee and approved its mission and committee composition. The mission of the Ad Hoc Arts Council Steering Committee is to guide the County's arts and cultural planning efforts through an inclusive community engagement process; provide input and collaboration with County staff and the consultant on the Arts Council procurement or establishment process; ensure diversity, equity, and inclusion throughout the process and outcomes; and listen to the community. Following recruitment for the Ad Hoc Arts Council Steering Committee members and receipt of applications, and after consideration of applicants by the Board’s Internal Operations Committee, the Board of Supervisors approved the appointment of the following members on November 29, 2022: District 1: Najari Smith District 2: Janet Berckefeldt District 3: Germaine McCoy District 4: Arlene Kikkawa-Nielsen District 5: Ben Miyaji Non-Profit Foundation: Nilofar Gardezi Non-Profit Foundation: Margot Melcon After its establishment, on January 18, 2023 the Ad Hoc Arts Council Steering Committee began meeting monthly. The project consultant, Arts Orange County, provided the Steering Committee with regular status reports of its research, invited Committee members to review the research results for accuracy, and to review and make suggested modifications to an online survey. The Steering Committee also reviewed a list of proposed key stakeholder interviewees and provided the consultant with additional suggestions. Committee members promoted and attended the Community Visioning Sessions and promoted the online survey to their networks. In total, the consultant conducted 68 interviews with key stakeholders from November 2022 to April 2023. Stakeholders represented the following constituencies: artists, arts educators, arts and cultural organizations, philanthropic organizations, business, and government, including interviews with all 5 Contra Costa County Supervisors. Six community-based visioning sessions were conducted, the first of which was with the members of the Steering Committee at its inaugural meeting on January 18, 2023. Subsequently, 5 Community Visioning Sessions were held in each of the County’s supervisorial districts. All were live, in-person gatherings, facilitated by the consultant and included a bi-lingual team member to assist Spanish-speaking participants. Total attendance exceeded 160 participants. Attachment A 134 Arts Council Services RFP No.: 2306-667 6 On March 14, an online survey was launched in both English and Spanish. The survey closed on April 30, with 478 verified responses. Research findings include: • Approximately 300 arts and cultural organizations are based in Contra Costa County • 11 cities have Public Art Programs • 12 cities have Arts Commissions/Committees and/or Arts Plans • More than 450 artworks are on display publicly countywide The work of the consultant and the Arts Council Steering Committee culminated with the development of the “Arts & Culture Master Plan for Contra Costa County,” which was presented to the Board of Supervisors for their adoption on June 27, 2023. This Master Plan includes the “Vision, Values, Mission” of an arts council for the County and includes the “Recommended Services” of an Arts Council for Contra Costa County. C. Funding Up to $262,500 (two hundred sixty-two thousand, five hundred dollars) is appropriated in the FY 23-24 County Budget to fund the provision of Arts Council services, from an allocation of Measure X revenues. There is also approximately $208,671 of FY 22-23 Measure X funds that may become available when the FY 23-24 final budget is adopted by the Board of Supervisors, subject to their discretionary action on Measure X funds. Future fiscal-year allocations of Measure X funding for Arts Council services are anticipated but will be subject to Board of Supervisors’ discretionary approval; the County Administrator anticipates that it will recommend appropriate Cost of Living Adjustments (COLAs) to the FY 23-24 allocation for future fiscal years, subject to overall County revenues, projected expenditure levels, availability of funding for other County priorities, and Board direction. D. Calendar of Events Listed below are the target dates for the events to occur in connection with this RFP. All target dates are predicated on the issue date of the RFP. The County reserves the right to change these dates at any time. In the event dates change, the County will issue an addendum to this RFP listing the new dates. Event Target Date Release of RFP July 3, 2023 Potential Responders Conference (Discretionary) July 18, 2023 at 1:00 p.m. Register here. Attachment A 135 Arts Council Services RFP No.: 2306-667 7 Event Target Date Last date for written questions to be submitted by interested vendors July 24, 2023 Publication of written answers to all questions As received Deadline to submit proposals August 28, 2023, 3:00 pm PST Review and selection/consideration process Weeks of Sept. 4 and 11 Interview Panel (if required) Week of Sept. 18 Selection of Proposal Week of Sept. 18 Review of Results by Internal Operations Committee of Board October 9, 2023 Board of Supervisors Review and Approval October 24, 2023 (Estimated) Contract Start Date December 1, 2023 (Estimated) E. Contract and Contract Period Any agreement awarded as a result of this RFP will include the County’s general terms and conditions, attached as Attachment B to this RFP. The initial term of any agreement awarded as a result of this RFP will be for five (5) years. As noted above, the Board of Supervisors must allocate funding for these services in each fiscal year, and there is no guarantee that funding will be allocated in any fiscal year. Nothing in this RFP, and nothing in an agreement awarded as a result of this RFP, commits the County to contract with the successful responder for any particular length of time. All other factors being substantially equal, preference will be given to respondents located within Contra Costa County. For purposes of this RFP, a respondent is located in Contra Attachment A 136 Arts Council Services RFP No.: 2306-667 8 Costa County if its principal place of business has been located in Contra Costa County for at least six months immediately prior to the issuance of this RFP. F. Contract Monitoring and Evaluation On behalf of the County, the County Administrator’s Office (CAO) will actively monitor all services provided through the contract that results from this RFP process. This monitoring will determine if the Contractor is performing as intended or if good cause exists to terminate the contract prior to the end of the five-year contract term. At a minimum, contractors will be expected to: a. Perform all services without material deviation from an agreed-upon Service Plan; b. Complete progress report forms provided by County; c. Maintain adequate records of service provision to document compliance with Service Plan and complete any forms provided by the County; and d. Cooperate with the collection of other fiscal/administrative/service data as requested by the County. The CAO will: a. Negotiate a service contract that identifies specific performance outputs and/or outcomes to be achieved during the contract term; b. Review contract at least once per year to ensure compliance with output/outcome requirements, document any noncompliance, and establish a Corrective Action Plan as needed; c. Be part of the monitoring of subcontracts written by and entered into by the contractor that utilizes funds awarded under this solicitation; and d. Provide information to contractors concerning additional State or County data requirements not provided here or in the resulting contract. G. Questions All questions regarding the proposal will be accepted through the BidSync site only. The deadline for submitting questions for this RFP is on or before July 24, 2023, no later than 3:00 P.M. PST. All questions will be answered and disseminated to those registered on the BidSync website. Contact customer service if you need technical assistance with any part of the bid process; support@bidsync.com or call (800) 990-9339. Attachment A 137 Arts Council Services RFP No.: 2306-667 9 Section II: Qualifications and Requirements The County seeks to contract with an eligible entity that has expertise in delivering the services that an Arts Council and State-Local Partner (SLP) would perform in their scope of work. The successful responder must possess and demonstrate the following minimum requirements. Experience Requirements: A. Regular and continuous engagement in the business of providing arts council-related or arts commission-related services or equivalent experience for at least five (5) years prior to the date of this RFP; B. Knowledge of and experience in providing current arts council practices; C. High level skill and demonstrated experience in arts and/or cultural organization management, program management, and/or project management; D. Extensive communications experience including public speaking, public relations, marketing, and social media; E. Extensive community outreach and engagement experience with diverse communities; F. Extensive public-private partnership experience working with the public sector including effectively working with elected officials and a broad range of agencies and organizations; G. Extensive experience with collaborative fundraising and coordinating grants. Qualifications: A. Expertise in arts and/or cultural organizational development; B. Dedication to the advancement of the arts and culture within communities in a way that promotes equity, communication, education, collaboration, and fosters broad appreciation for arts and culture; C. Proven track record for maintaining productive and respectful relationships with arts and cultural organizations, community-based organizations, artists, staff, and community members; D. Commitment to the Vision, Values, and Mission of a county arts council, as expressed in the “Arts & Culture Master Plan for Contra Costa County;” E. Experience working with Board members, executives, community partners, volunteers and the public; F. Knowledge of and experience implementing actions and services of Arts & Culture Master Plans or complex strategic plans related to arts and/or culture. Attachment A 138 Arts Council Services RFP No.: 2306-667 10 Section III: Instructions to Proposers A. Proposal Submission • Response to this RFP MUST be submitted electronically through the Bid Sync web-site – NO EXCEPTION. • Late submittals WILL NOT be accepted – NO EXCEPTION. • Fax submittals WILL NOT be accepted – NO EXCEPTION. B. Format All proposals shall follow the same format. No exceptions to this format shall be accepted. To be accepted for evaluation, the proposal format shall address all required components in order. All proposals shall include the following components: a. Cover Letter – Signed by an authorized representative of the organization b. Executive Summary c. Proposal – within a maximum of 10 pages, no smaller than 12-point font, describe your agency’s primary services, principal place of business and location of office(s), specific capabilities, experience, qualifications, approaches, and proposed methodologies that demonstrate a clear understanding of and capacity to provide the work to be performed described in Section IV under Scope of Work. If the proposer is a nonprofit organization in formation for the express purpose of this contract, proposer must include an additional one-page summary of the plan for its nonprofit creation, action timetable, potential fiscal sponsor (if utilizing), and names and affiliations of proposed Board members, including whether committed or pending. If the proposer is an organiza�on u�lizing a fiscal sponsor, proposer must include a joint Leter of Agreement, jointly signed and dated by proposer and fiscal sponsor, outlining the rela�onship, terms, and expecta�ons of each party. The Leter of Agreement must indicate the RFP to which the applicant organiza�on is responding and must confirm the fiscal sponsor’s agreement to serve throughout the full term of the Contract Period, including any Board of Supervisors-approved extensions. Include in the Leter of Agreement: ● Legal name of fiscal sponsor ● Fiscal sponsor’s federal EIN ● Fiscal sponsor’s execu�ve leader’s name, phone number, and email ● Fiscal sponsor’s mailing address ● Number of years the fiscal sponsor has been engaged in arts programming and/or services ● A brief descrip�on of the history of the fiscal sponsor arts programming and/or services Attachment A 139 Arts Council Services RFP No.: 2306-667 11 ● An IRS 990, 990-EZ or 990-PF form for the fiscal sponsor; no other types of 990 forms will be accepted. Only under special circumstances may an applicant organiza�on change their fiscal sponsor a�er the response submital; this change may not be made without an official writen request and prior approval from the County. If an applicant organiza�on using a fiscal sponsor is recommended for funding, the fiscal sponsor becomes the legal contractor for the contract . All contractual documents must be signed and approved by an authorized representa�ve of the fiscal sponsor. Contract payments are made payable to and mailed to the fiscal sponsor. The fiscal sponsor is responsible for distribu�ng funds to the applicant organiza�on. The fiscal sponsor is responsible for upda�ng contact informa�on. Termina�on of the fiscal sponsor rela�onship or viola�on of terms outlined in the Leter of Agreement between the fiscal sponsor and applicant organiza�on may be grounds for termina�ng a contract. d. Resumes of key persons who will comprise staff (or job descriptions if staff not hired) e. Staffing Plan and Board Member Composition f. Statement of Experience – See Exhibit A g. Budget Proposal– See Exhibit B h. References – See Exhibit C i. Anti-Collusion Statement – See Exhibit D j. Contra Costa County Business Opportunity Registration Form – See Exhibit E k. Addenda Acknowledgement – See Attachment A l. State and local permits and licenses m. Entity Status Letter from California Franchise Tax Board n. Certificate of Insurance C. Staffing Plan and Board Member Composition List the staff anticipated to perform the services including disciplines and degrees, as appropriate. Indicate the qualifications, training, and experience of each team member. List the officers of the Board of Directors, their occupation/affiliation, and Board position. D. Costs Each proposal must include a detailed explanation of the costs for services to be charged to the County, as described in Section VI. E. References Respondents shall provide a minimum of three (3) letters of references that speak to the experience and capabilities of respondent. Include the name of the entity or organization providing the reference, description of services that were provided, and the date of services on Exhibit C. Attachment A 140 Arts Council Services RFP No.: 2306-667 12 F. Licenses and Permits Respondents shall possess all licenses, registrations and permits required by the State of California and the County of Contra Costa. Such licenses and permits are to be submitted to the County with the proposal or prior to the contract signing date. G. Proposal Expenses Respondents shall be fully responsible for all costs incurred in the development and submission of this RFP. H. Respondents Responsibility The respondent assumes sole responsibility for the complete effort required in submitting a bid proposal in response to this RFP. No special consideration will be given after bid proposals are opened because of a proposer’s failure to be knowledgeable as to all of the requirements of this RFP. I. Interpretation Should any discrepancies, omissions, or doubt as to their meaning be found in the RFP specifications or requirements, the Respondent shall notify the County in writing through the BidSync website. The County will send written instructions or addenda to all participants in the RFP process. The County shall not be responsible for oral interpretations. J. Reservations The County reserves the right to do the following at any time and for its own convenience, at its sole discretion: • To reject any and all proposals without indicating any reasons for such rejection; • Terminate this RFP and issue a new Request for Proposal anytime thereafter; • Extend any or all deadlines specified in the RFP, including deadlines for accepting proposals by issuing an Addendum at any time prior to the deadline for receipt of responses to the RFP; • Procure any services specified in the RFP by other means; • Disqualify any Respondent on the basis of any real or perceived conflict of interest or evidence of collusion that is disclosed by the proposal or other data available to the County. Such disqualification is at the sole discretion of the County; • Reject the proposal of any Respondent that is in breach of or in default under any other agreement with the County; • Reject any Respondent deemed by the County to be non-responsive, unreliable, unqualified, or non-responsible; • End contract negotiations with a Respondent and negotiate a contract with any other Respondent(s); and • To disqualify any Respondent, or terminate any contract awarded under this RFP, in the event the County determines the Respondent submitted materially false information in its response to the RFP. Attachment A 141 Arts Council Services RFP No.: 2306-667 13 K. Sub-Contract and Assignment The agreement between the County and any successful respondent binds the heirs, successors, assigns and representatives of the contractor. Prior written consent of the County, subject to any required state or federal approval, will be required before a Contractor may enter into subcontracts for any work contemplated under the agreement, or before the Contractor may assign the agreement or monies due or to become due, by operation of law or otherwise. L. Addenda and Addenda Acknowledgement No one other than Purchasing Services, following direction from the CAO, is authorized to amend any of these documents in any respect by an oral statement or to make any representation or interpretation in conflict with their provisions. Any changes to these documents will be issued in writing via Addenda to be posted on the BidSync website. All addenda shall include an acknowledgement of receipt that must be returned. See Attachment A. Section IV: Scope of Work The following describes the services that are expected to be ultimately performed by the selected proposer: (Refer to “Contra Costa Arts Council Recommended Services” in the Arts & Culture Master Plan for Contra Costa County.) 1. Implementation of the Arts & Culture Master Plan for Contra Costa County 2. Development and maintenance of an arts & cultural inventory database 3. Development and maintenance of a comprehensive countywide arts web portal 4. Facilitate creation of an Arts Consumer database 5. Development and maintenance of roundtable convenings 6. Development of trainings, workshops, and informational webinars 7. Technical assistance 8. Production and dissemination of a regular E-Newsletter 9. Regular social media outreach and engagement 10. Marketing services 11. Advocacy for arts & equity 12. Grantmaking and resource development (both internal and external) 13. Ongoing community engagement, responsiveness and learning 14. Direct arts & cultural “Gap Programming” on a selective and limited basis 15. Research funding sources and trends and apprise County and partners of opportunities 16. Maintain communications with County staff and make recommendations based on needs of County arts and culture sector. Attachment A 142 Arts Council Services RFP No.: 2306-667 14 Section V: Evaluation and Selection Process A. Selection Process All proposals received will be evaluated by an RFP Review Committee. The following criteria, not listed in the order of importance, will be used to determine which proposer best meets the needs of the County. Proposals will be evaluated based on the following criteria: 1. Program Description - clear understanding of the scope and services to be provided and sufficient staffing to provide services 2. Proposer’s Experience - history of successfully providing similar services and capability and experience of key personnel 3. Budget Proposal 4. Conformance to the terms and conditions to the RFP 5. Positive references and background checks 6. Strong and engaging presentation skills B. Additional Information If the County determines, at its sole discretion, that additional information is required or desirable beyond that provided in the proposal(s) of any of the applicant(s), County shall request such information. C. Inability to Negotiate a Contract After a proposer has been recommended by the Evaluation Committee and selected by the County Administrator, the County and such proposer will negotiate a contract for submission to the Board of Supervisors for consideration and possible approval. If a satisfactory contract cannot be negotiated, the County Administrator may, in its sole discretion begin contract negotiations with one or more of the remaining proposers, if the County determines, in its sole discretion that more than one contractor may be necessary to provide specified services. D. Proposals are Public Records California Government Code Section 6250, the Public Records Act, defines a public record as any writing containing information relating to the conduct of the public’s business prepared, owned, used or retained by any state or local agency regardless of physical form or characteristics. The Public Records Act provides that public records shall be disclosed upon request and that any citizen has a right to inspect any public record, unless the record is exempted from disclosure. In accordance with the Public Records Act and the County’s Better Government Ordinance, unless otherwise compelled by a court order, the County will not disclose any proposal while the County conducts its deliberative process in accordance with the procedures Attachment A 143 Arts Council Services RFP No.: 2306-667 15 identified in this RFP. However, after the County either awards an agreement to a successful respondent, or rejects all proposals, each proposal, in its entirety, will be a disclosable public record subject to the public disclosure requirements of the California Public Records Act and the Better Government Ordinance. Each respondent is hereby informed that, upon submittal of its proposal to the County in accordance with this RFP, the proposal becomes the property of Contra Costa County. E. Protest Procedures An unsuccessful Respondent may raise any dispute concerning the County’s adherence to the procedures outlined in Section V of this RFP in writing directed to the County Administrator. The written dispute must be received by the County Administrator at the following address within five (5) days after being notified in writing that they were not selected to contract with the County for Arts Council services: Monica Nino, County Administrator Contra Costa County 1025 Escobar Street, 4th floor Martinez CA, 94553 The County Administrator’s determination of the dispute shall be final and will not be appealable to the Board of Supervisors. Section VI: Billing and Invoicing A. Payment Terms If the County enters into an agreement pursuant to this RFP, the agreement will require the Contractor to submit a correct and complete invoice(s) to the County a�er service delivery. Payment terms are Net 30 days a�er receipt acceptance of correct invoice. B. Proposal Pricing Respondents shall submit costs as described in Exhibit B. C. Pricing Rates offered by the Proposer will be firm fixed and not subject to increase during the term of any contractual agreement arising between the County and the successful Proposer as a result of this RFP, unless otherwise stated. Attachment A 144 Arts Council Services RFP No.: 2306-667 16 Exhibit A: Statement of Experience SECTION A___________________________________________________________________ Organization/Agency Name: _______________________________ Phone #: ____________ Address: ____________________________________________________________________ City: ________________________________________________ State: ________ ZIP: ______ Federal Tax ID #: ____________________________ Business License #: _________________ Business Status: _____Non Profit Corporation _____Fiscally-sponsored Organization (Provide name of fiscal sponsor) _________________ _____Non-Profit in Formation Other: __________________________ Name and title of an Officer or owner authorized to sign this proposal and any contract with the County that may result. Name: ________________________________________________ Title: _________________ SECTION B___________________________________________________________________ Number of years in business under present business name: ___________________________ Other Business Name(s): _______________________________________________________ Number of years under prior name if any: _________________________________________ SECTION C___________________________________________________________________ Number of years of experience in providing required, equivalent, or related services: ______ Attachment A 145 Arts Council Services RFP No.: 2306-667 17 SECTION D___________________________________________________________________ Similar services/projects completed during the last five years? Period Services $ Amount Paid Location Agency Name 1 - _________________________________________________________________________ 2 - _________________________________________________________________________ 3 - _________________________________________________________________________ 4 - _________________________________________________________________________ 5 - _________________________________________________________________________ SECTION E___________________________________________________________________ Have you, or your agency, failed or refused to complete a contract? _____ YES ____No If yes, explain: _______________________________________________________________ ___________________________________________________________________________ SECTION F___________________________________________________________________ Is your agency authorized to do business in the State of California? _____Yes ________No SECTION G___________________________________________________________________ Is your agency a State of California registered small business? ______Yes ______No SECTION H___________________________________________________________________ Is your agency a Contra Costa County-based Business? ______Yes ______No Attachment A 146 Arts Council Services RFP No.: 2306-667 18 SECTION I___________________________________________________________________ Explain any litigation similar to the services requested by this proposal involving you, or your agency, or any principal officer(s) thereof: ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ SECTION J___________________________________________________________________ Has your organization filed any written declaration for bankruptcy protection, a potential merger or acquisition, office closure, pending lawsuits, financial loss that might affect your ability to perform under the contract? _________ Yes _________ No (if yes, please explain): ____________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ SECTION K_______________________________________________________________ License Provisions Has your entity changed names or license numbers in the past 10 years? If so, please state reason for change. Yes_____ No_____ Reason _________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ Attachment A 147 Arts Council Services RFP No.: 2306-667 19 SECTION L_______________________________________________________________ List the names and titles of the key personnel who would be assigned to the contract. Name Classification ___________________________________ ____________________________________ ___________________________________ ____________________________________ ___________________________________ ____________________________________ ___________________________________ ____________________________________ SECTION M_______________________________________________________________ List all required business and professional licenses that pertain to these services: License Number Type Expiration Date ________________________________________________________________________ ________________________________________________________________________ SECTION N_______________________________________________________________ Do you and your agency agree to provide additional information as required by the County to make an informed determination of qualifications? ______ Yes _____ No By signing this Statement of Experience, you are certifying that all information provided on this form and contained within your proposal are true, and you acknowledge that if the proposal contains any false statements, the County may declare any contract or agreement made as a result of the proposal to be void. Signature: _____________________________________________Date: _____________ Authorized Name: _________________________________Title: ___________________ Attachment A 148 Arts Council Services RFP No.: 2306-667 20 Exhibit B: Proposal Budget 1. The “Arts & Culture Master Plan for Contra Costa County” includes a Projected Budget for fiscal years FY 2023-24 through FY 2027-28. (p. 28). In a similar fashion, using the template provided here, provide your annual or fiscal-year cost structure (budget) including revenues and expenses for the term of this contract. 2. If you anticipate using subcontractors or partners, explain the proposed scope and costs anticipated for their services. I have read, understood, and agreed to the terms and conditions of all contents of this RFP. The undersigned agrees to furnish the service stipulated in the RFP as stated. SIGNATURE: __________________________________________ NAME: __________________________________________ COMPANY: __________________________________________ ADDRESS: __________________________________________ __________________________________________ TELEPHONE: __________________________________________ DATE: __________________________________________ EMAIL: __________________________________________ Attachment A 149 Arts Council Services RFP No.: 2306-667 21 Exhibit C: References Entity Name: Contact Person: Address: Tel. Number: City, State, Zip: Email Address: Services Provided / Date(s) of Service: Entity Name: Contact Person: Address: Tel. Number: City, State, Zip: Email Address: Services Provided / Date(s) of Service: Entity Name: Contact Person: Address: Tel. Number: City, State, Zip: Email Address: Services Provided / Date(s) of Service: Attachment A 150 Arts Council Services RFP No.: 2306-667 22 Exhibit D: Anti-Collusion Statement By signing this form, the Respondent agrees that this proposal is made without any other understanding, agreement, or connection with any person, organization, or firm submitting a proposal for the same purpose and that the proposal is in all respects fair and without collusion or fraud, IT IS AGREED BY THE UNDERSIGNED RESPONDENT, THAT THE SIGNING AND DELIVERY OF THE PROPOSAL REPRESENTS THE RESPONDENT’S ACCEPTANCE OF THE TERMS AND CONDITIONS OF THE FORGOING SPECIFICATIONS AND PROVISIONS, AND IF AWARDED, THIS CONTRACT WILL REPRESENT THE AGREEMENT BETWEEN THE RESPONDENT AND THE COUNTY. NAME OF FIRM: ______________________________________________________________ [Sign in ink in the space provided below] SIGNED BY: _________________________________________________________________ TITLE: ______________________________________________________________________ ADDRESS: __________________________________________________________________ CITY & STATE: _______________________________________________________________ TELEPHONE: ________________________________________________________________ Attachment A 151 Revised 10/15/2020 RegistrationCertForm 10152020 23 Contra Costa County Business Opportunities REGISTRATION AND CERTIFICATION FORM If you are interested in receiving information regarding upcoming business opportunities with Contra Costa County, please fill out the form below. Your information will be included in the County’s SBE and Outreach Databases and used by County departments to: 1) notify you regarding upcoming contracting and bidding opportunities and/or 2) certify your firm as a Small Business Enterprise (if applicable). SECTION 1 – CONTACT INFORMATION Name of Firm (Print) Street Address (City, State) (Zip Code) Mailing Address (City, State) (Zip Code) Contact Numbers (Check preferred)  Business Phone Number ( ) -- Cell Phone Number ( ) -- Fax Number ( ) -- E-mail Employer Identification # (if applicable) SECTION 2 – WORK CONDUCTED BY FIRM (Generally describe what your firm does) Vendor/Supplier Consultant/ Service Provider Construction Other (If none of the above categories apply) SECTION 3 –DESCRIPTION OF BUSINESS Description of Business Type (Check all that apply): Small Business Enterprise (SBE) – independently owned and operated; cannot be dominant in its field of operation; must have its principal office located in California; must have its owners (or officers in the case of a corporation) domiciled in California; AND together with affiliates, be either: a business with 100 or fewer employees, an an average annual gross receipts of $14 million or less over the previous three tax years, or a manufacturer with 100 or fewer employees. Minority Business Enterprise (MBE) - at least 51% owned and managed on a daily basis by one or more minorities who are citizens or lawful permanent residents of the United States and member(s) of a recognized ethnic or racial group AND its home office is located in the United States. Women Business Enterprise (WBE) - at least 51% owned and managed on a daily business by one or more women who are citizens or lawful permanent residents of the United States AND its home office is located in the United States.  Disadvantaged Business Enterprise (DBE) - at least 51% owned and managed on a daily business by socially- and economically- disadvantaged individuals (pursuant to Section 3 of the Small Business Act). DBE certifications are used only for state- or federally-funded projects that have DBE goals or requirements. Disabled Veteran Business Enterprise (DVBE) - at least 51% owned and managed on a daily basis by one or more disabled veterans of the military, naval, or air service of the United States with a service-connected disability of at least 10 percent, and who is also a resident of California; AND a sole proprietorship corporation or partnership with its home office located in the United States that is not a subsidiary of a foreign firm. Local Business Enterprise (LBE) - principal place of business is located within the boundaries of Contra Costa County. None of the above Exhibit EAttachment A 152 Revised 10/15/2020 RegistrationCertForm 10152020 Page 2 of 2 Contra Costa County Business Opportunities REGISTRATION AND CERTIFICATION FORM SECTION 4 – CERTIFICATION BY OTHER AGENCIES State-Certified SBE: Yes  No  State Certification #: If “Yes,” please attach documentation. Are you certified with any other agencies as a: Minority Business Enterprise (MBE), Woman Business Enterprise (WBE), Disabled Veteran Business Enterprise (DVBE), or Disadvantaged Business Enterprise (DBE): Yes  No  If “Yes,” please list agency AND attach documentation: SECTION 5 – ACKNOWLEDGEMENT OF COUNTY’S USE OF BUSINESS INFORMATION The undersigned acknowledges and agrees that the information provided in this form may be included in the SBE and Outreach databases maintained by or for the County, including the e-Outreach system described below. SECTION 6 – UPDATING CONTACT INFORMATION AND BUSINESS STATUS Firms interested in business opportunities with Contra Costa County are strongly encouraged to register on the e-Outreach system maintained for the County at: https://www.bidsync.com. Although the information contained in this form will be added to that system, firms are encouraged to register and update their information on the above website to 1) provide more detailed information regarding their area of work, and 2) ensure that they continually receive notices about business opportunities with Contra Costa County. Your firm’s registration with Contra Costa County will be valid for three years from the date this form is entered into the County’s database. After that three-year period, your firm will be required to either confirm or update the information contained herein. SECTION 7 – CERTIFICATION OF BUSINESS INFORMATION The undersigned certifies and swears under penalty of perjury that all information contained in this form is true and correct. Any material misrepresentation will be grounds for terminating any purchase orders or contracts which may be or have been awarded as well as deleting the business from the online SBE and Outreach databases maintained by the County and the County’s database contractor. By ________________________________________________ ___________________________________________________ Print Name Title ___________________________________________________ ___________________________________________________ Signature Date Return this Self-Certification Form to: Contra Costa County Public Works, Purchasing Division 40 Muir Road, 2nd Floor Martinez, CA 94553 Fax: 925-372-3643 For clarification or assistance with Contra Costa County this form, please contact: Purchasing Division Phone: 925-957-2499 Exhibit EAttachment A 153 Arts Council Services RFP No.: 2306-667 25 Attachment A: Addenda Acknowledgement TO BE RETURNED WITH PROPOSAL RFP No.: _______________ Title: ________________________________________________ ADDENDA ACKNOWLEDGEMENT (Please initial for addendum received) Addendum #1: _________________ Addendum #3: _____________________ Addendum #2: _________________ Addendum #4: _____________________ Organization Name: ___________________________________________________________ Contact Name: _______________________________________________________________ Email Address: ______________________________________Phone No.: ________________ Address:____________________________________________________________________ ___________________________________________________________________________ Authorized Signature: _________________________________________________________ Date: _______________________________________________________________________ Attachment A 154 Arts Council Services RFP No.: 2306-667 26 Attachment B: General Terms & Conditions 1. Compliance with Law. Contractor is subject to and must comply with all applicable federal, state, and local laws and regulations with respect to its performance under this Contract, including but not limited to, licensing, employment, and purchasing practices; and wages, hours, and conditions of employment, including nondiscrimination. 2. Inspection. Contractor's performance, place of business, and records pertaining to this Contract are subject to monitoring, inspection, review and audit by authorized representatives of the County, the State of California, and the United States Government. 3. Records. Contractor must keep and make available for inspection and copying by authorized representatives of the County, the State of California, and the United States Government, the Contractor's regular business records and such additional records pertaining to this Contract as may be required by the County. a. Retention of Records. Contractor must retain all documents pertaining to this Contract for five years from the date of submission of Contractor's final payment demand or final Cost Report; for any further period that is required by law; and until all federal/state audits are complete and exceptions resolved for this Contract's funding period. Upon request, Contractor must make these records available to authorized representatives of the County, the State of California, and the United States Government. b. Access to Books and Records of Contractor, Subcontractor. Pursuant to Section 1861(v)(1) of the Social Security Act, and any regulations promulgated thereunder, Contractor must, upon written request and until the expiration of five years after the furnishing of services pursuant to this Contract, make available to the County, the Secretary of Health and Human Services, or the Comptroller General, or any of their duly authorized representatives, this Contract and books, documents, and records of Contractor necessary to certify the nature and extent of all costs and charges hereunder. Further, if Contractor carries out any of the duties of this Contract through a subcontract with a value or cost of $10,000 or more over a twelve-month period, such subcontract must contain a clause to the effect that upon written request and until the expiration of five years after the furnishing of services pursuant to such subcontract, the subcontractor must make available to the County, the Secretary, the Comptroller General, or any of their duly authorized representatives, the subcontract and books, documents, and records of the subcontractor necessary to verify the nature and extent of all costs and charges thereunder. Attachment A 155 Arts Council Services RFP No.: 2306-667 27 This provision is in addition to any and all other terms regarding the maintenance or retention of records under this Contract and is binding on the heirs, successors, assigns and representatives of Contractor. 4. Reporting Requirements. Pursuant to Government Code Section 7550, Contractor must include in all documents and written reports completed and submitted to County in accordance with this Contract, a separate section listing the numbers and dollar amounts of all contracts and subcontracts relating to the preparation of each such document or written report. This section applies only if the Payment Limit of this Contract exceeds $5,000. 5. Termination and Cancellation. a. Written Notice. This Contract may be terminated by either party, in its sole discretion, upon thirty-day advance written notice thereof to the other, and may be cancelled immediately by written mutual consent. b. Failure to Perform. County, upon written notice to Contractor, may immediately terminate this Contract should Contractor fail to perform properly any of its obligations hereunder. In the event of such termination, County may proceed with the work in any reasonable manner it chooses. The cost to County of completing Contractor's performance will be deducted from any sum due Contractor under this Contract, without prejudice to County's rights to recover damages. c. Cessation of Funding. Notwithstanding any contrary language in Paragraphs 5 and 11, in the event that federal, state, or other non-County funding for this Contract ceases, this Contract is terminated without notice. 6. Entire Agreement. This Contract contains all the terms and conditions agreed upon by the parties. Except as expressly provided herein, no other understanding, oral or otherwise, regarding the subject matter of this Contract will be deemed to exist or to bind any of the parties hereto. 7. Further Specifications for Operating Procedures. Detailed specifications of operating procedures and budgets required by this Contract, including but not limited to, monitoring, evaluating, auditing, billing, or regulatory changes, may be clarified in a written letter signed by Contractor and the department head, or designee, of the county department on whose behalf this Contract is made. No written clarification prepared pursuant to this Section will operate as an amendment to, or be considered to be a part of, this Contract. 8. Modifications and Amendments. a. General Amendments. In the event that the total Payment Limit of this Contract is less than $100,000 and this Contract was executed by the County’s Purchasing Agent, this Contract may be modified or amended by a written document executed by Contractor and the County’s Attachment A 156 Arts Council Services RFP No.: 2306-667 28 Purchasing Agent or the Contra Costa County Board of Supervisors, subject to any required state or federal approval. In the event that the total Payment Limit of this Contract exceeds $100,000 or this Contract was initially approved by the Board of Supervisors, this Contract may be modified or amended only by a written document executed by Contractor and the Contra Costa County Board of Supervisors or, after Board approval, by its designee, subject to any required state or federal approval. b. Minor Amendments. The Payment Provisions and the Service Plan may be amended by a written administrative amendment executed by Contractor and the County Administrator (or designee), subject to any required state or federal approval, provided that such administrative amendment may not increase the Payment Limit of this Contract or reduce the services Contractor is obligated to provide pursuant to this Contract. 9. Disputes. Disagreements between County and Contractor concerning the meaning, requirements, or performance of this Contract shall be subject to final written determination by the head of the county department for which this Contract is made, or his designee, or in accordance with the applicable procedures (if any) required by the state or federal government. 10. Choice of Law and Personal Jurisdiction. a. This Contract is made in Contra Costa County and is governed by, and must be construed in accordance with, the laws of the State of California. b. Any action relating to this Contract must be instituted and prosecuted in the courts of Contra Costa County, State of California. 11. Conformance with Federal and State Regulations and Laws. Should federal or state regulations or laws touching upon the subject of this Contract be adopted or revised during the term hereof, this Contract will be deemed amended to assure conformance with such federal or state requirements. 12. No Waiver by County. Subject to Paragraph 9. (Disputes) of these General Conditions, inspections or approvals, or statements by any officer, agent or employee of County indicating Contractor's performance or any part thereof complies with the requirements of this Contract, or acceptance of the whole or any part of said performance, or payments therefor, or any combination of these acts, do not relieve Contractor's obligation to fulfill this Contract as prescribed; nor is the County thereby prevented from bringing any action for damages or enforcement arising from any failure to comply with any of the terms and conditions of this Contract. 13. Subcontract and Assignment. This Contract binds the heirs, successors, assigns and representatives of Contractor. Prior written consent of the County Administrator or his designee, subject to any required state or federal approval, is required before the Contractor may enter into Attachment A 157 Arts Council Services RFP No.: 2306-667 29 subcontracts for any work contemplated under this Contract, or before the Contractor may assign this Contract or monies due or to become due, by operation of law or otherwise. 14. Independent Contractor Status. The parties intend that Contractor, in performing the services specified herein, is acting as an independent contractor and that Contractor will control the work and the manner in which it is performed. This Contract is not to be construed to create the relationship between the parties, or between County and any Contractor employee, of agent, servant, employee, partnership, joint venture, or association. Neither Contractor, nor any of its employees, is a County employee. This Contract does not give Contractor, or any of its employees, any right to participate in any pension plan, workers’ compensation plan, insurance, bonus, or similar benefits County provides to its employees. In the event that County exercises its right to terminate this Contract, Contractor expressly agrees that it will have no recourse or right of appeal under any rules, regulations, ordinances, or laws applicable to employees. 15. Conflicts of Interest. Contractor covenants that it presently has no interest and that it will not acquire any interest, direct or indirect, that represents a financial conflict of interest under state law or that would otherwise conflict in any manner or degree with the performance of its services hereunder. Contractor further covenants that in the performance of this Contract, no person having any such interests will be employed by Contractor. If requested to do so by County, Contractor will complete a “Statement of Economic Interest” form and file it with County and will require any other person doing work under this Contract to complete a “Statement of Economic Interest” form and file it with County. Contractor covenants that Contractor, its employees and officials, are not now employed by County and have not been so employed by County within twelve months immediately preceding this Contract; or, if so employed, did not then and do not now occupy a position that would create a conflict of interest under Government Code section 1090. In addition to any indemnity provided by Contractor in this Contract, Contractor will indemnify, defend, and hold the County harmless from any and all claims, investigations, liabilities, or damages resulting from or related to any and all alleged conflicts of interest. Contractor warrants that it has not provided, attempted to provide, or offered to provide any money, gift, gratuity, thing of value, or compensation of any kind to obtain this Contract. 16. Confidentiality. To the extent allowed under the California Public Records Act, Contractor agrees to comply and to require its officers, partners, associates, agents and employees to comply with all applicable state or federal statutes or regulations respecting confidentiality, including but not limited to, the identity of persons served under this Contract, their records, or services provided them, and assures that no person will publish or disclose or permit or cause to be published or disclosed, any list of persons receiving services, except as may be required in the administration of such service. Contractor agrees to inform all employees, agents and partners of the above provisions, and that any person knowingly and intentionally disclosing such information other than as authorized by law may be guilty of a misdemeanor. 17. Nondiscriminatory Services. Contractor agrees that all goods and services under this Contract will be available to all qualified persons regardless of age, gender, race, religion, color, national Attachment A 158 Arts Council Services RFP No.: 2306-667 30 origin, ethnic background, disability, or sexual orientation, and that none will be used, in whole or in part, for religious worship. 18. Indemnification. Contractor will defend, indemnify, save, and hold harmless County and its officers and employees from any and all claims, demands, losses, costs, expenses, and liabilities for any damages, fines, sickness, death, or injury to person(s) or property, including any and all administrative fines, penalties or costs imposed as a result of an administrative or quasi-judicial proceeding, arising directly or indirectly from or connected with the services provided hereunder that are caused, or claimed or alleged to be caused, in whole or in part, by the negligence or willful misconduct of Contractor, its officers, employees, agents, contractors, subcontractors, or any persons under its direction or control. If requested by County, Contractor will defend any such suits at its sole cost and expense. If County elects to provide its own defense, Contractor will reimburse County for any expenditures, including reasonable attorney’s fees and costs. Contractor’s obligations under this section exist regardless of concurrent negligence or willful misconduct on the part of the County or any other person; provided, however, that Contractor is not required to indemnify County for the proportion of liability a court determines is attributable to the sole negligence or willful misconduct of the County, its officers and employees. This provision will survive the expiration or termination of this Contract. 19. Insurance. During the entire term of this Contract and any extension or modification thereof, Contractor shall keep in effect insurance policies meeting the following insurance requirements unless otherwise expressed in the Special Conditions: a. Commercial General Liability Insurance. For all contracts where the total payment limit of the contract is $500,000 or less, Contractor will provide commercial general liability insurance, including coverage for business losses and for owned and non-owned automobiles, with a minimum combined single limit coverage of $500,000 for all damages, including consequential damages, due to bodily injury, sickness or disease, or death to any person or damage to or destruction of property, including the loss of use thereof, arising from each occurrence. Such insurance must be endorsed to include County and its officers and employees as additional insureds as to all services performed by Contractor under this Contract. Said policies must constitute primary insurance as to County, the state and federal governments, and their officers, agents, and employees, so that other insurance policies held by them or their self-insurance program(s) will not be required to contribute to any loss covered under Contractor’s insurance policy or policies. Contractor must provide County with a copy of the endorsement making the County an additional insured on all commercial general liability policies as required herein no later than the effective date of this Contract. For all contracts where the total payment limit is greater than $500,000, the aforementioned insurance coverage to be provided by Contractor must have a minimum combined single limit coverage of $1,000,000. b. Workers' Compensation. Contractor must provide workers' compensation insurance coverage for its employees. Attachment A 159 Arts Council Services RFP No.: 2306-667 31 c. Certificate of Insurance. The Contractor must provide County with (a) certificate(s) of insurance evidencing liability and worker's compensation insurance as required herein no later than the effective date of this Contract. If Contractor should renew the insurance policy(ies) or acquire either a new insurance policy(ies) or amend the coverage afforded through an endorsement to the policy at any time during the term of this Contract, then Contractor must provide (a) current certificate(s) of insurance. d. Additional Insurance Provisions. No later than five days after Contractor’s receipt of: (i) a notice of cancellation, a notice of an intention to cancel, or a notice of a lapse in any of Contractor’s insurance coverage required by this Contract; or (ii) a notice of a material change to Contractor’s insurance coverage required by this Contract, Contractor will provide Department a copy of such notice of cancellation, notice of intention to cancel, notice of lapse of coverage, or notice of material change. Contractor’s failure to provide Department the notice as required by the preceding sentence is a default under this Contract 20. Notices. All notices provided for by this Contract must be in writing and may be delivered by deposit in the United States mail, postage prepaid. Notices to County must be addressed to the head of the county department for which this Contract is made. Notices to Contractor must be addressed to the Contractor's address designated herein. The effective date of notice is the date of deposit in the mails or of other delivery, except that the effective date of notice to County is the date of receipt by the head of the county department for which this Contract is made. 21. Primacy of General Conditions. In the event of a conflict between the General Conditions and the Special Conditions, the General Conditions govern unless the Special Conditions or Service Plan expressly provide otherwise. 22. Nonrenewal. Contractor understands and agrees that there is no representation, implication, or understanding that the services provided by Contractor under this Contract will be purchased by County under a new contract following expiration or termination of this Contract, and Contractor waives all rights or claims to notice or hearing respecting any failure to continue purchasing all or any such services from Contractor. 23. Possessory Interest. If this Contract results in Contractor having possession of, claim or right to the possession of land or improvements, but does not vest ownership of the land or improvements in the same person, or if this Contract results in the placement of taxable improvements on tax exempt land (Revenue & Taxation Code Section 107), such interest or improvements may represent a possessory interest subject to property tax, and Contractor may be subject to the payment of property taxes levied on such interest. Contractor agrees that this provision complies with the notice requirements of Revenue & Taxation Code Section 107.6, and waives all rights to further notice or to damages under that or any comparable statute. 24. No Third-Party Beneficiaries. Nothing in this Contract may be construed to create, and the parties do not intend to create, any rights in third parties. Attachment A 160 Arts Council Services RFP No.: 2306-667 32 25. Copyrights, Rights in Data, and Works Made for Hire. Contractor will not publish or transfer any materials produced or resulting from activities supported by this Contract without the express written consent of the County Administrator. All reports, original drawings, graphics, plans, studies and other data and documents, in whatever form or format, assembled or prepared by Contactor or Contractor’s subcontractors, consultants, and other agents in connection with this Contract are “works made for hire” (as defined in the Copyright Act, 17 U.S.C. Section 101 et seq., as amended) for County, and Contractor unconditionally and irrevocably transfers and assigns to Agency all right, title, and interest, including all copyrights and other intellectual property rights, in or to the works made for hire. Unless required by law, Contractor shall not publish, transfer, discuss, or disclose any of the above-described works made for hire or any information gathered, discovered, or generated in any way through this Agreement, without County’s prior express written consent. If any of the works made for hire is subject to copyright protection, County reserves the right to copyright such works and Contractor agrees not to copyright such works. If any works made for hire are copyrighted, County reserves a royalty- free, irrevocable license to reproduce, publish, and use the works made for hire, in whole or in part, without restriction or limitation, and to authorize others to do so. 26. Endorsements. In its capacity as a contractor with Contra Costa County, Contractor will not publicly endorse or oppose the use of any particular brand name or commercial product without the prior written approval of the Board of Supervisors. In its County-contractor capacity, Contractor will not publicly attribute qualities or lack of qualities to a particular brand name or commercial product in the absence of a well-established and widely accepted scientific basis for such claims or without the prior written approval of the Board of Supervisors. In its County- contractor capacity, Contractor will not participate or appear in any commercially produced advertisements designed to promote a particular brand name or commercial product, even if Contractor is not publicly endorsing a product, as long as the Contractor's presence in the advertisement can reasonably be interpreted as an endorsement of the product by or on behalf of Contra Costa County. Notwithstanding the foregoing, Contractor may express its views on products to other contractors, the Board of Supervisors, County officers, or others who may be authorized by the Board of Supervisors or by law to receive such views. 27. Required Audit. a. If Contractor expends $750,000 or more in federal grant funds in any fiscal year from any source, Contractor must provide to County, at Contractor's expense, an audit conforming to the requirements set forth in the most current version of Code of Federal Regulations, Title 2, Part 200, Subpart F. b. If Contractor expends less than $750,000 in federal grant funds in any fiscal year from any source, but the grant imposes specific audit requirements, Contractor must provide County with an audit conforming to those requirements. c. If Contractor expends less than $750,000 in federal grant funds in any fiscal year from any Attachment A 161 Arts Council Services RFP No.: 2306-667 33 source, Contractor is exempt from federal audit requirements for that year except as required by Code of Federal Regulations, Title 2, Part 200, Subpart F. Contractor shall make its records available for, and an audit may be required by, appropriate officials of the federal awarding agency, the General Accounting Office , the pass-through entity and/or the County. If an audit is required, Contractor must provide County with the audit. d. With respect to the audits specified in sections (a), (b) and (c) above, Contractor is solely responsible for arranging for the conduct of the audit, and for its cost. County may withhold the estimated cost of the audit or 10 percent of the contract amount, whichever is greater, or the final payment, from Contractor until County receives the audit from Contractor. 28. Authorization. Contractor, or the representative(s) signing this Contract on behalf of Contractor, represents and warrants that it has full power and authority to enter into this Contract and to perform the obligations set forth herein. 29. No Implied Waiver. The waiver by County of any breach of any term or provision of this Contract will not be deemed to be a waiver of such term or provision or of any subsequent breach of the same or any other term or provision contained herein. Attachment A 162 ARTS CONTRA COSTA COUNTY CONTRA COSTA COUNTY OFFICE OF THE COUNTY ADMINISTRATOR REQUEST FOR PROPOSAL (RFP) ARTS COUNCIL SERVICES RFP #: 2306-667 2306-667Contra Costa County BidSync8/28/2023 p. 16 Attachment B 163 CONTENTS ●Cover Letter…1 ●Executive Summary…2-3 ●Proposal…4-13 ○Primary Services & Specific Capabilities…4 ○Signature Programs…5-6 ○Experience & Qualifications…7 ■Poetry Series Program…7 ■Cultural Corridor Project…8 ■Administrative…9 ■Lead Advisors…10 ○Approach…11 ○Methodologies…11 ○RFP #: 2306-667 Scope of Work, Analysis, and Case Study…12 ○ARTSCCC Scope of Work Plan & Recommendations Year 1-5…13 ●ARTCCC Proposed Budget Overview…14 ●ARTSCCC Income & Expense for FY 2023-24 - FY 2027-28 Budgets Graphics…15 ●Budget Proposal: Exhibit B..16 ●ARTSCCC Projected Budget for fiscal years FY 2023-24 - FY 2027-28…17-22 ●ARTSCCC Projected Job Descriptions…23 ●ARTSCCC Staffing Plan and Board Member Composition…24 ●Staff Resume…25-27 ARTSCCC Executive Founding Director Jenny Balisle ●Statement of Experience: Exhibit A…28-31 ●References: Exhibit C and Letters…32-35 ●Anti-Collusion Statement: Exhibit D…36 ●Contra Costa County Business Opportunity Registration Form: Exhibit E…37-40 Independent Arts & Media and ARTSCCC ●Addenda Acknowledgement: Attachment A…41 ●State and local permits and licenses…42 Independent Arts & Media San Francisco Business Registration Certificate ●Entity Status Letter from California Franchise Tax Board…43 Independent Arts & Media ●Certificate of Insurance…44-46 Independent Arts & Media Certificate of Liability Insurance ●Letter of Agreement: ARTSCCC and IAM…47-48 ○Fiscal Sponsorship Agreement: Model A agreement…49-55 ○IAM 990 Form:Independent Arts & Media…56-92 *Cover photo by Contra Costa County artist Silvia Ledezma documenting the Danza de los Diablos de Santiago Juxtlahuaca, Oaxaca (Dance of the Devils of Santiago Juxtlahuaca, Oaxaca)July 4th parade performance in downtown Martinez. 2306-667Contra Costa County BidSync8/28/2023 p. 17 Attachment B 164 WWW.ARTSCCC.COM INFO@ARTSCCC.COM (510) 426-6454 Contra Costa County - County Administrator’s Office RFP # 2306-667 Attention: Lara DeLaney, Senior Deputy County Administrator 1025 Escober Street, 4th Floor Martinez, CA 94553 Dear Ms. DeLaney, ARTSCCC (Arts Contra Costa County) is pleased to submit a Request for Proposal (RFP) for Arts Council Services for Contra Costa County. ARTSCCC is a community team of Lead Advisors, administrative staff, and program contractors with decades of experience living and working in Contra Costa County. We are artists, administrators, advocates, educators, and art enthusiasts. Our approach is a community-centered model. We meet one-on-one, taking the time to build relationships, being present, respecting capacity, and listening with compassion. Driven by community needs, our goal is to uplift and collaboratively deliver results. We have received California Arts Council, East Bay Community Foundation, and California Humanities grants for our work. We look forward to your review of our proposal and development of a strong and stable arts foundation for Contra Costa County. As stated in our submission, we’ve outlined the following: primary services, experience, approaches, and methodologies. We are grateful for the Board of Supervisors vision for the development of an Arts Council Services partnership. As presented in the Arts & Culture Master Plan for Contra Costa County prepared by Arts Orange County, we are inspired by the strength and resiliency of our Arts community. For any questions, please email info@artsccc.com or call (510) 426-6454. With appreciation, Jenny Balisle ARTSCCC (Arts Contra Costa County) Executive Founding Director 1 2306-667Contra Costa County BidSync8/28/2023 p. 18 Attachment B 165 EXECUTIVE SUMMARY Contra Costa County Arts Background: ●The Arts and Culture Commission of Contra Costa County (AC5) was established in 1994 to advise the Board of Supervisors on Arts and Culture. ●On March 29, 2022, the Contra Costa County Board of Supervisors dissolved AC5. ●The consultant, Arts Orange County completed an Arts & Culture Master Plan for Contra Costa County with Board of Supervisors adoption on June 27, 2023. ●On July 7, 2023, a Request for Proposal (RFP) was issued seeking a contractor to provide Contra Costa County Arts Council services and serve as State-Local Partner (SLP) with the California Arts Council. ARTSCCC seeks to supplement and build foundational services along with gap programming for the Arts in Contra Costa County: ●After the dissolution of AC5, community leaders convened and researched the development of a grassroots arts organization. ●In 2022, ARTSCCC received fiscal sponsorship from Independent Arts & Media (IAM). The nonprofit organization has over twenty years of arts administration experience. ●ARTSCCC worked with Crystal Mason Consulting (IAM consultant) for professional strategic visioning and insights on how institutional gaps can be transformed to be culturally responsive. ●ARTSCCC meets with community members to identify gap programs and services for grant concepts that have been successfully awarded. ●We reference data from the California Healthy Places Index and Pandemic Relief & Recovery: Emergency Funding & The Bay Area Arts Community report. ARTSCCC manages projects, promotes social media, and advocates arts policy solely in Contra Costa County: ●Signature programs include a Poetry Series Program at John A. Davis Juvenile Hall, the Cultural Corridor Project connecting Richmond and Concord, the Danza de los Diablos de Santiago Juxtlahuaca (Dance of the Devils of Santiago Juxtlahuaca)indigenous performance, and Point Molate Richmond Art Center exhibition. ●We highlight projects, public artworks, and artists on Instagram (@_artsccc),Threads (_artsccc),Facebook (Arts Contra Costa County - artsccc) and Twitter (@_artsccc). ●ARTSCCC is a High Road Training Partner for ALL HOME (organization focused on disrupting the cycles on poverty and homelessness) for the CERF (Community Economic Resilience Fund) proposal and plan. ARTSCCC Community Experience: ●ARTSCCC Lead Advisor BK Williams:Served as Queer Women of Color Media Arts Chair, Richmond Rainbow Pride Vice President and co-founded Richmond Women’s Film Collective. She was the Measure X Task Force Vice Chair and is Richmond Progressive Alliance Co-Chair. 2 2306-667Contra Costa County BidSync8/28/2023 p. 19 Attachment B 166 ●ARTSCCC Lead Advisor Nava Mizrahhi:A leading advocate for human rights, LGBTQIA+, and the Arts. Nava served on the Richmond Arts & Culture Commission, “Sisters In Solidarity” co-organizer, and Suppressed Histories Archives board member. ●ARTSCCC Lead Advisor Christopher Holmes:SPG Therapy & Education Chief Operations Officer, providing oversight to multiple special education organizations. He has engaged in state legislation with the California Association of Private Special Education Schools & Agencies (CAPSES) and served as CAPSES President & Treasurer. ●ARTSCCC Executive Founding Director Jenny Balisle:A practicing artist for over twenty years, her artworks have been exhibited in both local and international venues. Balisle was the Richmond Arts & Culture Commission Chair, Public Art Advisory Committee Chair, and served as AC5 Managing Director. ●Independent Arts & Media Executive Director Lisa Burger:A licensed attorney, Burger has over 10 years experience in arts nonprofit and financial management. She is also the Managing Director of Zaccho Dance Theatre, a SOMArts Cultural Center board member, and Advisory Council Member of The Crucible. Danza de los Diablos de Santiago Juxtlahuaca, Oaxaca (Dance of the Devils of Santiago Juxtlahuaca, Oaxaca)July 4th parade performance in downtown Martinez (Photo by Tony Tamayo). 3 2306-667Contra Costa County BidSync8/28/2023 p. 20 Attachment B 167 PROPOSAL PRIMARY SERVICES & SPECIFIC CAPABILITIES ARTSCCC writes grants, manages projects, promotes social media, and advocates policy to support the creative community in Contra Costa County. As a grassroots arts organization, the communities we serve lead our mission. We meet one-on-one with artists, cultural leaders, and art organizations to identify community programs and services for grants, advocacy programs, and social media. We hire community members to lead projects with respectful compensation, as we believe a fair and living wage fosters self-care and compassion. The nonprofit Independent Arts & Media is the fiscal sponsor for ARTSCCC: “Independent Arts & Media believes that diverse voices and free expression are a cultural necessity. Through a combination of personalized attention, professional expertise, and an active network, we provide fiscal sponsorship services to support our Affiliate Projects. For over 20 years, for more than 200 organizations and projects, IAM has been a partner in bringing powerful works to our community.” Virtual Principal Place of Business:Lead Advisors (3), Program Contractors, and Executive Founding Director live in Contra Costa County. Social media:We highlight projects, public artworks, and artists on Instagram (@_artsccc), Threads (_artsccc),Facebook (Arts Contra Costa County - artsccc) and Twitter (@_artsccc). Advocacy and Connecting Partners:California created a $600 million Community Economic Resilience Fund (CERF). It’s a regional economic development planning and funding program. ALL HOME (organization focused on disrupting the cycles on poverty and homelessness) is the CERF regional partner. ARTSCCC is a High Road Training Partner for CERF. ARTSCCC services supplement, compliment, add value, and fill gaps as indicated in the Request for Proposal (RFP) for Arts Council Services for Contra Costa County. “Spring Garden” by artist Lassie Colebourn at the Orinda Public Library and Community Center (Photo by Jenny Balisle). 4 2306-667Contra Costa County BidSync8/28/2023 p. 21 Attachment B 168 SIGNATURE PROGRAMS Poetry Series Program: The program serves one of Contra Costa County’s most vulnerable populations, system-engaged youth at Juvenile Hall in Martinez. The arts mentorship program consists of spoken-word workshops led by a community-based artist team. The goal is to build confidence for educational and professional opportunities. Youth participate in team building initiatives using creative expression tools. Workshop participants receive books and journals. Program made possible by a California Arts Council grant. Lead Artist and Workshop Facilitator Donté Clark and Workshop Artist Jose Cordon (Photos by Jenny Balisle). Logo designed by Tony Tamayo. Cultural Corridor Project:The project consists of a public artwork, community celebration, and exhibition that connects the Latinx communities of Richmond and Concord.We seek to expand connections in Contra Costa County cities ARTSCCC is a partner to Visit Concord for the public artwork and celebration. Bridge Storage Artspace will host an exhibition in Richmond. This is an East Bay Community Foundation funded project. Cultural Corridor Project lead artists Richard Muro Salazar and Jesse Hernandez (Photos by Jenny Balisle). Logo designed by Tony Tamayo. 5 2306-667Contra Costa County BidSync8/28/2023 p. 22 Attachment B 169 Danza de los Diablos de Santiago Juxtlahuaca, Oaxaca (Dance of the Devils of Santiago Juxtlahuaca, Oaxaca):ARTSCCC received a California Humanities Quick Grant for the Danza de los Diablos de Santiago Juxtlahuaca, Oaxaca (Dance of the Devils of Santiago Juxtlahuaca, Oaxaca)project. We document the indigenous group’s history and will facilitate a virtual community discussion. The community participatory performance occurred during the July 4th parade in downtown Martinez. This project was made possible with support from California Humanities, a non-profit partner of the National Endowment for the Humanities. Danza de los Diablos de Santiago Juxtlahuaca, Oaxaca (Dance of the Devils of Santiago Juxtlahuaca, Oaxaca)July 4th parade performance in downtown Martinez (1st photo by Jenny Balisle and 2nd photo by Tony Tamayo).Logo designed by Tony Tamayo. Point Molate Exhibition:ARTSCCC is supporting artists to create artworks inspired by the environment near the oil refinery for a Richmond Art Center exhibition. Point Molate is a diverse ecosystem known as an osprey recovery site and for its rare eelgrass beds, coastal prairie, and coastal bluff native plants. Communities that border the facility experience higher health impacts. Artists Rebeca García-González, Irene Wibawa, Tony Tamayo, Tiffany Conway, and the butohBuddies performance group (Ruth Ichinaga, Kiyono Kishi, Lipton Mah, Nina Moore, and Irene Wibawa) will create artworks inspired by Point Molate. Point Molate artists Tiffany Conway, Irene Wibawa, Tony Tamayo, and Rebeca García-González (Artist images). Logo designed by Tony Tamayo. 6 2306-667Contra Costa County BidSync8/28/2023 p. 23 Attachment B 170 EXPERIENCE & QUALIFICATIONS ARTSCCC has decades of collective arts advocacy from local to national experience. We live, work, and represent Contra Costa County communities. Poetry Series Program Image source: https://thecreativeindependent.com/people/poet-and-activist-donte-clark-on-operating-from-a-loving-space/ Name:Donté Clark Title:Lead Artist and Workshop Facilitator Bio:Donté Clark is a spoken-word poet, actor, and writer based in East Contra Costa County. He co-founded an artist collective called RAW Talent (Richmond Artist With Talent) in 2008, which encouraged young people in his community to get involved with writing and performing workshops. In 2013, RAW Talent published a play,Té’s Harmony, which documents the shared experiences of Richmond youth while making parallels to the narrative of Romeo and Juliet. The writing process for Té’s Harmony was shown in the 2017 documentary Romeo Is Bleeding, executively produced by Russell Simmons. Donté has since traveled across the US speaking at high schools, universities, and community forums sharing his experiences working with young people and the arts. Donté is featured in the 2016 Kicks film and co-starred in two seasons of The North Pole, a political comedy and docu-series about gentrification. In 2018, Donté published his first collection of poetry,KNOWFREEDOM. Image source: https://www.instagram.com/cordonconcepts/ Name:Jose Cordon Title:Workshop Artist Bio:Cordon’s poetry has been commissioned by Google, AltaMed, and the Latino Community Foundation. He’s presented and performed for AirBnB, San Francisco State University, Brown Issues, and the National Academies of Sciences, Engineering, and Medicine. He organized, hosted, and performed A Poetic Experience at the El Campanil Theater in Antioch, CA. Cordon created Monument Impact’s H.O.M.E.S (Home Offers Me Escape and Safety) art program. Jose Cordon is known as “CordonConcepts''on Instagram and his Immigrant Home poem went viral. In 2019, he successfully created the Youth Expression Project within the One Day at a Time organization. The program enabled youth to write personal stories in both English and Spanish. Those stories were delivered to over 40,000 homes in East Contra Costa County as part of a Brentwood Press partnership. Cordon hosts monthly poetry open mics in Antioch commissioned by the Blue Shield of California Foundation to create two poems exploring the topic of domestic violence. 7 2306-667Contra Costa County BidSync8/28/2023 p. 24 Attachment B 171 Cultural Corridor Project Image source: Jenny Balisle Name:Richard Muro Salazar Title:Lead Public Art Richmond Artist Bio:Richard Muro Salazar is a Bay Area native urban artist, educator and community advocate. Born in San Francisco to Mexican immigrant parents, Richard was inspired by multiple art mediums in city culture at a young age, which developed his love for the arts. He holds a rich and diverse body of work with the City of Richmond, ranging from sculptures, multi-panel murals, nature-based play design, interactive play structures and restoration projects. As an educator for the EPACENTER Arts Program, Richard works with youth to encourage and support their artistic endeavors and pass down his knowledge to future generations. Image source: Jenny Balisle Name:Jesse Hernandez Title:Lead Public Art Concord Artist Bio:Homegrown professional artist from Concord and one of the most recognized artists in the Bay Area, Jesse is widely known for his street art murals, vinyl toys, and diverse Illustration work. His style is known as Urban Aztec, a combination of graffiti and ancient indigenous culture. Hernandez’s artwork has been featured by Marvel, Warner Bros, DC Comics, WWE, Gears of War 4, San Jose Sharks, The Oakland Athletics, X-Box, Playstation, Sideshow Collectibles, Rockstar energy drink, Rolling Stone, Fandango, Juxtapoz, Run the Jewels, Oakland Museum, and the Cosmopolitan Las Vegas. Hernandez has shown art in galleries and museums around the world. Image source: Silvia Ledezma Name:Silvia Ledezma Title:Lead Community Outreach and Exhibition Artist Bio:Silvia Ledezma is an internationally known artist, photographer, and activist who was born in San Francisco, California, lived and traveled throughout Mexico. She is bilingual in English and Spanish and holds an M.A. in Design / Visual Studies from the University of California at Berkeley. Silvia attended the California College of the Arts in Oakland California and received a B.F.A. in Interdisciplinary Fine Arts. For years, she served on the Richmond Arts and Culture Commission. She also became a Journeyman Carpenter and Scaffold builder. She is the former Chair of the Arts and Culture Commission of Contra Costa County and is a champion of equity and social justice. 8 2306-667Contra Costa County BidSync8/28/2023 p. 25 Attachment B 172 Administrative Image source: Jenny Balisle Name:Jenny E. Balisle Title:ARTSCCC Founding Executive Director Bio:Jenny E. Balisle earned a B.A. in Art and Communication from the University of Wisconsin-Stevens Point and a M.F.A. from the Academy of Art College. Exhibits include the de Young Museum Artist-in-Residence, Museu Brasileiro São Paulo, and Shanghai Oil Painting & Sculpture Institute Art Museum. Her work has been featured in The Huffington Post, WOMENCINEMAKERS, and ZYZZYVA. With almost 10 years of Arts Administration experience. She served as the Arts and Culture Commission of Contra Costa County Managing Director, Richmond Arts & Culture Commission Chair, and Public Art Advisory Committee Chair. She is the ARTSCCC Founding Executive Director. Currently, Jenny works as an administrator, artist, advocate, educator, curator, and writer. Image source: Tony Tamayo Name:Antonio (Tony) Tamayo Title:Technical, Media and Community Advisor Bio:Tony Tamayo is a Richmond artist, designer, administrator, and youth mentor. In 2015, he moved to Richmond from Fresno, CA. Tony’s work primarily focuses on Richmond street and scenery. His extensive library of Richmond photos is free for public use so that students, businesses, and organizations have high quality photos. Through Tony’s art, he was able to meet many great people and serve his community through civic participation including the Richmond Arts & Culture Commission. Tony was the Arts & Culture Commission of Contra Costa County (AC5) Program Coordinator working on programs such as Poetry Out Loud,ABOUTFACE, and many others. Today, Tony continues to mentor young artists from Richmond on the business of photography and is the Deputy Chief of Staff for Richmond Mayor Eduardo Martinez. Image source: http://www.zaccho.org/?bios_staff-office Name:Lisa Burger Title:Independent Arts & Media Executive Director Bio:With over 10 years of Arts Administration experience, Lisa Burger is Executive Director for Independent Arts & Media, San Francisco nonprofit that provides fiscal sponsorship and development support to art and media-related projects. She has been the Zaccho Dance Theatre Managing Director and a SOMArts Cultural Center board member. She is a consultant specializing in nonprofit formation, operations, and early strategic development. As Lexington Law Group attorney, Ms. Burger’s legal practice was devoted to representing plaintiffs in environmental enforcement and consumer protection litigation. 9 2306-667Contra Costa County BidSync8/28/2023 p. 26 Attachment B 173 ARTSCCC Lead Advisors Image source: https://richmondpulse.org/2020/11/17/richmond-progressive-alliance-city-council-wins/ Name:Brenda K Williams (BK) Title:ARTSCCC Lead Advisor Bio:Brenda K Williams (BK) has resided in Richmond for 30 years. She served as a Richmond Arts and Culture Commissioner for eight years. She served as Queer Women of Color Media Arts (QWOCMAP) Board Chair where stories of underrepresented people of color are documented. BK co-founded Richmond Women’s Film Collective which supports diverse women to tell stories. Her award winning documentary,Against Hate, illuminated the free speech claims around hate speech. She is the founding member of Richmond Rainbow Pride, an organization that addresses LGBTQI community needs and served as Vice President until this year, and currently serves as Board Member. BK is the Richmond Progressive Alliance Co-Chair, an organization that unites diverse communities. BK was appointed to the East Richmond Heights Municipal Advisory Council (MAC) until she left to serve as County Measure X Task Force Vice Chair. Image source: https://www.instagram.com/navamizrahhi/ Name:Nava Mizrahhi Title:ARTSCCC Lead Advisor Bio:Nava Mizahhi was born in Jerusalem. After moving to the San Francisco Bay Area, she became a leading advocate for human rights, LGBTQIA+, and the arts. She served on the Richmond Arts & Culture Commission and supported numerous youth art projects at Verde Elementary School. Nava has been the co-organizer for the annual Sisters In Solidarity event to celebrate International Women's Day. She is a Founding Member for the Richmond Rainbow Pride organization. She advocated for equitable healthcare support and care at the Charlotte Maxwell Clinic. Nava is a board member of the Suppressed Histories Archives organization that researches and documents women’s history on a global scale. Image source: https://spgtherapy.com/about-us/management-team/ Name:Christopher Holmes Title:ARTSCCC Lead Advisor Bio:Chris received his Master of Science in Human Resource Management from Golden Gate University in San Francisco and joined SPG Therapy & Education in 2019 and currently serves as the Chief Operations Officer. Prior to joining the SPG team in Walnut Creek, his professional experience included operational leadership of a multi-state special education school system with over 30 locations. Chris has coordinated Master Contract collaboration across California and has formerly served as a Human Resources Director. Chris engages in legislation and advocacy as a board member, and former president, of the California Association of Private Special Education Schools and Agencies (CAPSES). In addition, Chris is a board member for a CSUS Doctoral Fellowship program. 10 2306-667Contra Costa County BidSync8/28/2023 p. 27 Attachment B 174 APPROACH ARTSCCC identified a flexible evaluation template responsive to the needs of communities, artists, and cultural practitioners that guides our assessment: Goal #1: A clear, realistic, and equitable plan: Rooted in self-care, compassion, healing, and respect. ●Protect the breathing space for community engagement, creativity, innovation, and ideas. ●A collaborative and mutual appreciation for a shared community vision. ●Transparent community evaluation process. Goal #2:Secure funding and staff: ●Advocate for government and philanthropic financial support. ●Build community coalitions and partnerships. ●Investment reflects values and impacts work capacity. Goal #3:A sustainable arts organization: ●Implement best practices of successful organizations. ●Acknowledge and respond to the needs of artists and art organizations. ●Flexibility to reflect and reexamine traditional models to be equitable. METHODOLOGIES ARTSCCC utilizes community outreach,California Healthy Places Index,Pandemic Relief & Recovery: Emergency Funding & The Bay Area Arts Community Report, and Crystal Mason Consulting (IAM consultant) findings. The pandemic reaffirmed the importance of arts investment including acknowledging institutional challenges, supporting healing environments, prioritizing equitable advocacy, and delivering sustainable results. Contra Costa County ranks #7 in diversity in California. In the United States, it ranks #15. Contra Costa County has a significant number of cities, unincorporated communities, and neighborhoods that fall within the lowest quartile (below 50% out of 100%) in the California Healthy Places Index (HPI) including Richmond (14.22%), San Pablo, Rollingwood, Bay Point (16.55%), Pittsburg (14.4%), Bethel Island, and neighborhoods within Rodeo, Vine Hill (Martinez), Concord (13.53%), Antioch (19.76%), and parts of Oakley (32.27%). The California Arts Council references the California Healthy Places Index in grant making application criteria. ARTSCCC’s top program focus is under-served communities:Poetry Series Program,Cultural Corridor Project,Danza de los Diablos de Santiago Juxtlahuaca, Oaxaca,and Point Molate. 11 2306-667Contra Costa County BidSync8/28/2023 p. 28 Attachment B 175 REQUESTED CONTRA COSTA COUNTY SCOPE OF WORK The following request of services as listed in Section IV Scope of Work: 1. Implementation of the Arts & Culture Master Plan for Contra Costa County 2. Development and maintenance of an arts & cultural inventory database 3. Development and maintenance of a comprehensive countywide arts web portal 4. Facilitate creation of an Arts Consumer database 5. Development and maintenance of roundtable convenings 6. Development of trainings, workshops, and informational webinars 7. Technical assistance 8. Production and dissemination of a regular E-Newsletter 9. Regular social media outreach and engagement 10. Marketing services 11. Advocacy for arts & equity 12. Grantmaking and resource development (both internal and external) 13. Ongoing community engagement, responsiveness and learning 14. Direct arts & cultural “Gap Programming” on a selective and limited basis 15. Research funding sources and trends and apprise County and partners of opportunities 16. Maintain communications with County staff and make recommendations based on needs of the County arts and culture sector ARTSCCC Scope of Work Analysis: The implementation of the Arts & Culture Master Plan for Contra Costa County (#1) is an ongoing and long-term goal (beyond 5-year contract) that requires a larger staff, budget, and time. ARTSCCC would implement a pragmatic plan as staff and funding becomes established. Case Study:We surveyed California arts organization websites for the following scope of services work: arts & cultural inventory database (#2), comprehensive countywide arts web portal (#3), and Arts Consumer database (#4). ●Alameda County Arts Commission:Established in 1965, their Arts Database highlights Alameda County’s “2% for Art” Ordinance collections. No public listing of arts events. ●SVCREATES:Established in 2013, no public arts database and arts events listings but have a ArtsWebHub relationship-based network. ●San Francisco Arts Commission: Established in 1932, their arts & cultural database highlights percent-for-art program, projects in development, recently completed projects, and art on market street. There’s no public listing of all arts events. ●Arts Orange County: Designated SLP in 1998, no public arts database but has an extensive arts & cultural event listing (SparkOC - Experience the Arts!). 12 2306-667Contra Costa County BidSync8/28/2023 p. 29 Attachment B 176 ARTSCCC Scope of Work Plan & Recommendations Year 1-5 Year 1: 12/1/23 through 6/30/24 a.Arts & Culture Master Plan for Contra Costa County Budget Analysis and Priorities b. Program contractor paperwork and development, hire staff, payroll, human resources, and training c. Research, development, contractor selection, training, and maintenance of a comprehensive countywide arts web portal including legal services d. Social media marketing e. Marketing Services f. Advocacy for arts & equity g. Grantmaking and resource development (both internal and external) h. Grant writing and applying for funding opportunities i. Ongoing community engagement, responsiveness and learning j. Direct arts & cultural “Gap Programming” on a selective and limited basis:Poetry Series Program and development of Artist & Art Organizations Stipends k. Research funding sources and trends and apprise County and partners of opportunities l. Maintain communications with County staff and make recommendations based on needs of the County arts and culture sector m. Submit all required reports to fiscal sponsor and funders (public and private) Year 2: 7/1/24 through 6/30/25 a. Continue Year 1 tasks b. Quarterly newsletter after website completion c.*FY 22-23 Measure X funds rollover: Research, development, training, and maintenance of an arts & cultural inventory database including legal services d. Development and maintenance of roundtable convenings (2 a year) e. Hire contractor for CCC County Administration Building exhibits (1 this year and 3 exhibits a year following). f.Poetry Out Loud coordination if ARTSCCC receives California Arts Council SLP grant Year 3: 7/1/25 through 6/30/26 a. Continue Year 1 and 2 tasks b.*FY 22-23 Measure X funds and FY 23-24 funds rollover:Development and facilitation of trainings, workshops, and informational webinars c. Research and development of additional for new programs d. Facilitation of new grants e. Assessment of new ARTSCCC program development f. Research and Development of “% of Art” Contra Costa County Ordinance Year 4: 7/1/26 through 6/30/27 a. Continue Year 1-3 tasks b.*FY 22-23 Measure X funds and FY 23-24 funds rollover:Research, development, training, and maintenance of an Arts Consumer database including legal services c. Development of “% of Art” Contra Costa County Ordinance draft legal ordinance, marketing, campaign, report, and advocacy Year 5: 7/1/27 through 6/30/28 a. Continue Year 1-4 tasks b.*FY 22-23 Measure X funds and FY 23-24 funds rollover:CCC RFP Art Council Services Contract Renewal preparation, findings, summary, Board of Supervisors presentation, and final report c. Additional part-time staff hired dependent on funds *FY 22-23 Measure X funds rollover not confirmed yet. 13 2306-667Contra Costa County BidSync8/28/2023 p. 30 Attachment B 177 ARTCCC Proposed Budget Overview ARTSCCC evaluated the Arts & Culture Master Plan for Contra Costa County and Request for Proposal (RFP) for Arts Council Services for Contra Costa County Scope of Work. $208,671 Measure X Rollover from Fiscal Year 22-23: ●This funding would impact Scope of Work Services #1-6 (of the 5-year contract) and the FY 2023-24 - FY 2027-28 budgets. From July 24th revised RFP: “There is also approximately $208,671 of FY 22-23 Measure X funds that may become available when the FY 23-24 final budget is adopted by the Board of Supervisors, subject to their discretionary action on Measure X funds.” ●If approved, ARTSCCC supplements years 2-5 budgets, programs, and scope of work. Sustainable arts organization funding recommendation is development of a “% for Art” Contra Costa County Ordinance for new County Capital Projects. Examples: ●Alameda County Art Commission “2% for Art” Ordinance ●San Francisco Art Commission Art Enrichment Ordinance (2%-for-art program) ●Santa Clara County One Percent for Public Art Years 7-15 recommendation (beyond 5-year contract) is a Transient Occupancy Tax (hotel tax per room night) after an arts foundation is secured. Examples: ●Santa Clara Measure A (Hotel Transient Occupancy Tax) ●San Francisco Proposition E (1.5% of 14% San Francisco hotel tax to arts and culture) ●Oakland Measure C (3% of hotel tax to support cultural funding) ARTSCCC FY 2023-24 - FY 2027-28 Budget Values: ●Artists and Art Organizations directly lead, support, and benefit from programs. ●Poetry Series Program: fills gap programming for system-engaged youth. ●Artist & Art Organizations Stipends ($20k): As indicated in the Pandemic Relief & Recovery: Emergency Funding & The Bay Area Arts Community report, Contra Costa County arts community needs support immediately. 2 artists from each District (5) receive $1k each to support an artwork, project, artist convening, or exhibition. 2 art organizations from each District (5) receive $1k each. ●Executive Founding Director Compensation: From the California Department of Housing and Community report, $78,550 is defined as “low-income” for 1 person/household and $89,750 for a 2 persons/household in Contra Costa County. ○Proposed ARTSCCC Executive Founding Director $90k (salary + benefit credit). With a $262,500 CCC Measure X allotment, we have to balance compensation and employee retention with having adequate funds for services. ○Salary Examples (pay + benefits):Richmond Arts & Culture Commission Manager $147,400, Alameda County Arts Commission Executive Director $237,514, San Francisco Arts Commission Director of Cultural Affairs $273,148, and Walnut Creek Director of Arts & Recreation $364,269. ○In 2021,Silicon Valley Creates total personnel costs were $907,064. 14 2306-667Contra Costa County BidSync8/28/2023 p. 31 Attachment B 178 ARTSCCC Income & Expense for FY 2023-24 - FY 2027-28 Budgets *Reference Exhibit B: Proposal Templates for FY 2023-24 through FY 2027-28. 15 2306-667Contra Costa County BidSync8/28/2023 p. 32 Attachment B 179 Arts Council Services RFP No.: 2306-667 20 Exhibit B: Proposal Budget 1. 2. The “Arts & Culture Master Plan for Contra Costa County” includes a Projected Budget for fiscal years FY 2023-24 through FY 2027-28. (p. 28). In a similar fashion, using the template provided here, provide your annual or fiscal-year cost structure (budget) including revenues and expenses for the term of this contract. If you anticipate using subcontractors or partners, explain the proposed scope and costs anticipated for their services. I have read, understood, and agreed to the terms and conditions of all contents of this RFP. The undersigned agrees to furnish the service stipulated in the RFP as stated. SIGNATURE: __________________________________________ NAME: __________________________________________ COMPANY: __________________________________________ ADDRESS: _____PO Box 70799_____________________________________ __________________________________________ TELEPHONE: __________________________________________ DATE: __________________________________________ EMAIL: __________________________________________ Jenny Balisle ARTSCCC (Arts Contra Costa County) Richmond, CA (510) 426-6454 info@artsccc.com 8/24/2023 16 2306-667Contra Costa County BidSync8/28/2023 p. 33 Attachment B 180 ARTSCCC 5-YEAR PROJECTED BUDGET SUMMARY Estimated Budget 2023-24 2024-25 2025-26 2026-27 2027-28 Income Measure X +5% COLA $262,500 $275,625 $289,406 $303,877 $319,070 FY22-23 Carryover Measure X (Used FY24-25 through FY27-28 $52,168 $52,168 $52,168 $52,168 FY23-24 Carryover (Used FY25-26 through FY27-28)$14,481 $14,481 $14,481 California Arts Council State-Local Partner Grant $0 $50,000 $55,000 $55,000 $55,000 Additional California Arts Council and Federal Grants $0 $0 $15,000 $15,000 $15,000 Foundation Grants $0 $10,000 $15,000 $20,000 $20,000 Donations-Cash $0 $1,000 $3,500 $2,000 $2,500 Donations- In-Kind $0 $0 $1,750 $1,500 $2,000 % for Art program $0 $17,500 $262,500 $388,793 $446,305 $464,026 $497,720 Expenses 2023-24 2024-25 2025-26 2026-27 2027-28 Salaries $81,667 $154,500 $159,135 $163,909 $193,826 Benefits/Taxes $19,889 $37,822 $38,848 $39,906 $48,033 Artist/Art Organization Lead Programs $25,000 $63,000 $111,000 $111,000 $111,000 Artist/Arts Organization Support Programs $45,000 $59,000 $55,000 $65,000 $50,000 General Office/Admin $16,000 $27,500 $27,500 $27,500 $34,000 Fiscal Sponsorship $31,500 $46,655 $53,557 $55,683 $59,726 $219,056 $388,477 $445,040 $462,998 $496,585 Total Income Personnel Costs Operating Costs Total Expenses 17 2306-667Contra Costa County BidSync8/28/2023 p. 34 Attachment B 181 ATTACHMENT A CONTRACTOR DETAILED BUDGET Contra Costa County Arts Council Program Budget Term: 12/1/23 through 6/30/24 Organization Name: ARTSCCC (Arts Contra Costa County) Arts Council Description Proposed Annual Budget Personnel Costs Estimated Salaries () Total Salaries $81,667 $101,556 Operating Costs () Subcontractor (Consultants/Interns): $81,000 Total Expenses $182,556 $219,056 Revenue () $262,500 Anticipated Carryover Please provide brief description for each line Executive Founding Director ($90k @ 1 FTE) 7 months $52,500 ARTSCCC Executive Founding Director Program and Marketing Manager ($70k @ 1 FTE) 5 months $29,167 Hiring Process begins upon Contra Costa County award notification, contracts finalized, and payment process verification/receipt. Payroll Taxes @12.15%$9,923 Current payroll taxation Monthly Fixed Benefit and Retirement Credit @10%$8,167 Credit provided to employees for medical and retirement Technology Stipend ($150 a month per staff)$1,800 For use of computer, cell phone, and internet for two staff Office Space / Program Space $-   Virtual office Printing/Photocopies/Postage $2,500 General office business Program Supplies $3,500 Table hosting, business cards, annual memberships, workshop fees, conference registration fees, and etc. Communications $2,500 Social media campaigns and marketing Technology Licenses $2,000 Website, domains, computer software, and etc. Travel $3,000 Mileage allowance and public transportation throughout Contra Costa County Website Development $20,000 Creation of website including content, graphics, and training Grant Writing Support $10,000 Professional support in writing, editing, and review of grant applications Accounting/Financial/Legal $2,500 General operating, grant, and fiscal sponsor budget review and support Funds for Grant Matching $10,000 Necessary to obtain additional grants. Typically 1:1 matching requirements Gap Program: at Juvenile Hall (Martinez).$25,000 Supports gap programming that services system-engaged youth from Contra Costa County Other Costs (please specify)$-   Administrative / Indirect Costs= Fiscal Sponsor 12% of Income $31,500 Independent Arts & Media Fiscal Sponsor fee includes administration support and resources including the cost of insurance: Commercial General Liability (includes Business Property Coverage), Automobile Liability (Hired and Non-Owned Autos), Sexual Abuse Misconduct, Supplemental Umbrella, Workers Comp, and Directors & Officers Insurance Development of Gap Program: $5,000 Development of program including contract language, selection process, and application criteria/creation. Program description: 2 artists from each District receive $1k each (support an artwork, project, artist convening, exhibition, and etc.). 2 art organizations from each District recieve $1k each. Measure X $262,500 TBD by market and economic conditions and +COLA 5% along with Board of Supervisors’ discretionary approval $-  To be used in the next 4 budget years dependent of Board of Supervisors’ approval California Arts Council and Federal Grants $-   TBD Additional CA and Federal Grants $-   TBD Foundation Grants $-   TBD Donations-Cash $-   TBD Donations- In-Kind $-   TBD Carryover Measure X from FY22-23 to be used through FY27-28 $208,671 Used FY24-25 through FY27-28 FY23-24 Carryover to be used through FY27-28 $43,444 Used FY25-26 through FY27-28 $252,115 edit as needed Total Salaries and Benefits examples below; edit as needed Total Operating Costs Grantmaking- Total Program Costs edit as needed Total Program Revenue Total Anticipated Carryover Poetry Series Program Artist & Art Organizations Stipends Artist & Art Organizations Stipends Carryover Measure X from FY22-23 18 2306-667Contra Costa County BidSync8/28/2023 p. 35 Attachment B 182 Contra Costa County Arts Council Program Budget Term: 7/1/24 through 6/30/25 Organization Name: ARTSCCC (Arts Contra Costa County) Arts Council Description Proposed Personnel Costs Annual Budget Estimated Salaries () Total Salaries $154,500 $192,322 Operating Costs () Subcontractors (Consultants/Interns): $129,500 Total Expenses $321,822 $388,477 Revenue () $388,793 Please provide brief description for each line Executive Founding Director ($85k @ 1 FTE) $87,550 + 3% COLA Program and Marketing Manager ($65k @ 1 FTE)$66,950 + 3% COLA Payroll Taxes @12.15%$18,772 Current payroll taxation Monthly Fixed Benefit and Retirement Credit @10%$15,450 Credit provided to employees for medical and retirement Technology Stipend ($150 a month per staff)$3,600 For use of computer, cell phone, and internet for two staff Office Space / Program Space $-   Virtual office Printing/Photocopies/Postage $5,000 Reference Budget FY23-24 Program Supplies $4,000 Reference Budget FY23-24 Communications $5,000 Reference Budget FY23-24 Technology Licenses $2,500 Reference Budget FY23-24 Travel $6,000 Mileage allowance and public transportation throughout Contra Costa County. 1 conference attendance for 2 staff. Development and maintenance of an arts & cultural inventory database and website $20,000 Part of CCC RFP in the Scope of Work #2: Development and maintenance of an arts & cultural inventory database. This includes research and training. Development and maintenance of roundtable convenings $8,000 Part of CCC RFP in the Scope of Work #5: Development and maintenance of roundtable convenings. 2 a year. $20,000 If California Arts Council SLP grant is awarded County Administration Building Art Exhibits $7,000 Starting October 2024: Program development, hiring of contractor, and 1 exhibition Accounting/Financial/Legal support for Grants and General Operations Support $5,000 CAC, CCC, general operations, and grant application budget review and support Funds for Grant Matching and Grant Writing Support $12,000 Necessary to obtain additional grants. Typically 1:1 matching requirements. Gap Program: at Juvenile Hall (Martinez).$25,000 Supports gap programming that services system-engaged youth from Contra Costa County New Grant Funded Programs $10,000 Any new awarded grants with program starts within FY24-25 Other Costs (please specify)$-   Administrative / Indirect Costs= Fiscal Sponsor 12% of Income $46,655 Independent Arts & Media Fiscal Sponsor fee includes administration support and resources including the cost of insurance: Commercial General Liability (includes Business Property Coverage), Automobile Liability (Hired and Non-Owned Autos), Sexual Abuse Misconduct, Supplemental Umbrella, Workers Comp, and Directors & Officers Insurance. Gap Program: $20,000 2 artists from each District receive $1k each (support an artwork, project, artist convening, exhibition, and etc.). 2 art organizations from each District recieve $1k each. Measure X $275,625 TBD by market and economic conditions and +COLA 5% along with Board of Supervisors’ discretionary approval Carryover Measure X from FY22-23 $52,168 Dispersed across multiple years (Used FY24-25 through FY27-28) to ensure consistent programming California Arts Council State-Local Partner Grant $50,000 Up to $65k awarded. ARTSCCC to apply in 2024. Additional California Arts Council and Federal Grants $-  California Art Council grant award notifications in summer of 2024 with varied grant period timelines Foundation Grants $10,000 ARTSCCC grant application notifications throughout 2024 with varied grant period timelines Donations-Cash $1,000 Potential community revenue Donations- In-Kind $-   TBD edit as needed Total Salaries and Benefits examples below; edit as needed Total Operating Costs Grantmaking- Total Program Costs edit as needed Total Program Revenue Poetry Out Loud Poetry Series Program Artist & Art Organizations Stipends 19 2306-667Contra Costa County BidSync8/28/2023 p. 36 Attachment B 183 Contra Costa County Arts Council Program Budget Term: 7/1/25 through 6/30/26 Organization Name: ARTSCCC (Arts Contra Costa County) Arts Council Description Proposed Personnel Costs Annual Budget Estimated Salaries () Total Salaries $159,135 $197,983 Operating Costs () Subcontractors (Consultants/Interns): $173,500 Total Expenses $371,483 $445,040 Revenue () $446,305 Please provide brief description for each line Executive Founding Director ($87.55k @ 1 FTE) $90,177 + 3% COLA Program and Marketing Manager ($66.95k @ 1 FTE) $68,959 + 3% COLA Payroll Taxes @12.15%$19,335 Current payroll taxation Monthly Fixed Benefit and Retirement Credit @10%$15,914 Credit provided to employees for medical and retirement Technology Stipend ($150 a month per staff)$3,600 For use of computer, cell phone, and internet for two staff Office Space / Program Space $-   Virtual office Printing/Photocopies/Postage $5,000 Reference Budget FY23-24 Program Supplies $4,000 Reference Budget FY23-24 Communications $5,000 Reference Budget FY23-24 Technology Licenses $2,500 Reference Budget FY23-24 Travel $6,000 Mileage allowance and public transportation throughout Contra Costa County. 1 conference attendance for 2 staff. Maintenance of an arts & cultural inventory database and website $5,000 Website main portal, design, and graphic upgrades Roundtable convenings $6,000 2 convenings a year $20,000 If California Arts Council SLP grant is awarded County Administration Building Art Exhibits $10,000 3 exhibitions a year Accounting/Financial/Legal support for Grants and General Operations Support $5,000 CAC, CCC, general operations, and grant application budget review and support Development & facilitation of trainings, workshops, & informational webinars $10,000 Part of CCC RFP in the Scope of Work #6: Development and facilitation of trainings, workshops, and informational webinars Funds for Grant Matching and Grant Writing Support $20,000 Necessary to obtain additional grants. Typically 1:1 matching requirements Gap Program: at Juvenile Hall (Martinez)$25,000 Supports gap programming that services system-engaged youth from Contra Costa County New Grant Funded Programs (TBD)$30,000 Any new awarded grants with program starts within FY25-26 Research and Development of “% of Art” Contra Costa County Ordinance marketing, campaign, report, and advocacy $20,000 Part of CCC RFP in the Scope of Work #11, 15, and 16: Research and development of “% of Art” Contra Costa County Ordinance including meetings, marketing, campaign, report, and advocacy Other Costs (please specify)$-   Administrative / Indirect Costs= Fiscal Sponsor 12% of Income $53,557 Independent Arts & Media Fiscal Sponsor fee includes administration support and resources including the cost of insurance: Commercial General Liability (includes Business Property Coverage), Automobile Liability (Hired and Non-Owned Autos), Sexual Abuse Misconduct, Supplemental Umbrella, Workers Comp, and Directors & Officers Insurance Gap Program: $20,000 2 artists from each District receive $1k each (support an artwork, project, artist convening, exhibition, and etc.). 2 art organizations from each District recieve $1k each. Measure X $289,406 TBD by market and economic conditions and +COLA 5% along with Board of Supervisors’ discretionary approval Carryover Measure X from FY22-23 $52,168 Dispersed across multiple years (Used FY24-25 through FY27-28) to ensure consistent programming Carryover Measure X from FY23-24 $14,481 Dispersed across multiple years (Used FY25-26 through FY27-28) to ensure consistent programming California Arts Council State-Local Partner Grant $55,000 Up to $65k Additional California Arts Council and Federal Grants $15,000 California Art Council grant award notifications in summer of 2025 with varied grant period timelines Foundation Grants $15,000 ARTSCCC grant application notifications throughout 2025 with varied grant period timelines Donations-Cash $3,500 Potential community revenue Donations- In-Kind $1,750 TBD edit as needed Total Salaries and Benefits examples below; edit as needed Total Operating Costs Grantmaking- Total Program Costs edit as needed Total Program Revenue Poetry Out Loud Poetry Series Program Artist & Art Organizations Stipends 20 2306-667Contra Costa County BidSync8/28/2023 p. 37 Attachment B 184 Contra Costa County Arts Council Program Budget Term: 7/1/26 through 6/30/27 Organization Name: ARTSCCC (Arts Contra Costa County) Arts Council Description Personnel Costs Proposed Estimated Salaries () Annual Budget Total Salaries $163,909 $203,815 Operating Costs () Subcontractors (Consultants/Interns): $183,500 Total Expenses $387,315 $462,998 Revenue () $464,026 Please provide brief description for each line Executive Founding Director ($90.176k @ 1 FTE)$92,882 + 3% COLA Program and Marketing Manager ($68.958k @ 1 FTE) $71,027 + 3% COLA Payroll Taxes @12.15%$19,915 Current payroll taxation Monthly Fixed Benefit and Retirement Credit @10%$16,391 Credit provided to employees for medical and retirement Technology Stipend ($150 a month per staff)$3,600 For use of computer, cell phone, and internet for two staff Office Space / Program Space $-   Virtual office Printing/Photocopies/Postage $5,000 Reference Budget FY23-24 Program Supplies $4,000 Reference Budget FY23-24 Communications $5,000 Reference Budget FY23-24 Technology Licenses $2,500 Reference Budget FY23-24 Travel $6,000 Mileage allowance and public transportation throughout Contra Costa County. 1 conference attendance for two staff. Maintenance of an arts & cultural inventory database and website $5,000 Website main portal, design, and graphic upgrades Roundtable convenings $6,000 2 convenings a year $20,000 If California Arts Council SLP grant is awarded County Administration Building Art Exhibits $10,000 3 exhibitions a year Accounting/Financial/Legal support for Grants and General Operations Support $5,000 CAC, CCC, general operations, and grant application budget review and support Development & facilitation of trainings, workshops, & informational webinars $10,000 3 a year Facilitate creation of an Arts Consumer database $10,000 Part of CCC RFP in the Scope of Work #4: Facilitate creation of an Arts Consumer database) Funds for Grant Matching and Grant Writing Support $20,000 Necessary to obtain additional grants. Typically 1:1 matching requirements Gap Program: at Juvenile Hall (Martinez)$25,000 Supports gap programming that services system-engaged youth from Contra Costa County New Grant Funded Programs (TBD)$30,000 Any new awarded grants with program starts within FY26-27 Development of “% of Art” Contra Costa County Ordinance marketing, campaign, report, and advocacy $20,000 Part of CCC RFP in the Scope of Work #11, 15, and 16: Development of “% of Art” Contra Costa County Ordinance including draft legal ordinance, meetings, marketing, campaign, report, and advocacy Other Costs (please specify)$-   Administrative / Indirect Costs= Fiscal Sponsor 12% of Income $55,683 Independent Arts & Media Fiscal Sponsor fee includes administration support and resources including the cost of insurance: Commercial General Liability (includes Business Property Coverage), Automobile Liability (Hired and Non-Owned Autos), Sexual Abuse Misconduct, Supplemental Umbrella, Workers Comp, and Directors & Officers Insurance Gap Program:$20,000 2 artists from each District receive $1k each (support an artwork, project, artist convening, exhibition, and etc.). 2 art organizations from each District recieve $1k each. Measure X $303,877 TBD by market and economic conditions and +COLA 5% along with Board of Supervisors’ discretionary approval Carryover Measure X from FY22-23 $52,168 Dispersed across multiple years (Used FY24-25 through FY27-28) to ensure consistent programming Carryover Measure X from FY23-24 $14,481 Dispersed across multiple years (Used FY25-26 through FY27-28) to ensure consistent programming California Arts Council State-Local Partner Grant $55,000 Up to $65k Additional California Arts Council and Federal Grants $15,000 California Art Council grant award notifications in summer of 2026 with varied grant period timelines Foundation Grants $20,000 ARTSCCC grant application notifications throughout 2024 with varied grant period timelines Donations-Cash $2,000 Potential community revenue Donations- In-Kind $1,500 TBD % for Art program $-   When passed edit as needed Total Salaries and Benefits examples below; edit as needed Total Operating Costs Grantmaking- Total Program Costs edit as needed Total Program Revenue Poetry Out Loud Poetry Series Program Artist & Art Organizations Stipends 21 2306-667Contra Costa County BidSync8/28/2023 p. 38 Attachment B 185 Contra Costa County Arts Council Program Budget Term: 7/1/27 through 6/30/28 Organization Name: ARTSCCC (Arts Contra Costa County) Arts Council Personnel Costs Proposed Estimated Salaries () Annual Budget Total Salaries $193,826 $241,859 Operating Costs () Subcontractors (Consultants/Interns): $175,000 Total Expenses $416,859 $496,585 Revenue () $497,720 Description Executive Founding Director ($92.881k @ 1 FTE) $95,668 + 3% COLA Program and Marketing Manager ($71.027k @ 1 FTE)$73,158 + 3% COLA Program Coordinator ($30k@ .5 FTE for 10 months)$25,000 If "% for Art" Ordinance is passed Payroll Taxes @12.15%$23,550 Current payroll taxation Monthly Fixed Benefit and Retirement Credit @10%$19,383 Credit provided to employees for medical and retirement Technology Stipend ($150 a month per staff)$5,100 For use of computer, cell phone, and internet for three staff Office Space / Program Space $-   Virtual office Printing/Photocopies/Postage $5,000 Reference Budget FY23-24 Program Supplies $4,000 Reference Budget FY23-24 Communications $5,000 Reference Budget FY23-24 Technology Licenses $2,500 Reference Budget FY23-24 Travel $7,500 Mileage allowance and public transportation throughout Contra Costa County. 1 conference attendance for three staff. Maintenance of an arts & cultural inventory database and website $5,000 Website main portal, design, and graphic upgrades Roundtable convenings $6,000 2 convenings a year $20,000 If California Arts Council SLP grant is awarded County Administration Building Art Exhibits $10,000 3 exhibitions a year Accounting/Financial/Legal support for Grants and General Operations Support $10,000 CAC, CCC, general operations, and grant application budget review and support including "% for Art" legal work. Part of CCC RFP in the Scope of Work #16: findings, summary, BOS presentation, and final report. Facilitation of trainings, workshops, & informational webinars $10,000 3 a year Maintenance of Arts Consumer database $5,000 Portal updates, design, and maintenance Funds for Grant Matching and Grant Writing Support $20,000 Necessary to obtain additional grants. Typically 1:1 matching requirements Gap Program: at Juvenile Hall (Martinez).$25,000 Supports gap programming that services system-engaged youth from Contra Costa County New Grant Funded Programs (TBD)$30,000 Any new awarded grants with program starts within FY27-28 Support and Presentation for "% of Art” Contra Costa County Ordinance marketing, campaign, report, and advocacy $10,000 Part of CCC RFP in the Scope of Work #11, 15, and 16: Development of “% of Art” Contra Costa County Ordinance including presentation, meetings, marketing, campaign, report, and advocacy Other Costs (please specify)$-   Administrative / Indirect Costs= Fiscal Sponsor 12% of Income $59,726 Independent Arts & Media Fiscal Sponsor fee includes administration support and resources including the cost of insurance: Commercial General Liability (includes Business Property Coverage), Automobile Liability (Hired and Non-Owned Autos), Sexual Abuse Misconduct, Supplemental Umbrella, Workers Comp, and Directors & Officers Insurance Gap Program: $20,000 2 artists from each District receive $1k each (support an artwork, project, artist convening, exhibition, and etc.). 2 art organizations from each District recieve $1k each. Measure X $319,070 TBD by market and economic conditions and +COLA 5% along with Board of Supervisors’ discretionary approval Carryover Measure X from FY22-23 $52,168 Dispersed across multiple years (Used FY24-25 through FY27-28) to ensure consistent programming Carryover Measure X from FY23-24 $14,481 Dispersed across multiple years (Used FY25-26 through FY27-28) to ensure consistent programming California Arts Council State-Local Partner Grant $55,000 Up to $65k Additional California Arts Council and Federal Grants $15,000 California Art Council grant award notifications in summer of 2027 with varied grant period timelines Foundation Grants $20,000 ARTSCCC grant application notifications throughout 2027 with varied grant period timelines Donations-Cash $2,500 Potential community revenue Donations- In-Kind $2,000 TBD % for Art program $17,500 When passed Please provide brief description for each line edit as needed Total Salaries and Benefits examples below; edit as needed Total Operating Costs Grantmaking- Total Program Costs edit as needed Total Program Revenue Poetry Out Loud Poetry Series Program Artist & Art Organizations Stipends 22 2306-667Contra Costa County BidSync8/28/2023 p. 39 Attachment B 186 ARTSCCC Projected Job Descriptions Jenny Balisle Executive Founding Director:Staff is ARTSCCC Executive Funding Director Jenny Balisle. Reference attached resume. 1. Administration including hiring, scope of services, budgets (County, fiscal sponsor, programs, grants, and applications), contract development, payment, legal, and taxes 2. Organizational direction and management including strategic planning, financial, human resources, external communications, advocacy, and fund development 3. Grant, County, and funder reporting including requests, final reports, County progress report forms, meetings, and service records 4. Manage County-funded grants program along with evaluation and impact assessment 5. Website Development Research and Management 6. Advocacy for arts & equity locally to nationally 7. Grantmaking and resource development (both internal and external) 8. Ongoing community engagement, responsiveness and learning 9. Direct arts & cultural “Gap Programming” on a selective and limited basis:Poetry Series Program and Artist & Art Organizations Stipends 10. Research funding sources and trends and apprise County and partners of opportunities 11. Maintain communications with County staff and make recommendations based on needs of the County arts and culture sector 12. Content assessment of a regular E-Newsletter development, social media outreach, and engagement development Program and Marketing Manager:Staff To be hired Year 1. 1. Grant, signature, and gap program support 2. Technical assistance in administrative services and program support 3. Production and dissemination of a regular E-Newsletter 4. Regular social media outreach and engagement 5. Website, inventory, and database management 6. ARTSCCC program graphics, videos, and content creation 7. Marketing services including campaigns, sponsorship tables, and event management 8. Ongoing community engagement, responsiveness and learning 9. Data research, entry management, and summaries 10. ARTSCCC meetings notetaker and meeting assistant “% for Art” and Grant Program Coordinator:Staff to be hired in Year 5 if funds are available. 1. Grant, signature, and gap program support as needed 2. “% for Art” program management 3. Provide program content for regular E-Newsletter 4. Provide program content for social media outreach and engagement 5. Provide program content for website, inventory, and database management 6. Develop program database for new “% for Art” projects 7. Program marketing services input for campaigns, sponsorship tables, and events 8. Ongoing community engagement, responsiveness and learning 9. Data research, entry management, and summaries for reports 23 2306-667Contra Costa County BidSync8/28/2023 p. 40 Attachment B 187 ARTSCCC Staffing Plan and Board Member Composition Name:Jenny Balisle Occupation/Affiliation:ARTSCCC Executive Founding Director Degrees:Academy of Art College-San Francisco (Master of Fine Art-Painting) and University of Wisconsin-Stevens Point.Bachelor of Art (Double major; Communication-Advertising/Public Relations and Art-Painting) Qualifications, Training, and Experience:*Reference attached resume Name:BK Williams Board Position:ARTSCCC Lead Advisor Qualifications, Training, and Experience:*Reference ARTSCCC Lead Advisors Name:Nava Mizrahhi Board Position:ARTSCCC Lead Advisor Qualifications, Training, and Experience:*Reference ARTSCCC Lead Advisors Name:Christopher Holmes Board Position:ARTSCCC Lead Advisor Degrees:Golden Gate University (MA, Human Resource Management) and Carroll University (BS, Communication-PR and Advertising) Qualifications, Training, and Experience:*Reference ARTSCCC Lead Advisors Name:Lisa Burger Occupation/Affiliation:ARTSCCC Lead Advisor and IAM Executive Director Degrees:Notre Dame Law School (Juris Doctorate) and University of Colorado Boulder (B.A., Political Science). Qualifications, Training, and Experience:*Reference ARTSCCC Lead Advisors 24 2306-667Contra Costa County BidSync8/28/2023 p. 41 Attachment B 188 Jenny E. Balisle Contra Costa County, California Administration 2022-Current Executive Founding Director, ARTSCCC (Arts Contra Costa County). ● Organized community leaders to support a new arts organization. ● Successfully obtained fiscal sponsorship with Independent Arts & Media. ● Website development and social media creation (Instagram, Facebook, Threads, and Twitter). ● Community outreach with government and community stakeholders for grant development. ● Awarded three grants: California Arts Council Jump StArts, East Bay Community Foundation East Bay Fund for Artists 2, and California Humanities Quick Grant. ● Creation,development, and management of new programs including Poetry Series Program at John A. Davis Juvenile Hall,Cultural Corridor Project,Danza de los Diablos de Santiago Juxtlahuaca (Dance of the Devils of Santiago Juxtlahuaca)indigenous performance, and Point Molate Richmond Art Center exhibition. ● High Road Training Partner for CERF (Community Economic Resilience Fund) with ALL HOME (organization focused on disrupting the cycles on poverty and homelessness). ● Organization startup, grant, and budgets (County, fiscal sponsor, programs, grants, and applications). ● Administration including budgets, contracts, legal, taxes, and human resources. 2020-2022 Managing Director, Arts and Culture Commission of Contra Costa County (AC5). Martinez, CA. ● Gathered community input, prepared presenters and accomplished a countywide Measure X Presentation (a new Contra Costa County sales tax) advocating for the largest additional funding for the arts considered in Contra Costa county since 1994. The Arts and Culture Commission was recommended to the Board of Supervisors for funding. ● Increased a $30k Contra Costa County arts general revenue to Measure X $250k annual investment. ● Coordinated with Yerba Buena Center for the Arts for the Artist Power Convenings grant rollout to support underfunded artists and artist-led organizations in Contra Costa County. ● Administered Contra Costa County’s first Local Arts & Cultural Organizations Grant (LACOG) to distribute funds to community organizations. This included development of application, timeline, contracts, scoring forms, and community presentations. ● Identified need and created the Arts and Culture Prospectus of Contra Costa County (to provide a voice to Cultural Stakeholders to identify public art programs). Advocated for approval to the Family and Human Services Committee with a future presentation at the Board of Supervisors. ● Promoted inclusionary supports, including development of reduced-biased contract language, hired community representatives as program contractors and engaged in ongoing outreach. ● Wrote and awarded three California Arts Council grants:Jump StArts,Impact Projects, and General Operating Relief. ● Completed first AC5 Racial Equity Statement, part of a new California Arts Council requirement. ● Have grant facilitation experience such as budgeting, management, and reports. ● Transitioned signature onsite programs, such as Poetry Out Loud (high school national recitation contest) and ABOUTFACE (Veteran self-portrait painting classes), to virtual platforms during a pandemic. ● Managed first Poetry Out Loud Virtual Awards and Screening event with Commission’s first use of ASL interpreter and Land Acknowledgment. ● Incorporated Arts into the Envision CC 2040 (Contra Costa County General Plan). ● Collaborated with the county legal department to update bylaws for a new Youth Advisor program. ● Oversaw the creation and completion of Work Plan 21-22, program RFQs and contracts. ● Curated and installed Art Passages exhibitions at the County Administration Building. ● Managed adherence to California Brown Act and Contra Costa County Better Government Ordinance. ● Extended community outreach from youth to Veterans including mentorship of multiple art organizations. ● Expanded social media and marketing presence along with increased program visibility. ● Created strategic documents for the Commission to grow and secure funding. ● Conducted research of data to develop program budgets and provide personnel management. ● Expanded visibility throughout government and local arts organizations, collaborated and worked with government officials, community leaders, and advocates. ● Recruited, advocated for County Supervisor approval, onboarded and oriented Commissioners. 25 2306-667Contra Costa County BidSync8/28/2023 p. 42 Attachment B 189 2014-2020 Community Arts Commissions ● Richmond Arts & Culture Commission. Chair, Vice Chair, and member. Richmond, CA. ● Public Art Advisory Committee. Chair, Vice Chair, and member.Richmond, CA. ● Envisioned and organized the passing of Richmond’s Public Art in Private Development Ordinance. ○ Convinced City officials the opportunity existed with research data. ○ Partnered with diverse communities with the Neighborhood Mini-Grant Program. ○ Researched and advocated for artists as public project partners including artist Masayuki Nagase for ‘Ookwe Park (a public art collaboration with the Ohlone people). ○ Implemented the Public Art in Private Development Ordinance with various city departments after developing the arts policy. ○ Trained commissioners/residents of newly developed policies and organized volunteer support. Instruction 2018-2023 UC Berkeley Extension. San Francisco, CA. ● Instructor and Review Board. ○ Courses:Contemporary Art History and Theory, Social Political Artists: 1918 to the Present, Intermedia Conceptual Practices, Post-Baccalaureate Seminar 3: Portfolio and Professional Practices, and Experimental Drawing. ○ Onsite/online class experience, create coursework, facilitate critiques, review portfolios, edit writings, and coordinate class enrichment activities. 2006-2020 Academy of Art University. San Francisco, CA ● M.F.A. Instructor and Review Board. ○ Courses:Directed Study, Critical Thinking, Abstract & Interpretation,and Composition for Abstract Art. ○ Onsite/online class experience, participate on review boards, coverage of Department Chair and Instructor support, mentor students, edit professional writings, provide ESL guidance, facilitate portfolio reviews, create coursework, research materials, and coordinate community engagement sessions. Curator 2003-Current Richmond, CA. ● Imagined and organized exhibitions locally and internationally including Bridge the Ballot, Factor XX (Art Museum of Los Gatos),家 HOME (Shanghai Chimney Art Center), and CITYA (Hong Kong, Rome, Talinn, and Macau). Artist 2003-Current Richmond, CA. ● Multidisciplinary artist: market artworks, coordinate shipments, curate exhibitions, write proposals, exhibit artworks from local to international venues such as the de Young Museum Artist-in-Residence, Harvard University, Museu Brasileiro Sao Paulo, and Shanghai Oil Painting & Sculpture Institute Art Museum. Lecture and Workshop 2017 ART/ACT: Youth Environmental Postcard Workshop. David Brower Center. Berkeley, CA. 2015 New Generations Student Showcase. de Young Museum. San Francisco, CA. Collection 2021 Women Writing History: A Covid Journaling Project. National Women’s History Museum. Alexandria, VA. Select Museum Exhibitions 2022 Art Through Action: Restoration and Regeneration. Palace of Fine Arts. San Francisco, CA. Iridescence. Louisiana Art & Science Museum. Baton Rouge, LA. 2019 Abstract Mind. CICA Museum. Gimpo-si, Gyeonggi-do, Korea. 2016 Social Justice: It Happens to One, It Happens to All. St. Mary’s College Museum. Moraga, CA. WEST ON THE LEFT EAST ON THE RIGHT. Jinquan Museum. Jiuquan, China. 2013 Patterns. de Young Museum Artist-in-Residence. San Francisco, CA. San Luis Obispo Museum of Art. San Luis Obispo, CA. 26 2306-667Contra Costa County BidSync8/28/2023 p. 43 Attachment B 190 2011 Factor XX. Art Museum of Los Gatos. Los Gatos, CA. 2010 A Book About Death. Museu Brasileiro Sao Paulo (MUBE). Sao Paulo, Brasil. 2008 Oakland Museum of California off-site exhibition space (Gallery 555). Oakland, CA. Residencies 2021 Impact Art AT. ZERO1. San Francisco, CA. 2019 Teaching Residency. Cleveland Institute of Art. Cleveland, OH. 2015 Sam D. Hamilton Noxubee Wildlife Refuge Artist-In-Residence. Brooksville, MS. 2013 Patterns. de Young Museum Artist-in-Residence. San Francisco, CA. Select Exhibitions 2023 Sequence. Touchstone Gallery. Washington, DC. Object of Agency. Hera Gallery. Wakefield, RI. 2022 Empower vs. Exploitation. Cultural Center of Cape Cod. South Yamouth, MA. 2021 Undefeated: The Politics of Voter Suppression. W. Virginia University. Morgantown, WV. 2020 Right Here, Right Now. Richmond Art Center. Richmond, CA. 2019 The Floating Collection. Ospizio Gionvani Artisti. Rome, Italy. 2018 Uprooted. International Arts & Artists at Hillyer. Washington, DC. ART/NATURSCI. Humboldt-Universität zu Berlin, Campus Nord Branch Library, Reading Room Galleries. Berlin, Germany. 2016 USA Ambassador Residence. United States of America Embassy. Beijing, China. 2015 WEST ON THE LEFT EAST ON THE RIGHT. 188 Contemporary Art Center. Shanghai, China. 2012 The Last Book. Staats- und Universitätsbibliothek Hamburg. Hamburg, Germany. 2011 Deconstructed Applications. Department of Cultural Affairs, Los Angeles Municipal Art Gallery. Los Angeles, CA. 2010 New York Affordable Art Fair. New York, NY. 2009 In the Abstract. Los Angeles Department of Cultural Affairs. LA International Airport (LAX). Public Art 2018 The Cube Art Project. Lincoln, NE. 2014 South San Francisco Utility Box Mural Project. South San Francisco, CA. Guy Place Mini Park Finalist. San Francisco Arts Commission. San Francisco, CA. 2004 Hearts in San Francisco. San Francisco, CA. Select Awards and Publications 2017 Americans for the Arts Convention Registration Scholarship. San Francisco, CA. 2013 NONPROFIT QUARTERLY. Publication. Fall/Winter. 2011 The Drum Literary Magazine. 2007 ZYZZYVA, the last word: west coast writers & artists. Issue 81. Winter. 2005 Sculptural Pursuits First Annual Art/Literary Competition. 2004 The Golda Foundation’s First Annual Juried Painting Exhibition, Poetry Competition & Gala Evening in Partnership with the Fresno Art Museum. Fresno, CA. Select Bibliography 2020 Hashe, Janis. Art of an Inflection Point. East Bay Express. September 9th. https://eastbayexpress.com/art-of-an-inflection-point-1/ Francher, Lou. East Bay Express. January 1 st. https://www.eastbayexpress.com/oakland/five-richmond-risk-takers/Content?oid= 28305497 2017 Quettier, Frances and Tennant, Dora.Independent Women’s Cinema Vol VI. WOMENCINEMAKERS. September 3rd. https://issuu.com/women.cinemakers/docs/viedition/86 2016 Pleasant, Amy.Artists as Activists: Pursuing Social Justice.The Huffington Post. September 9th. http://www.huffingtonpost.com/amy-pleasant/artists-as-activists-purs_b_11783614.html Education 2003 Academy of Art College-San Francisco.Master of Fine Art-Painting. 1998 University of Wisconsin-Stevens Point.Bachelor of Art, Double major; Communication- Advertising/Public Relations and Art-Painting. 27 2306-667Contra Costa County BidSync8/28/2023 p. 44 Attachment B 191 Arts Council Services RFP No.: 2306-667 16 Exhibit A: Statement of Experience SECTION A___________________________________________________________________ Organization/Agency Name: _______________________________ Phone #: ____________ Address: ____________________________________________________________________ City: ________________________________________________ State: ________ ZIP: ______ Federal Tax ID #: ____________________________ Business License #: _________________ Business Status: _____Non Profit Corporation _____Fiscally-sponsored Organization (Provide name of fiscal sponsor) _________________ _____Non-Profit in Formation Other: __________________________ Name and title of an Officer or owner authorized to sign this proposal and any contract with the County that may result. Name: ________________________________________________ Title: _________________ SECTION B___________________________________________________________________ Number of years in business under present business name: ___________________________ Other Business Name(s): _______________________________________________________ Number of years under prior name if any: _________________________________________ SECTION C___________________________________________________________________ Number of years of experience in providing required, equivalent, or related services: ______ ARTSCCC (Arts Contra Costa County)(510) 426-6454 PO Box 70799 Richmond CA 94807 X Independent Arts & Media Jenny Balisle ARTSCCC Executive Founding Director ARTSCCC: 1 year 9 years 28 2306-667Contra Costa County BidSync8/28/2023 p. 45 Attachment B 192 Arts Council Services RFP No.: 2306-667 17 SECTION D___________________________________________________________________ Similar services/projects completed during the last five years? Period Services $ Amount Paid Location Agency Name 1 - _________________________________________________________________________ 2 - _________________________________________________________________________ 3 - _________________________________________________________________________ 4 - _________________________________________________________________________ 5 - _________________________________________________________________________ SECTION E___________________________________________________________________ Have you, or your agency, failed or refused to complete a contract? _____ YES ____No If yes, explain: _______________________________________________________________ ___________________________________________________________________________ SECTION F___________________________________________________________________ SECTION G___________________________________________________________________ Is your agency a State of California registered small business? ______Yes ______No SECTION H___________________________________________________________________ Is your agency a Contra Costa County-based Business? ______Yes ______No X Is your agency authorized to do business in the State of California? _____Yes ________No *Our Fiscal Sponsor, Independent Arts & Media, is authorized to do business in the State of California. X X ARTSCCC: Jan. 1, 2023 – June 30, 2024, Poetry Series Program, $71,250, Juvenile Hall, Martinez, CA, California Arts Council ARTSCCC: Jan. 2023 - Dec. 2023, Cultural Corridor Project, $18,000, Contra Costa County, East Bay Community Foundation ARTSCCC: May 1, 2023 - April 30, 2024, Danza de los Diablos de Santiago Juxtlahuaca, Oaxaca, $5,000, Contra Costa County, California Humanities ARTSCCC: May 2023 - Nov. 2023, Point Molate Exhibition, Richmond, California, Richmond Art Center Jenny Balisle: Managing Director, 2020-2022, Poetry Out Loud/Artist Power Convenings/Local Arts & Cultural Organizations Grant/Jump StArts/ Impact Projects/General Operating Relief, Contra Costa County, Arts & Culture Commission of Contra Costa County Jenny Balisle: Richmond Arts & Culture Commission and Public Art Advisory Committee Chair, 2014-2020, Neighborhood Mini-Grant Program, City of Richmond X *Our Fiscal Sponsor, Independent Arts & Media, is a State of California registered small business. 29 2306-667Contra Costa County BidSync8/28/2023 p. 46 Attachment B 193 Arts Council Services RFP No.: 2306-667 18 SECTION I___________________________________________________________________ Explain any litigation similar to the services requested by this proposal involving you, or your agency, or any principal officer(s) thereof: ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ SECTION J___________________________________________________________________ Has your organization filed any written declaration for bankruptcy protection, a potential merger or acquisition, office closure, pending lawsuits, financial loss that might affect your ability to perform under the contract? _________ Yes _________ No (if yes, please explain): ____________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ ___________________________________________________________________________ SECTION K_______________________________________________________________ License Provisions Has your entity changed names or license numbers in the past 10 years? If so, please state reason for change. Yes_____ No_____ Reason _________________________________________________________________ ________________________________________________________________________ ________________________________________________________________________ X X N/A 30 2306-667Contra Costa County BidSync8/28/2023 p. 47 Attachment B 194 Arts Council Services RFP No.: 2306-667 19 SECTION L_______________________________________________________________ List the names and titles of the key personnel who would be assigned to the contract. Name Classification ___________________________________ ____________________________________ ___________________________________ ____________________________________ ___________________________________ ____________________________________ ___________________________________ ____________________________________ SECTION M_______________________________________________________________ List all required business and professional licenses that pertain to these services: License Number Type Expiration Date ________________________________________________________________________ ________________________________________________________________________ SECTION N_______________________________________________________________ Do you and your agency agree to provide additional information as required by the County to make an informed determination of qualifications? ______ Yes _____ No By signing this Statement of Experience, you are certifying that all information provided on this form and contained within your proposal are true, and you acknowledge that if the proposal contains any false statements, the County may declare any contract or agreement made as a result of the proposal to be void. Signature: _____________________________________________Date: _____________ Authorized Name: _________________________________Title: ___________________ X Jenny Balisle ARTSCCC Executive Founding Director Jenny Balisle Executive Founding Director 8/24/2023 *See Independent Arts & Media Business Registration Certificate on page 42 31 2306-667Contra Costa County BidSync8/28/2023 p. 48 Attachment B 195 Arts Council Services RFP No.: 2306-667 21 Exhibit C: References Entity Name: Contact Person: Address: Tel. Number: City, State, Zip: Email Address: Services Provided / Date(s) of Service: Entity Name: Contact Person: Address: Tel. Number: City, State, Zip: Email Address: Services Provided / Date(s) of Service: Entity Name: Contact Person: Address: Tel. Number: City, State, Zip: Email Address: Services Provided / Date(s) of Service: BK Williams bkwms07@sbcglobal.net (415) 272-5311 Tony Tamayo (510) 621-3399 tony@seetamayo.com ARTSCCC Technical, Media and Community Advisor, 2022-Ongoing John A. Davis Juvenile Hall Esa Ehmen-Krause 50 Douglas Drive, Suite 201 (925) 313-4188 Martinez, CA 94553 ProbationChief@prob.cccounty.us "Poetry Series Program" at John A. Davis Juvenile Hall: April 2023 - February 2024 ARTSCCC Lead Advisor, 2022-Ongoing 32 2306-667Contra Costa County BidSync8/28/2023 p. 49 Attachment B 196 33 2306-667Contra Costa County BidSync8/28/2023 p. 50 Attachment B 197 Lara DeLaney Senior Deputy County Administrator County Administrator’s Office 1025 Escobar Street, 4th Floor Martinez, CA 94553 Dear Lara DeLaney, As a Contra Costa County resident for over thirty years, I enthusiastically support ARTSCCC (Arts Contra Costa County) to provide Arts Council Services for Contra Costa County. The work of ARTSCCC is rooted in a community-first approach to address equity and healing. With proven results, ARTSCCC has the experience to build a solid arts foundation. Serving the community and volunteerism is very important to me. My experience includes serving as Board Chair for Queer Women of Color Media Arts (QWOCMAP) where social justice issues are routinely addressed and stories of underrepresented people of color are documented. I’ve co-founded Richmond Women’s Film Collective which supports diverse women to tell their stories through the effective use of film. As a filmmaker, my award- winning documentary, Against Hate, illuminated free speech claims around hate speech in Richmond. For Contra Costa County, I was the Vice Chair of the Measure X Community Advisory Board for a special supplementary sales tax. We created a detailed priority list of service gaps, an assessment of community needs, and an Annual Report on outcomes. As a founding member of Richmond Rainbow Pride, an organization that addresses the needs of the LGBTQI community and to increase visibility in the community, I served as Vice President until this year, and I currently serve as Board Member. I’m the Co-Chair of the Richmond Progressive Alliance, a volunteer independent progressive organization that seeks to unite Richmond's diverse communities and form alliances with other community- based organizations. For eight years, I served on the Richmond Arts and Culture Commission and worked with ARTSCCC Executive Founding Director Jenny Balisle. We passed a Percent for Art Ordinance to generate funding for public art programs in Richmond. Today, I’m honored to be a LEAD Advisor working in partnership for ARTSCCC and hopeful for Arts in Contra Costa County! With appreciation, BKWms BK Williams 34 2306-667Contra Costa County BidSync8/28/2023 p. 51 Attachment B 198 Tony Tamayo (He/Him) Deputy Chief of Staff, Mayor’s Office Email: tony_tamayo@ci.richmond.ca.us Phone: 510.620.6527 | Mobile: 510.621.3399 450 Civic Plaza, Suite 300 Richmond, CA 94804 Lara DeLaney Senior Deputy County Administrator County Administrator’s Office 1025 Escobar Street, 4th Floor Martinez, CA 94553 Dear Ms. DeLaney, I’m writing this letter in support of ARTSCCC (Arts Contra Costa County) proposal to provide Arts Council Services for Contra Costa County. As the former Arts & Culture Commission of Contra Costa County (AC5) Program Coordinator, I worked on programs such as Poetry Out Loud, ABOUTFACE, and many others. I’ve witnessed firsthand the positive impacts of the Arts. ARTSCCC has the experience to build an equitable foundation. My life is dedicated to serving the community as a Richmond artist, designer, administrator, and youth mentor. My extensive library of Richmond photos is free for public use so that students, businesses, and organizations have high quality photos. I’ve been able to meet many great people and serve my community through civic participation including the Richmond Arts & Culture Commission. I’ve worked with ARTSCCC Executive Founding Director Jenny Balisle when she was Richmond Arts & Culture Commission Chair and the Managing Director of the Arts & Culture Commission of Contra Costa County. For ARTSCCC, I serve as Poetry Series Program Technical & Media Support, Cultural Corridor Project Technical Assistant & Artist, and Diablos de Santiago Juxthahuaca, Oaxaca Social Media, Marketing, & Videographer. ARTSCCC is dedicated to community first initiatives! Currently, I’m the Deputy Chief of Staff for Richmond Mayor Eduardo Martinez. My experiences with AC5 and ARTSCCC provided profound experiences and opportunities to serve. Contra Costa County would be fortunate for ARTSCCC to serve as its Arts Council. Sincerely, Tony Tamayo 35 2306-667Contra Costa County BidSync8/28/2023 p. 52 Attachment B 199 Arts Council Services RFP No.: 2306-667 22 Exhibit D: Anti-Collusion Statement By signing this form, the Respondent agrees that this proposal is made without any other understanding, agreement, or connection with any person, organization, or firm submitting a proposal for the same purpose and that the proposal is in all respects fair and without collusion or fraud, IT IS AGREED BY THE UNDERSIGNED RESPONDENT, THAT THE SIGNING AND DELIVERY OF THE PROPOSAL REPRESENTS THE RESPONDENT’S ACCEPTANCE OF THE TERMS AND CONDITIONS OF THE FORGOING SPECIFICATIONS AND PROVISIONS, AND IF AWARDED, THIS CONTRACT WILL REPRESENT THE AGREEMENT BETWEEN THE RESPONDENT AND THE COUNTY. NAME OF FIRM: ______________________________________________________________ [Sign in ink in the space provided below] SIGNED BY: _________________________________________________________________ TITLE: ______________________________________________________________________ ADDRESS: __________________________________________________________________ CITY & STATE: _______________________________________________________________ TELEPHONE: ________________________________________________________________ ARTSCCC (Arts Contra Costa County) ARTSCCC Executive Founding Director PO Box 70799 Richmond, CA 94807 (510) 426-6454 36 2306-667Contra Costa County BidSync8/28/2023 p. 53 Attachment B 200 Revised 10/15/2020 RegistrationCertForm 10152020 23 Exhibit E Contra Costa County Business Opportunities REGISTRATION AND CERTIFICATION FORM If you are interested in receiving information regarding upcoming business opportunities with Contra Costa County, please fill out the form below. Your information will be included in the County’s SBE and Outreach Databases and used by County departments to: 1) notify you regarding upcoming contracting and bidding opportunities and/or 2) certify your firm as a Small Business Enterprise (if applicable). SECTION 1 – CONTACT INFORMATION Name of Firm (Print) Street Address (City, State) (Zip Code) Mailing Address (City, State) (Zip Code) Contact Numbers (Check preferred) Business Phone Number ( ) 426 -- Cell Phone Number ( ) -- Fax Number ( ) -- E-mail Employer Identification # (if applicable) SECTION 2 – WORK CONDUCTED BY FIRM (Generally describe what your firm does) Vendor/Supplier Consultant/ Service Provider Construction Other (If none of the above categories apply) SECTION 3 –DESCRIPTION OF BUSINESS Description of Business Type (Check all that apply): r Small Business Enterprise (SBE) – independently owned and operated; cannot be dominant in its field of operation; must have its principal office located in California; must have its owners (or officers in the case of a corporation) domiciled in California; AND together with affiliates, be either: a business with 100 or fewer employees, an an average annual gross receipts of $14 million or less over the previous three tax years, or a manufacturer with 100 or fewer employees. r Minority Business Enterprise (MBE) - at least 51% owned and managed on a daily basis by one or more minorities who are citizens or lawful permanent residents of the United States and member(s) of a recognized ethnic or racial group AND its home office is located in the United States. r Women Business Enterprise (WBE) - at least 51% owned and managed on a daily business by one or more women who are citizens or lawful permanent residents of the United States AND its home office is located in the United States. r Disadvantaged Business Enterprise (DBE) - at least 51% owned and managed on a daily business by socially- and economically-disadvantaged individuals (pursuant to Section 3 of the Small Business Act). DBE certifications are used only for state- or federally-funded projects that have DBE goals or requirements. r Disabled Veteran Business Enterprise (DVBE) - at least 51% owned and managed on a daily basis by one or more disabled veterans of the military, naval, or air service of the United States with a service-connected disability of at least 10 percent, and who is also a resident of California; AND a sole proprietorship corporation or partnership with its home office located in the United States that is not a subsidiary of a foreign firm. rX Local Business Enterprise (LBE) - principal place of business is located within the boundaries of Contra Costa County. r None of the above ARTSCCC (Arts Contra Costa County) PO Box 70799, Richmond, CA 94807 X 510 6454 info@artsccc.com Fiscally sponsored arts organization that writes grants, manages projects, promotes social media, and advocates policy to support the creative community. 37 2306-667Contra Costa County BidSync8/28/2023 p. 54 Attachment B 201 Revised 10/15/2020 RegistrationCertForm 10152020 Page 2 of 2 Contra Costa County Business Opportunities REGISTRATION AND CERTIFICATION FORM SECTION 4 – CERTIFICATION BY OTHER AGENCIES State-Certified SBE: Yes  No  State Certification #: If “Yes,” please attach documentation. Are you certified with any other agencies as a: Minority Business Enterprise (MBE), Woman Business Enterprise (WBE), Disabled Veteran Business Enterprise (DVBE), or Disadvantaged Business Enterprise (DBE): Yes  No  If “Yes,” please list agency AND attach documentation: SECTION 5 – ACKNOWLEDGEMENT OF COUNTY’S USE OF BUSINESS INFORMATION The undersigned acknowledges and agrees that the information provided in this form may be included in the SBE and Outreach databases maintained by or for the County, including the e-Outreach system described below. SECTION 6 – UPDATING CONTACT INFORMATION AND BUSINESS STATUS Firms interested in business opportunities with Contra Costa County are strongly encouraged to register on the e-Outreach system maintained for the County at: https://www.bidsync.com. Although the information contained in this form will be added to that system, firms are encouraged to register and update their information on the above website to 1) provide more detailed information regarding their area of work, and 2) ensure that they continually receive notices about business opportunities with Contra Costa County. Your firm’s registration with Contra Costa County will be valid for three years from the date this form is entered into the County’s database. After that three-year period, your firm will be required to either confirm or update the information contained herein. SECTION 7 – CERTIFICATION OF BUSINESS INFORMATION The undersigned certifies and swears under penalty of perjury that all information contained in this form is true and correct. Any material misrepresentation will be grounds for terminating any purchase orders or contracts which may be or have been awarded as well as deleting the business from the online SBE and Outreach databases maintained by the County and the County’s database contractor. By ________________________________________________ Print Name Signature Date Return this Self-Certification Form to: Contra Costa County Public Works, Purchasing Division 40 Muir Road, 2nd Floor Martinez, CA 94553 Fax: 925-372-3643 For clarification or assistance with Contra Costa County this form, please contact: Purchasing Division Phone: 925-957-2499 Exhibit E X Jenny Balisle X Executive Founding Director ___________________________________________________ Title ___________________________________________________ 7/26/2023________________________________________________ 38 2306-667Contra Costa County BidSync8/28/2023 p. 55 Attachment B 202 39 2306-667Contra Costa County BidSync8/28/2023 p. 56 Attachment B 203 7/24/2023 40 2306-667Contra Costa County BidSync8/28/2023 p. 57 Attachment B 204 Arts Council Services RFP No.: 2306-667 25 Attachment A: Addenda Acknowledgement TO BE RETURNED WITH PROPOSAL RFP No.: _______________ Title: ________________________________________________ ADDENDA ACKNOWLEDGEMENT (Please initial for addendum received) Addendum #1: _________________ Addendum #3: _____________________ Addendum #2: _________________ Addendum #4: _____________________ Organization Name: ___________________________________________________________ Contact Name: _______________________________________________________________ Email Address: ______________________________________Phone No.: ________________ Address:____________________________________________________________________ ___________________________________________________________________________ Authorized Signature: _________________________________________________________ Date: _______________________________________________________________________ 2306-667 RFP Art Council Services ARTSCCC (Arts Contra Costa County) Jenny Balisle info@artsccc.com (510) 426-6454 PO Box 70799, Richmond, CA 94807 8/24/2023 X X XX 41 2306-667Contra Costa County BidSync8/28/2023 p. 58 Attachment B 205 42 2306-667Contra Costa County BidSync8/28/2023 p. 59 Attachment B 206 STATE OF CALIFORNIA FRANCHISE TAX BOARD PO BOX 942857 SACRAMENTO CA 94257-0540 Entity Status Letter Date: ESL ID: Why You Received This Letter According to our records, the following entity information is true and accurate as of the date of this letter. Entity ID: Entity Name: 1.The entity is in good standing with the Franchise Tax Board. 2.The entity is not in good standing with the Franchise Tax Board. 3.The entity is currently exempt from tax under Revenue and Taxation Code (R&TC) Section 23701 4.We do not have current information about the entity. 5. The entity was administratively dissolved/cancelled on through the Franchise Tax Board Administrative Dissolution process. Important Information •This information does not necessarily reflect the entity's current legal or administrative status with any other agency of the state of California or other governmental agency or body. •If the entity's powers, rights, and privileges were suspended or forfeited at any time in the past, or if the entity did business in California at a time when it was not qualified or not registered to do business in California, this information does not reflect the status or voidability of contracts made by the entity in California during the period the entity was suspended or forfeited (R&TC Sections 23304.1, 23304.5, 23305a, 23305.1). •The entity certificate of revivor may have a time limitation or may limit the functions the revived entity can perform, or both (R&TC Section 23305b). Connect With Us Web: Phone: ftb.ca.gov 800-852-5711 from 7 a.m. to 5 p.m. weekdays, except state holidays 916-845-6500 from outside the United States California Relay Service: 711711 or 800-735-2929 (For persons with hearing or speech impairments) FTB 4263A WEB (REV 12-2019) 43 2306-667Contra Costa County BidSync8/28/2023 p. 60 Attachment B 207 ANY PROPRIETOR/PARTNER/EXECUTIVEOFFICER/MEMBER EXCLUDED? INSR ADDL SUBR LTR INSD WVD PRODUCER CONTACT NAME: FAXPHONE (A/C, No):(A/C, No, Ext): E-MAIL ADDRESS: INSURER A : INSURED INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : POLICY NUMBER POLICY EFF POLICY EXPTYPE OF INSURANCE LIMITS(MM/DD/YYYY) (MM/DD/YYYY) AUTOMOBILE LIABILITY UMBRELLA LIAB EXCESS LIAB WORKERS COMPENSATION AND EMPLOYERS' LIABILITY DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) AUTHORIZED REPRESENTATIVE EACH OCCURRENCE $ DAMAGE TO RENTEDCLAIMS-MADE OCCUR $PREMISES (Ea occurrence) MED EXP (Any one person) $ PERSONAL & ADV INJURY $ GEN'L AGGREGATE LIMIT APPLIES PER:GENERAL AGGREGATE $ PRO-POLICY LOC PRODUCTS - COMP/OP AGGJECT OTHER:$ COMBINED SINGLE LIMIT $(Ea accident) ANY AUTO BODILY INJURY (Per person) $OWNED SCHEDULED BODILY INJURY (Per accident) $AUTOS ONLY AUTOS HIRED NON-OWNED PROPERTY DAMAGE $AUTOS ONLY AUTOS ONLY (Per accident) $ OCCUR EACH OCCURRENCE CLAIMS-MADE AGGREGATE $ DED RETENTION $ PER OTH-STATUTE ER E.L. EACH ACCIDENT E.L. DISEASE - EA EMPLOYEE $If yes, describe under E.L. DISEASE - POLICY LIMITDESCRIPTION OF OPERATIONS below INSURER(S) AFFORDING COVERAGE NAIC # COMMERCIAL GENERAL LIABILITY Y / N N / A (Mandatory in NH) SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIODINDICATED. NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS,EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: CERTIFICATE HOLDER CANCELLATION © 1988-2015 ACORD CORPORATION. All rights reserved.ACORD 25 (2016/03) CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) $ $ $ $ $ The ACORD name and logo are registered marks of ACORD INDEP-1 OP ID: SD 08/03/2023 Stephanie Dufour Dufour Insurance Services, LLC 5611 Littler Drive Huntington Beach, CA 92649 Stephanie Dufour 714-369-2998 714-840-6357 stephanie@dufourinsurance.com Great American Insurance Group Independent Arts & Media PO Box 420442 San Francisco, CA 94142 A X 1,000,000 X X PAC435784300 02/09/2023 02/09/2024 100,000 5,000 1,000,000 2,000,000 X 2,000,000 1,000,000A X PAC435784300 02/09/2023 02/09/2024 X X XX 2,000,000A UMB435784200 02/09/2023 02/09/2024 2,000,000 10000X A PAC435784300 02/09/2023 02/09/2024 PerOccurr 1,000,000 Aggregate 2,000,000 Certificate Holder is named as Additional Insured as respects the operations of Named Insured. Contra Costa County County Administrartor's Office 1025 Escobar St., 4th Flr. Martinez, CA 94553 714-369-2998 37532 Sexual Abuse 44 2306-667Contra Costa County BidSync8/28/2023 p. 61 Attachment B 208 WLTR005 THE HARTFORD BUSINESS SERVICE CENTER 3600 WISEMAN BLVD SAN ANTONIO TX 78251 August 3, 2023 Contra Costa County County Administrator's Office 1025 Escobar Street, 4th Floor Martinez CA 94553 Account Information: Policy Holder Details :Independent Arts and Media Contact Us Need Help? Chat online or call us at (866) 467-8730. We're here Monday - Friday. Enclosed please find a Certificate Of Insurance for the above referenced Policyholder. Please contact us if you have any questions or concerns. Sincerely, Your Hartford Service Team 45 2306-667Contra Costa County BidSync8/28/2023 p. 62 Attachment B 209 CERTIFICATE OF LIABILITY INSURANCE DATE (MM/DD/YYYY) 08/03/2023 THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must be endorsed. If SUBROGATIONIS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endorsement(s). PRODUCER LAMB INSURANCE SERVICES 57152169 1385 HWY 35 PMB 170 MIDDLETOWN NJ 07748 CONTACT NAME: PHONE (A/C, No, Ext): (212) 375-3000 FAX (A/C, No): E-MAIL ADDRESS: INSURER(S) AFFORDING COVERAGE NAIC# INSURER A : Property and Casualty Insurance Company of Hartford 34690 INSURED INDEPENDENT ARTS AND MEDIA PO BOX 420442 SAN FRANCISCO CA 94142-0442 INSURER B : INSURER C : INSURER D : INSURER E : INSURER F : COVERAGES CERTIFICATE NUMBER:REVISION NUMBER: THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED.NOTWITHSTANDING ANY REQUIREMENT, TERM OR CONDITION OF ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. INSR LTR TYPE OF INSURANCE ADDL INSR SUBR WVD POLICY NUMBER POLICY EFF (MM/DD/YYYY) POLICY EXP (MM/DD/Y YYY) LIMITS COMMERCIAL GENERAL LIABILITY EACH OCCURRENCE CLAIMS-MADE OCCUR DAMAGE TO RENTED PREMISES (Ea occurrence) MED EXP (Any one person) PERSONAL & ADV INJURY GEN'L AGGREGATE LIMIT APPLIES PER:GENERAL AGGREGATE POLICY PRO- JECT LOC PRODUCTS - COMP/OP AGG OTHER: AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT (Ea accident) ANY AUTO BODILY INJURY (Per person) ALL OWNED AUTOS SCHEDULED AUTOS BODILY INJURY (Per accident) HIRED AUTOS NON-OWNED AUTOS PROPERTY DAMAGE (Per accident) UMBRELLA LIAB EXCESS LIAB OCCUR CLAIMS- MADE EACH OCCURRENCE AGGREGATE DED RETENTION $ A WORKERS COMPENSATION AND EMPLOYERS' LIABILITY ANY PROPRIETOR/PARTNER/EXECUTIVE OFFICER/MEMBER EXCLUDED? (Mandatory in NH) If yes, describe under DESCRIPTION OF OPERATIONS below N/ A X 57 WEC AC6CSR 01/08/2023 01/08/2024 X PER STATUTE OTH- ER Y/N E.L. EACH ACCIDENT $1,000,000 E.L. DISEASE -EA EMPLOYEE $1,000,000 E.L. DISEASE - POLICY LIMIT $1,000,000 DESCRIPTION OF OPERATIONS / LOCATIONS / VEHICLES (ACORD 101, Additional Remarks Schedule, may be attached if more space is required) Those usual to the Insured's Operations. Waiver of Subrogation applies in favor of the Certificate Holder per Waiver of our Right to Recover from Others Endorsement WC040306 attached to this policy. CERTIFICATE HOLDER CANCELLATION Contra Costa County County Administrator's Office 1025 Escobar Street, 4th Floor Martinez CA 94553 SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN ACCORDANCE WITH THE POLICY PROVISIONS. AUTHORIZED REPRESENTATIVE © 1988-2015 ACORD CORPORATION. All rights reserved. ACORD 25 (2016/03)The ACORD name and logo are registered marks of ACORD 46 2306-667Contra Costa County BidSync8/28/2023 p. 63 Attachment B 210 LETTER OF AGREEMENT This is a joint Letter of Agreement for ARTSCCC (Arts Contra Costa County) and Independent Arts & Media (fiscal sponsor) in connection with Contra Costa County Request For Proposal (RFP) #2306-667 Arts Council Services. ARTSCCC and Independent Arts & Media confirm the fiscal sponsor’s agreement to serve throughout the full term of the Contract Period, including any Board of Supervisors-approved extensions. IAM & ARTSCCC Relationship, Terms, and Expectations: See attached Fiscal Sponsorship Agreement - Model A agreement. Legal name of fiscal sponsor: Independent Arts and Media Fiscal sponsor's federal EIN: 94-3355076 Fiscal sponsor's executive leader's name, phone number, and email: Lisa Burger Executive Director Phone: (415) 738-4975 Email: lisa@artsandmedia.net Fiscal sponsor's mailing address: Independent Arts & Media P.O. Box 420442 San Francisco, CA 94142 Number of years the fiscal sponsor has been engaged in arts programming and/or services: 23 A brief description of the history of the fiscal sponsor arts programming and/or services: Independent Arts & Media believes that diverse voices and free expression are a cultural necessity. Through a combination of personalized attention, professional expertise, and an active network, we provide fiscal sponsorship services to support our Affiliate Projects. For over 20 years, for more than 200 organizations and projects, IAM has been a partner in bringing powerful works to our community. Founded in 2000, IAM built a vibrant array of accessible, affordable media and arts services for producers in the San Francisco Bay Area. Early programs included fiscal sponsorship, the award-winning journalism project Newsdesk.org, and public events such as the annual Expo for the Artist & Musician. While independently managed, these programs shared core values of free expression, public participation and informed, civic dialogue. 47 2306-667Contra Costa County BidSync8/28/2023 p. 64 Attachment B 211 From 2000 to 2010 the Expo for the Artist & Musician served as a signature organizing and connection event for the Bay Area creative community and beyond, bringing in participants from as far away as San Diego, Portland and the Sierras. Newsdesk.org pioneered coverage of important but overlooked news about the energy industry, public health, and more. In 2010 Newsdesk.org won a Society of Professional Journalists Sigma Delta Chi Award for Excellence in Journalism. Over the years IAM would go on to provide fiscal sponsorship to over 200 programs and producers that share our Mission. These programs have won distinguished awards and served crucial roles in empowering community participation in local culture and community. IAM currently supports over 100 affiliate projects dedicated to non-commercial work in media and the arts, including publishing, theater, dance, music, visual art, film and video, journalism, history, and public-events production. IRS 990, 990-EZ or 990-PF form for the fiscal sponsor: See attached IRS 990 form. INDEPENDENT ARTS & MEDIA ARTSCCCC By: _______________________________ By: _______________________________ Lisa Burger Jenny Balisle IAM Executive Director ARTSCCC Executive Director Date: ____________________ Date: ____________________ 7/27/2023 7/28/2023 48 2306-667Contra Costa County BidSync8/28/2023 p. 65 Attachment B 212 1. FISCAL SPONSORSHIP AGREEMENT – MODEL A This Fiscal Sponsorship Agreement (the “Agreement”) is made by and between Independent Arts & Media (“Sponsor”), and ARTSCCC Steering Committee (the “Committee”). Sponsor is a California nonprofit public benefit corporation qualified as exempt from federal income tax under Section 501(c)(3) of the Internal Revenue Code (“IRC”) and classified as a public charity under IRC Sections 509(a)(1) and 170(b)(1)(A)(vi). The Committee is a California unincorporated nonprofit association established to enter into this Agreement. RECITALS A. The Sponsor’s Board of Directors (the “Sponsor Board”) has approved the establishment of a restricted fund to receive donations of cash and other property earmarked for support of the project known as ARTS Contra Costa County (the “Project”) and to make disbursements in furtherance of the Project’s mission to develop collaborative programming between cultural leaders whose focus is an equitable and sustainable arts organization for Contra Costa County, as further described in Exhibit A to this Agreement, within the range of permissible activities consistent with IRC Section 501(c)(3). B. Sponsor desires to act as the fiscal sponsor of the Project, by receiving assets and incurring liabilities identified with the Project beginning on the Effective Date as defined in Paragraph 1, and using them to pursue the objectives for which the Project is being established, which the Sponsor Board has determined will further its charitable purposes. The individual members of the Committee, acting as the Project Committee, as defined in Paragraph 3, desire to manage the Project under the sponsorship of Sponsor. NOW, THEREFORE, THE PARTIES HEREBY AGREE AS FOLLOWS: 1. Term of Agreement. On May 17, 2022 (the “Effective Date”), Sponsor shall assume operation of the Project, which operation shall continue in effect unless and until terminated under Paragraph 7 below. 2. Project Activities and Affiliate Policy Manual. All community programs, public information work, fundraising events, processing and acknowledgment of cash and noncash revenue items, accounts payable and receivable, negotiation of leases and contracts, disbursement of the Project funds (including grants), and other activities planned by the Project shall be the ultimate responsibility of Sponsor and shall be conducted in the name of Sponsor, beginning on the Effective Date. Unless otherwise agreed, and subject to their consent, all personnel to be compensated for working on the Project shall be employed by or, if properly classified, contracted with Sponsor pursuant to written agreements between such personnel and Sponsor. The Committee shall abide by the Model A Affiliate Policy Manual of Sponsor attached hereto as Exhibit B, which Affiliate Policy Manual may be amended from time to time by Sponsor in its sole discretion with written notice to the Committee and which includes, in addition to other provisions, the administrative and other fees to be paid to the general fund of Sponsor from the restricted fund described in Paragraph 5 below. 49 2306-667Contra Costa County BidSync8/28/2023 p. 66 Attachment B 213 2. 3. Delegation. As of the Effective Date, authority to manage the program activities of the Project is delegated by the Sponsor Board to one or more individual members of the Committee, acting as agents of Sponsor (collectively, the “Project Committee”), subject at all times to the ultimate direction and control of the Sponsor Board. The Project Committee is a group of individuals that serves as a subordinate advisory body to the Sponsor Board and as an internal and integral part of Sponsor. The Project Committee may, but is not required to, delegate such authority to manage the program activities of the Project to a project director, who shall be an agent of Sponsor and shall be subject at all times to the ultimate direction and control of the Sponsor Board. Members of the Project Committee and/or the project director, if any, acting as agents of Sponsor, may solicit gifts, contributions, and grants to Sponsor to be identified as in support of the purposes of the Project. 4. Intellectual Property. Unless otherwise agreed, any tangible or intangible property, including, but not limited to, copyrights, trademarks, or other intellectual property, obtained from third parties or created in connection with the Project shall be the property of Sponsor while this Agreement is in effect. Notwithstanding the foregoing, Sponsor’s ownership and/or use of such property shall be subject to any third party rights in, and restrictions on the use of, such property. 5. Restricted Fund; Variance Power. Beginning on the Effective Date, Sponsor shall place all gifts, grants, contributions, and other revenues received by Sponsor and identified with the Project into a restricted fund to be used for the sole benefit of the Project’s mission as that mission may be defined by the Committee from time to time within the tax-exempt purposes of Sponsor and with the approval of Sponsor. Sponsor retains the unilateral right to spend such funds so as to accomplish the purposes of the Project as nearly as possible within Sponsor’s sole judgment, subject to any donor- imposed or grantor-imposed restrictions, as to purpose, on the charitable use of such assets. The parties agree that all money, and the fair market value of all property, in the restricted fund be reported as the income of Sponsor, for both tax purposes and for purposes of Sponsor’s financial statements. It is the intent of the parties that this Agreement be interpreted to provide Sponsor with variance powers necessary to enable Sponsor to treat the restricted fund as Sponsor’s asset in accordance with Accounting Standards Codification (“ASC”) paragraphs ASC 958-605-25-25 and -26, formerly expressed in Statement No. 136 issued by the Financial Accounting Standards Board, while this Agreement is in effect. Because the restricted fund is held under the charitable trust doctrine for the purposes of the Project as understood by and with funding sources, the parties intend that assets in the restricted fund are not subject to the claims of any creditor or to legal process resulting from activities of Sponsor unrelated to the Project. 6. Performance of Charitable Purposes. All of the assets received by Sponsor under the terms of this Agreement shall be devoted to the purposes of the Project, within the charitable purposes of Sponsor. Expenditures for any attempt to influence legislation within the meaning of IRC Section 501(c)(3) shall be subject to limitations imposed by Sponsor in its sole discretion. Sponsor shall not use any portion of the assets to participate or intervene in any political campaign on behalf of or in opposition to any candidate for public office; to induce or encourage violations of law or public policy; to cause any private inurement or improper private benefit to occur; nor to take any other action inconsistent with IRC Section 501(c)(3). Sponsor has determined, in reliance on the advice of its legal counsel, that the restricted fund is not a donor-advised fund within the meaning of IRC Section 4966(d)(2) as presently interpreted under federal tax authorities. 50 2306-667Contra Costa County BidSync8/28/2023 p. 67 Attachment B 214 3. 7. Termination. a. Grounds for Termination. This Agreement may be terminated (1) by Sponsor when the objectives of the Project can no longer reasonably be accomplished by Sponsor, including when insufficient funds remain in the restricted fund held for the purposes of the Project, as determined by Sponsor in its sole discretion; (2) by either party when either the Committee or Sponsor desires to terminate Sponsor’s fiscal sponsorship of the Project for any reason; or (3) by either party based upon a material breach of this Agreement by the other party. When either party desires to terminate this Agreement, it shall provide a written notice of termination to the other party. b. Understandings Upon Receipt of Notice of Termination. Upon receipt of a written notice of termination of this Agreement on any grounds, the parties shall have sixty (60) days to find another nonprofit corporation which is (i) tax exempt under IRC Section 501(c)(3); (ii) not classified as a private foundation under IRC Section 509(a); and (iii) willing and able to sponsor the Project (a “Successor”). The ability to sponsor the Project shall be evidenced by having exempt purposes consistent with the purposes of the Project and the administrative and financial capacity to competently and lawfully manage the Project. The Successor must be approved in writing by both parties by or before the end of the 60-day period. If the parties do not identify or are unable to agree on a Successor by the end of the initial 60-day period, the Committee shall have an additional 60-day period to find a Successor, subject to Sponsor’s approval in its sole discretion. If a Successor is found and agreed to by the parties, the balance of assets held by Sponsor in its restricted fund for the purposes of the Project, together with any other tangible and intangible assets held or liabilities incurred by Sponsor in connection with the Project, shall be transferred to the Successor at the end of the notice period or any extension thereof, subject to the approval of any third parties that may be required. If the Committee has formed a new organization meeting the definition of a Successor as set forth in this Subparagraph, such organization shall be eligible to receive all such assets and liabilities so long as such organization has received a determination letter from the Internal Revenue Service indicating that such qualifications have been met, by no later than the end of the notice period or any extension thereof. c. Timing of Termination. This Agreement shall terminate upon the earlier of (1) the expiration of the notice period or any extension thereof as set forth in Subparagraph b above, or (2) the transfer of the balance of assets held by Sponsor in its restricted fund for the purposes of the Project, together with any other tangible and intangible assets held or liabilities incurred by Sponsor in connection with the Project, to a Successor. If no Successor is found within the notice period or any extension thereof as set forth in Subparagraph b above, this Agreement shall terminate and Sponsor may dispose of the Project’s assets and liabilities, in its sole discretion, in any manner consistent with applicable tax and charitable trust laws. If the parties mutually wish to earlier terminate this Agreement without identifying a Successor, they may do so in a writing signed by both parties. 8. Miscellaneous. In the event of any controversy, claim, or dispute between the parties arising out of or related to this Agreement, or the alleged breach thereof, the prevailing party shall, in addition to any other relief, be entitled to recover its reasonable attorneys’ fees and costs of sustaining its position. Each provision of this Agreement shall be separately enforceable, and the invalidity of one 51 2306-667Contra Costa County BidSync8/28/2023 p. 68 Attachment B 215 4. provision shall not affect the validity or enforceability of any other provision. This Agreement shall be interpreted and construed in accordance with the laws of the State of California applicable to contracts to be performed entirely within such State. Time is of the essence of this Agreement and of each and every provision hereof. This Agreement shall not be deemed to create any relationship of agency, partnership, or joint venture between the parties hereto, and no party shall make such representation to anyone. The failure of Sponsor to exercise any of its rights under this Agreement shall not be deemed a waiver of such rights. 9. Indemnification. The Committee will indemnify, defend and hold harmless Sponsor and its officers, directors, agents, employees, successors and permitted assigns from and against any and all losses, claims, suits, proceedings, liabilities, expenses (including reasonable attorneys’ fees and expenses), causes of action, damages and costs (collectively “Claims”) arising out of or caused by negligence, gross negligence, or willful misconduct of the Committee or its officers, directors, agents, employees, successor or permitted assigns or from any material breach of this Agreement by the Committee. If Sponsor is entitled to indemnification under this Paragraph, it will give prompt notice to the Committee of any Claim with respect to which it seeks indemnification, but the failure to so notify the Committee shall not relieve the Committee of any liability except to the extent that it is actually prejudiced by such delay. The Committee shall assume, at its sole cost and expense, the defense of such Claim with counsel reasonably satisfactory to Sponsor. The Committee will not be subject to any liability for any settlement made without its consent. The Committee shall not, without consent of Sponsor, effect any settlement or discharge or consent to the entry of any judgment, unless such settlement or judgment includes as an unconditional term thereof the giving by the claimant or plaintiff to Sponsor of a general release from all liability in respect of such claim or litigation. Notwithstanding anything herein to the contrary, the indemnification provisions of this Paragraph 9 shall survive any termination of this Agreement. 10. Entire Agreement; Counterparts. This Agreement constitutes the only agreement, and supersedes all prior agreements and understandings, both written and oral, between the parties with respect to the subject matter hereof. All Exhibits hereto are a material part of this Agreement and are incorporated herein by reference. This Agreement, including any Exhibits hereto, may not be amended or modified, except in a writing signed by all parties to this Agreement; provided, however, that the Affiliate Policy Manual of Sponsor attached here to Exhibit B may be amended by Sponsor from time to time in its sole discretion with written notice to the Committee. This Agreement may be executed in counterparts, each of which shall be deemed an original, but all of which shall constitute one and the same instrument. 11. Committee Receipt of Agreement. By signing this Agreement, the Committee acknowledges that each member of the Committee has received a complete copy of this Agreement and all Exhibits hereto. IN WITNESS WHEREOF, the parties have executed this Fiscal Sponsorship Agreement effective as of the Effective Date. [ INTENTIONALLY LEFT BLANK ] 52 2306-667Contra Costa County BidSync8/28/2023 p. 69 Attachment B 216 5. INDEPENDENT ARTS & MEDIA ARTSCCC STEERING COMMITTEE By: By: Lisa Burger, President Jenny Balisle, Project Director Dated:_________________ Dated:________________ 5/23/2022 5/23/22 53 2306-667Contra Costa County BidSync8/28/2023 p. 70 Attachment B 217 A-1. EXHIBIT A DESCRIPTION OF PROJECT ARTS Contra Costa County (“ARTSCCC”) is a collaboration between cultural leaders whose focus is an equitable and sustainable arts organization for Contra Costa County. We believe that artists and art organizations are an essential framework for strong communities and cross-cultural appreciation. We seek meaningful support for the creative sector to advocate, elevate, build, and prosper. ARTSCCC seeks to continue its early efforts to position itself as the CAC designated State-Local-Partner for Contra Costa County. Early programming will include Community Conversations with artists and art organizations. 54 2306-667Contra Costa County BidSync8/28/2023 p. 71 Attachment B 218 B-1. EXHIBIT B MODEL A AFFILIATE POLICY MANUAL OF INDEPENDENT ARTS & MEDIA See attached. 55 2306-667Contra Costa County BidSync8/28/2023 p. 72 Attachment B 219 Contra Costa County Arts Council RFP Rating Sheet Aggregate Proposer:_______ARTSCCC Evaluator Evaluator Evaluator Evaluator Evaluator Evaluator #1 #2 #3 #4 #5 #6 Experience Average Maximum 1 6 5 4 4 5 5 5 4.7 2 6 5 3 4 5 5 5 4.5 3 6 4 3 4 4 5 5 4.2 4 6 4 4 4 4 5 5 4.3 5 6 5 4 4 4 5 5 4.5 6 6 4 4 1 4 5 5 3.8 7 6 4 3 4 4 5 5 4.2 Qualifications 8 6 5 3 4 6 5 5 4.7 9 6 5 4 4 5 6 5 4.8 10 6 5 4 4 4 5 4 4.3 11 6 5 3 4 5 5 3.7 12 6 4 4 3 5 6 5 4.5 13 6 4 4 3 4 5 3 3.8 Program Description 14 6 5 3 4 6 5 5 4.7 Budget Proposal 15 6 5 4 4 6 5 5 4.8 16 6 5 6 4 6 5 5 5.2 Conformance to terms and conditions of RFP 17 6 6 6 6 6 5 6 5.8 References 18 6 5 4 4 6 6 4 4.8 Presentation 19 6 5 4 4 5 6 6 5.0 86.3 Total:114 90 74 73 89 99 93 4.5 Attachment C 220 WWW.ARTSCCC.COM INFO@ARTSCCC.COM (510) 426-6454 RFP #2306-667 REVIEW COMMITTEE INTERVIEW QUESTIONS FOR ARTSCCC Organization Structure 1. ARTSCCC appears West County-centric in its leadership, advisors, and programs. ARTSCCC also plans to operate virtually. How do you envision achieving countywide service coverage and representation, providing services to all communities in Contra Costa? Leadership & Advisors:In March of 2022, the Board of Supervisors dissolved the Arts & Culture Commission of Contra Costa County. Jenny Balisle, BK Williams, Nava Mizrahhi, and Tony Tamayo worked together on the Richmond Arts & Culture Commission. We built a special bond through our community work including Neighborhood Mini-Grants and passing of the Percent for Art Ordinance. We understand leading first with the needs of the community. We look forward to expanding this partnership, leadership, and vision throughout the County. Programs:Funders (including California Arts Council) are following California Healthy Places index in granting. When analyzing data and grant awards, priority funding supports East, West, and parts of Central Contra Costa County. Contra Costa County has significant number of cities, unincorporated communities, and neighborhoods that fall within the lowest quartile (below 50% out of 100%) in the California Healthy Places Index (HPI) including Richmond, San Pablo, Rollingwood, Bay Point, Pittsburg, Bethel Island, and neighborhoods within Rodeo, Vine Hill (Martinez), Concord, Antioch, and Oakley. HPI data indicates that the following communities and neighborhoods had the lowest numbers: Richmond (14.22%), Pittsburg (14.4%), Concord (13.53%), Antioch (19.76%), and Bay Point (16.55%). The disparity in Contra Costa County is large where neighborhoods within the following cities rank over 97%: Moraga, Lafayette, Orinda, San Ramon, Danville, and Walnut Creek. Examples: Poetry Series Program (All Districts):Juvenile Hall program in Martinez serving youth throughout Contra Costa County. Workshop artists are from Richmond, Pittsburg, and Antioch. This is a California Arts Council grant. Cultural Corridor Project (District 1 & 4): Connects Richmond and Concord Latinx artists. This is an East Bay Community Foundation grant. Attachment C 221 Danza de los Diablos de Santiago Juxtlahuaca, Oaxaca (Dance of the Devils of Santiago Juxtlahuaca, Oaxaca)indigenous performance group (All Districts): Performers and band members live throughout Contra Costa County. The lead artist’s home is in Concord and ARTSCCC supported a performance in Martinez. This is a California Humanities grant. Countywide Service & Representation:Yes, we seek to achieve additional countywide service coverage and representation by providing services to all Contra Costa County communities. In ARTSCCC’s application, we proposed an Artist & Art Organizations Stipends regranting program in the first year to include all 5 Districts. Artist & Art Organizations Stipends ($20k):As indicated in the Pandemic Relief & Recovery: Emergency Funding & The Bay Area Arts Community report, Contra Costa County arts community needs support immediately. 2 artists from each District (5) receive $1k each to support an artwork, project, artist convening, or exhibition. 2 art organizations from each District (5) receive $1k each. Our social media (Instagram, Threads, Twitter, and Facebook) highlights projects, public artworks, and artists from all Districts:Instagram (@_artsccc),Threads (_artsccc),Facebook (Arts Contra Costa County - artsccc) and Twitter (@_artsccc) 2. Do you envision remaining as a virtual office or transitioning to a physical location, and if so, at what point? ARTSCCC’s office will be virtual. We’ve met with artists, art organizations, and communities in-person throughout the County. For example, our Lead Artist for the Danza de los Diablos de Santiago Juxtlahuaca, Oaxaca (Dance of the Devils of Santiago Juxtlahuaca, Oaxaca)indigenous performance group is currently at the Walnut Creek Skilled Nursing & Rehabilitation Center. He’s unable to walk or move his arms. Artist Silvia Ledezma and I visit him regularly for the program. Also, our Poetry Series Program Lead Artist and Workshop Facilitator does not have a car and we believe this should not disqualify him from this important work. With the pandemic, more organizations have transitioned into a hybrid and virtual workspace. If a physical space is needed, we support investing in community co-working spaces. A virtual office saves money that can be used to provide services to those most in need. Organizations have failed due to investing in office or studio spaces without consistent revenue. Commuting daily to an office takes time away from program management, grant writing, and community work. According to the U.S. Census Bureau, Contra Costa County is a total of 804 square miles. With an extensive RFP Scope of Work, time is needed to complete tasks. In hiring, we want to be competitive to retain staff and contractors. This includes providing a modest health insurance stipend. Most Attachment C 222 importantly, providing time for staff for self-care and compassion to support positive wellbeing. If the County and/or funders would provide a location free of charge, we would be interested in utilizing that space for in-person meetings. 3. Does ARTSCCC plan to eventually form its own 501c3 organization, and why or why not, and on what timetable? If so, what approach will ARTSCCC take to recruiting a diverse, countywide Board of Directors? We feel fortunate for the expertise, legal services, and experiences of our fiscal sponsor Independent Arts & Media. As a nonprofit organization, they have over twenty years of arts administration experience working with more than 200 organizations and projects specializing in the Arts. In the RFP for Art Council Services, it required a Letter of Agreement for an organization using a Fiscal Sponsor. It states: “The Letter of Agreement must indicate the RFP to which the applicant organization is responding and must confirm the fiscal sponsor’s agreement to serve throughout the full term of the Contract Period, including any Board of Supervisors-approved extensions.” ARTSCCC submitted a Letter of Agreement indicating partnership with Independent Arts & Media throughout the contract period. We respectfully follow the language on page 11: “Termination of the fiscal sponsor relationship or violation of terms outlined in the Letter of Agreement between the fiscal sponsor and applicant organization may be grounds for terminating a contract.” ARTSCCC hopes that Contra Costa County and partners (such as yourselves), will assist in recruiting additional Lead Advisors for ARTSCCC. We believe the Artist & Art Organizations Stipends regranting program is a great opportunity to meet community members. 4. The Review Committee believes that a more formal mechanism for oversight of the arts council should be put into place, with representation from each of the five Supervisorial districts. What is your response to this? And based on your experience, do you have any suggestions as to how best to structure this? A formal oversight mechanism would have to be flexible considering the RFP’s extensive Scope of Work and commitments (existing and new) of an organization. ARTSCCC's suggestion is to shift the word “oversight” to collaboration, partnership, or support. A suggestion is to research and contact SVCREATES as a structure example. The Silicon Valley arts organization has developed a successful model as a County partner that has autonomy to complete work successfully. Attachment C 223 ARTSCCC suggests clarifying if the RFP seeks a reboot of the Arts and Culture Commission of Contra Costa County (AC5). On page 26 of the Arts & Culture Master Plan for Contra Costa County, it suggests programming such as Poetry Out Loud,Art Passages, and AboutFACE.Poetry Out Loud is part of a CAC grant requirement. However,Art Passages and AboutFACE were (AC5) programming. Confirming which structure (similar to AC5 or a new one) will assist the Review Committee in building oversight. It would be important for the formal oversight mechanism to define how much autonomy an organization would have. For example, if ARTSCCC was awarded the contract, would our programs become part of Contra Costa County? Do our existing and future program contractors have to be approved by Contra Costa County? We have other proposals in the works. The County would not be the sole source of funding. Each funder has specific funding requirements. 5. ARTSCCC’s current work is primarily program-oriented, and the main focus of the arts council scope of work is service-oriented. How do you see this balance, and does ARTSCCC plan to continue operating its current programs? We understand how ARTSCCC can be seen as a program-based organization, rather than a service-based organization based on the required RFP proposal format. Here’s the following services we’ve provided including: artist meetings, editing art concepts/proposals for artists, writing a proposal concept draft for Visit Concord for a Bloomberg Philanthropies grant, providing assistance to artist group for development of an artist registry along with fiscal sponsorship research, assisting the arts community to develop an Arts District, writing artist recommendation letters, artist interview practice sessions, professional referrals, and artist application assistance of all ages and backgrounds (including ESL translation and technical coordination/assistance for funders who do not provide services). In addition, this is unprecedented for Contra Costa County. It would be a challenge to find an applicant organization to stop all programming. As outlined in our budget projections, ARTSCCC would hire additional staff to provide Scope of Work services. ARTSCCC and Independent Arts & Media have signed funding contracts. As a result, these are commitments we will continue and part of our mission. Our Poetry Series Program at Juvenile Hall has been transformative and made a significant difference in the life of system-engaged youth. This is one of our most important and meaningful signature programs. One of our concerns is that our Poetry Series Program Lead Artist and Workshop Facilitator does not have a car. If ARTSCCC received Contra Costa County funding, would he be required to have car insurance to be approved as a contractor? He’s built lasting relationships with youth. We hire community members to lead projects and provide services. That’s an equitable balance we want to maintain. Attachment C 224 Budget 6. The Review Committee expressed concerns that (relatively) little income is projected in your budget from Foundations and other private funding sources. They believe that the future sustainability of the arts council is dependent upon diverse sources of funding, that such funding is available, but that efforts must be directed toward cultivating and securing such support. Please respond to these concerns. On page 28 of the Arts & Culture Master Plan for Contra Costa County, is an Arts Council Projected Budget estimate. It included Foundations (Private, Community, Corporate): starting with $125,000 in years 2023-24 to $175,000 in 2027-28. ARTSCCC is unsure of these number estimates and if funders have already committed dollars. If so, who, what type (private, community, and corporate) and for how long (how many years)? Is there a signed agreement for these figures for a new Arts Council? For example, in the 2023-24 budget estimate cycle it highlights a total of $125k. If grant-based, application deadlines have passed. On page 28 of the Arts & Culture Master Plan for Contra Costa County, is an Arts Council Projected Budget estimate. In year 3 (2025-26), the budget is $1,161,000. How was the number determined? Is that the expectation of a new Arts Council? Bay Area art councils/organizations have taken decades to reach this funding benchmark, and some haven’t. We considered this to be a high valuation with the allocated funds for such a short time period. ARTSCCC agrees that diverse sources of funding are needed. This takes staff and resources to cultivate and secure support. In addition, some grants and foundation support are based on an organization to provide dollar to dollar match support. We find this to be a challenging evaluation due to forecasting grant availability and market conditions in a five-year budget projection. We are cautious and pragmatic with our budget. 7. Will your currently operated programs continue to be funded from their current sources? Will ARTSCCC be able to deploy the entirety of the County’s contract payment to delivering the services outlined in the Arts Plan’s Scope of Work or do you envision needing to access those funds to help pay for existing programs? For a detailed response to this question, we encourage an additional review of our RFP response in detail. Not all County proposed items can be completed as outlined in the RFP, but ARTSCCC has made every attempt to address as many items as feasible given the funding allotted.ARTSCCC’s current programs would continue to be funded, for the current budget period, from their current sources. The grants have specific guidelines on how funds can be used. We would not be allowed to shift these funds to the Scope of Work for Contra Costa County. However, we see these Attachment C 225 programs as essential gap programs that the County should be providing. Therefore, they are included in our proposal of this RFP. On page 14 of our proposal, we discuss the ARTSCCC Proposed Budget Overview and Budget Values. Because Juvenile Hall is part of Contra Costa County government, we recommend in our budget funding for the Poetry Series Program. In our proposal, we’ve included a Recommendation Letter from Esa Ehmen-Krause, Chief Probation Officer. The Poetry Series Program fills gap programming in reference to page 26 of the Arts & Culture Master Plan for Contra Costa County. We believe that the Scope of Work is extensive for the allotted funds and Arts Council Projected Budget estimate be revisited by the Review Committee, County Administrator’s Office, and Board of Supervisors. 8. What expenses and services are covered by ARTSCCC’s payment to its fiscal sponsor? The Independent Arts & Media Fiscal Sponsor fee includes administration support and resources including the cost of insurance: Commercial General Liability (includes Business Property Coverage), Automobile Liability (Hired and Non-Owned Autos), Sexual Abuse Misconduct, Supplemental Umbrella, Workers Comp, and Directors & Officers Insurance. Fiscal Sponsor services include legal, payroll, tax filing, healthcare plans, human resources, donations, contributions, fundraising, crowdfunding, mentorship, coaching, financial, budgets, contract assistance, promotional support, business plan development, and professional referrals. 9. The Arts Master Plan scope of work defers regranting until after the arts council has launched, gained solid footing, and successfully advocated for regranting funds from other sources. Your proposal states that ARTSCCC will begin regranting in its first year, albeit a small amount ($20,000), yet also says the contract amount is insufficient to pay the Executive Director a livable wage. The Committee wonders about your thinking in this regard. The Pandemic Relief & Recovery: Emergency Funding & The Bay Area Arts Community report indicates that the Contra Costa County arts community is suffering. As we worked on the proposal and budgets, this was an extensive conversation trying to merge our values with the task. For ARTSCCC current programs, 60% of funds directly support the Arts Community. ARTSCCC is a community team of Lead Advisors, administrative staff, and program contractors with decades of experience living and working in Contra Costa County. We are artists, administrators, advocates, educators, and art enthusiasts. As a grassroots organization, we are willing to invest our time to build a sustainable arts foundation despite insufficient pay. Attachment C 226 In our proposal, we are transparent and honest to not over promise and risk failure. Once an organization is selected to provide Arts Council Services, the Arts community will want to see results immediately. The Artist & Art Organizations Stipends regranting program ($20,000) connects the Arts community in each District. This is an opportunity to build connections including identifying individuals to participate in ARTSCCC leadership. 10. The Arts Master Plan mentions various ways that the arts are funded by localities, including two included in ARTSCCC’s proposal: % for art developer fees and TOT (Transient Occupancy Tax). While these are seen as ambitious and the funds are needed, there is also some concern about pursuing new tax mechanisms on the heels of a recent tax initiative, Measure X, which is already being used to fund the arts council project. Please share more of your thinking about the strategies you will put into place to pursue these new tax mechanisms. We believe in multiple strategies to secure funding due to unforeseen circumstances. For example, Measure X funds are subject to Board of Supervisors’ discretionary approval. As a result, it could be lowered or removed. Measure X funds are not part of the General County budget which would have provided additional financial stability. From page 6 of the RFP for Art Council Services: “Future fiscal-year allocations of Measure X funding for Arts Council services are anticipated but will be subject to Board of Supervisors’ discretionary approval; the County Administrator anticipates that it will recommend appropriate Cost of Living Adjustments (COLAs) to the FY 23-24 allocation for future fiscal years, subject to overall County revenues, projected expenditure levels, availability of funding for other County priorities, and Board direction.” TOT (Transient Occupancy Tax) funding has been a successful source for other art organizations. Please reference SVCREATES Audited Financials: https://svcreates.org/about-svcreates/ Examples: ●Santa Clara Measure A (Hotel Transient Occupancy Tax) ●San Francisco Proposition E (1.5% of 14% San Francisco hotel tax to arts and culture) ●Oakland Measure C (3% of hotel tax to support cultural funding) According to page 14 on our proposal, ARTSCCC’s recommendation for a TOT would be in years 7-15 recommendation (beyond 5-year contract). We believe that’s sufficient time and our proposal includes scalable staffing in case funding does not come though by year 4. Attachment C 227 11. Also, please discuss your relationship with County staff and the Board of Supervisors. What kind of on-going relationship and support from the County do you expect? ARTSCCC Executive Director, Lead Advisors, Contractors, and artists have worked with County staff and the Board of Supervisors professionally and in community work. ARTSCCC Lead Advisor BK Williams:Served as Queer Women of Color Media Arts Chair, Richmond Rainbow Pride Vice President, and co-founded Richmond Women’s Film Collective. She was the Measure X Task Force Vice Chair and worked with County staff and the Board of Supervisors. As Richmond Progressive Alliance Co-Chair, she has worked with Supervisor Gioia on initiatives. ARTSCCC Lead Advisor Nava Mizrahhi:A leading advocate for human rights, LGBTQIA+, and the Arts. Nava served on the Richmond Arts & Culture Commission, “Sisters In Solidarity” co-organizer, and Suppressed Histories Archives board member. When on the Richmond Arts & Culture Commission, she worked on youth art projects at Verde Elementary School supported by Supervisor Gioia. ARTSCCC Lead Advisor Christopher Holmes:SPG Therapy & Education Chief Operations Officer, providing oversight to multiple special education organizations. He has engaged in state legislation with the California Association of Private Special Education Schools & Agencies (CAPSES) and served as CAPSES President & Treasurer. He’s worked with Board of Supervisor staff collaboration on a neighborhood beautification project for San Pablo. ARTSCCC Executive Founding Director Jenny Balisle:A practicing artist for over twenty years, her artworks have been exhibited in both local and international venues. Balisle was the Richmond Arts & Culture Commission Chair, Public Art Advisory Committee Chair, and served as AC5 Managing Director. She worked with County staff and Board of Supervisors in her roles as AC5 Managing Director, Richmond Arts & Culture Commission Chair, Public Art Advisory Committee Chair, and ARTSCCC Executive Founding Director. Poetry Series Program Lead Artist and Workshop Facilitator Donté Clark:He is a spoken-word poet, actor, and writer based in East Contra Costa County. Donté’s play Té’s Harmony was shown in the 2017 documentary Romeo Is Bleeding, executively produced by Russell Simmons. As the former Poetry Out Loud Coordinator, he worked with County staff and youth throughout Contra Costa County. As the Poetry Series Program Lead Artist and Facilitator, he’s worked with County staff. Program Technical, Media and Community Advisor Antonio (Tony) Tamayo: He is a Richmond artist, designer, administrator, youth mentor, and Deputy Chief of Staff for Richmond Mayor Eduardo Martinez. He was a member of the Richmond Arts & Attachment C 228 Culture Commission. Tony was the Arts & Culture Commission of Contra Costa County (AC5) Program Coordinator working on programs such as Poetry Out Loud and ABOUTFACE with County staff and Board of Supervisors. Program Lead Community Outreach and Exhibition Artist Silvia Ledezma:She is an international artist, photographer, and activist. Silvia served on the Richmond Arts and Culture Commission. As the former Chair of the Arts and Culture Commission of Contra Costa County, she’s worked with County staff and the Board of Supervisors. We would seek on-going support in marketing, answering onboarding and legal questions, outlining Contra Costa County procedures, sharing additional funding opportunities, providing free community meeting spaces, facilitating introductions to support services, and community connections. Attachment C 229