Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  13-000087

 

MEETING DATE:

02/05/13

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

County Executive Office   (Approved)

Department contact person(s):

Robert J. Franz (714) 834-6200 

 

 

Ronald C. Vienna (714) 834-6889

 

 

Subject:  OC Green Fair

 

      ceo Concur

County Counsel Review

Clerk of the Board

Concur

N/A

Discussion

 

 

3 Votes Board Majority

 

 

 

    Budgeted: N/A

Current Year Cost: N/A

Annual Cost: N/A

 

 

 

    Staffing Impact: No

# of Positions:

Sole Source: N/A

    Current Fiscal Year Revenue: N/A

    Funding Source: N/A

 

    Prior Board Action: N/A

 

RECOMMENDED ACTION(S):

 

Cancel the FY 2012-13 OC Green Fair and authorize the CEO or his designee to work with local private sector trade organizations to take over the administration and promotion of future events.

 

 

 

 

SUMMARY:

 

Authorize the CEO to cancel future OC Green Fair events and identify a private sector trade organization to take over the administration and promotion of the event with limited County involvement.

 

 

 

BACKGROUND INFORMATION:

 

The OC Green Fair event was originally part of the County’s strategic initiative in sustainability and was inspired by the County’s Environmentally Preferable Purchasing (EPP) policy adopted by the Board of Supervisors in 2009.  The 1st annual event kicked off in 2010 and was designed to emphasize the County’s commitment to principles of sustainability and raise public awareness about the importance of environmental stewardship.

 

The responsibility for planning and hosting the annual OC Green Fair event resides with the Procurement Office division under direction of the County Purchasing Agent. Since the initial OC Green Fair event was held in 2010, the Board has approved a formal Marketing Plan and Board Resolution each year to outline the Department’s strategy for raising sponsorship funds and securing private sector partnerships.

 

The annual Marketing Plan outlines two (2) main objectives for the event, as follows:

 

1. Emphasize the County’s commitment to principles of sustainability by promoting the purchase of eco-friendly products and services among County Agencies and Departments.

 

2. Raise public awareness on sustainability through participation and education efforts provided by County Departments and corporate sponsors.

In order to meet these objectives, County staff and volunteers spend approximately 3 to 4 months working on the planning tasks including:

·       Competitive Solicitation – Each year a competitive process is undertaken to select over 90 eco-friendly exhibitors and sponsors to participate in the event.

·       Public Outreach – Event information is presented to County Departments, local cities, special districts, and media sponsors.  In addition, staff works with local schools to coordinate participation in the annual art exhibit/contest.

·       Vendor/Exhibitor Administration – Staff works directly with all exhibitors and sponsors on the Event Agreement prior to participation in the event.

 

Since the initial event was held in 2010, interset has continued to grow substantially resulting in several major corporate sponsors and attendance of over 3,500. The growing interest in this event that has resulted in additional resource needs that cannot be sustained without  impacting the core business functions of the Procurement Office.  The County Executive Office recommends a suspension of the FY2012-13 event planning in order to pursue opportunities to transition the event administration and promotion to local private sector trade organizations.

 

Internal efforts by the Procurement Office to promote the purchase of eco-friendly products and services will continue as part of the Environmentally Friendly Purchasing Policy approved by the Board.

 

 

 

FINANCIAL IMPACT:

 

N/A

 

STAFFING IMPACT:

 

N/A