Agenda Item   

AGENDA STAFF REPORT

 

                                                                                                                        ASR Control  19-001051

 

MEETING DATE:

10/22/19

legal entity taking action:

Board of Supervisors

board of supervisors district(s):

All Districts

SUBMITTING Agency/Department:

OC Community Resources   (Approved)

Department contact person(s):

Dylan Wright (714) 480-2788 

 

 

Julia Bidwell (714) 480-2991

 

 

Subject:  Amendment to Contract with CivicStone, LLC

 

      ceo CONCUR

County Counsel Review

Clerk of the Board

Concur

Approved Agreement to Form

Consent Calendar

 

 

3 Votes Board Majority

 

 

 

    Budgeted: Yes

Current Year Cost: $139,930

Annual Cost: N/A

 

 

 

    Staffing Impact:

No

# of Positions:

Sole Source: N/A

    Current Fiscal Year Revenue: N/A

  Funding Source: GF: 37.5%, State: 62.5%

County Audit in last 3 years: No

 

 

    Prior Board Action: N/A

 

RECOMMENDED ACTION(S):

 

Approve Amendment #2 to the Contract with CivicStone, LLC. for consulting services supporting the Orange County Housing Finance Trust and authorize County Procurement Officer or authorized Deputy to execute the Amendment to increase the contract amount by $139,930 for additional hours and scope, and extend the contract period from April 18, 2020, to June 30, 2020 for a new, not to exceed total contract amount of $194,825.

 

 

 

 

SUMMARY:

 

Amending the current contract with  CivicStone, LLC will provide continued administrative support to the Orange County Housing Finance Trust and support the development of affordable and permanent supportive housing.

 

 

 

BACKGROUND INFORMATION:

 

In April 2019, OC Community Resources (OCCR) entered into a contract with CivicStone, LLC  to provide consulting services to support the newly formed Orange County Housing Finance Trust (OCHFT). The contract was executed for the period of April 18, 2019 through April 17, 2020.  OCCR executed the first amendment of the contract via Amendment #1 to increase the contract by $4,900 within Board delegated authority.

 

Since execution of the contract, CivicStone, LLC has been instrumental in the support of the first two meetings of the OCHFT, revision and update of the bylaws, preparation of grant material for SB 2 Planning Grant funds that provide funding for OCHFT activities, initial planning for a Request for Proposals (RFP) for projects, in addition to the development of the OCHFT website and promotion of OCHFT at various meetings and workshops.  OCHFT now includes 21 member cities and through support of the Board of Supervisors an allocation of $5,000,000 in County funds and $1,000,000 in State funds for the development of affordable and permanent supportive housing (PSH).

 

Under the proposed Amendment #2, OCCR is requesting an increase of $139,930 to the contract amount and extension of the contract through June 30, 2020.   With the availability in SB 2 Planning Grant funding, a portion of this increase can be paid for from these funds ($87,500).  This increase will cover, management of the RFP process; preparation of the OCHFT Business/Strategic Plan; preparation of OCHFT administrative policies and procedures; management of the Ad Hoc Formation Committee to explore OCHFT tax-exempt donations to fund PSH projects; preparation of a sustainability study for transition from County administrative funding to OCHFT funding and determination of appropriate staffing and various job hiring practices; convening Orange County cities to coordinate and review regional funding policy for PSH projects; preparation of OCHFT legislative and/or lobbying effort to secure additional funding from the State for administrative funding and PSH projects; research possible ordinances that cities can adopt to encourage the development of PSH units; and continued promotion of OCHFT at various regional meetings.

 

Amendment #2 also includes language that clarifies the County’s Contract is with CivicStone, LLC rather than Adam Blake Eliason dba CivicStone, LLC.  As part of this clarification, Amendment #2 provides for the County’s consent to Mr. Eliason’s assignment and CivicStone, LLC’s assumption of any rights and obligations under the Contract that may have been created by the use of the misnomer Adam Blake Eliason dba CivicStone, LLC as its sole proprietor.

 

This contract includes subcontractors and Amendment #2 contains additional provisions governing the use of subcontractors.  See Attachment C for information regarding subcontractors and Contract Summary Form.

 

CivicStone, LLC's performance has been confirmed as at least satisfactory.  OCCR has verified there are no concerns that must be addresses with respect to CivicStone, LLC's litigation status or conflicts with County interests.

 

 

FINANCIAL IMPACT:

 

Appropriations for this Contract are included in Budget Control 15G FY 2019-20 Budget. A portion of the costs will be reimbursed from the state funding ($87,500), which is deposited in Fund 163 OCHFT account.

 

 

STAFFING IMPACT:

 

N/A

 

 

 

ATTACHMENT(S):

 

Attachment A - Amendment Number Two to Contract MA-012-19011553 with CivicStone, LLC
Attachment B - Redline Contract with CivicStone, LLC
Attachment C - Contract Summary Form