Professional Documents
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Joint Org Meeting November 30, 2022 Agenda Packet
Joint Org Meeting November 30, 2022 Agenda Packet
3. Approval of the minutes of the January 12, 2022 meeting Action Item
5. Discussion and Recommendation to the boards for Approval that Additional Assessment Income
Received in 2022 be Allocated Among Program Areas and Expended in 2022
Action Item
6. Review and recommendation to the Joint Boards of Directors to approve the Approval of OVM
Contract renewal per district bidding policies Action Item
7. Discussion and Recommendation to the boards for Approval that we go out to RFP for Clean and
Safe in January 2023 Action Item
10. Other
BROWN ACT:
Government Code 54950 (The Brown Act) requires that a brief description of each item to be transacted or discussed be posted at least 72
hours prior to a regular meeting. The Corporation posts agendas with the City at 1 Frank H. Ogawa Plaza, #101. Action may not be taken
on items not posted on the agenda. Copies of the agenda are available from the Downtown Oakland Association at 388 19th Street,
Oakland, CA 94612. Meeting facilities are accessible to persons with disabilities. If you require special assistance to participate in the
meeting, notify our office at 510 238-1122 at least 48 hours prior to the meeting.
Adjournment into Executive Session
All staff and public attendees are required to leave the meeting at this time.
All decisions will be a part of public record according to Government Code 54950 (The Brown Act)
11. Recommendation to the Board of Directors to approve additional personnel compensation (OVM
and BBB)
• DOA Action Item
• LMUDA Action Item
13. Adjournment
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Joint Organization Committee Meeting
January 12, 2022 – 11:00 a.m.
Via Zoom Conference
Present: Deborah Boyer, Tanicia Jackson, Kim Bardakian, Ruth Simon, Mike Guerra, Jamie Choy, Jamie
Flaherty-Evans, Courtney Belanger
Absent:
Staff: Steve Snider, Andrew Jones, Victoria Decker, Tamiko Garner, Mauton Akran, Charles Taylor
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property taxes, this budget is once again built presented. The motion
upon an assumed 95% collection as opposed to was approved
the historic 97%. unanimously.
The line items will remain in large part consistent
with the 2021 allocations despite the
considerable underspend – this is due to what we
anticipate being a return to public space
activation and programming, event sponsorship
and other marketing efforts consistent with pre-
pandemic levels. To that end, Public Space
Programming in 2022 is seeing an Increased
allocation over 2021 budget is intended to
provide sufficient funding to direct toward
significant public space activations in 2022,
including 13th Street Commons and the Picnic in
the Plaza summer series at Frank Ogawa Plaza.
Staff anticipates significant sponsorship funding
to be received in support of these initiatives as
well. Allocations have been increased modestly
for insurance and accounting expenses to
account for annual increases.
Discussion of the creation The Oakland Venue Management and Block by Block
of the OVM and BBB contracts have passed the three-year mark which means
endorsement letter in that an amendment to the contract must be approved by
accordance with bidding the board annually or the board must go out to bid for
policies and procedures the contract. If the decision is to not go out to RFP, a
member of this committee is asked to write and
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endorsement letter of Oakland Venue Management and
Block by Blocks performance and recommending that the
board approve the extension of the contract for another
year. We have included a previously issued letter
endorsing OVM in this packet and I can provide talking
points and a template letter for BBB to whomever is
tasked with writing the letter.
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DOA 2022-2023 Budget Worksheet Budget vs. Actuals
% Variance (2022
Annual Anticipated Annual Proposed
YTD Actual budget and 2023 Notes
Budget Over/Underspend Budget
proposed budget)
Income
Assessment Revenue (98% collection) 2,179,587.71 2,117,772.00 61,815.71 2,290,720.00 € 8%
(Reserve) -120,000.00 -120,000.00 120,000.00 -68,030.53 € 3% of anticipated collection
Prior Year Carry Forward 246,096.35 246,096.35 0.00 227,293.53 € -8% Includes remaining Reserve and
anticipated expense category
underspend.
$2,305,684.06 $2,243,868.35
Total Assessment Revenue $ 2,449,983.00 €
Total Income $2,305,684.06 $2,243,868.35 $120,000.00 $ 2,449,983.00 €
Expenses
Clean and Safe Enhancements
Clean and Safe 1,189,486.82 1,329,057.20 31,435.21 1,475,687.00 € 11% Includes increase in starting
ambassador wage.
Misc. 3,091.44 5,000.00 1,627.52 5,000.00 € 0%
Program Coordinator 53,984.27 62,396.31 0.00 71,016.00 € 14% Incorporates 2.5% increase and COE
increase inclusive of additional
employee benefits.
Program Director 68,777.94 83,550.54 0.00 87,305.00 € 4% Incorporates 2.5% increase and COE
increase inclusive of additional
employee benefits.
Outreach Coordinator 15,000.00 €
PROW Maintenance $111,194.14 170,036.61 0.00 178,343.00 € 5% Allocation based on anticipated need.
Total Clean and Safe Enhancements $ 1,426,534.61 € $ 1,650,040.66 € $ 33,062.73 € $ 1,832,351.00 € 11%
Insurance
Directors & Officers 600.00 700.08 100.08 600.00 € -14%
General Liability $2,555.00 3,391.44 836.44 3,000.00 € -12%
Staff and Board Development $6,779.67 8,000.00 604.00 9,000.00 € 13% Allocation based on anticipated need.
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LMUDA 2022-2023 Budget Worksheet
% Variance (2022
Annual Anticipated Annual Proposed budget and 2023
YTD Actual Notes
Budget Over/Underspend Budget proposed
budget)
Income
Assessment Revenue (98% collection) 1,697,107.96 € 1,658,577.00 € 38,530.96 € 1,859,856.02 € 12%
Prior Year Carry Forward 195,058.38 € 195,058.38 € 0.00 € 115,821.22 € -41% Includes remaining Reserve and anticipated
expense category underspend.
Total Assessment Revenue $ 1,811,999.77 € $1,773,468.81 € $ 0.00 € $ 1,920,677.24 €
Total Income $ 1,811,999.77 € $1,773,468.81 € $ 70,166.57 € $ 1,920,677.24 €
Expenses
Clean and Safe Enhancements
Clean and Safe 897,361.00 1,002,622.09 23,682.82 € 1,113,237.00 € 11%
Misc. 2,606.89 3,000.00 156.12 € 3,000.00 € 0%
Program Coordinator 36,506.12 47,070.96 0.00 € 53,574.00 € 14% Incorporates 2.5% increase and COE increase
inclusive of additional employee benefits.
Program Director 51,885.13 63,029.28 0.00 € 65,862.00 € 4% Incorporates 2.5% increase and COE increase
inclusive of additional employee benefits.
Outreach Coordinator 15,000.00 €
PROW Maintenance 140,390.35 132,188.00 -16,000.00 € 122,548.24 € -7%
Total Clean and Safe Enhancements $ 1,128,749.49 € $1,247,910.33 € $ 7,838.94 € $ 1,373,221.24 € 10%
Insurance
Directors & Officers 600.00 600.00 0.00 600.00 € 0%
General Liability 5,073.00 5,073.00 0.00 5,073.00 € 0%
Marketing and Communications 24,145.63 45,000.00 18,659.31 35,000.00 € -22%
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Downtown Oakland Association and the Lake Merritt/Uptown Association
Bidding Policy and Procedures
1. Purpose
The purpose of this policy is to ensure that goods and services purchased by the Downtown Oakland Association
and/or the Lake Merritt/Uptown Association (each, a Community Benefit District or “CBD”) are obtained in a
cost-effective manner and in compliance with applicable regulations and the Disbursement Agreement with the
City of Oakland dated February 10, 2009, as amended or renewed from time to time.
2. Precedence
In the event of any conflict between this bidding policy and the Disbursement Agreement, as amended, the then-
applicable terms and conditions of the Disbursement Agreement shall control. This bidding policy is also subject
to any applicable bylaw or policy of the CBDs, including any conflict of interest policy.
3. Standard Bidding Procedures
All contracts that receive funds pursuant to the Disbursement Agreement and are worth over $5,000 in any
calendar year (“Major Contracts”) are subject to Standard Bidding Procedures. Standard Bidding Procedures
include:
a. Advertisement. The appropriate CBD shall advertise the RFP on its website for at least 10 calendar
days before the due date for bids, have copies of RFPs available at its administrative offices, and
provide a copy of the RFP to the City of Oakland for its possible referral of the contracting
opportunity to local Oakland vendors or consultants. The appropriate CBD will make reasonable
efforts to advertise Standard Bidding RFPs on other websites, such as industry association websites,
to seek qualified applicants. The RFP will provide a clear and accurate description of the service or
good desired, including the range of acceptable standards or minimum acceptable standards.
b. Qualifications. The CBD shall determine the necessary qualifications for a successful bid, and
evaluate and weigh bids based on those criteria. This may include consideration of the quality of the
performance to be provided by the bidder; the ability, capacity and skill of the bidder; the ability of
the bidder to perform promptly; the character, integrity, reputation, judgment, experience and
efficiency of the bidder; the environmental impact of the proposed service or good; the quality of
bidder’s performance on previous contracts with the CBD; and the ability of the bidder to provide
future services. The CBD may waive informalities or minor irregularities in any Standard Bids.
c. Requirement to Bid Contracts. All Major Contracts must be put to bid every three years. The CBD
may choose to waive this requirement and/or extend existing contracts beyond the 3-year limit with
Board approval, which approval shall be obtained annually for every year extended beyond the 3-
year limit. Such Board approval must be accompanied by written justification for the extension,
including why the extension maximizes value to the CBD.
4. Alternative Procedures
The CBDs may use Alternative Procedures for any contract not subject to the Standard Bidding Procedures, above.
Alternative Procedures may include an informal cost/price analysis; selecting a vendor offering the best
combination of quality, service and price for the specific need; and verbal or written bids, or price lists on
websites or catalogues. Reasonable efforts shall be made to ensure fair and competitive pricing.
5. Non-Competitive Vendor Selection
Notwithstanding the previous sections, a CBD may choose not to competitively bid a contract where there is
insufficient time to conduct a competitive source selection due to the extreme urgency of the requirement, in
which case the CBD shall only contract for the goods or services subject to that extreme urgency. The CBD shall
provide a detailed narrative justification for any non-competitive vendor selection.
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6. Records.
Records regarding the Standard Bidding and Alternative Procedures shall be kept as required for all records of the
CBDs, in accordance with the requirements of the Disbursement Agreement.
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1330 Broadway, Suite 434
Oakland, CA 94612
510.788.7500 T
510.628.0525 F
www.tmgpartners.com
Board of Directors
Lake Merritt Uptown and Downtown Oakland District Associations
The Association’s contract with Oakland Venue Management (OVM) for District Management
Services expired on December 31,2021. In accordance with the Association’s Bidding Policy
and Procedures, all major contracts are to be competitively bid every 3-years. However, the
policy provides that existing contracts may be extended beyond the 3-year limit with board
approval. Such approval must be made in writing with justification for the extension.
Furthermore, OVM has effectively represented the needs of both districts and their
interactions with the City of Oakland, established strong positive rapports with city agencies
and Oakland stakeholders. This has all been evidenced through the continued growth and
success of the Clean and Safe program and the Oakland Central campaign. None of which
can be sustained at the high bar OVM has set without their on-going participation.
OVM is best equipped to see us through this next year, especially as we work to support the
new Chinatown BID and recover from the pandemic. With planned street activations and
strategy development already in progress, by extending the OVM contract we remain
focused on what is most important and avoid distraction brought on by an unwarranted
bidding process.
Tanicia S. Jackson
Board President, Downtown Oakland Association
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Downtown Oakland Association
Board of Directors 2022-2023
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gpasquali@carmelpartners.com
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EBALDC
1825 San Pablo Avenue #200
Oakland, CA 94612
Email: fscruggs@ebaldc.org
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Lake Merritt/Uptown District Association Board of Directors
2022-2023
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Proposed 2023 Meeting Schedule
July No meetings
August DOA Board Wednesday, August 2 - 11:00 a.m.
LMUDA Board Wednesday, August 2 - 8:30 a.m.
Clean & Safe Wednesday, August 16 - 12:00 p. m.
Marketing & Branding Thursday, August 24 - 11:00 a.m.
September No meetings
October DOA Board Wednesday, October 4 - 11:00 a.m.
LMUDA Board Wednesday, October 4 - 8:30 a.m.
Clean & Safe Wednesday, October 18 - 12:00 p.m.
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