To: Board of Supervisors
From: Monica Nino, County Administrator
Report Title: Contract Amendment for Measure X Needs Assessment and Program Evaluation - Alta Planning + Design, Inc.and reallocate Measure X Administration funds to the Measure X Needs Assessment and Program Evaluation
☒Recommendation of the County Administrator ☐ Recommendation of Board Committee
RECOMMENDATIONS:
APPROVE and AUTHORIZE the County Administrator, or designee, to execute a contract amendment with Alta Planning + Design, Inc., to increase the contract payment limit by $53,175, from $249,998 to $303,173, for the Measure X Needs Assessment and Program Evaluation, with no change in the term ending January 1, 2027and APPROVE the reallocation of $53,175 from the Measure X Administration allocation to the Measure X Needs Assessment and Program Evaluation allocation to fund the increased contract payment limit.
FISCAL IMPACT:
Approval of this contract amendment will result in additional contractual expenditures of up to $53,175 and is funded 100% by Measure X funds. This action will not result in additional impact to the General Fund. This action shifts $53,175 in Measure X funds previously assigned to the Measure X Administration allocation to the Measure X Needs Assessment and Program Evaluation.
BACKGROUND:
On June 10, 2025, the Board of Supervisors approved an allocation of $250,000 to conduct a Measure X Needs Assessment and Program Evaluation. This comprehensive assessment is intended to deepen understanding of community needs and current Measure X programs’ impacts to support future policy and funding decisions. The contractor will conduct countywide quantitative and qualitative research, including a representative survey, focus groups, stakeholder interviews, and analysis of program data and reports. The scope also includes refining program performance indicators, creating a standardized annual reporting tool, training County staff to use the new framework, and delivering a final assessment report and presentations to the Board of Supervisors and stakeholder groups.
To implement the Measure X allocation for the needs assessment, the County Administrator’s Office presented a draft Request for Proposals (RFP) for the services at the November 3, 2025 Finance Committee meeting, which was approved to move forward and officially issued on November 5, 2025. The RFP sought a qualified provider to conduct a countywide analysis of community needs, service gaps, and program performance for Measure X-funded programs. The response period closed on December 8, 2025, with the County receiving 26 proposals. The County’s Purchasing Division facilitated the evaluation process, and an RFP review panel of three internal and external subject matter experts was convened, including representatives from the Contra Costa County Fire Protection District, Contra Costa Health Services, and the San Mateo County Executive’s Office.
Review Panel members received the 26 RFP responses on December 9, 2025. The panel convened on January 14, 2026, to discuss initial feedback and determine which respondents would be invited to provide presentations. On February 4, 2026, the panel held virtual presentations with the top seven respondents. Following deliberation, the Review Panel unanimously recommended Raimi & Associates, Inc. for the contract award.
On February 11, 2026, the County was notified that Raimi & Associates, Inc. is merging with Alta Planning + Design, Inc. and there would be no change to the identified team members, proposed scope of services, or cost structure.
On March 17, 2026, the Board of Supervisors approved a contract with Alta Planning + Design, Inc. to conduct the Measure X Needs Assessment and Program Evaluation. The approved scope included a countywide representative survey with a target sample size of 800 respondents and funding for participant incentives, including 128 Target gift cards and 128 Walmart gift cards valued at $25 each, for a total of $6,400.
The County Administrator now seeks authority to amend the contract to increase the representative survey sample size from 800 respondents to at least 2,000 respondents and to repurpose the $6,400 budgeted for gift card incentives to support additional community outreach activities. The increased sample size will ensure a minimum of 400 completed surveys from each supervisorial district, resulting in a statistically reliable sample size and an acceptable margin of error for district-level analysis. No other substantive changes to the scope of work are proposed. To fund the expanded scope of work, staff is requesting a reallocation of $53,175 from the Measure X Administration allocation to the Measure X Needs Assessment and Program Evaluation allocation. The Measure X Administration allocation funds sales tax consulting, administration expenses and support staff within the County Administrator's Office. Sufficient funds remain in the Measure X Administration allocation to absorb this transfer without impacting ongoing administrative operations. This reallocation will bring the total Measure X Needs Assessment and Program Evaluation allocation to $303,173, consistent with the amended contract payment limit.
Project Timeline
The project will be carried out from March through November and includes a structured series of engagement, data collection, analysis, and reporting activities. Major milestones and public-facing engagement events are summarized below.
Key Activities
• March - Project kickoff, background data review, and initial development of engagement tools and the program inventory
• April-June - Initial presentation to the Measure X Community Advisory Board (MXCAB) and other key stakeholder groups; launch and administration of the countywide representative and convenience surveys; continued development of engagement tools; refinement of KPIs
• May-August - Qualitative data collection, including focus groups and stakeholder interviews; continued program inventory development; development of the standardized annual reporting tool/template
• July-August - Staff training on the evaluation framework and reporting tools
• August-September - Preparation of the draft assessment and evaluation report
• September-October - Finalization of the assessment and evaluation report and companion summary
• October-November - Presentations of findings and recommendations to the Measure X Community Advisory Board, Board of Supervisors, and other key stakeholder groups
CONSEQUENCE OF NEGATIVE ACTION:
If the Board does not approve the contract amendment, the representative survey will remain at the originally approved sample size of 800 respondents. As a result, the County may not obtain a sufficient number of responses within each supervisorial district to support statistically reliable district-level analysis.