200 S. Anaheim Blvd.
Suite #276
Anaheim, CA 92805
Tel: (714) 765-5176
Fax: (714) 765-5161
www.anaheim.net
CITY COUNCIL AGENDA REPORT
City of Anaheim
DEPARTMENT OF PUBLIC WORKS
DATE: MAY 5, 2026
FROM: DEPARTMENT OF PUBLIC WORKS
SUBJECT: PROFESSIONAL SERVICES AGREEMENT WITH NCB
INCORPORATED FOR AS-NEEDED GRANT WRITING
SERVICES TO SUPPORT THE PUBLIC WORKS DEPARTMENT
ATTACHMENT (Y/N): YES ITEM # 05
GOVERNMENT CODE § 84308 APPLIES: YES
RECOMMENDATION:
That the City Council, by Motion:
1) Approve the Professional Services Agreement (Agreement), in substantial form, between the City of Anaheim (City) and NCB Incorporated, in the not-to-exceed amount of $250,000 per Work Order Package with a total not-to-exceed contract amount of $500,000 per contract year (cumulative amount not to exceed $2,500,000) plus a 15% contingency for as needed extra services terminating on September 3, 2027, with two, one-year optional renewals for as-needed grant writing services to support the Design Services Section of the Department of Public Works;
2) Authorize and direct the Director of Public Works to execute the Agreement and to take any and all actions as are necessary, required, or advisable to implement and administer the Agreement; and 3) Authorize de minimis changes that do not substantially change the terms and conditions of the Agreement, so long as such changes are determined to be de minimis by the City Attorney’s Office.
DISCUSSION:
As a standard practice, the Department of Public Works (Department) maintains as- needed professional services agreements with multiple grant writing firms to obtain competent and experienced personnel in a timely and cost-efficient manner to support the Department’s fluctuating workload of diverse projects. These consultants compete for work assignments through a Request for Work Order Proposal (RFWOP) solicitation process carried out by City staff. When certain tasks require an immediate response, the qualified consultant with the most favorable rates may be contacted to provide services on an on-call, short-notice basis. The work order amount for each assignment under this professional services agreement can vary depending on the Professional Services Agreements for As-Needed Grant Writing and Public Outreach Services to Support the Public Works Department May 5, 2026
specific project’s scope, schedule, duration, and complexity. These services are used to supplement the Department’s staff to support various projects, including street widening/improvements, intersection widening/improvements, bridge widening, repair, or replacement, sanitary sewer rehabilitation, storm drain improvements, median beautification, rail improvements, and landscape improvements.
On May 7, 2024, the City Council approved professional services agreements with seven consultant firms for as-needed grant writing and public outreach services. Subsequent to that approval, the City received an unsolicited proposal and was informed of the formation of a new grant writing consulting firm and the availability of its proposed project team.
In accordance with the qualification-based selection procurement pursuant to City Council Policy 4.1, the Department established a review board, conducted the proposal rating review, and identified NCB Incorporated as one of the highest-ranked proposals compared to the previously approved firms. The evaluation criteria included the consultant’s ability to perform the specific tasks outlined in the RFQ, the qualifications of the specific individuals who will work on the project, the amount of time and involvement of key personnel on their respective portions of the project, the consultant’s demonstrated record of success on previously performed work, the specific methods and techniques to be employed on the project, and the reasonableness of the fee requested. Based on this evaluation, NCB Incorporated is deemed qualified and capable of performing the required services for the City.
Staff recommends adding NCB Incorporated to the existing on-call consultant pool. NCB Incorporated is being considered based on the qualifications of its proposed Project Manager, who has worked with the City of Anaheim for many years and possesses extensive institutional knowledge of the City’s grant programs, funding strategies, and internal coordination processes. This background allows the consultant to provide immediate value by minimizing onboarding time and efficiently supporting time-sensitive grant applications. The Project Manager’s familiarity with the City’s historical grant activity, reporting requirements, and coordination with City departments and external funding agencies enhances the Department’s ability to pursue, manage, and administer competitive grant funding. This continuity and understanding are particularly important given the increasing complexity of grant applications and the need to meet strict submittal deadlines.
Adding NCB Incorporated to the existing on-call consultant pool will increase capacity, improve responsiveness, and complement the capabilities of the current consultant roster. This action does not guarantee work for NCB Incorporated and does not increase the overall contract authority previously approved by City Council. All work assignments will continue to be issued on an as-needed basis and subject to available funding.
The maximum contract amount per work order package will be $250,000, with a total not-to- exceed contract amount of $500,000 per contract year per consultant. The attached Agreement is structured with the same terms and conditions as the past approved On-Call Professional Services Agreements for Grant Writing and Public Outreach, which will terminate with the other agreements on September 3, 2027, with two 1-year optional renewals.
This Agreement supports Anaheim’s Strategic Plan Goal A – Maintain Financial Responsibility, Strategy No. 1. “Identify potential new funding sources/revenue to increase City revenues to maintain and enhance services” and Strategy No. 2. “Continue proactive pursuit of state and federal grant funds.”
Professional Services Agreements for As-Needed Grant Writing and Public Outreach Services to Support the Public Works Department May 5, 2026
IMPACT ON BUDGET:
This Agreement will be funded through project-specific budgets approved by City Council in the Public Works Capital Improvement Program Budget.
Respectfully submitted,
Rudy Emami
Director of Public Works
Attachment:
1. Agreement and proposal