EAST PALO ALTO
CITY COUNCIL
STAFF REPORT
DATE: December 15, 2022
TO: Honorable Mayor and Members of the City Council
VIA: Patrick Heisinger, Interim City Manager
BY: Patrick Heisinger, Interim City Manager
SUBJECT: Proposed Agreement with the Lew Edwards Group to Provide Community Engagement, Polling and Research, and Fiscal Sustainability Consulting Services to the City of East Palo Alto
Recommendation
Adopt a Resolution:
1. Authorizing the City Manager to enter into an agreement, in a form approved by the City Attorney, with the Lew Edwards Group in an amount not to exceed $149,000, to provide community engagement, polling and research, and fiscal sustainability consulting services to the City of East Palo Alto; and
2. Waiving the bidding procedures pursuant to East Palo Alto Municipal Code section 2.84.070(D); and
3. Authorizing a transfer from ARPA Fund to General Fund in the amount of $149,000 and appropriating funds for the same amount through General Fund for such services.
Background
During the Priority Setting process for and throughout Fiscal Year (FY) 2022-2023, the City Council expressed the desire to embark on a comprehensive research and outreach process to gauge community priorities and gather community feedback about maintaining and expanding essential services, infrastructure, and fiscal stability.
On October 18, 2022, the City Council accepted a report from staff that provided several recommendations for allocating the remaining portion of American Rescue Plan Act (ARPA) funding. During the discussion, staff recommended that the City Council set-aside ARPA funds for consultant services to accomplish these outreach goals. At that time, staff estimated that the cost of these services may be up to $200,000; City Council encouraged staff to lower this estimate so that remaining funds may be available for other priorities.
This action would accomplish a City Council goal of identifying and launching an initial outreach process to gauge community priorities for maintaining essential services and fiscal stability. The purpose of this staff report is to seek City Council approval for the City Manager to execute a contract with the Lew Edwards Group (LEG) to provide these services.
Analysis
About the Consultant Team
An extensive description of the proposed consultant team is provided in Attachment 2 – Draft Proposal. Key highlights are shown in the table below:
PROPOSED CONSULTANT TEAM
Consultant Experience
The Lew Edwards Group (LEG)
Lead Consultant
LEG is an Oakland-based corporation cofounded by partners Catherine Lew and Lloyd Edwards. LEG is a Black/Native
American, Asian-Pacific Islander and
woman-owned firm with more than 25 years
of experience. LEG supported the City of
East Palo Alto in 2016.
Fairbank, Maslin, Maullin, Metz &
Associates (FM3)
FM3 has been conducting public policy
opinion research since 1981 on issues of
major economic and social concern.
The Public Dialogue Consortium (PDC) PDC is a nonprofit organization committed to fostering high quality communication in
the public sphere. PDC has been working
it the Bay Area since 1995 to bridge local
governments, residents and stakeholders
using communication techniques that move
critical public issues toward resolution.
Proposed Scope of Work, Timeline, and Compensation
The Proposed Scope of Work and Thumbnail Overview of Recommended 2023 Project Activities (Attachment 3) provides detailed information about the proposed scope of work for this effort. Below are some key highlights:
• Review current and past City budget materials and other planning documents; • Meet and engage with City staff and other assigned consultants; • Develop strategic plan and timeline for calendar year 2023, including various discussions with the City Council;
• Draft initial public messaging platform and communications toolkit; • Work with City staff and assigned consultants to develop methods of expanding community awareness of policy, fiscal, and service needs; • Conduct up to three stakeholder or community qualitative focus groups, in up-tothree languages; and • Design and produce up to two informational City-wide mailings.
Below is an overview of recommended 2023 project activities1:
January: Launch project, determine project goals
Develop quantitative resident survey questionnaire
February: Conduct quantitative resident survey
March: Complete quantitative resident survey, conduct data analysis Update City Council
Develop visioning/engagement approach, timeline, and plan Add key events into timeline: budget adoption process, State of the City, National Night Out, and more
Update Opinion Leader Database
Develop engagement web copy for City website
Spring: Launch 2023 qualitative community visioning/engagement Use qualitative data/community input to add value to budget process Issue interactive mailing #1 to solicit qualitative input and data Conduct two stakeholder/community outreach focus group sessions Include engagement/qualitative data findings in Council budget presentation Conduct business/merchant outreach
Issue opinion leader update #1
Summer 2023: Adopt Budget
Issue community update mailing #2
Issue opinion leader update #2
Develop community outreach presentation
Launch community outreach presentations
Fall/Winter 2023: Conduct parent outreach
Conduct 3rd community outreach focus group
Issue opinion leader letter #3
Evaluate 2023 activities
Develop and refine plan for 2024
Develop voter survey questionnaire
Staff requests that the City Council approve a total not-to-exceed amount of $149,000 for this contract, which is comprised of the following activities and estimated expenses:
PROPOSED CONTRACT EXPENSES ITEMIZATION
Activity Estimated Cost
LEG professional consulting fees $72,000
FM3 Resident Survey $37,000
PDC Meeting Facilitation/Engagement $20,000
Direct Mail Production $20,000
Total $149,000
Proposed Contract Terms
• Compensation: Not-to-exceed $149,000
• Term: Through March 31, 2024
• Extension Provision: One six-month extension at City Manager’s discretion Recommendation to Waive Formal Bidding Procedures
The City Manager recommends that the City Council waive the formal bidding procedures based on the special circumstance that LEG has unique experience with the City and with various agencies throughout San Mateo County.
Fiscal Impact
Staff recommends the City Council appropriate funds in the amount of $149,000 through American Rescue Plan Act (ARPA) Fund for the consulting services in the fiscal year 2022-23 budget. If approved, the ARPA funds would be transferred to the General Fund prior to the agreement being executed.
Public Notice
The public was provided notice of this agenda item by posting the City Council agenda on the City’s official bulletin board outside City Hall and making the agenda and report available at the City’s website.
Environmental
The action being considered does not constitute a “Project” within the meaning of the California Environmental Quality Act (CEQA), pursuant to CEQA Guideline section 15378 (b)(5), in that it is a government administrative activity that will not result in direct or indirect changes in the environment.
Attachments
1. Resolution
2. Draft Proposal
3. Scope of Work and Proposed Timeline