City of Gonzales
CITY MANAGER DEPARTMENT
STAFF REPORT
TO: Honorable Mayor Rios and City Council
DATE: April 3, 2023
FROM: Trevin Barber, City Manager
THROUGH: Trevin W. Barber, City Manager
SUBJECT: Award Contract to California Consulting to Provide Grant Writing Services
RECOMMENDATION
Authorize the City Manager to enter into an agreement with California Consulting, LLC. to provide grant writing services for various grants, on an as-needed basis. (Cost: per grant and not-to-exceed basis of $100,000).
BACKGROUND
The City has historically relied on more common grant finding and grant writing activities to seek appropriate grant funding for its projects/activities, with each department researching and/or learning about grants that are available through their own operational and association contacts.
In January of 2023, the City posted a request for a proposal (Proposal) for grant writing services, which included a scope of work for a needs assessment, access to a regularly updated database of grant opportunities, and assistance in writing grants when the City requested. Staff closed the Proposal on February 10, 2023 and a committee was formed to begin ranking the proposals. In February, staff short listed the top three vendors, California Consulting, BKF Engineers, and Siegfried. After extensive reference checks, California Consulting was selected as the recommended vendor of choice with the highest total score.
California Consulting was highlighted as a firm specializing in grant related government affairs in California. The firm practices a full-service approach to working with its clients, starting with a needs assessment, and then bringing grant opportunities to the City for review. When potentially helpful, they arrange for their clients to meet directly with grantors, to both establish relations between the City and the grantors, and to help identify which grant programs are best suited to their client's needs. The firm provides grant writing and submission services (assisted by City Staff), and when grants are awarded, AGENDA
ITEM
8 they assist in administering the grant, as well as in post-grant administration work. Consultant fees are covered by grant awards in as many instances as possible.
Taking an active role through the entire process is intended to not only find, win and properly administer grants, but to also ensure the client develops a good working relationship with the grantor, and that the grantor is encouraged to consider the City for future grants.
California Consulting's business model is one where, for a fixed fee, there are no limits on the number of grants they'll pursue, lobby, and help administer for the City; and they have offered the City an openended month-to-month contract, giving us the opportunity to work with them without a long-term commitment.
The proposed contract calls for a flat fee per grant and hourly for additional work, plus reimbursement for expenses (postage, copies, etc...) with a total not to exceed $100,000.00 a year. Staff has participated in a needs assessment process with California Consulting, which informed the initial set of grants to be pursued in the agreement’s scope of work attached. The scope of work is not an exhaustive list of grants to be pursued. The agreement is open ended and we have the option to engage the consultants to purpose more grants on a per grant basis.
Explain Recommendation and How it Supports the Vision
Gonzales will continue to be a safe, clean, family-friendly community, diverse in its heritage, and committed to working collaboratively to preserve and retain its small-town charm.
Explain: Seeking professional assistance in writing grants will increase funding for strategic priorities and help the City achieve it’s vision.
Explain how the Recommendation Directly Implements the Mission The City Council and Staff of the City of Gonzales will realize our Vision by providing the leadership, commitment, and resources necessary to provide excellent services that enhance the quality of life of our diverse community.
Explain: Please see Vision above.
City services will be delivered in a cost-effective, respectful, and friendly manner to ensure the safety and well-being of the residents and the promotion of business, recreational, housing and employment opportunities in an environmentally sustainable manner.
Explain: Please see Vision above.
Strong fiscal policies allow us to provide appropriate infrastructure for:
• Public Safety X Yes No N/A
• Housing X Yes No N/A
• Recreation X Yes No N/A
• Environment X Yes No N/A
• Education X Yes No N/A
Explain: Please see Vision above.
ALTERNATIVES
1. The City Council may, in its discretion, reject any proposals presented and then direct staff to:
a. abandon the work effort for grant writing support, or b. direct staff to re-advertise for proposals.
BUDGET IMPACT
The proposed contract calls for a flat fee per grant and hourly for additional work, plus reimbursement for expenses (postage, copies, etc...) with a total not to exceed $100,000.00 a year.
Attachments:
1. Grant Writing Services RFP
2. Agreement with California Consulting