City of Gonzales
CITY MANAGER DEPARTMENT
STAFF REPORT
TO: Honorable Mayor Rios and City Council
DATE: April 17, 2023
FROM: Trevin Barber, City Manager
THROUGH: Trevin W. Barber, City Manager
SUBJECT: Award Contract to California Consulting to Provide Grant Writing Services for Various Grants, on an As-Needed Basis. (Cost: Per Grant and Not-To-Exceed Basis of $100,000)
RECOMMENDATION
Authorize the City Manager to enter into an agreement with California Consulting, LLC.
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 shortlisted 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
13 they assist in administering the grant and post-grant administration work. Consultant fees are covered by grant awards in as many instances as possible.
California Consulting has a proven record of successful grant applications. Over a five-year period, California Consulting secured $37,951,412 for the City of Baldwin Park. With consulting fees of $255,000 the total return on investment for the City of Baldwin Park was 14,782.91%. Please consider the attached .pdf that details the total award amounts.
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.
ANALYSIS
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. 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. With a total award anticipated for $18,350,000 the expected rate of return 18,250%. The scope of work is not an exhaustive list of grants to be pursued. The agreement provides room to engage the consultant to propose more grants on a fee per grant basis. The initial grants and expected award amounts are as follows:
GRANT AWARD GOAL
FEMA: SAFER for Firefighters Grant Program; FP&S; AFG $1,100,000 OTS Grant Programs $50,000
Caltrans: Reconnecting Communities; SS4A program; Multimodal Project Discretionary Grant; Clean California Local Grant Program $2,000,000
OGALS Recreational Trails Grant Program $500,000
Urban Greening Program $100,000
Land and Water Conservation Fund $100,000
EDA EAA programs $3,000,000
Affordable Housing and Sustainable Communities Program $1,000,000 Prop 68 grant program $500,000
COPS Grants; OJP $50,000
Community Resilience Centers Program $10,000,000
TOTAL: $18,350,000
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 its 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. RFP Grant Writing Services
2. Agreement - California Consulting
3. By The Numbers - Ca Consulting