STAFF REPORT TO THE CITY COUNCIL
DATE: Regular Meeting of October 24, 2023
TO: Mayor and Members of the City Council
SUBMITTED BY: Dante Hall, City Manager
SUBJECT: AWARD OF CONTRACT FOR GRANT WRITING SERVICES AGREEMENT TO CALIFORNIA CONSULTING INC.
RECOMMENDED ACTION:
Staff recommends that the City Council Authorize the City Manager to execute a Professional Services Agreement with California Consulting Inc. for grant writing services.
BACKGROUND:
At the August 8, 2023, City Council meeting, the City Council authorized staff to issue a Request for Proposals (RFP) for contract grant writing services. City staff have done an excellent job of identifying and obtaining millions of dollars in funding over the years, but with staffing shortages and many competing priorities for staff time, it was recommended that an RFP process for Grant Services be conducted. It is the intention of the City to apply for grants that address documented City needs associated with service delivery and necessary capital infrastructure where the City otherwise would be required to utilize local tax dollars. Additionally, it is the intent of the City to apply for grants that not only are consistent with identified City needs but those grants that can be properly and efficiently administered by staff considering existing duties and responsibilities.
On August 21, 2023, the City released an RFP for qualified firms that could provide grant-writing services for the City of Hercules. Proposals for the RFP were due on September 28, 2023. The City received 5 proposals in response to the RFP from California Consulting Inc., the Interwest Consulting Group, BKF Engineers, LACO Associates, and R.E.Y. Engineers. Staff reviewed the submitted proposals and asked follow-up questions as needed. Next, staff contacted references, verified the cost proposals, and confirmed the contractor’s specifications in their submitted proposal. Based on the information received, staff selected California Consulting Inc. California Consulting Inc. had excellent references and demonstrated outstanding professionalism, experience, and reliable communication. Discussions with Interwest highlighted that the firm will also add value by providing funding advocacy, including pursuing federal earmarks, in addition to traditional grant writing services. Staff is recommending a time and materials contract with a not to exceed limit of $50,000 in the current fiscal year, and that the City Manager be authorized to execute a Professional Services Agreement with California Consulting Inc. for grant writing services.
FISCAL IMPACT:
This contract will be awarded on a time and materials basis with a not to exceed amount of $60,000. The adopted FY 2023-2024 budget has allocated $50,000 for this initiative.
ATTACHMENTS:
Resolution
August 8, 2023, Staff Report Request for Proposals for Grant Writing Services City of Hercules Request for Proposals For Grant Writing Services Grant Writing Proposals Submitted