STAFF REPORT
Meeting Date:
September 23, 2025
CONSENT
19 SUBJECT: PROFESSIONAL SERVICES AGREEMENT FOR STATE AND FEDERAL
LEGISLATIVE ADVOCACY SERVICES
RECOMMENDATION: It is recommended that the City Council:
1. Authorize the City Manager to execute a five-year professional services agreement with Townsend Public Affairs commencing October 1, 2025, for an amount not to exceed $84,000 in FY 2025-26, and an overall contract amount not-to-exceed $444,000; and
2. Determine that the recommended action does not constitute a ”project” pursuant the California Environmental Quality Act.
Appropriation: $0 Fund: N/A
Submitted By: . Approved:
Jeremy Frimond, Assistant City
Manager
Dave Kiff, City Manager
SUMMARY OF THE MATTER
This report recommends that the City Council authorize the City Manager to execute a five-year professional services agreement with Townsend Public Affairs for legislative advocacy services. The proposed agreement ensures continued representation at the state and federal levels to support City priorities, monitor legislation, and pursue funding opportunities.
The proposed agreement has a total not-to-exceed amount of $444,000 over five years, with compensation set at $7,000 per month for the first three years and $8,000 per month for the final two years. This compensation structure is a fixed monthly retainer for the term of the agreement. Funding for FY 2025–26, totaling $84,000, is included in the Adopted Budget, and no additional appropriation is required at this time.
This action supports the City Council’s strategic goals related to legislative engagement, external funding, and proactive policy advocacy. The agreement includes a defined scope of services, reporting requirements, service standards, and permits termination by either party without cause.
The recommended action has been reviewed under the California Environmental Quality Act (CEQA) and is not subject to environmental review pursuant to CEQA Guidelines Sections 15378(b)(2) and (b)(5), as it constitutes a general administrative activity of government with no potential for a physical environmental impact.
Professional Services Agreement for State and Federal Legislative Advocacy Services September 23, 2025
DISCUSSION
Legislative Advocacy Services Overview
The City benefits from specialized representation at the state and federal levels to advance its policy priorities, secure funding, and respond to legislation that may impact local operations. Legislative advocacy firms serve this function by monitoring and analyzing proposed laws and regulations, advocating on behalf of the City with legislators and agency officials, building coalitions with other jurisdictions, and providing strategic counsel on aligning local initiatives with broader legislative trends. They also provide rapid response when legislation or regulatory actions threaten the City’s interests. Their role can be understood in several key functions:
1. Legislative Monitoring and Tracking
The firm monitors bills, budget proposals, regulations, and committee hearings that may affect the city.
They track both beneficial and adverse legislation, providing timely updates so the city can anticipate changes and respond effectively.
2. Policy Advocacy
The firm advocates for the city’s policy priorities by meeting with legislators, legislative staff, and agency officials. This includes drafting position letters, testifying in hearings, and arranging direct meetings to explain the city’s perspective on specific issues.
3. Securing Funding and Resources
A core responsibility is helping the city compete for state and federal funding opportunities. This includes advocating for earmarks, grants, or appropriations in the state budget or federal budget process, and ensuring that agency regulations are written in a way that allows the city to qualify for available funding streams.
4. Coalition Building
Advocacy firms often help local governments build coalitions with other cities, counties, or associations to strengthen lobbying efforts. A unified voice on a regional or statewide basis can carry greater influence with legislators and regulators.
5. Strategic Counsel
Beyond advocacy, these firms provide political advice on how state and federal developments intersect with local policy. They help align the city’s local initiatives with broader legislative trends, ensuring consistency with evolving state and federal mandates.
6. Representation in Crisis or Special Issues
When unexpected legislation threatens the city’s interests, such as mandates increasing costs, restrictions on land use, or environmental regulations, the advocacy firm provides rapid response to negotiate amendments, exemptions, or opposition strategies.
Professional Services Agreement for State and Federal Legislative Advocacy Services September 23, 2025
These services are important for ensuring the City remains proactive and responsive in a dynamic legislative environment.
Public Bid Process
The City’s professional services agreement for legislative advocacy expired on July 1, 2025. Since then, services have continued on a month-to-month basis with the existing consultant, Townsend Public Affairs, while a competitive procurement was conducted.
On July 8, 2025, the City issued a Request for Proposals seeking qualified firms. Two proposals were received, from Townsend Public Affairs and Siverling Advocacy. Following interviews on August 21, 2025, a panel consisting of an Assistant City Manager, a Senior Management Analyst and the City Engineer identified Townsend Public Affairs as the most qualified firm, citing its established record of meeting the City’s service needs. Townsend Public Affairs, the incumbent provider, has an established record of successfully meeting the requirements of the service agreement.
Staff recommends entering into a five-year agreement with Townsend Public Affairs (Attachment 1), effective October 1, 2025, through October 1, 2030. The agreement will include a defined scope of work, reporting requirements, and service standards. While staff does not anticipate issues given the proven track record of Townsend Public Affairs, the agreement will allow either party to terminate without cause.
FINANCIAL ANALYSIS
Under the proposed agreement, Townsend Public Affairs will be retained at a monthly rate of $7,000 for the first three years and $8,000 for the final two years. The FY 2025/26 Adopted Budget includes sufficient funds to cover this agreement, and no additional appropriation is requested at this time. Subsequent years of the contract will be subject to City Council adoption of a budget that includes funding for legislative affairs.
ENVIRONMENTAL ANALYSIS
The recommended action consists of organizational or administrative activities of the City that will not result in a direct or indirect physical change in the environment and therefore does not constitute a “project” within the meaning of the California Environmental Quality Act. (Public Resources Code Section 21065; 14 CCR Section 15378(b)(5).) Approval of an agreement for legislative advocacy services is a purely organizational or administrative activity. Alternatively the recommended action consists of the creation of government funding mechanisms or other government fiscal activities, which do not involve any commitment to any specific project which may result in a potentially significant physical impact on the environment and therefore does not constitute a “project” within the meaning of the California Environmental Quality Act. (Public Resources Code Section 21065; 14 CCR Section 15378(b)(4).) Professional Services Agreement for State and Federal Legislative Advocacy Services September 23, 2025
ATTACHMENTS
1. Professional Services Agreement with Townsend Public Affairs Report Prepared By: Coordinated With:
Louie Lacasella, Senior Management Analyst Pat Donegan, Assistant City Attorney