MLT Second Draft Deliverables 4-20-22
A. Increase budget to $300,000 (31% increase YOY) for 2022-23 event grant funding cycle for events in spring, summer, fall 2023 including a new Tier 1 event to fill off-peak event calendar.
B. Expand event promotion/advertising plan for summer 2022 to include campground hosts.
C. Develop an event survey to better understand visitor use, event success and local economic impact and implement for 2022-23 season.
III. Access and Mobility Awareness and Expansion
1. Air Access
A. MLT to continue to support MMH Airport and scheduled charter air service through marketing efforts, airline contracting, and subsidy negotiation and payments.
B. Explore possible expansion to year-round service at MMH and BIH in spring 2023.
C. Work towards adding one new carrier, one new market & upgraded aircraft type to BIH for Winter 2023-24.
D. Look at additional scheduled charter markets in California and the region for winter 2023-24.
2. Air Service Promotion
A. Increase marketing funding for both commercial and scheduled charter services by at least 60%.
B. Promote local air discount programs to encourage both commercial and scheduled charter flying to fill outbound, off-peak flights and increase number of locals’ discount codes requested/distributed by 5% over winter 2021-22.
C. Track fluctuations in BIH air service via NPS scores related directly to “visiting Mammoth Lakes”. Benchmark set at 79. Work with the TOML, business partners, transportation providers, MLCC and MMSA to reach an NPS score of 81 for summer 2022 and winter 2022-23 air visitors.
3. Regional Mobility
A. Continue to assist with coordination and subsidization of transportation services for air passengers arriving at BIH and MMH.
B. Actively seek additional rental car options for both BIH and MMH.
C. Develop comprehensive action plan for crisis management of winter highway closures and diversion plans for scheduled charter from MMH to BIH.
1 TOWN COUNCIL STAFF REPORT
Title: Award Architectural Design Service for the Town of Mammoth Lakes Civic Center.
Meeting Date: June 1, 2022
Prepared by: Amy, Callanan PE Engineering Manager
RECOMMENDATION:
Staff recommends the Town Council authorize the Town Manager to:
Finalize scope and fee negotiations and execute an agreement with the top ranked consultant for architectural and engineering design services for the Town of Mammoth Lakes Civic Center.
Execute amendments to the contract to advance project development as authorized by the Town Council
BACKGROUND:
On March 16, 2022, Staff provided a comprehensive update on the Capital Improvement Plan. Included in the presentation was the development of a new Civic Center. During the April 27, 2022, CIP and Budget update the Civic Center was discussed further. Staff has reported to Council that the costs of leasing the current town offices has increased significantly. Staff is investigating constructing a new Town Hall. The Town owns the land on the north-east corner of Tavern and Sierra Park. This property was acquired for the purpose of building a Civic Center including a Town Hall and other municipal functions.
A courthouse, police station, and County administrative building have already been completed. The April 27, 2022, Staff Report noted that initial programming and design was needed to understand the costs of the facility and that an RFQ/RFP had been issued to complete this work.
ANALYSIS/DISCUSSION:
On April 5, 2022, the Town issued an RFQ/RFP for proposals for architectural services for the Town of Mammoth Lakes Civic Center Project to consulting firms/teams with architectural experience. On April 28, 2022, Town staff received five responses to that RFQ/RFP, listed here in no particular order:
Carrier Johnson + Culture
HMC Architects
Lionakis
Relativity Architects
Stayner Architects
2 A panel of Staff members, including representatives from Planning, Finance and Engineering reviewed the information provided and evaluated the responders’ qualifications in accordance with the criteria included in the RFQ/RFP. The panel identified HMC as the top ranked firm. Staff is in negotiations with the representatives of HMC and has come to a preliminary agreement on a detailed scope of services and maximum fee of $98,330 for services including programming and design development.
Staff recommends execution of an agreement for a not to exceed contract amount of $150,000 to accommodate travel and staff requested specialized Civic Center expertise.
The work to be completed by HMC will support Staff in a forthcoming financial analysis.
This analysis will be presented to Town Council and used to determine if the project should be advanced through final design and construction. Further amendments to the HMC contract will be necessary if such direction is provided.
FINANCIAL CONSIDERATIONS:
The proposed funding source is American Rescue Plan Act (ARPA) funding. Funding for new Civic Center would be through a debt issuance to be considered after this initial work is completed. $1,900,000 is available to complete work on this project.
Mammoth Lakes Town Council
Agenda Action Sheet
Title: Authorize a professional services agreement with California Consulting Inc. for grant research and writing services.
Council Meeting Date: 6/1/2022
Prepared by: Sandra Moberly, Community and Economic Development Director Recommended Motion: Authorize the professional services agreement with California Consulting, Inc., subject to the Town Attorney’s approval and finalization of the agreement, for grant research/writing services as described in the agreement which is included as Attachment A.
Summary: In the past, grant writing in the Town has typically been completed at a department level with occasional assistance from outside agencies. While the Town has been extremely successful in obtaining grants in the past, there is a need for a consolidated, strategic approach to grant research and applications. California Consulting, Inc. provides grant writing services to municipalities throughout California and has a proven track record of successful grant research/applications. Staff suggests that the Town consider retaining California Consulting for one-year to evaluate their services and determine whether we want to retain them on an ongoing basis. The monthly fee associated with the contract is $4,250 for a total annual fee of $51,000.
OPTIONS ANALYSIS
Option 1: Authorize the execution of a professional services agreement with California Consulting Inc., for grant research/writing services subject to the Town Attorney’s approval and finalization of the agreement.
Option 2: Do not authorize the execution of a consulting agreement with California Consulting Inc.
FINANCIAL CONSIDERATIONS:
Funding for this contract will come from the Town’s General Fund and is provided for in the FY22-23 budget, with the first moth (June 2022) provided for in the FY21-22 budget..
LEGAL CONSIDERATIONS:
The Town Attorney has reviewed the attached consulting agreement and will work with staff and the consultant to finalize the agreement.
ATTACHMENTS
Attachment 1: Draft Consulting Agreement: California Consulting, Inc.
A Proposal for Town of Mammoth Lakes
History
Founded in 2004, California Consulting has an excellent reputation for hard work and a commitment to success for our clients. California Consulting is the largest grant writing firm in California. With offices in Southern California, Northern California and Central California, we have almost 90 clients statewide. We have 35 members of our team from Chico in the North, to San Diego in the South. California Consulting has developed an expertise in representing public agencies, and non-profit organizations. We have secured over $1.6 billion for our clients since inception. The California Consulting team boasts approximately 30 grant writers. Through years of experience our grant writers have a proven track record of success and have mastered their skills of identifying, researching, and obtaining funding for significant projects at every level of government. California Consulting grant writers have written over 1300 competitive grant applications that have been funded.
Our aggressive, hard-working, and results-oriented style has translated into success for our clients.
Our professional grant writers are diligent and stay current on every Federal and State grant available on a myriad of different topics and public policy areas. Whether it is recreation, education, parks money, or public safety our grants team knows where to locate grant funds and how to successfully write the applications.
Grant Writing Services
California Consulting is a full service grant writing firm. We are experts in the fields of grant research and identification. We prepare comprehensive and concise grant application packages. We submit grants in a timely fashion and follow through after the grant has been submitted to determine the status of the grant. We also conduct post award compliance and administration. California Consulting has a fundamental business philosophy founded on open communication and tailoring the grants we pursue to fit our client’s needs.
1. Needs Assessment (Meetings with Department Heads to review priorities and funding needs): We learn about the client at the outset of the contract by conducting an in-depth Needs Assessment. Each client is assigned a lead Project Manager. The Project Manager communicates regularly with the client and on an ongoing basis. This relationship building is the key to keeping the grants pursued on target with the client’s overall goals.
Sample questions asked during the Needs Assessment:
a) List and describe any program initiatives or priority projects. b) What needs, projects, or content areas would you like to target for funding? You can list specific projects or general areas in which you have funding needs. c) List any grants for which you are considering applying or have decided to apply. In addition, please list what kind of grant-writing support would be helpful for each grant. d) List past grants that your agency has received.
e) List past grant applications you would like to revise and submit again.
2. Facilitation of Department Decision Making Processes: Our Project Managers are experts on grant identification. With years of experience, your Project Manager will be
able to assist your Staff in deciding which grants make the most sense to meet the funding needs identified.
3. Grant Research and Identification: Our Project Manager’s conduct thorough research on an ongoing basis. We track current and upcoming grants in order to let our client’s know what is available and what we recommend would fit their situation. By regularly tracking grant announcements we are able to present these grant opportunities to our clients as soon as they are released. California Consulting will provide you with a Grant Activity Report monthly detailing the grants available, grants in progress and grants submitted. You will also be provided with available grant opportunities on an ongoing basis.
4. Client Commitment: When identifying grants that meet your needs and funding priorities, your Project Manager will advise you of the estimated time commitment required from your staff.
5. Grant Preparation Process: When your staff and California Consulting agree to pursue a grant, we will develop a checklist and schedule. The checklist and schedule will include what things you will be responsible for and when we will need them submitted. We need your staff involved in the grant preparation process to provide required information we don’t have access to. The Project Manager will provide you with grant portions along the way to review for content accuracy. The more engaged you are able to be in this process, the higher quality the application will be. California Consulting retains copies of all grants we’ve submitted. If the application was successful, we use it as a guide for future grants.
Below is a list of general tasks for our grant process:
a. Create a task timeline with due dates
b. Ensure the proposed project meets the grant agency’s requirements c. Review similar successful grant applications and apply where possible d. Collect information on the project
e. Meet with staff to create an accurate scope of work, budget, timeline, narratives, and cost analysis
f. Obtain letters of support when necessary
g. Draft proposals and send to staff for review
h. Incorporate staff edits in final drafts
i. Submit completed application timely
j. Monitor funding agency until grant awards are announced.
6. Quality Assurance: California Consulting takes pride in our impeccable grant applications. We are successful in this area due to our thorough quality assurance measures. Our Grant Mangers conduct group meetings with all Project Managers regularly. In addition, our Grant Managers meet individually with each Project Manager to review each client. These meetings thoroughly discuss each client’s needs, what grants are being worked on and what additional grants may be a good fit. We ensure the best quality product before the grant application is submitted.
7. Facilitation of Partnership Meetings: Our Project Managers will arrange and schedule meetings with key personnel to review all grants prior to submission to ensure application accuracy.
8. Timely Submission: We create a precise timeline to ensure the grant is submitted on time.
This timeline not only captures the submission deadline, but we create other deadlines in order to obtain the information needed for a quality submission. We believe if everyone is on the same page and is aware of what needs to be done, we can limit scrambling at the last minute.
9. Funding Agency Monitoring: California Consulting will monitor the Funding Agency until grant awards are announced.
10. Grant Administration: Some grants require post award compliance, reporting and administration. California Consulting will prepare required agency reports and submit them by the required due date. We propose that to the extent legally allowed, the Client hire California Consulting as grant administrators when dollars are available from within the grant (at no additional cost to you). When grant dollars from the grant are not available for administration, reporting and evaluation purposes we will provide these services to the Client for a monthly fee, or a one-time fee based on the Client’s preference. If the Client chooses the monthly retainer option, grant administration services are included.
11. Monthly Progress Reporting: California Consulting will prepare a monthly report reflecting grants in progress, grants submitted and grants awarded. This will provide you and your Council with a clear report on our work.
References
California Consulting references include key leaders from around the State. All of our current clients are references. California Consulting currently has contracts with over 40 cities across California, almost 40 School Districts, Non-Profits and others. A full client list can be obtained at www.californiaconsulting.org.
Pricing
California Consulting’s monthly retainer services include all grant research, grant identification, grant writing, and post award administration as needed. Below is a more detailed scope of work:
Task Included
in Price
Meet with Client Staff to ascertain needs and goals √
Conduct background research as requested by Client √
Provide advice on best grants for Client to pursue based on project and grant requirements and guidelines
√
Attend meetings in person or by teleconference as necessary √ Develop schedule for grants chosen by Client √
Preparing and writing all grant applications chosen by Client √ Develop evaluation strategies in accordance with funding agency’s instructions √ Adhere to decisions made by Client relating to grants √ Write all sections of grant applications and proposals √ Draft and finalize grant language with direction of Client √ Ensure timelines for grant submittal are met √
Monthly reports to include grants in progress, grants submitted, and grants awarded √ Regular communication via email and/or phone regarding upcoming grant opportunities √ Grant administration and post award compliance as needed √
We propose a flat monthly rate of $4,250.00, plus reimbursement of out-of-pocket expenses for services explained above.
Agenda Item ________
File No. ____________
AGENDA BILL
Subject: Councilmember Reports
Initiated by: Jamie Gray
______________________________________________________________________ BACKGROUND:
Each member of the Town Council is appointed to serve as a Town representative to a number of committees, commissions, and organizations.
These groups meet infrequently and from time to time the representatives will report to the rest of the Council at a regularly scheduled meeting.
In addition, Councilmembers on occasion participate in meetings, conferences and seminars, and their reports on these educational opportunities are of benefit to the rest of the Council.
ANALYSIS/DISCUSSION:
California Government Code requirements pertaining to the open meeting act stipulate that all items for discussion must be listed on the agenda before the matter can be discussed and/or acted upon. To meet this requirement, and the intent of the Brown Act, Councilmember Reports are listed on each agenda to allow representatives to report to the rest of the Council at these meetings.
The following is a list of the commission/committees on which members of the Council serve:
Land Use:
Local Agency Formation Commission (LAFCO) – Rea, Stapp, and Salcido as alternate
Airport Land Use Commission – Stapp and Rea
Mono County Collaborative Planning Team (CPT) – Salcido and Rea as alternate Intergovernmental Relations:
Town and County Liaison Committee – Stapp, Salcido, and Town Manager and Rea as alternate
Desert Mountain Division of the League of California Cities – Sauser and Town Manager as alternate
Eastern Sierra Council of Governments (ESCOG) – Salcido, Wentworth, and Sauser as alternate
Great Basin Unified Air Pollution Control District – Wentworth and Stapp as alternate
League of California Cities City Voting Delegate – Sauser and the Town Manager as the alternate
California Joint Powers Insurance Authority Board – Rea and Assistant to the Town Manager as alternate
Transportation:
Local Transportation Commission (LTC) – Wentworth, Sauser, and Jennifer Burrows; Town Manager as alternate
Eastern Sierra Transit Authority (ESTA) Board – Stapp and Sauser Local Issues:
Mammoth Lakes Tourism (MLT) Board – Sauser
Mammoth Lakes Recreation (MLR) Board – Rea
Mammoth Lakes Housing (MLH) Board – Stapp
Treasury Oversight Committee – Stapp; Town Manager and Finance Director as alternates
LEGAL CONSIDERATIONS:
According to the California Open Meeting Act, commonly referred to as the Brown Act, the agenda must reflect every matter to be discussed by a governing body.
RECOMMENDATION(S):
This agenda bill is submitted for information only.