CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
9/26/2022
1 SUBJECT:
Resolution approving First Amendment to Consultant Services Agreement for consult services in connection with grant funding between the City of Pacifica and the firm California Consulting.
RECOMMENDED ACTION:
Move to approve a resolution authorizing the City Manager to execute the First Amendment to the Consultant Services Agreement between the City of Pacifica and California Consulting to extend the Agreement for one year at an additional cost of $60,000; and authorize the City Manager to exercise another optional two-year extension.
STAFF CONTACT:
Alyssa Barranti, Management Analyst
(650) 501-6027
[email protected]
Yulia Carter, Assistant City Manager
(650) 501-6004
[email protected]
BACKGROUND/DISCUSSION:
The City Council has identified "Fiscal Sustainability" as an FY 2022-23 goal, and earlier this year, California Consulting was selected to assist in providing grant funding services to obtain funding for the City's most critical needs. The City Manager initially executed a six-month Agreement with California Consulting to provide full grant funding services in the City Manager's Office. Compensation for services did not exceed $30,000 within the City Manager's purchasing authority as provided in the City's Administrative Policy No. 76.
The City Manager's Office recognizes the value that California Consulting has delivered for grand funding services in executing the City Council's goal of Fiscal Sustainability. As the largest grant writing firm in California, California Consulting has developed an expertise in representing public agencies, having secured over 1.5 billion for their clients since inception.
With a team of approximately 25 grant writers, they have mastered the skill of identifying, researching, and obtaining funding for significant projects at every level of government.
California Consulting practices a full-service approach to working with its clients, starting with a needs assessment, then bringing grant opportunities to the City for review. The firm provides grant writing and submission services (assisted by City staff), and if grants are awarded, they assist in administering the grant, as well as in post-grant administration work. Taking an active role through the entire process is intended not only to find, win and properly administer grants but also to ensure the client develops a good working relationship with the Grantor and that the Grantor is encouraged to consider the City for future grants.
Upon the expiration of the initial six-month engagement in September 2022, California Consulting provided the City with a most recent progress report, which reflects grants in Pacifica City Council 2
September 26, 2022
progress, grants submitted, and grants awarded (Attachment 2). With over $3 million pending grant value and 7 grants submitted and in progress by California Consulting, staff recommends that the City Council adopt the Resolution to allow the City Manager to extend the California Consulting agreement for an additional year with not to exceed $60,000 retainer, with an option for the City Manager to renew for two additional years if needed. This extension will provide staff with extra time to evaluate the overall success of this new grant program and allow staff to maximize the consultant’s knowledge, expertise, and connections in obtaining valuable thirdparty grant resources to fund a diverse range of infrastructure and other projects.
ALTERNATIVE ACTION:
The Council may choose not to approve the First Amendment to the Agreement, which would limit the staff’s ability to manage the grant management services if any of the grants presented in Attachment 2 of this report are awarded. Some technical expertise to execute grant services and related resource topics may be beyond staff’s qualifications. The impact of this increased workload would negatively affect staff’s ability to address other daily responsibilities, including priorities on the City Council’s adopted workplan.
FISCAL IMPACT:
The total cost of the one-year retainer is $60,000, which includes unlimited grant research and matching, submission, and compliance management services. There are sufficient funds in the FY 2022-23 General Fund Budget to cover this additional cost, but staff may include the corresponding budget amendment during the mid-year budget review if deemed necessary.
ORIGINATED BY:
City Manager's Office
ATTACHMENT LIST:
Attachment 1 - First Amendment to Agreement for Consultant Services (PDF) Attachment 2 - Progress Report (PDF)
Attachment 3 - Original Agreement (PDF)
Pacifica City Council 3
September 26, 2022
RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING FIRST
AMENDMENT TO CONSULTANT SERVICES AGREEMENT BETWEEN THE CITY AND CA
CONSULTING, TO CONTINUE PROVIDING FULL-SERVICE GRANT MANAGEMENT WHEREAS, the City has identified various critical infrastructure needs that are not fully funded in the adopted Capital Improvement Program.
WHEREAS, the City has entered, under the City Manager’s purchasing authority, into an agreement with CA Consulting to pursue grant opportunities to fund diverse City needs.
WHEREAS, seven grants have been recently submitted by CA Consulting and are now pending over $3 million in potential awards that may require additional documentation and management services if awarded.
NOW, THEREFORE, be it resolved by the City Council of the City of Pacifica, California, to authorize the City Manager to execute the necessary amendments to extend the existing contract with CA Consulting Services by one additional year, not exceeding the budget authority of $60,000, with an option to extend for two additional years at the City Manager’s discretion.
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on September 26, 2022, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
Mary Bier, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ ______________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney