CITY OF PACIFICA
COUNCIL AGENDA SUMMARY REPORT
10/23/2023
1 SUBJECT:
Resolution Approving Additional Budget Authority of up to $20,000 to Continue Grant Writing Services on a Month-to-Month Basis with California Consulting, Inc.
RECOMMENDED ACTION:
Move to adopt a resolution authorizing the City Manager to continue grant writing services with California Consulting, Inc. on a month-to-month basis for an additional purchasing authority of up to $20,000 to for completion of the RFP process for these services.
STAFF CONTACT:
Tara Schiff, Economic Development Manager
(650)501-6007
[email protected]
Yulia Carter, Assistant City Manager
(650) 501-6004
[email protected]
BACKGROUND/DISCUSSION:
The California Consulting, Inc. was retained to assist in providing grant funding services to obtain funding for the City's most critical infrastructure and other needs. The City Manager initially executed a six-month Agreement with California Consulting Inc. to provide full grant funding services which includes unlimited grant research and matching, submission, and management compliance services. This initial contract of $30,000 was well within the City Manager's purchasing authority.
Upon the expiration of the initial six-month engagement in September 2022, the City Council adopted Resolution No. 62-2022 authorizing a 12-month extension of services with California Consulting, Inc. for an additional amount not to exceed amount of $60,000.
The extension provided staff with extra time to evaluate the overall success of the grant program.
After careful consideration of services and deliverables provided under this agreement, and considering that the agreement has expired in September 2023, the City has decided to issue a request for proposals (RFP) to assess and evaluate the market for grant writing services.
The City has informed California Consulting about this decision and extended an invitation to the firm to submit a response to the RFP. Additionally, an agreement has been reached to maintain month-to-month services during this interim period to ensure the continuity of services while the RFP process is underway and until a new contract is executed.
ALTERNATIVE ACTION:
Pacifica City Council 2
October 23, 2023
The Council may choose not to approve the additional purchasing authority requested, which would affect the City’s ability to use California Consulting services related to grants in progress, per enclosed attachment.
FISCAL IMPACT:
The requested additional purchasing authority for these services of $20,000 represents a fourmonth period that should be sufficient to complete the RFP process that is already in progress and execute a new agreement for the grant-writing services with the new or existing firm. With the approval of this item, the total purchasing authority for California Consulting Services, Inc will be not to exceed $110,000.
There are sufficient funds in the FY 2023-24 General Fund Budget to cover continuing cost, but staff may bring a budget amendment during the mid-year budget review if deemed necessary upon completion of the RFP process.
ORIGINATED BY:
City Manager's Office
ATTACHMENT LIST:
CA Consulting GrantReport Pacifica Oct2023 (PDF)
Pacifica City Council 3
October 23, 2023
RESOLUTION NO. ________
A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF PACIFICA APPROVING ADDITIONAL PURCHASING AUTHORITY OF UP TO $20,000 FOR CA CONSULTING
SERVICES, INC TO CONTINUE GRANT WRITING SERVICES ON A MONTH-TO-MONTH BASIS
WHEREAS, the City has identified various critical infrastructure needs that are not fully funded in the adopted Capital Improvement Program; and
WHEREAS, the CA Consulting, Inc was retained by the City in March 2022 to pursue grant opportunities to fund diverse City needs, and full-service grant writing management services; and
WHEREAS, this contract has expired on September 26, 2023; and WHEREAS, the City would like to continue the services on a month-to-month basis to ensure continuity of services for grants in progress while the RFP process is underway.
NOW, THEREFORE, be it resolved by the City Council of the City of Pacifica, California, to approve the City Manager’s additional purchasing authority of up to $20,000 for continuation of grant writing services on a month-to-month basis with CA Consulting Services, Inc. to the total purchasing authority of $110,000 under this contract. • • • • •
PASSED AND ADOPTED at a regular meeting of the City Council of the City of Pacifica, California, held on the 23rd day of October, 2023, by the following vote:
AYES, Councilmembers:
NOES, Councilmembers:
ABSENT, Councilmembers:
ABSTAIN, Councilmembers:
_________________________________
Tygarjas Twyrls Bigstyck, Mayor
ATTEST: APPROVED AS TO FORM:
______________________________ _________________________________ Sarah Coffey, City Clerk Michelle Kenyon, City Attorney