City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: City Manager
Meeting Date: December 4, 2023
Report #:2309-2062
TITLE
Approval of Amendment Number 1 to Contract Number C23183770 with Townsend Public Affairs, Inc. to Extend Term for an Additional Year of Service (first of four (4) annual options to renew) for State and Federal Legislative Advocacy and Grant Consulting and Compliance Services - CEQA Status – Not a Project
RECOMMENDATION
The Legislative Matters Ad Hoc Committee and staff recommend the City Council approve and authorize the City Manager or designee to execute Amendment Number 1 (Attachment A) to contract C23183770 with Townsend Public Affairs, Inc. to extend term for an additional year of service and exercise the first of four annual options to renew for State and Federal legislative advocacy services and grant consulting and compliance services. This amendment does not change the total contract not-to-exceed amount of $558,000 over a 5-year period.
BACKGROUND
On February 27, 2023, the City Council approved a contract with Townsend Public Affairs, Inc. (TPA) after the completion of a request for proposals process and extensive discussion1. The City Council approved the contract as a one (1) year contract with four (4) options to renew the contract for one year each. In addition to approving the contract, the City Council also established a Legislative Matters Ad Hoc Committee (consisting of Mayor Kou and Vice Mayor Stone) and also asked staff to look into the services and contract structure for the City’s grant plan and the City’s legislative workplan and to think about incentives in year two for achievement of specific milestones if the contract is renewed.
1 February 27, 2023 City Council Meeting (item 9):
https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=1195
ANALYSIS
TPA successfully carried forward the City’s legislative advocacy in this first year of the contract as well as expanding the City’s capacity regarding grant applications and management.
Specifically, this year TPA:
- Provided more frequent updates to City Council and staff - Helped advocate to the Housing and Community Development Department regarding Homekey
- Kept the City abreast of potential impacts to the City regarding possible Federal shutdowns
- Drafted the updated legislative guidelines / legislative platform with staff - Helped secure grant funding for the City and assisted staff with compliance requirements
- Other duties defined in the contract scope of work
Per the recommendation of the Legislative Ad Hoc Committee, staff added text to the scope that TPA will, in legislative memos, provide written potential impacts information on select bills that the City Council will consider weighing in on at the State level. This was added to Task 1 as item 17 (page 6 of 15 of Attachment A).
FISCAL/RESOURCE IMPACT
This contract has a not-to-exceed amount of $558,000 with an annual budgeted amount of $186,000 for State and Federal advocacy services and grant application and compliance services; no additional funding is requested in FY 2024. Staff clarified the compensation schedule in Exhibit C to align with the year-by-year format associated with the City Council motion in February 2023. The updated compensation schedule clarifies how much money will be spent per year on the contract if the City Council exercises the option to renew each year.
Staff will include funding of $186,000 in the development of the FY 2025 budget, split between the City Manager’s Office and Administrative Services Department similar to current funding allocations. Future funding is subject to City Council approval of the FY 2025 Adopted Operating Budget. The rate continues to be the per month retainer cost of $15,500 for all three service areas/tasks with no additional fees.
STAKEHOLDER ENGAGEMENT
During this current contract year, staff regularly met with TPA to discuss relevant State and Federal legislation and updates. Staff also met with TPA to discuss grant opportunities and compliance. These meetings included staff from a variety of City departments.
ENVIRONMENTAL REVIEW
Approval of this contract is not a project under the California Environmental Quality Act (CEQA), as it is an administrative activity that will not result in direct or indirect changes in the environment. (CEQA Guidelines 15378(b)(5).).
ATTACHMENTS
Attachment A: Amendment 1 for Contract C23183770 with TPA APPROVED BY:
Ed Shikada, City Manager