City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: City Manager
Meeting Date: January 13, 2025
Report #:2412-3867
TITLE
Approval of Contract Amendment Number 2 to Contract Number C23183770 with Townsend Public Affairs, Inc. to Extend Term for an Additional Year of Service (the second 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
Staff recommends the City Council approve and authorize the City Manager or designee to execute Amendment No. 2 (Attachment A) to Contract #C23183770 with Townsend Public Affairs, Inc. (TPA) to extend term for an additional year of service and exercise the second of four (4) 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 City Council 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 time-limited Legislative Matters Ad Hoc Committee which met in 2023.
On December 4, 2023, the City Council approved Amendment 1 with TPA2. The City Council approved the amendment as a one (1) year extension for State and Federal Legislative 1 February 27, 2023 City Council Meeting (Item 9):
https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=1195 2 December 4, 2023 City Council Meeting (Item 7)
https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=13062
Advocacy and grant consulting and compliance services after TPA’s first year of successful services.
ANALYSIS
TPA successfully carried forward the City’s legislative advocacy in this second 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 Palo Alto Homekey
Kept the City abreast of potential impacts to the City with pending legislation 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 feedback from the City Council, in the previous amendment (Amendment #1), 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 Amendment #1 and is still within the contract scope for Amendment #2. TPA has done this in their discussions with City Council in 2024 and plan to continue it into 2025.
Accomplishments this year include successful advocacy for the City for Palo Alto Homekey timeline extension, advocacy to Caltrans related to El Camino Real as well as Newell Road Bridge, and assistance with grant applications and tracking throughout the year.
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 2025. The compensation schedule in Exhibit C clearly delineates the expected funding in a year-by-year format associated with the City Council motion in February 2023. The 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 2026 budget, similar to current funding allocations. Future funding is subject to City Council approval of the FY 2026 Adopted Operating Budget. The rate continues to be the per month retainer cost of $15,500 for all three service areas/tasks (State, Federal, and grants) 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 #2 to Contract #C23183770 with Townsend Public Affairs APPROVED BY:
Ed Shikada, City Manager