Administrative
Report
H.23., File # 23-6620 Meeting Date: 8/15/2023
To: MAYOR AND CITY COUNCIL
From: ELIZABETH HAUSE, ASSISTANT TO THE CITY MANAGER
TITLE
APPROVE AN AMENDMENT TO THE AGREEMENT WITH EVAN BROOKS & ASSOCIATES FOR GRANT WRITING SERVICES TO EXTEND THE TERM THROUGH AUGUST 14, 2024 WITH NO
ADDITIONAL COST
EXECUTIVE SUMMARY
Upcoming grants available through federal and California granting agencies will present the City with opportunities to obtain funding for numerous planned City projects including the development of waterfront public amenities, the installation of additional electric vehicle chargers, and the mitigation of sea level rise impacts. In order to ensure the City is best prepared to pursue these grant opportunities, staff recommends the approval of an amendment to the agreement with Evan Brooks and Associates, who was hired last year to track grant funding opportunities for the City and prepare grant applications. The proposed amendment would extend the term of the agreement for one year with no additional cost.
BACKGROUND
Historically, the City has relied on staff to seek appropriate grant funding for designated projects.
Departments independently researched grant availability and submitted applications as their workloads permitted. Though periodically successful, this approach limited the City’s awareness of, and competitiveness for, larger national grants.
As part of the FY 2022-23 Budget, the City Council appropriated $75,000 for grant writing consulting services (Decision Package #83). In order to find a suitable firm to perform these services on behalf of the City, a Request for Proposals (RFP) was created and multiple grant writing firms were contacted. Of the four (4) responses received, Evan Brooks and Associates (EBA) distinguished itself through its success in attaining grant funding for multiple municipalities and organizations, including over $2.1 billion in total grant finding secured for their clients since 2010. EBA also offers the City a comprehensive package of services, including a Funding Needs Analysis, monthly grant availability and progress reports, community engagement activities, GIS and photography services, planning expertise, and grant writing and administration as directed by the City.
To date, EBA has provided the City several consultations on grant opportunities as well as guidance on the feasibility of attaining specific funds for projects identified throughout the City. Few grant opportunities arose this past year, but several are expected to be available in Fiscal Year 2023-24.
EBA is currently working on the following items:
· NOAA Climate Resilience Regional Challenge Program: EBA is preparing a letter of interest for this program (due August 21, 2023) and will prepare the grant application upon invitation
H.23., File # 23-6620 Meeting Date: 8/15/2023
for this program (due August 21, 2023) and will prepare the grant application upon invitation from the NOAA. The requested funding is for the replacement of the entire Basin III seawall to address current and future sea level rise impacts; the funds will also replace all Basin III gangways and docks. There is no match requirement for the City. · Waterfront Education Center: EBA is providing the City guidance on partnership opportunities that would increase the City’s eligibility and competitiveness in grant programs available for regional education centers. EBA is also monitoring grant opportunities that may become available (depending on federal/state funding) in the coming year. · Seaside Lagoon: EBA is actively investigating grant opportunities that would allow the City to pursue funds for individual components of the Seaside Lagoon renovation project. The replacement of the outdated intake system with a modern, and more eco-friendly system, may make the City highly competitive for certain funds.
To ensure the City is best prepared to pursue these grant opportunities, staff recommends the approval of the first amendment to the agreement with Evan Brooks and Associates. This amendment extends the term of the agreement through August 14 2024, at no additional cost.
COORDINATION
This report was developed by the City Manager’s Office. The amendment was approved as to form by the City Attorney’s Office.
FISCAL IMPACT
There is no fiscal impact from this amendment, it will only extend the term of the existing contract.
Funding for the existing contract was approved in the City’s FY 2022-23 Budget in the amount of $75,000.
APPROVED BY:
Mike Witzansky, City Manager
ATTACHMENTS
· First Amendment to the Agreement with Evan Brooks and Associates · Agreement with Evan Brooks and Associates