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CONSENT CALENDAR
City of San Bernardino
Request for Council Action
Date: February 5, 2025
To: Honorable Mayor and City Council Members
From: Rochelle Clayton, Acting City Manager
Department: City Manager's Office
Subject: Award Professional Services Agreement with Miller Cespedes and Associates LLC, in an amount not to
exceed $125,000 for State Legislative Advocacy Services (All Wards)
Recommendation:
It is recommended that the Mayor and City Council of the City of San Bernardino, California, authorize the City Manager to execute a Professional Services Agreement with Miller Cespedes and Associates LLC for State Legislative Advocacy Services.
Executive Summary
Legislative advocacy consultants are common in municipalities, and they assist cities in securing funds from State annual budgets, drafting and analyzing legislation, and obtaining regulatory relief. These services would add capacity to the organization and enhance staff’s ability to achieve key strategic goals and objectives authorized by the Mayor and City Council. The amount of the agreement is not to exceed $90,000 annually as approved by the Mayor and City Council.
Background
On May 11, 2023, the Mayor and City Council held a retreat to discuss the key strategic goals and priorities of the City. In response to Council’s direction provided at the retreat, the City Manager called a special workshop on June 30, 2023, to present a “Strategic Initiatives Plan,” which included a presentation on enhancing the City’s Legislative Affairs Program. The presentation outlined what steps and resources were necessary to improve the efficiency and effectiveness of the program, which included four (4) recommended areas of focus:
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1. Establishing an annual Legislative Calendar.
2. Developing amendments to the current City of San Bernardino Legislative Platform.
3. Creating a Legislative & Governmental Affairs Manager position within the Office of the City Manager.
4. Retaining state and federal legislative advocacy consultants.
On September 12, 2023, the Mayor and City Council approved the elements of the Legislative Affairs Program described above and directed staff to return with the necessary programmatic pieces. On October 4, 2023, the Mayor and City Council adopted Resolution 2023-144 authorizing funding for:
1. State & Federal Legislative Advocacy Services
a. Federal Advocacy Firm $125,000 FY 23/24 b. State Advocacy Firm $125,000 FY 23/24
On December 1, 2023 the City of San Bernardino (”City”) awarded the State Advocacy Services to JEA and Associates. The Professional Service Agreement (PSA) was executed for an amount not to exceed $125,000 for the period of December 1, 2023 through December 1, 2024 to provide State Advocacy Services to the City.
The Professional Service Agreement with JEA and Associates expired on December 1, 2024 and was not renewed.
On December 2, 2024 staff posted an RFP through the PlanetBid platform the city uses, seeking State advocacy services.
Discussion
A Professional Services Agreement (“Agreement”) will authorize the consultant to perform general and specific legislative advocacy services on behalf of the City of San Bernardino. Specifically, the Agreement’s scope of work outline the following tasks:
State Legislative Advocacy Services – Miller Cespedes and Associates
1. Work with the City and its staff in the development of a Legislative Platform.
2. Work with the City and its staff in the development of a comprehensive funding outline at the state.
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3. Closely monitor funding opportunities at the state level (i.e., community benefits programs/grants, competitive grants in key agencies, legislation, and appropriations, etc.).
4. Work with the City’s legislative delegation on favorable funding criteria language that would benefit and maximize funding for the City. This includes but is not limited to funding for public works infrastructure, climate change resiliency, transportation, housing, public safety and broadband.
5. Assist and facilitate any mitigation between the City and state agencies on priority issues.
6. Undertake advocacy activities as directed or requested by the City, using our political and policy experience to accomplish the goals established.
7. Meet with the City’s state representatives at their district offices and/or their Capitol offices as directed.
8. Provide written or oral reports, as requested, or directed by the City.
9. Coordinate and communicate with the City Manager’s Office or their Designee’s to facilitate communication protocols.
10.Monitoring legislative activity in the State of California that may affect the City and increase the City’s opportunities to enhance economic growth and to protect current funding services.
11.Upon specific direction by the city, lobbying selected pieces of legislation or proposals for legislation.
12.Assist the City in advocating its position on issues before the Administration, the Legislature and relevant state agencies.
13.Work with contacts in local government, i.e., the League of California Cities, the California State Association of Counties, the Association of California Water Agencies and other organizations that are viewed to be of importance to the City’s policy priorities.
14.Take the lead on advocacy activities as directed or requested by the City, using our political and general experience to accomplish the goals established.
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15.Provide oral and written reports as directed by the City.
16.Schedule, coordinate and attend meetings with legislative delegation and relevant stakeholders.
17.Represent the City’s policy interests before the Legislature and relevant agencies.
18.Assist the City in pursuing potential State funding opportunities, especially in the areas of Park Development, Homelessness and Violence Prevention.
The State legislative advocacy agreement has a not-to-exceed contract amount of $90,000. The Agreement is within the budgeted amount authorized by the Mayor and City Council and has a term of one (1) year with an option to extend the contract for an additional year administratively.
On December 2, 2024, staff posted an RFP through the PlanetBid platform the city uses, seeking State advocacy services. On December 19, 2024, the bids process closed and staff determined that five firms met all requirements and had qualified to move on to the next step in the procurement process. Staff developed an appropriate evaluation criteria and selection committee to review the proposals submitted for the RFP. After evaluating and scoring the five qualified proposals, staff is recommending the City award Miller Cespedes and Associates with the State Advocacy Services.
Miller Cespedes and Associates has a proven track record and strong relationships in Sacramento at all levels of government, that can assist staff and the Mayor and City Council in accomplishing the City’s strategic goals, as well as legislative and budgetary needs.
The agreement is for one year with an option to extend for an additional one year administratively at an annual cost of $90,000. The not to exceed amount of the proposed agreement is consistent with the cost of the City’s previous State advocacy consultant and the City’s federal advocacy services consultant. 2021-2025 Strategic Targets and Goals
The retention of state and federal legislative advocacy firms aligns with all four of the City’s Key Strategic Target and Goal #1 Improved Operational & Financial Capacity.
The consultants will enhance City staff’s ability to collaborate with state and/or regional governments to ensure San Bernardino receives its fair share of resources, while maintaining close working relationships with governmental agencies. 2 5
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Fiscal Impact
There is no General Fund impact associated with this action. Sufficient funding already exists in the Professional Contractual Services budget for the City Manager’s Office.
Conclusion
It is recommended that the Mayor and City Council of the City of San Bernardino, California, authorize the City Manager to execute a Professional Services Agreement with Miller Cespedes and Associates LLC for State Legislative Advocacy Services.
Attachments
Attachment 1 – Professional Services Agreement with Miller Cespedes and Associates LLC
Ward:
All Wards
Synopsis of Previous Council Actions:
October 4, 2023 Mayor and City Council adopted Resolution No. 2023- 144 approving funding for the Legislative Affairs Program
September 12, 2023 Mayor and City Council approved staff's recommendation related to the Legislative Affairs Program.
June 30, 2023 The Mayor and City Council held a special workshop that agendized discussions on key Strategic Initiatives.
May 11, 2023 Mayor and City Council held a Council retreat to discuss the key strategic goals and priorities of the City, and to provide direction to the City Manager.