City Council
Report
City Council Meeting: December 19, 2023
Agenda Item: 5.H
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To: Mayor and City Council
From: David White, City Manager, City Manager's Office, Administration Subject: Award Request for Proposal and Enter into Agreement for State and Federal Advocacy Services and Grant Writing Services
Recommended Action
Staff recommends that the City Council:
1. Adopt a finding of no possibility of significant effect pursuant to Section 15061(b)(3) (Common Sense Exemption) of the California Environmental Quality Act (CEQA) Guidelines;
2. Award RFP# 376 to Shaw Yoder Antwih Schmelzer & Lange (SYASL) for state lobbying services and to Elizabeth Anderson Consulting for state grant application and acquisition services for the City of Santa Monica;
3. Authorize the City Manager to negotiate and execute an agreement with Shaw Yoder Antwih Schmelzer & Lange (SYASL) for state lobbying services, in an amount not to exceed $320,360 over a 5-year period, with future year funding contingent on Council budget approval;
4. Authorize the City Manager to negotiate and execute an agreement with Elizabeth Anderson Consulting (EAC) for state grant application and acquisition services, in an amount not to exceed $100,000 over a 5-year period, with future year funding contingent on Council budget approval;
5. Award RFP# 378 to The Ferguson Group, LLC, a Washington, D.C.-based company for federal representative and legislative advocacy services and grant application and acquisition services for the City of Santa Monica; and
6. Authorize the City Manager to negotiate and execute an agreement with The Ferguson Group, LLC (TFG) for federal representative and legislative advocacy services and grant application and acquisition services, in an amount not to exceed $452,139 over a 5-year period, with future year funding contingent on Council budget approval.
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Summary
Santa Monica has long been a pioneer in promoting innovative and progressive approaches to local issues in their regional, state, national and even global contexts. In order to advocate for its interests and objectives before the State and Federal governments in Sacramento and Washington, D.C., the City contracts with private firms, currently Shaw Yoder Antwih Schmelzer & Lange (SYASL) and The Ferguson Group LLC (TFG), to provide lobbying services at state and federal levels respectively. The contracts with both firms expire in December 2023.
Consistent with past practice, staff sought input from the City Council in briefings and at the July 18, 2023, City Council meeting which helped design a Request for Proposals (RFP) for new 5-year contracts that meet the City’s current needs. The feedback received made clear the need for more opportunities to communicate with the City’s lobbyists, periodically meeting face to face during Councilmember visits to Sacramento and Washington D.C. with the aim to facilitating a deeper understanding of current legislation. The City Council also expressed interest in maximizing the City’s readiness and capacity for seeking additional funding opportunities.
After completing an open and competitive procurement process, staff is recommending entering into a new 5-year contract with incumbent firm Shaw Yoder Antwih Schmelzer & Lange (SYASL) for state lobbying services; a new 5-year contract with incumbent firm The Ferguson Group LLC (TFG) to provide federal lobbying services and additional grant writing services to the City; and a new 5-year contract with Elizabeth Anderson Consulting (EAC) to provide grant writing and compliance related services on an asneeded basis.
Discussion
The services provided by our state and legislative advocates are critical in advancing Santa Monica’s five priority areas: Addressing Homelessness; Clean & Safe Santa Monica; Cultivate Economic Recovery & Expand Community & Cultural Offerings; 3 of 6
Racial Justice, Equity & Social Diversity; and Sustainable & Connected Community. In addition, they monitor state and federal proposals, legislation, administrative regulations and other developments of interest, and advise the City when City policies or program objectives may be affected. Their responsibilities include but are not limited to: providing detailed information on proposed state and federal legislation and initiatives; maintaining effective working relationships with the City’s state and federal delegation; advising on City proposals pending before state and federal regulatory or funding agencies; and assisting City officials with appearances or representing the City before legislative committees and administrative agencies.
The additional grant writing services provided by the Ferguson Group LLC will provide expertise and additional staff capacity for the City to apply for and administer grant awards. This additional service alone is valued at more than $100,000 over the 5-year contract period. The services provided by Elizabeth Anderson Consulting will be purchased on a project by project as-needed basis enabling the City to submit comprehensive grant applications that the City would otherwise refrain from pursuing given the current staff capacity and workload.
Environmental Review
The contracts are exempt from the California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) (Common Sense Exemption) of the CEQA Guidelines.
The contracts are covered by the common sense exemption which states that CEQA does not apply, “where it can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment.” The contracts will provide the City with administrative support related to advocacy and grant writing services. Therefore, the contracts can be seen with certainty that there is no possibility that the activity in question may have a significant effect on the environment. 4 of 6
Vendor/Consultant Selection – State Lobbying & Grant Writing Services In September 2023, the City issued a Request for Proposals (RFP) from qualified consultants for state lobbying services with the ability to provide grant application and acquisition services when requested.
Bidder Recommendation
Best Qualified Person/Firm(s) Shaw, Yoder, Antwih, Schmelzer & Lange (SYASL) Elizabeth Anderson Consulting (EAC)
Evaluation Criteria Advocacy Experience, Cost of Services, Addition and Breadth of Value, Stability/References, and Grant Writing Experience.
Municipal Code SMMC 2.24.190
RFPs Received
Shaw, Yoder, Antwih, Schmelzer & Lange Elizabeth Anderson Consulting RFP Data
Posted On Posted On Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
09/15/2023 City's Online
Bidding Site Santa Monica Daily Press 10 10/02/2023
Justification to Award
Responses to the RFP were reviewed by a selection panel of staff from the City’s Department of Public Works, Rent Control Board, Community Development Department, and Department of Transportation with the process overseen by staff from the City Council and City Manager’s Office. Based on an evaluation using the above criteria and criteria in SMMC 2.24.190, staff recommends awarding the state legislative advocacy services to SYASL and the state grant application and acquisition services on an as-needed basis to EAC.
SYASL has a successful track record providing state lobbying services to the City since 1986.
Their current clientele includes the City of Los Angeles, City of Beverly Hills, City of West Hollywood, and the City & County of San Francisco along with numerous transit agencies, private sector organizations, and non-profit trade associations.
Elizabeth Anderson Consulting (EAC) prior experience working for the City, brings a high-level insight and understanding about City’s efforts addressing community needs, brings expertise and experience in major issue areas being addressed by the Recreation and Arts and Housing and Human Services Departments, inclusive of: arts and cultural affairs, addressing homelessness, aging and older adulthood, behavioral health and other issue areas related to public health and community wellbeing.
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Vendor Selection – Federal Lobbying & Grant Writing Services In September 2023, the City also issued a Request for Proposals (RFP) from qualified consultants for federal lobbying services and grant application and acquisition services.
Bidder Recommendation
Best Qualified Person/Firm The Ferguson Group LLC
Evaluation Criteria Advocacy Experience, Cost of Services, Grant Writing Experience – fee schedule, Stability/References, and
Addition and Breadth of Value.
Municipal Code SMMC 2.24.190
RFPs Received
Chase Consulting Solutions Townsend Public Affairs The Ferguson Group, LLC Elizabeth Anderson Consulting Van Scoyoc Associates
RFP Data
Posted On Posted On Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
09/15/2023 City's Online
Bidding Site Santa Monica Daily Press 21 10/02/2023
Justification to Award
Responses to the RFP were reviewed by a selection panel of staff from the City’s Department of Public Works, Rent Control Board, Community Development Department, and Department of Transportation with the process overseen by staff from the City Council and City Manager’s Office. After reviewing all submitted proposals, the selection panel invited The Ferguson Group LLC and Townsend Public Affairs to participate in a 30-minute interview via Microsoft Teams video conferencing. Both firms participated and based on the above criteria and criteria in SMMC 2.24.190, staff recommends The Ferguson Group, LLC (TFG) as the best-qualified firm to provide federal lobbying services and grant application and acquisition services. TFG has provided federal lobbying services to the City since 1994. Their firm was founded in 1982 and currently provides federal advocacy services to over 94 public and private entities in 22 states, including counties, cities, public works agencies and joint powers authorities. Award of the existing agreement with the firm, which expires December 18, 2023 was the result of a competitive process and Council approval on June 12, 2018 (Attachment A).
Financial Impacts and Budget Actions
Staff seeks authority to approve available funding from the General Fund to award contracts with Shaw Yoder Antwih Schmelzer & Lange for State Lobbying Services, 6 of 6
Elizabeth Anderson Consulting for grant application and acquisition services, and The Ferguson Group LLC for Federal Lobbying Services and Grant Application & Acquisition Services.
Shaw Yoder Antwih Schmelzer & Lange – State Advocacy Services FY 2023-24
Request Amount Department Future Years Amount
Total Contract
Amount
$60,350 01200009.552010 $260,010 $320,360
The Ferguson Group LLC – Federal Advocacy Services & Grant Application & Acquisition Services
FY 2023-24
Request Amount Department Future Years Amount
Total Contract
Amount
$87,000 01200009.552010 $365,139 $452,139
Elizabeth Anderson Consulting
FY 2023-24
Request Amount Department Future Years Amount
Total Contract
Amount
$20,000 01200009.552010 $80,000 $100,000
Future year funding is contingent on Council budget approval.
Prepared By: Josh Kurpies, Council Office and Legislative Affairs Liaison Approved Forwarded to Council
Attachments:
A. Attachment A - 2018 State & Federal Lobbying Services RFP Staff Report B. Oaks Initiative - TFG
C. Oaks Initiative - SYASL
D. Oaks_Elizabeth Anderson Consulting