AGENDA TITLE:
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Adopt a Resolution Authorizing City Manager to Execute Amendment No. 1 to Professional Services Agreement with California Consulting Inc., of El Segundo, for Grant Writing and Administration Services, by Extending the Term Through September 30, 2027, and Increasing Allocated Funds By $180,000 (Total Contract Not to Exceed $240,000) (CM)
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MEETING DATE:
September 18, 2024
PREPARED BY:
Andrew Keys, Assistant City Manager
recommendation
RECOMMENDED ACTION:
Adopt a resolution authorizing City Manager to execute Amendment No. 1 to Professional Services Agreement with California Consulting Inc., of El Segundo, for grant writing and administration services, extend the term through September 30, 2027 and increase allocated funds by $180,000 (Total Contract Not to Exceed $240,000).
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BACKGROUND INFORMATION:
California Consulting is a full-service grant writing and management firm. As experts in the fields of grant research and identification, the firm prepares comprehensive and concise grant applications, submits grants in a timely fashion, monitors the status of grant applications and post-award and administration.
The City first contracted with California Consulting Inc. for a one-year term from October 1, 2023 to September 30, 2024, for a total not to exceed contract amount of $60,000. During this period, California Consulting Inc. provided excellent customer service, reduced City staff workload for grant research and applications, filed 11 grants for the City and are currently writing 23 applications. Their efforts resulted in the City being awarded two grants totaling over $212,000 during the term of the Agreement. California Consulting Inc. provided additional assistance on the grant applications that the City took the lead on preparing. Monthly meetings between California Consulting Inc. and City staff provide the City with updates on potential funding opportunities and status updates on grants in progress. Staff recommends continuing the relationship with California Consulting Inc. to advance the City’s ability to fund priority projects.
The proposed Amendment No. 1 to the Agreement extends the term of the Agreement for an additional 3-years from October 1, 2024 through September 30, 2027, and will continue the engagement with California Consulting Inc. to research funding opportunities, write grants requested by the City, and provide post award grant administration and compliance as needed. The same flat fee of $5,000 per month ($60,000 annually) will not change over the additional 3-year term in Amendment No. 1 from October 1, 2024 through September 30, 2027.
Pursuant to Lodi Municipal Code Section 3.20.070, the City Council can dispense with competitive bidding if it is determined it is in the best interest of the City to do so. Given the efficiencies the grant writing services provided, California Consulting Inc.’s experience with the City, extensive list of grant writers, and significant experience writing grants for California public agencies, staff recommends the City Council determine it is in the best interest of the City to dispense with competitive bidding and award the proposed contract amendment to California Consulting Inc. for grant writing and administration services.
STRATEGIC VISION:
3B. Fiscal Health: Diversified revenue mix to reflect economic prosperity of the community.
FISCAL IMPACT:
The costs of these services are included in the Fiscal Year 2024/25 approved budget.
FUNDING AVAILABLE:
10010101-72450
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Scott R. Carney
City Manager