HomeMy WebLinkAboutStaff Report 357-10TO: HONORABLE CITY COUNCIL
FROM: CITY MANAGER DEPARTMENT: CITYMANAGER
DATE: OCTOBER 4, 2010 CMR: 357:10
REPORT TYPE: CONSENT
SUBJECT: Approval of Amendment Two to Contract S10135594 with Capitol
Advocates, Inc. to Extend the Term and Add $48,500 for a Total Not To
Exceed Amount of $93,500 Legislative Advocacy Services Related to High
Speed Rail
RECOMMENDATION
Staff recommends that the Council approve
(1) An amendment number two to the contract with Capitol Advocates Inc. to extend the
term to include November 1,2010 through February 2011 and add $48,500 for
legislative advocacy services; and
(2) Reimbursement from the City Council contingency account to the City Manager
contingency account in an amount of$15,000 for legislative advocacy services paid
for by the City Manager in July and August of this year
BACKGROUND AND DISCUSSION
The City retained the services of Capitol Advocates Inc. (CAl) beginning in February 2010 to
provide legislative advocacy services. The City's contract with CAl expired on June 30, 2010.
Staff then entered into contract amendment one which extended the contract through, October 31,
2010. Staff seeks contract amendment number two to extend the contract to February 28th , 2011.
The original contract and contract amendment number one provided for expenditure of $5,000
per month for legislative advocacy services. However, over the summer months of July and
August monthly costs averaged nearly $7,500. This was due to many factors including a
significant number of high speed rail (HSR) legislative bills, the release of the California High
Speed Rail Authority (CHSRA) Alternatives Analysis (AA) and subsequent Supplemental
Alternatives Analysis (SAAR), CHSRA board meetings being scheduled over multiple days,
additional HSR legislative hearings, the costs of the League of California Cities HSR meeting in
San Diego, CA and related matters. All the above contributed to more time being spent on HSR
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legislative advocacy. Approval of this amendment would provide $20,000 to cover these costs,
which are not funded under the current contract.
In addition this amendment will extend the contract through February 2011 at a rate $5,000 per
month, including expenses. We are also including a provision in the contract that enables the
City Manager to authorize additional services up to $8,500. The total contract amount is
$93,500.
The Council's High Speed Rail Committee reviewed extending the contract through February
2011 and recommended approval. In addition, staff also requests approval to reimburse the City
Manager's contingency account from the City Council Contingency account in the amount of
Fifteen Thousand for CAl invoices paid in July and August this year.
The Town of Atherton and City of Menlo Park also have contracted with CAl for the same high
speed rail services. We contacted the cities of Atherton and Menlo Park regarding the status of
their contracts with CAL Each city has contracted with CAl through June 30, 2011.
ATTACHMENT
Contract Amendment #2
PREPARED BY:
Steve Emslie
Deputy City Manager
CITY MANAGER APPROVAL:
CMR: 357:10
James Keene
City Manager
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