HomeMy WebLinkAboutStaff Report 7183
City of Palo Alto (ID # 7183)
City Council Staff Report
Report Type: Consent Calendar Meeting Date: 8/22/2016
City of Palo Alto Page 1
Summary Title: Approval of Contract Amendment for Federal Legislative
Services
Title: Approval of Contract Amendment No. 4 with Van Scoyoc Associates Inc.
for Federal Legislative Representation to Extend the Contract for Two Years
through July 31, 2018 and add $202,000 for a Total Not to Exceed Amount of
$606,000
From: City Manager
Lead Department: City Manager
Recommendation
Staff recommends that the City Council approve Contract Amendment No. 4 with Van Scoyoc
Associates, Inc. for a Two-Year Extension through July 31, 2018 in the amount $202,000 for a
Not to Exceed a Total of $606,000.
Background
In 2009, the City conducted a Request for Proposal for federal legislative services and selected
Van Scoyoc Associates Inc. (VSA), who the City has used since. For the five years prior to that,
the City contracted with The Ferguson Group to provide federal legislative advocacy services.
VSA was established in 1990 and is one of the largest independent lobbying firms in
Washington, D.C. VSA represents local governments, companies, philanthropic organizations,
schools, universities, and research consortia across the United States.
Federal legislative advocacy services are important for the City in several ways. Most
importantly, it allows Palo Alto to have a presence and voice with federal elected
representatives and federal agencies. Having someone physically present in Washington, D.C.
who can track issues that might impact Palo Alto and build relationships with key legislators,
their staff members and federal administrators is crucial to the success of the City’s legislative
priorities.
Discussion
Staff is requesting that the City Council approve this agreement with VSA so that the firm can
continue providing representation for the City on federal legislative issues. Staff recommends
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continuing with VSA’s services to maintain the continuity of the City’s representation and the
relationships with federal legislative and agency staff in Washington, D. C.
VSA has provided valuable services to Palo Alto since 2009. Below is sample list of the issues
that the firm is tracking or advocating for on the City’s behalf.
Legislative Matter City’s Objective
San Francisquito Creek Through congressional and administrative
advocacy, advance a federal flood control study
and facilitate construction projects.
High Speed Rail & Rail Grade Separation Oppose high speed rail; work with Caltrain and
regional entities to support grant request for rail
grade separation projects in the City.
Airplane Noise Engage the Federal Aviation Administration to
provide relief on airport noise.
Public, educational and government (PEG) Fees Work with Congress to find a solution to allow
local governments to use PEG fees to support
operational expenses of PEG access cable
programming.
Hydropower Secure reasonable hydropower licensing
regulations.
Sales Tax Collection on Internet Purchases Encourage collection of sales tax on internet
purchases to capture revenue not currently being
remitted to state and local governments.
Tax Reform Prevent unfavorable changes to the rules, usages,
and restrictions surrounding tax exempt municipal
bonds.
Waters of the United States Ensure that regulations are feasible and consistent
with city priorities for preserving and improving
water quality in the City.
Internet Neutrality Monitor the progress of the issues, including
federal court rulings and legislation.
Housing Program Funding Advocate for the highest funding levels possible
for federal housing programs.
Floodplain Executive Order and Standard Advocate for responsible floodplain management
rules promulgated after consultation with local
governments.
Water Conservation and Reuse Advocate for grants and loan guarantees for water
conservation and storage that may help advance
the City's water reuse plans.
Grant Opportunities Alert the City to grant announcements (such as
TIGER, COPS, SAFER and AFG) and assist the City in
obtaining Congressional letters of support for
submitted federal grant applications.
Additional provisions in VSA’s scope of work agreement with the City include:
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1. Conducting an assessment of City needs and opportunities and helping develop the City’s federal
legislative priorities and strategic initiatives;
2. Conducting regular meetings with City staff on legislative needs;
3. Providing information on grant funding opportunities;
4. Providing more targeted monthly reports to the City on the status of the City’s legislative priorities,
including accomplishments, status, and next steps.
Resource Impact
Funding for this contract is included in the City Manager’s Office Fiscal Year 2017 budget.
Attachments:
Attachment A: Contract Amendment No. 4 - Van Scoyoc Associates, Inc. (PDF)
1 of 4 Revision July 20, 2016
AMENDMENT NO. 4 TO CONTRACT NO. C12146667
BETWEEN THE CITY OF PALO ALTO AND
VAN SCOYOC ASSOCIATES, INC.
This Amendment No. 4 to Contract No. C12146667 (“Contract”) is entered into
August 15, 2016, by and between the CITY OF PALO ALTO, a California chartered municipal
corporation (“CITY”), and VAN SCOYOC ASSOCIATES, INC., a District of Columbia
Corporation, located at 101 Constitution Avenue, NW, Suite 600 West, Washington, D.C. 20001
(PH) 202-638-1950,("CONSULTANT").
R E C I T A L S
A. The Contract was entered into between the parties for the provision of for the
provision of Federal Legislative Representation.
B. CITY intends to extend the term and increase the compensation from
$404,000.00 by $202,000.00 to $606,000.00 for the continuation of services as specified in Exhibit
“A” Scope of Services.
C. The parties wish to amend the Contract.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and
provisions of this Amendment, the parties agree:
SECTION 1. Section 2 TERM is hereby amended to read as follows:
“SECTION 2. TERM.
The term of this Agreement shall be from the date of its full execution through July 31, 2018
unless terminated earlier pursuant to Section 19 of this Agreement.”
SECTION 2. Section 4 COMPENSATION is hereby amended to read as follows:
“SECTION 4. NOT TO EXCEED COMPENSATION.
The compensation to be paid to CONSULTANT for performance of the Services described in
Exhibit “A” (“Basic Services”), and reimbursable expenses, shall not exceed One Hundred One
Thousand Dollars ($101,000.00). per year. Total Compensation shall not exceed Six Hundred and
Six Thousand Dollars ($606,000.00). CONSULTANT agrees to complete all Basic Services,
including reimbursable expenses, within this amount. The applicable rates and schedule of payment
are set out at Exhibit “C-1”, entitled “RATE SCHEDULE,” which is attached to and made a part of
this Agreement. Any work performed or expenses incurred for which payment would result in a total
exceeding the maximum amount of compensation set forth herein shall be at no cost to the CITY.
DocuSign Envelope ID: 36A7CF0D-8F67-42A8-AE13-18B701023D55
2 of 4 Revision July 20, 2016
Additional Services, if any, shall be authorized in accordance with and subject to the provisions of
Exhibit “C”. CONSULTANT shall not receive any compensation for Additional Services performed
without the prior written authorization of CITY. Additional Services shall mean any work that is
determined by CITY to be necessary for the proper completion of the Project, but which is not
included within the Scope of Services described at Exhibit “A”.”
SECTION 3. The following exhibit(s) to the Contract is/are hereby amended to read
as set forth in the attachment(s) to this Amendment, which are incorporated in full by this reference:
a. Exhibit “C” entitled “COMPENSATION”.
b. Exhibit “C1” entitled “RATE SCHEDULE”.
SECTION 4. Except as herein modified, all other provisions of the Contract,
including any exhibits and subsequent amendments thereto, shall remain in full force and effect.
IN WITNESS WHEREOF, the parties hereto have by their duly authorized representatives
executed this Agreement on the date first above written.
CITY OF PALO ALTO
APPROVED AS TO FORM:
VAN SCOYOC ASSOCIATES, INC.
Attachments:
EXHIBIT "C": COMPENSATION
EXHIBIT "C1": RATE SCHEDULE
DocuSign Envelope ID: 36A7CF0D-8F67-42A8-AE13-18B701023D55
Stewart Van Scoyoc
President
Corporate Secretary
Janet Buckley
3 of 4 Revision July 20, 2016
EXHIBIT “C”
COMPENSATION
The CITY agrees to compensate the CONSULTANT for professional services performed in
accordance with the terms and conditions of this Agreement based on the rate schedule
attached as Exhibit C-1.
The compensation to be paid to CONSULTANT under this Agreement for all services,
additional services, and reimbursable expenses shall not exceed the amount(s) stated in
Section 4 of this Agreement. CONSULTANT agrees to complete all Services and Additional
Services, including reimbursable expenses, within this/these amount(s). Any work performed
or expenses incurred for which payment would result in a total exceeding the maximum
amount of compensation set forth in this Agreement shall be at no cost to the CITY.
REIMBURSABLE EXPENSES
The administrative, overhead, secretarial time or secretarial overtime, word processing,
photocopying, in-house printing, insurance and other ordinary business expenses are included
within the scope of payment for services and are not reimbursable expenses. CITY shall
reimburse CONSULTANT for the following reimbursable expenses at cost. Expenses for
which CONSULTANT shall be reimbursed are:
A. Travel outside the San Francisco Bay area, including transportation and meals, will be
reimbursed at actual cost subject to the City of Palo Alto’s policy for reimbursement of travel
and meal expenses for City of Palo Alto employees.
B. Long distance telephone service charges, cellular phone service charges, facsimile
transmission and postage charges are reimbursable at actual cost.
All requests for payment of expenses shall be accompanied by appropriate backup information.
Any expense anticipated to be more than $500.00 shall be approved in advance by the CITY’s
project manager.
ADDITIONAL SERVICES
The CONSULTANT shall provide additional services only by advanced, written authorization
from the CITY. The CONSULTANT, at the CITY’s project manager’s request, shall submit a
detailed written proposal including a description of the scope of services, schedule, level of
effort, and CONSULTANT’s proposed maximum compensation, including reimbursable
expenses, for such services based on the rates set forth in Exhibit C-1. The additional
services scope, schedule and maximum compensation shall be negotiated and agreed to in
writing by the CITY’s Project Manager and CONSULTANT prior to commencement of the
services. Payment for additional services is subject to all requirements and restrictions in this
Agreement.
DocuSign Envelope ID: 36A7CF0D-8F67-42A8-AE13-18B701023D55
4 of 4 Revision July 20, 2016
EXHIBIT “C-1”
SCHEDULE OF RATES
Monthly Flat Fee Retainer (To be invoiced Monthly) $8,000.00
Reimbursable expenses shall not exceed $5,000.00 per year.
DocuSign Envelope ID: 36A7CF0D-8F67-42A8-AE13-18B701023D55
Certificate Of Completion
Envelope Id: 36A7CF0D8F6742A8AE1318B701023D55 Status: Completed
Subject: Please DocuSign: C12146667 Van Scoyoc Associates Contract Amendment No. 4.doc
Source Envelope:
Document Pages: 4 Signatures: 2 Envelope Originator:
Certificate Pages: 2 Initials: 0 Christopher Anastole
AutoNav: Enabled
EnvelopeId Stamping: Enabled
Time Zone: (UTC-08:00) Pacific Time (US & Canada)
250 Hamilton Ave
Palo Alto , CA 94301
chris.anastole@cityofpaloalto.org
IP Address: 199.33.32.254
Record Tracking
Status: Original
7/27/2016 9:24:35 AM
Holder: Christopher Anastole
chris.anastole@cityofpaloalto.org
Location: DocuSign
Signer Events Signature Timestamp
Stewart Van Scoyoc
stu@vsadc.com
President
Security Level: Email, Account Authentication
(None)Using IP Address: 64.125.172.98
Sent: 7/27/2016 9:29:34 AM
Viewed: 7/27/2016 10:30:54 AM
Signed: 7/27/2016 11:44:28 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
ID:
Janet Buckley
jbuckley@vsadc.com
Corporate Secretary
Security Level: Email, Account Authentication
(None)Using IP Address: 38.122.2.10
Sent: 7/27/2016 11:44:29 AM
Viewed: 7/27/2016 11:46:50 AM
Signed: 7/27/2016 11:51:16 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
ID:
In Person Signer Events Signature Timestamp
Editor Delivery Events Status Timestamp
Agent Delivery Events Status Timestamp
Intermediary Delivery Events Status Timestamp
Certified Delivery Events Status Timestamp
Carbon Copy Events Status Timestamp
Judy Ng
Judy.Ng@CityofPaloAlto.org
Security Level: Email, Account Authentication
(None)
Sent: 7/27/2016 11:51:16 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
ID:
Carbon Copy Events Status Timestamp
Khashayar Alaee
Khashayar.Alaee@CityofPaloAlto.org
Sr. Management Analyst
City of Palo Alto
Security Level: Email, Account Authentication
(None)
Sent: 7/27/2016 11:51:17 AM
Electronic Record and Signature Disclosure:
Not Offered via DocuSign
ID:
Notary Events Timestamp
Envelope Summary Events Status Timestamps
Envelope Sent Hashed/Encrypted 7/27/2016 11:51:17 AM
Certified Delivered Security Checked 7/27/2016 11:51:17 AM
Signing Complete Security Checked 7/27/2016 11:51:17 AM
Completed Security Checked 7/27/2016 11:51:17 AM