HomeMy WebLinkAboutStaff Report 2309-20627.Approval of Amendment Number 1 to Contract Number C23183770 with Townsend
Public Affairs, Inc. to Extend Term for an Additional Year of Service (first of four (4) annual
options to renew) for State and Federal Legislative Advocacy and Grant Consulting and
Compliance Services - CEQA Status – Not a Project
City Council
Staff Report
From: City Manager
Report Type: CONSENT CALENDAR
Lead Department: City Manager
Meeting Date: December 4, 2023
Report #:2309-2062
TITLE
Approval of Amendment Number 1 to Contract Number C23183770 with Townsend Public
Affairs, Inc. to Extend Term for an Additional Year of Service (first of four (4) annual options to
renew) for State and Federal Legislative Advocacy and Grant Consulting and Compliance
Services - CEQA Status – Not a Project
RECOMMENDATION
The Legislative Matters Ad Hoc Committee and staff recommend the City Council approve and
authorize the City Manager or designee to execute Amendment Number 1 (Attachment A) to
contract C23183770 with Townsend Public Affairs, Inc. to extend term for an additional year of
service and exercise the first of four annual options to renew for State and Federal legislative
advocacy services and grant consulting and compliance services. This amendment does not
change the total contract not-to-exceed amount of $558,000 over a 5-year period.
BACKGROUND
On February 27, 2023, the City Council approved a contract with Townsend Public Affairs, Inc.
(TPA) after the completion of a request for proposals process and extensive discussion1. The
City Council approved the contract as a one (1) year contract with four (4) options to renew the
contract for one year each. In addition to approving the contract, the City Council also
established a Legislative Matters Ad Hoc Committee (consisting of Mayor Kou and Vice Mayor
Stone) and also asked staff to look into the services and contract structure for the City’s grant
plan and the City’s legislative workplan and to think about incentives in year two for
achievement of specific milestones if the contract is renewed.
1 February 27, 2023 City Council Meeting (item 9):
https://cityofpaloalto.primegov.com/Portal/Meeting?meetingTemplateId=1195
ANALYSIS
TPA successfully carried forward the City’s legislative advocacy in this first year of the contract
as well as expanding the City’s capacity regarding grant applications and management.
Specifically, this year TPA:
- Provided more frequent updates to City Council and staff
- Helped advocate to the Housing and Community Development Department regarding
Homekey
- Kept the City abreast of potential impacts to the City regarding possible Federal
shutdowns
- Drafted the updated legislative guidelines / legislative platform with staff
- Helped secure grant funding for the City and assisted staff with compliance
requirements
- Other duties defined in the contract scope of work
Per the recommendation of the Legislative Ad Hoc Committee, staff added text to the scope
that TPA will, in legislative memos, provide written potential impacts information on select bills
that the City Council will consider weighing in on at the State level. This was added to Task 1 as
item 17 (page 6 of 15 of Attachment A).
FISCAL/RESOURCE IMPACT
This contract has a not-to-exceed amount of $558,000 with an annual budgeted amount of
$186,000 for State and Federal advocacy services and grant application and compliance
services; no additional funding is requested in FY 2024. Staff clarified the compensation
schedule in Exhibit C to align with the year-by-year format associated with the City Council
motion in February 2023. The updated compensation schedule clarifies how much money will
be spent per year on the contract if the City Council exercises the option to renew each year.
Staff will include funding of $186,000 in the development of the FY 2025 budget, split between
the City Manager’s Office and Administrative Services Department similar to current funding
allocations. Future funding is subject to City Council approval of the FY 2025 Adopted Operating
Budget. The rate continues to be the per month retainer cost of $15,500 for all three service
areas/tasks with no additional fees.
STAKEHOLDER ENGAGEMENT
During this current contract year, staff regularly met with TPA to discuss relevant State and
Federal legislation and updates. Staff also met with TPA to discuss grant opportunities and
compliance. These meetings included staff from a variety of City departments.
ENVIRONMENTAL REVIEW
Approval of this contract is not a project under the California Environmental Quality Act (CEQA),
as it is an administrative activity that will not result in direct or indirect changes in the
environment. (CEQA Guidelines 15378(b)(5).).
ATTACHMENTS
Attachment A: Amendment 1 for Contract C23183770 with TPA
APPROVED BY:
Ed Shikada, City Manager
Vers.: Aug. 5, 2019
Page 1 of 15
AMENDMENT NO. 1 TO CONTRACT NO. C23183770
BETWEEN THE CITY OF PALO ALTO AND
TOWNSEND PUBLIC AFFAIRS, INC.
This Amendment No. 1 (this “Amendment”) to Contract No. C23183770 (the “Contract”
as defined below) is entered into as of November 2, 2023, by and between the CITY OF PALO
ALTO, a California chartered municipal corporation (“CITY”), and TOWNSEND PUBLIC AFFAIRS,
INC, a California Corporation, located at 1401 Dove Street, Ste. 330, Newport Beach, California,
92660 (“CONSULTANT”). CITY and [CONSULTANT or CONTRACTOR] are referred to collectively
as the “Parties” in this Amendment.
R E C I T A L S
A. The Contract (as defined below) was entered into by and between the Parties
hereto for the provision of representing CITY in all federal and state legislative advocacy matters
including grant seeking and funding advocacy, as detailed therein.
B. The Parties now wish to amend the Contract in order to update the scope of
services, revise the compensation schedule, and extend the contract term by an additional
twelve-month through December 31,2024, without any additional cost to the CITY, as detailed
herein.
NOW, THEREFORE, in consideration of the covenants, terms, conditions, and provis ions
of this Amendment, the Parties agree:
SECTION 1. Definitions. The following definitions shall apply to this Amendment:
a. Contract. The term “Contract” shall mean Contract No. C23183770
between CONSULTANT and CITY, dated January 1, 2023.
b. Other Terms. Capitalized terms used and not defined in this Amendment
shall have the meanings assigned to such terms in the Contract.
SECTION 2. Section 2, Entitled “TERM” of the Contract is hereby amended to read as
follows:
“The term of this Agreement shall be from the date of its full execution through December 31,
2024, with the option to extend for three (3) periods of one (1) year each, unless terminated
earlier pursuant to Section 19 (Termination) of this Agreement. CITY shall notify CONSULTANT of
its intent to exercise its option to renew in writing no later than ninety (90) days before the end
of the term of this Agreement.”
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SECTION 3. The following exhibit(s) to the Contract is/are hereby amended or added, as
indicated below, to read as set forth in the attachment(s) to this Amendment, which is/are
hereby incorporated in full into this Amendment and into the Contract by this reference:
a. Exhibit “A” entitled “SCOPE OF SERVICES, AMENDMENT NO. 1”,
AMENDED, REPLACES PREVIOUS.
b. Exhibit “C” entitled “COMPENSATION, AMENDMENT NO. 1”, AMENDED,
REPLACES PREVIOUS.
SECTION 4. Legal Effect. Except as modified by this Amendment, all other provisions of
the Contract, including any exhibits thereto, shall remain in full force and effect.
SECTION 5. Incorporation of Recitals. The recitals set forth above are terms of this
Amendment and are fully incorporated herein by this reference.
(SIGNATURE BLOCK FOLLOWS ON THE NEXT PAGE.)
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SIGNATURES OF THE PARTIES
IN WITNESS WHEREOF, the Parties have by their duly authorized representatives
executed this Amendment effective as of the date first above written.
CITY OF PALO ALTO
City Manager
APPROVED AS TO FORM:
City Attorney or designee
TOWNSEND PUBLIC AFFAIRS, INC.
Officer 1
By:
Name: Christopher Townsend
Title: President
Officer 2
By:
Name: Christopher Townsend
Title: CFO
Attachments:
EXHIBIT A: “SCOPE OF SERVICES, AMENDMENT NO. 1” (AMENDED, REPLACES PREVIOUS)
EXHIBIT C: “COMPENSATION, AMENDMENT NO. 1” (AMENDED, REPLACES PREVIOUS)
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EXHIBIT A
SCOPE OF SERVICES, AMENDMENT NO.1
(AMENDED, REPLACES PREVIOUS)
CONSULTANT will provide the Services detailed in this Exhibit A, entitled “SCOPE OF
SERVICES”.
CONSULTANT will represent CITY in all federal and state legislative advocacy matters
including grant seeking and funding advocacy. CONSULTANT will also assist the City in the
follow up requirements necessary for grants the City successfully obtains. The
CONSULTANT'S objective will be to execute a comprehensive legislative strategy on behalf of
CITY.
CONSULTANT will not attempt to achieve the CITY'S goals while disadvantaging another
entity, city, or county. When possible, CONSULTANT will work towards winwin scenarios. In
order to achieve the CITY'S objectives, advocacy must encompass an understanding of all
matters related to the CITY'S legislative program.
The City will do an annual review of the performance related to this contract and the annual
workplan related to all services within the contract.
Task 1: State Legislative Advocacy Services and Deliverables
CONSULTANT will continue to utilize the following strategic and comprehensive approach to
provide state legislative advocacy services to the City. The deliverables for state legislative
advocacy services are embedded within the scope below.
CONSULTANT will advocate on behalf of the City in Sacramento. These efforts will include:
1. Conduct Detailed Orientation: CONSULTANT will utilize a comprehensive onboarding
process that includes extensive meetings with various relevant members of City
leadership and key City departments to help develop a strategic plan that is carefully
tailored to satisfy the needs of the City, as well as designed for maximum success in the
current political climate and funding environment.
2. Develop Legislative Strategy: Utilizing the information gathered during the onboarding
process and work the City has done in recent years, CONSULTANT will coordinate with
the City to develop an official legislative platform and strategy that represents the City’s
priorities in Sacramento. This blueprint will be shared with key stakeholders in the State
Legislature and Governor’s Administration.
3. Implement the Legislative Strategy: CONSULTANT will advocate for the City’s
legislative agenda utilizing the following methods:
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4. Build and Strengthen Relevant Relationships: CONSULTANT has cultivated a network
of valuable relationships that will be leveraged to promote the City’s legislative agenda.
These relationships include:
a. City Legislative Delegation (State Senator and State Assembly member)
b. Governor’s Administration and Agency Leadership
c. State Legislative Leadership
d. Key Legislative Committees
i. Senate Budget Committee
ii. Assembly Budget Committee
iii. Senate Governance and Finance Committee
iv. Assembly Local Government Committee
v. Senate Housing Committee
vi. Assembly Housing and Community Development Committee
5. Leverage Relationships for Strategic Advocacy Plan: CONSULTANT will engage
various techniques to leverage its network of key relationships on behalf of the City:
a. Schedule meetings for the City to discuss relevant legislation
b. Prepare all briefing materials and talking points for the City
c. Brief legislative offices and stakeholders on the City’s legislative agenda
d. Follow-up on meetings to ensure commitments and deliverables are being met
6. Coordinate Advocacy Trips: CONSULTANT will work with the City to coordinate
advocacy trips to Sacramento to meet with the City’s legislative delegation, as well as
legislators that serve on committees relevant to the City’s agenda. Furthermore, whenever
possible, CONSULTANT will also schedule site visits by legislators to the City.
7. Track Legislation: CONSULTANT will identify, analyze, and monitor all bill
introductions and amendments relevant to the City’s legislative platform and assess their
potential impact on the City.
8. CONSULTANT will ensure that the City receives relevant information in a timely
manner on such legislation.
9. Craft Testimony and Position Letters: CONSULTANT will prepare and submit written
and verbal testimony regarding legislation relevant to the City.
10. CONSULTANT will also draft and deliver position letters to legislators and key officials
on specific bill language.
11. Draft Bill Language: CONSULTANT will draft language and amendments for relevant
legislation, as required to protect and promote the City’s agenda.
12. State Budget Funding Opportunities: In an effort to maximize state funding,
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CONSULTANT will work with the City to identify projects and other funding priorities
that may be suitable for funding through the State Budget.
13. CONSULTANT will coordinate with the City to develop supporting materials for the
budget request.
14. CONSULTANT will also work with members of the City’s state legislative delegation,
along with the Assembly and Senate Budget Committees, to gain support for the
inclusion of the City’s project in the final State Budget approved by the Legislature.
15. Strategic Communications Guidance: As directed, CONSULTANT advocates will
recommend strategic media strategies to improve the image of the City in the state and
effectively communicate the City’s policy priorities and positions to a broad audience as
needed. Examples include advice on Op-Ed materials, strategizing with media outlets for
visits with the City’s legislative delegations, and delivering state and local responses to
legislative issues.
16. Provide Progress Reports: CONSULTANT will confer regularly with the City on our
activities.
17. CONSULTANT will provide timely electronic reports on the status of all legislative
activity, such as bill language, amendments, and committee analyses. CONSULTANT
will provide written potential impacts information on select bills as identified through the
City’s Project Manager for discussion purposes with the City.
18. In addition to written reports, CONSULTANT will be available to the City for
conference calls, in-person briefings, and meetings.
19. Prepare and File Lobbying Disclosure Reports: CONSULTANT will prepare and file, on
behalf of the City, all applicable state lobbying disclosure reports.
Task 2: Federal Legislative Advocacy Services and Deliverables
The deliverables for federal legislative advocacy services are embedded within the scope below.
CONSULTANT will utilize the following strategic and comprehensive approach to provide
federal legislative advocacy services to the City.
1. Conduct Detailed Orientation: CONSULTANT will utilize a comprehensive onboarding
process that includes extensive meetings with various relevant members of City
leadership and key City departments to help develop a strategic plan that is carefully
tailored to satisfy the needs of the City, as well as designed for maximum success in the
current political climate and funding environment.
2. Develop Legislative Strategy: Utilizing the information gathered during the onboarding
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process, CONSULTANT will coordinate with the City to develop an official legislative
platform and strategy that represents the City’s priorities in Washington, DC. This
blueprint will be shared with key stakeholders in the Congress and the Presidential
Administration.
3. Implement the Legislative Strategy: CONSULTANT will advocate for the City’s
legislative agenda utilizing the following activities (not limited to)
4. Leverage Relationships for Strategic Advocacy Plan: CONSULTANT will engage
various techniques to leverage our network of key relationships on behalf of the City:
a. Schedule meetings for the City to discuss relevant legislation
b. Prepare all briefing materials and talking points for the City
c. Brief legislative offices and stakeholders on the City’s legislative agenda
d. Follow-up on meetings to ensure commitments and deliverables are being met o
Coordinate
5. Advocacy Trips: CONSULTANT will work with the City to coordinate advocacy trips to
Washington, DC to meet with the City’s legislative delegation, as well as legislators that
serve on committees relevant to the City’s agenda. Furthermore, whenever possible,
CONSULTANT will also schedule site visits by legislators to the City.
6. Track Legislation: CONSULTANT will identify, analyze, and monitor all bill
introductions and amendments relevant to the City’s legislative platform and assess their
potential impact on the City.
7. CONSULTANT will also track other initiatives occurring in Washington, DC that could
impact the City (e.g., new programs with local impacts; relevant funding opportunities;
etc.)
8. Craft Testimony and Position Letters: CONSULTANT will prepare and submit written
and verbal testimony regarding legislation or initiatives relevant to the City.
9. CONSULTANT will also draft and deliver position letters to relevant agencies and
legislators.
10. Draft Bill Language: In partnership with legislators, CONSULTANT will draft language
and amendments for relevant legislation, as relevant and feasible to promote the City’s
agenda.
11. Federal Earmark / Community Project Funding Opportunities: In an effort to maximize
federal funding, CONSULTANT will work with the City to identify projects and other
funding priorities that may be suitable for funding through the Federal Earmark process.
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12. CONSULTANT will coordinate with the City to develop supporting materials for the
earmark request.
13. CONSULTANT will also work with members of the City’s federal legislative delegation
to gain support for the inclusion of the City’s project.
14. Build and Strengthen Relevant Relationships: CONSULTANT has cultivated a network
of valuable relationships that will be leveraged to promote the City’s legislative agenda.
These relationships will include:
a. City Legislative Delegation (US Senators and Representative representing Palo
Alto area)
i. Administration
ii. White House Office of Intergovernmental Affairs
iii. Department of Agriculture
iv. Department of Commerce
v. Department of Education
vi. Department of Homeland Security
vii. Department of Housing and Urban Development
viii. Department of the Interior
ix. Department of Justice
x. Department of Labor
xi. Department of Transportation
xii. Army Corps of Engineers
xiii. Bureau of Reclamation
xiv. Economic Development Administration
xv. Environmental Protection Agency
xvi. Fish and Wildlife Service
xvii. National Marine Fisheries Service
xviii. National Park Service
b. Federal Agencies
i. Army Corps of Engineers
ii. Bureau of Justice Assistance
iii. Community Oriented Policing Services (COPS)
iv. Employment and Training Administration
v. Environmental Protection Agency
vi. Department of Energy
vii. Federal Emergency Management Agency
viii. Department of Transportation
ix. Federal Highway Administration
x. Federal Railroad Administration
xi. National Endowment for the Arts
xii. National Park Service
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xiii. US Economic Development Administration
xiv. US Fish and Wildlife Service
xv. US Forest Service
c. House Appropriations Committee
d. Energy and Commerce Committee
e. House Ways and Means Committee
f. Transportation and Infrastructure Committee
g. Municipal Organizations
h. US Conference of Mayors
i. National League of Cities
j. Mayors and CEOs for U.S. Housing Investment
k. Mayors and CEOs for U.S. Housing Investments
15. Provide Progress Reports: CONSULTANT will confer regularly with the City on our
activities.
16. CONSULTANT will provide timely electronic reports on the status of all legislative
activity, such as bill language, amendments, and committee analyses. In addition to
written reports, CONSULTANT will be available to the City for conference calls, in-
person briefings, and meetings.
17. Prepare and File Lobbying Disclosure Reports: CONSULTANT will prepare and file, on
behalf of the City, all applicable federal lobbying disclosure reports.
Task 3: Grant Support Services
Task 3A: Funding Needs Assessment and Citywide Prioritization
1. Conduct Detailed Orientation: CONSULTANT will utilize a comprehensive onboarding
process that includes extensive meetings with various relevant members of City
leadership and key City departments to develop a strategic plan that is tailored to satisfy
the needs of the City, as well as designed for maximum success in the current political
climate and funding environment.
2. Craft Strategic Funding Plan: Utilizing the information gathered during the onboarding
process, CONSULTANT will coordinate with CITY to develop a proactive and
comprehensive strategic funding plan that serves the needs of the City’s priorities. The
plan will identify City projects, outline and prioritize multiple funding options for each
project, and develop a specific plan of work tailored for each project. The plan will also
identify key criteria or restrictions that will help the City assess the cost/benefit ratio for
each grant opportunity.
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3. Identify, Research, and Monitor Grant Funding Opportunities: CONSULTANT will
utilize list-serve subscription programs, funding workshops, agency canvassing, and other
networking tactics to ensure every potential opportunity is identified and reviewed for
relevance with the City’s projects.
4. CONSULTANT will Share these opportunities with CITY for further assessment and
determination if a grant application is warranted. CITY will also receive a grant matrix of
funding programs that is updated regularly as new opportunities arise and to assist with
workload management and prioritization.
Deliverables for Task 3A:
1. Meet with City staff to ascertain needs and goals
2. Conduct background research as requested by City
3. Provide advice on best grants for City to pursue, based on Strategic Funding Plan and
grant requirements and guidelines
4. Regular communication via email, phone, or video conference regarding upcoming grant
opportunities.
5. Strategic Funding Plan and Grant Matrix of Funding Programs that includes elements
outlined above
Task 3B: Grant Writing Services
1. Community Outreach: CONSULTANT will assist CITY with community outreach
required for grant applications by ensuring the City is aware of specific requirements,
help develop materials that capture all elements required by the grant, and compile the
data following the outreach to include in the application.
2. Grant Application Development and Submittal: CONSULTANT will develop, draft,
submit, and follow up on each City grant application through the following process:
a. Establishment of Clear Accountabilities: To avoid confusion and inefficient and
to ensure that CITY is burdened as little as possible as CONSULTANT pursues a
grant opportunity, CONSULTANT will coordinate with CITY to ensure the
assignment of responsibilities and tasks are made clear.
b. Provide Overview of Full Application Requirements: To ensure that the program
is a strong fit for the City’s project, CONSULTANT will provide CITY with a
detailed overview of the requirements for each grant program and corresponding
application. This will include:
i. Application timeline
ii. Eligible project types
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iii. Funding availability and award maximum and minimums
iv. List of application components, including proposal questions and any
required
v. Attachments
c. Assemble Project Background and Details: CONSULTANT will conduct a
detailed informational interview with City staff most involved with each project
to gain a full understanding of the project background and scope details necessary
for developing the grant proposal and addressing all application questions.
d. Coordinate Technical Project Details: For technical application components such
as site plans, detailed cost estimates, project timelines, engineering plans, and cost
benefit analyses, CONSULTANT will coordinate with City staff to compile all
necessary attachments and ensure consistency across all elements of the
application.
e. Draft Written Proposal: CONSULTANT will fully draft all narrative components
of the application and, when applicable, will indicate where additional input or
project detail from the City could be provided during the proposal review process.
f. Incorporate Feedback to Finalize Proposal: Well ahead the of the application
deadline, CONSULTANT will provide CITY with a full draft for review and
feedback. CONSULTANT will incorporate any additional details or revisions
provided during this process to finalize the grant application and will obtain
CITY’S approval for the final version of the application prior to submission.
g. Submit Completed Application: CONSULTANT will ensure that applications are
submitted prior to the deadline, whether the submission is electronic or through
hard copies, in accordance with submission instructions for each individual
program. For hard copy submissions, CITY will print and package applications
according to submission instructions and will ship applications through a reliable
carrier service such as FedEx in order to provide the City with tracking and
delivery confirmation for the application.
h. CONSULTANT will also obtain a receipt for proof of submission and provide a
final copy of all submitted application documents to CITY.
3. Funding Advocacy: Throughout grant application process CONSULTANT will leverage
relationships with relevant officials and program officers in various state and federal
funding agencies to ensure that grant applications are aligned with the goals of the
specific grant program and that the applications are well-crafted and well positioned for
funding.
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Deliverables for Task 3B:
1. Develop/draft, finalize, and submit all sections of grant applications, with direction of
CITY.
2. Monthly reports that advise CITY of status of grants in progress, grants submitted, and
grants awarded.
3. Ensure timelines for grant submittal are met.
Task 3C: Grant Compliance Support
1. Post-Grant Submittal Advocacy: CONSULTANT will frequently contact legislators and
agency officials to follow up on the status of a grant application and promote its need and
urgency. This will include drafting letters of support after grant submissions and
distributing them to legislators for their consideration. In addition, CONSULTANT will
work with legislators to reach out to individual granting agencies to provide background
on City’s projects and convey their support for those projects.
2. Post-Award Grant Administration and Compliance: CONSULTANT will also assist, as
needed, with post-award administration and compliance for all grant applications
submitted by CONSULTANT on behalf of CITY. This assistance will include interacting
with granting agencies on behalf of the City, providing support for the drafting and
submission of required reports, evaluations, and other tasks related to the successful
monitoring of and compliance with the program requirements.
a. On an as needed basis, CONSULTANT will provide post-award grant
administration and compliance technical expertise and/or support, as agreed upon
between the CONSULTANT and CITY for grants not submitted by
CONSULTANT.
b. Scope and fees for these ADDITIONAL SERVICES will be agreed upon by
CONSULTANT and CITY and a TASK ORDER issued.
3. Comprehensive Follow-Up on Unsuccessful Applications: Despite all best efforts, some
grant applications are not selected for funding. In those instances where grant
applications are unsuccessful, CONSULTANT will work with the relevant state and
federal funding agencies to set up in-person or telephone debriefing sessions to discuss
the grant applications and how to best revise the grant applications for the next funding
round to ensure success.
4. Provide Monthly Progress Reports: CONSULTANT will confer regularly with CITY on
grant opportunities, progress reports, and other activities. CONSULTANT will provide
timely electronic monthly reports on the status of all funding activity, such current
funding opportunities, current applications, submitted applications, and post-grant
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submittal advocacy, and a summary of activities taken during the previous month and the
status. In addition to written reports, CONSULTANT will be available to the City for
conference calls, in person briefings, and meetings.
Deliverables for Task 3C:
1. Monthly reports that detail grant compliance activities, current and upcoming, and state
and/or federal legislative advocacy work/support.
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EXHIBIT C
COMPENSATION, AMENDMENT NO. 1
(AMENDED, REPLACES PREVIOUS)
CITY agrees to compensate CONSULTANT for Services performed in accordance with the terms
and conditions of this Agreement, and as set forth in the budget schedule below. Compensation
shall be calculated based on the rate schedule attached as Exhibit C-1 up to the not to exceed
budget amount for each task set forth below.
CITY’s Project Manager may approve in writing the transfer of budget amounts between any of
the tasks or categories listed below, provided that the total compensation for the Services,
including any specified reimbursable expenses, and the total compensation for Additional Services
(if any, per Section 4 of the Agreement) do not exceed the amounts set forth in Section 4 of this
Agreement.
CONSULTANT agrees to complete all Services, any specified reimbursable expenses, and
Additional Services (if any, per Section 4), 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.
BUDGET SCHEDULE – Annually and Total
TASK Year 1
(2023)
Year 2
(2024)
Year 3
(2025 – If
approved)
Year 4
(2026 – If
approved)
Year 5
(2027 – If
approved)
NOT TO
EXCEED
AMOUNT
Task 1
(Grant Consulting and
Compliance Services)
$48,000
($4,000/mo) $48,000 $48,000 $48,000 $48,000 $240,000
Task 2
(Federal Legislative
Advocacy Services)
$72,000
($6,000/mo) $72,000 $72,000 $72,000 $72,000 $360,000
Task 3
(State Legislative
Advocacy Services)
$114,000
($9,500/mo) $114,000 $114,000 $114,000 $114,000 $570,000
Less: Discount for
Bundled Cost Structure
(Tasks 1, 2, and 3)
($48,000)
($4,000/mo) ($48,000) ($48,000) ($48,000) ($48,000) ($240,000.00)
Sub-total for Services $186,000 $186,000 $186,000 $186,000 $186,000 $558,000.00
Reimbursable Expenses
(if any) $0 $0 $0 $0 $0 $0.00
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Total for Services and
Reimbursable
Expenses
$186,000 $186,000 $186,000 $186,000 $186,000 $558,000.00
Additional Services (if
any, per Section 4) $0 $0 $0 $0 $0 $0.00
Maximum Total
Compensation $186,000 $186,000 $186,000 $186,000 $186,000 $558,000.00
REIMBURSABLE EXPENSES
CONSULTANT’S ordinary business expenses, such as administrative, overhead,
administrative support time/overtime, information systems, software and hardware,
photocopying, telecommunications (telephone, internet), in-house printing, insurance and
other ordinary business expenses, are included within the scope of payment for Services and
are not reimbursable expenses hereunder.
Reimbursable expenses, if any are specified as reimbursable under this section, will be
reimbursed at actual cost. The expenses (by type, e.g. travel) for which CONSULTANT will
be reimbursed are: NONE up to the not-to-exceed amount of: $0.00.
A. Travel outside the San Francisco Bay Area, including transportation and meals, if
specified as reimbursable, will be reimbursed at actual cost subject to the City of Palo Alto’s
policy for reimbursement of travel and meal expenses.
B. Long distance telephone service charges, cellular phone service charges, facsimile
transmission and postage charges, if specified as reimbursable, will be reimbursed at actual
cost.
All requests for reimbursement of expenses, if any are specified as reimbursable under this
section, shall be accompanied by appropriate backup documentation and information.
DocuSign Envelope ID: 371E93C8-8F35-4733-B5BA-FF29902E2AF0