Loading...
HomeMy WebLinkAboutStaff Report 2512-5634CITY OF PALO ALTO Policy & Services Committee Special Meeting Tuesday, August 11, 2026 6:00 PM     Agenda Item     4.Discuss and Recommend Approval of Scope of Work for State and Federal Legislative Advocacy and Grant Consulting and Compliance Services Policy & Services Committee Staff Report From: City Manager Report Type: ACTION ITEMS Lead Department: City Manager/City Clerk Meeting Date: August 11, 2026 Report #:2512-5634 TITLE Discuss and Recommend Approval of Scope of Work for State and Federal Legislative Advocacy and Grant Consulting and Compliance Services RECOMMENDATION Staff recommends that the Policy and Services Committee review and provide general feedback on this draft scope of work for legislative advocacy and grant support services and recommend the City Council approve the scope of work. BACKGROUND In 2022, staff conducted a request for proposals (RFP) process for Federal and State legislative advocacy services as well as for grant services. The City offered the RFP where interested parties could bid on providing services related to State/Federal advocacy, and/or grants, or any combination of the three possible scopes. At the time of contract award to the vendor, the City Council asked to review the scope of work before it was bid out for the next contract. The City seeks to conduct an RFP for this service every 5 years as good governance practice and ensure the scope still meets the City’s needs. The current contract for State advocacy and grant services will expire in December 2026. Due to budget limitations, the City has suspended Federal advocacy services in this current fiscal year. Staff will bring a contract amendment to City Council to remove federal advocacy services from the contract and to approve an additional contract 1-year extension at the same time for the State advocacy and grant services. This will extend the current contract expiration date from December 2026 to December 2027 and it is the last of the contract extensions that the City Council anticipated through the 2023 contract approval. The most recent contract extension amendment was done in June 2026. ANALYSIS The current scope of work for each service is shown below. Staff does not have any recommended changes to the scopes at this time. After the Policy and Services Committee reviews this scope, staff will take the Policy and Services Committee recommendation to the full City Council. Staff plans to incorporate feedback from these meetings to post a final RFP in late Fall 2026, with the new contract beginning at the end of calendar year 2027 upon conclusion of the current contract. This provides time for the RFP as well as legal review of any updates to the contract scope and contract negotiation. 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, 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. 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: Scope for Grant Support Services and Deliverables Task 2A: 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. 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 2A: 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. Prepare Strategic Funding Plan and Grant Matrix of Funding Programs that includes elements outlined above Task 2B: 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 inefficiencies 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 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. Deliverables for Task 2B: 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 2C: 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 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 successful monitoring of and compliance with the program requirements. a. 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 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 2C: 1. Monthly reports that detail grant compliance activities, current and upcoming, and state and/or federal legislative advocacy work/support. Task 3: Scope for Federal Legislative Advocacy Services and Deliverables 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 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 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 or coordinated 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. 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 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. FISCAL/RESOURCE IMPACT Reviewing the scope of work has no fiscal impact. The State Advocacy and Grant Support services are estimated to be $10,800 monthly ($129,600 annually). The funds for these services are already included in the appropriate department budgets for FY 2027. The budget for Federal advocacy services was eliminated in the FY 2027 budget process. STAKEHOLDER ENGAGEMENT Staff will continue to engage with relevant staff on their State and Grant advocacy needs. The consultant chosen through this process will advance the City’s advocacy efforts as previously done. ENVIRONMENTAL REVIEW Not a project. APPROVED BY: Ed Shikada, City Manager Mahealani Ah Yun, City Clerk