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Home My WebLink About5.09 First Amendment to the Consulting Services Agreement with Townsend Public Affairs, Inc. for Grant Strategy and Writing Servicesr DUBLIN CALIFORNIA STAFF REPORT CITY COUNCIL DATE: .Line 4, 2024 TO: Honorable Mayor and City Councilmembers FROM: Linda Smith, City Manager Agenda Item 5.9 SU B.ECT : Amendment to the Consulting Services Agreement with Townsend Public Affairs, Inc. for Grant Strategy and Writing Services Prepared by: Jordan Foss, Management Analyst 11 EXECUTIVE SUMMARY: The City Council will consider approving an Amendment to the Consulting Services Agreement with Townsend Public Affairs, Inc. for Grant Strategy and Writing Services. STAFF RECOMMENDATION: Adopt the Resolution Approving the First Amendment to the Consulting Services Agreement Between the City of Dublin and Townsend Public Affairs, Inc. FINANCIAL IMPACT: Sufficient funding for this cost has been included in the Fiscal Year 2024-25 Budget. DESCRIPTION: On June 6, 2023, the City adopted Resolution No. 53-23 approving a Consulting Services Agreement with Townsend Public Affairs to provide Grant Strategy and Writing Services for a not - to -exceed compensation of $60,000 through June 30, 2024. Over the past year, Townsend has provided services including identifying and submitting applications on behalf of the City for state and federal grants. Townsend has also hosted monthly meetings to update Staff on current grant applications and future opportunities, provided monthly memos that identify open and competitive grant opportunities, and supported efforts with federal discretionary grant applications, specifically the FY2024 Appropriations for the Behavioral Health Unit in the amount of $200,000 and the Situational Awareness Camera Project in the amount of $198,000. Currently, Townsend is working with Staff on multiple applications/projects, including but not Page 1 of 2 1 limited to: • CA Highway Patrol Cannabis Tax Fund Grant for a Traffic Unit Command Vehicle ($131,247.36) • CA Natural Resources Agency Environmental Enhancement and Mitigation project Grant for the Dublin Tree Planting - Urban Forestry project ($300,000) • CA Department of Justice Tobacco Grant ($250,000) • Caltrans Local Highway Safety Improvement Program (HSIP) Grant for the Dublin Boulevard Extension project ($4,500,000) • Metropolitan Transportation Committee (MTC) Letter of Interest for Dublin Boulevard Extension project endorsement for the future application of Solutions for Congested Corridors Grant program Staff recommends amending the Agreement with Townsend to extend the term of services through June 30, 2025 and increase the not -to -exceed compensation to $120,000 in order to continue the services provided. Townsend will continue with the all-inclusive retainer, under which the firm will provide a strategic and comprehensive approach to securing grant funding for the City as described in Attachment 2. STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: The City Council Agenda was posted. ATTACHMENTS: 1) Resolution Approving the First Amendment to the Consulting Services Agreement Between the City of Dublin and Townsend Public Affairs, Inc. 2) Exhibit A to the Resolution - First Amendment to the Consulting Services Agreement Between the City of Dublin and Townsend Public Affairs, Inc. Page 2 of 2 2 Attachment I RESOLUTION NO. XX — 24 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING THE FIRST AMENDMENT TO THE CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND TOWNSEND PUBLIC AFFAIRS, INC. WHEREAS, in March 2023, Staff prepared and initiated a Request for Proposals (RFP) for grant strategy and writing services; and WHEREAS, during that time, Staff reviewed and selected Townsend Public Affairs, Inc. and entered into a Consulting Services Agreement with a term to expire on June 30, 2024 and a compensation amount not to exceed $60,000; and WHEREAS, the City wishes to amend the Consulting Services Agreement with Townsend Public Affairs, Inc. for grant strategy and writing services; and WHEREAS, the City wishes to extend the term to June 30, 2025, and increase the not -to - exceed amount to $120,000. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby approve the First Amendment to the Consulting Services Agreement with Townsend Public Affairs, Inc., attached hereto as Exhibit A to this Resolution. BE IT FURTHER RESOLVED that the City Manager is authorized to execute the Amendment, and make any necessary, non -substantive changes to carry out the intent of this Resolution. PASSED, APPROVED AND ADOPTED this 4th day of June 2024, by the following vote: AYES: NOES: ABSENT: ABSTAIN: Mayor ATTEST: City Clerk Reso. No. XX-24, Item X.X, Adopted 06/04/2024 Page 1 of 1 3 Attachment 2 FIRST AMENDMENT TO CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND TOWNSEND PUBLIC AFFAIRS, INC. WHEREAS, on June 7, 2023, the City of Dublin (hereinafter referred to as "CITY") and Townsend Public Affairs, Inc. (hereinafter referred to as "CONSULTANT") entered into a Consulting Services Agreement for Grant Strategy and Writing Services (hereinafter referred to as the "AGREEMENT"); and WHEREAS, the existing AGREEMENT is set to expire on June 30, 2024 and has a not -to -exceed sum of $60,000; and WHEREAS, the CITY and CONSULTANT now wish to amend the Agreement to extend the term through June 30, 2025 by modifying Section 1.1 of the Agreement, and to increase the not -to -exceed amount to $120,000 by modifying Section 2 of the Agreement; and NOW THEREFORE, for good and valuable consideration, the sufficiency of which is hereby acknowledged, the AGREEMENT is amended as follows: 1) Section 1 Term of Services shall be amended as follows and all other provisions of this section shall remain unchanged: Term of Services. The term of this Agreement shall begin on the Effective Date and shall end on June 30, 2025, the date of completion specified in Exhibit A, and Consultant shall complete the work described in Exhibit A on or before that date, unless the term of the Agreement is otherwise terminated or extended, as provided for in Section 8. The time provided to Consultant to complete the services required by this Agreement shall not affect the City's right to terminate the Agreement, as referenced in Section 8. Notwithstanding the foregoing this Agreement may be extended on a month to month basis for up to six months upon the written consent of the Consultant and the City Manager, provided that: a) sufficient funds have been appropriated for such purchase, b) the price charged by the Consultant for the provision of the services described in Exhibit A does not increase. None of the foregoing shall affect the City's right to terminate the Agreement as provided for in Section 8. 2) Section 2.0 Compensation shall be amended as follows and all other provision of this section shall remain unchanged: COMPENSATION. CITY hereby agrees to pay CONSULTANT a sum not to exceed $120,000 to be approved for use by the City Manager. CONSULTANT shall provide to CITY the amended services as shown in the Budget attached as Exhibit A, all other provisions of this section shall remain unchanged. 3) Exhibit A shall be rescinded in its entirety and replaced with the attached revised exhibit. Page 1 of 4 4 4) Except to the extent inconsistent with this First Amendment, the Parties ratify and confirm all of the terms and conditions of the AGREEMENT. 5) All requisite insurance policies to be maintained by the Consultant pursuant to the Agreement, as may have been amended from time to time, shall include coverage for the amended term, as described above. 6) The individuals executing this Amendment and the instruments referenced in it on behalf of Consultant each represent and warrant that they have the legal power, right and actual authority to bind Consultant to the terms and conditions of this Amendment. SIGNATURES ON THE FOLLOWING PAGE Page 2 of 4 5 IN WITNESS WHEREOF, the parties hereto have caused this First Amendment to be executed as of the date of the City Manager's signature below. CITY OF DUBLIN TOWNSEND PUBLIC AFFAIRS, INC. By: Linda Smith D'Ambrosio, City Manager Dated: ATTEST: By: Marsha Moore, City Clerk APPROVED AS TO FORM: By: City Attorney DocuSigned by: By: 9F4E4E56A1704DE... Chnstopner i ownsend, President Page 3 of 4 6 EXHIBIT A SCOPE OF SERVICES & COMPENSATION SCHEDULE Term of Services: July 1, 2024 through June 30, 2025 All -Inclusive Retainer DESCRIPTION OF SERVICES Grant Strategy and Writing Services MONTHLY FEE $5,000* Conduct Detailed Orientation Included Craft Strategic Funding Plan Included Identify, Research, and Monitor Grant Funding Opportunities Included Grant Application Development and Submittal Included Establishment of Clear Accountabilities Included Provide Overview of Full Applications Requirements Included Assemble Project Background and Details Included Coordinate Technical Project Details Included Draft Written Proposal Included Incorporate Feedback to Finalize Proposal Included Submit Completed Application Included Funding Advocacy Included Post -Grant Submittal Advocacy Included Post -Award Grant Administration and Compliance Included Comprehensive Follow -Up on Unsuccessful Applications Included *The monthly fee includes all reasonable business and travel expenses Page 4 of 4 7