AGENDA ITEM
TO:
HONORABLE CHAIR
AND MEMBERS OF THE PLANNING COMMISSION
FROM:
COLLEEN T. DOAN
COMMUNITY DEVELOPMENT DIRECTOR
SUBJECT:
title
UPDATE ON SELECTION OF ON-CALL CITYWIDE GRANT WRITING AND MANAGEMENT CONSULTANTS
summary
Summary:
At the July 23, 2024 meeting, the City Council authorized the City Manager to execute six (6) on-call Professional Services Agreements with qualified firms to provide on-call Citywide Grant Writing and Support Services, for a not-to-exceed amount of $80,000 each. The contract authority limit for each proposed contract is intended to provide the City with the opportunity to use one or more of the firms to perform the services. Staff will monitor spending associated with each contract to ensure expenditures remain within the City Council’s approved budget allocation.
Strategic Plan Goal(s):
Goal No. 1 Financial Stability: Ensure the City’s long-term financial stability and resilience.
Goal No. 3 Economic & Downtown Development: Improve the local economy, support local businesses, and create a vibrant downtown core.
Goal No. 5 High Functioning Government: Strengthen internal communication, recruitment, retention, systems, and processes to increase the effectiveness and efficiency of City services.
recommendation
Recommendation:
Receive and file the report.
body
Background:
The City has historically relied on more common methods, internally conducting grant finding and grant writing activities, to seek funding opportunities for various projects and activities. Each department has typically been responsible for researching grants through its own efforts while also managing ongoing operational activities. The City recognized that this approach is time-consuming and staff intensive. Given the level of effort necessary to successfully apply for opportunities, track expenditures, and report back to granting agencies, staff believes that contracting for these services would create economies of scale that may provide additional grant opportunities for the City.
On March 21, 2024, the City released an RFP for qualified firms that could provide comprehensive citywide grant writing and management services. The RFP established a detailed plan for the firm selection process and timelines, including desired expertise and qualifications (Attachment A). The scope of work includes grant writing services associated with the preparation and submission of applications, program administration, and fulfilling progress reports and other grant requirements. Staff aims to establish on-call service agreements with multiple firms to augment technical expertise as well as allow the City to apply for a variety of additional grant opportunities.
The City evaluated qualifications demonstrating a high level of expertise and successful track record in obtaining grants and the ability to align funding opportunities with the City’s ongoing or future projects in the following areas identified below:
• Economic Development
• Library, Parks, and Recreation
• Public Safety-Policy and Disaster Recovery
• Public Infrastructure Capital Projects/Maintenance
• Water Infrastructure Capital Project
• Sustainability Programs and Infrastructure-including electric vehicles and charging stations
• Transportation and Street Rehabilitation
The City requested that proposers provide for a flexible billing model, offering an hourly rate fee schedule to ensure both transparency and flexibility. This time and material model allows the City to adapt as grant opportunities become available and obtain a clear outline of anticipated expenses.
Analysis:
In response to the RFP, the City received fifteen (15) proposals; staff deemed all proposals complete and timely. The City established a Selection Committee comprised of the Community Development Director, Parks, Library and Recreational Services Director, Public Works Director, Assistant to the City Manager/Economic Development Director, and the Emergency Management Coordinator. The Selection Committee conducted a three-tiered evaluation process, consisting of an evaluation of proposals, interviews of the top firms, and reference checks. The initial proposal evaluation criteria was based on the following evaluation criteria:
• Experience with similar projects involving municipalities and/or local government agencies (Weight 20%)
• Team member’s experience and performance (Weight 15%)
• Track record and success in obtaining grants of similar scope to the RFP (Weight 25%)
• Cost Estimates (Weight 10%)
• References (Weight 20%)
Following the initial review, the Selection Committee invited the top firms to participate in the interview process. Following the interview process, the Selection Committee ranked six firms as having the highest overall scores: Engineering Solutions Services, Evan Brooks and Associates, Global Urban Strategies, Land CM, Townsend Public Affairs, and Villa Civil.
Staff conducted reference checks for each of the highest-ranked firms. The City asked the referenced cities a series of fourteen performance questions, including experience with the subject firm, cost of service relative to success rate, quality of work, communication and expertise. Staff received positive responses regarding performance and qualifications for all six firms, summarized below:
Engineering Solutions Services (ESS), based out of Laguna Hills, ESS has twelve years of experience preparing winning grant applications for municipal governments. The ESS team is comprised of former municipal managers, including a managing Principal with more than forty years of experience and technical expertise. ESS has a track record of successfully securing grants in the areas of public safety & emergency preparedness, infrastructure, transportation, parks & recreation and sustainability.
Evan Brooks and Associates (EBA), based out of Pasadena, EBA has 13 years of experience. EBA has worked with more than 70 cities and regional planning agencies throughout the Western United States. EBA was ranked high by the City of Covina, who they have worked with for more than ten years. EBA has a successful track record of securing transportation related grants.
Global Urban Strategies (GUS), based out of Alhambra, GUS has eight years of experience. GUS has worked with more than 70 cities and regional planning agencies throughout the Western United States. In 2023, GUS secured $33.8 million in state and federal grants.
Land CM (LCM), based out of Laguna Niguel, has 15 years of experience. LCM has worked with more than 35 public agencies, including the City of Signal Hill since 2022. LCM provides reliable support throughout the grant application and administration process for public works grants.
Townsend Public Affairs (TPA), based out of Newport Beach, TPA has 25 years of experience and has worked with more than 250 public agencies. TPA has secured over $3 billion in competitive funding for clients in the areas of transportation, water & wastewater, housing development, and parks and recreation.
Villa Civil, based out of Encinitas, has four years of experience, and staff with a combined 60 years of experience with various granting agencies. Villa Civil has successfully secured over $116 million in grant applications and low-interest loans.
The City Council authorized the City Manager to enter into a one-year Contract Services Agreement with each firm for on-call grant writing and management services, for a not-to-exceed annual amount of $80,000, with two additional one-year extensions per firm.