AGENDA ITEM
TO: HONORABLE MAYOR
AND MEMBERS OF THE CITY COUNCIL
FROM: CARLO TOMAINO
CITY MANAGER
BY: ALFA LOPEZ
ASSISTANT TO THE CITY MANAGER/ECONOMIC DEVELOPMENT MANAGER
SUBJECT:
title
AUTHORIZATION TO RELEASE REQUEST FOR PROPOSALS FOR CITYWIDE ON-CALL GRANT WRITING SERVICES
summary
Summary:
The City Council will consider the proposed release of a Request for Proposals (RFP) to provide citywide on-call grant writing services. The scope of work includes a comprehensive process from the initial identification submission of applications for grant opportunities to fulfilling progress report requirements. The RFP establishes a detailed plan for the firm selection process and timelines, including desired expertise and qualifications. The City’s goal is to establish a list of multiple on-call firms to support City Departments by providing technical expertise and support for new grant opportunities. If approved by the City Council, staff would release the RFP by March 1, 2024.
Strategic Plan Goal(s):
Goal No. 1: Ensure the City’s long-term financial stability and resilience.
Goal No. 2: Maintain community safety by supporting public safety services and increasing emergency preparedness.
Goal No. 4: Maintain and improve the public infrastructure.
recommendation
Recommendation:
Authorize the City Manager to issue an RFP for citywide on-call grant writing services and solicit proposals from qualified consultants.
body
Fiscal Impact:
There is no fiscal impact associated with issuing the RFP. The City Council previously authorized funding for professional grant writing services as part of the Fiscal Year 2023-2024 budget. Once the City receives responsive proposals, staff will evaluate the cost for these services against the approved budget allocation.
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. The City is proposing to request proposals from qualified firms to identify new grants and provide comprehensive grant writing services as opportunities become available.
The proposed RFP establishes 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 grant applications, program administration, and fulfilling progress reports and other grant requirements. Staff’s goal is to establish on-call service agreements with multiple firms to augment technical expertise and staff time required to apply for a variety of grant opportunities. Successful firms may be required to prepare multiple grant applications of varying complexity and deadlines. The City intends to select multiple firms for on-call services that demonstrate a high level of expertise and successful track record in obtaining grants in the following areas identified below:
• Community and Economic Development;
• Library Services
• Infrastructure Development and Maintenance
• Parks and Recreation
• Police, Fire, and Disaster Recovery/Resiliency
• Transportation/Highway/Sustainability/Transit
Analysis:
As described in the RFP, firms may provide grant writing services for one or more of the above listed disciplines. The RFP process will establish a ranking for each firm based on the qualifications and the requirements of the RFP. The following schedule shows the timeline for the RFP process and selection of firms:
With the City Council’s approval, staff would release the RFDP and conduct a thorough evaluation process of the proposals to conform to the requirements contained in the RFP. The top-ranked firms would participate in interviews with the City’s Selection Committee. Subsequently, the City may enter negotiations with the top-rated firms to develop mutually agreeable on-call agreements. Staff anticipates recommending City Council award of agreements at the April 23, 2024 City Council meeting.
Staff recommends the City Council authorize the City Manager to release the RFP for on-call citywide grant services following the proposed schedule and timeline.
Reviewed for Fiscal Impact:
_________________________
Sharon del Rosario
Attachment:
A. Request for Proposals