TO: ADAM PIRRIE, CITY MANAGER
FROM: JAMIE EARL, ASSISTANT CITY MANAGER
DATE: APRIL 9, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO AMEND THE EXISTING PROFESSIONAL SERVICES AGREEMENT WITH BLAIS & ASSOCIATES TO INCREASE COMPENSATION FOR GRANT RESEARCH AND MANAGEMENT SERVICES (FUNDING SOURCE: GENERAL FUND)
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SUMMARY
The City has contracted with Blais & Associates for professional grant management services since 2015. The City has secured over $9.3 million in grant funding to date with the assistance of Blais & Associates. The current 2023-24 agreement has a total not-to-exceed amount of $25,000.
Due to an increase in grant activity and application development, it is necessary to increase the current contract amount to fund grant applications and monthly costs through the end of the fiscal year. Staff recommends that the City Council authorize an amendment to the current Blais & Associates professional services agreement to add an additional $15,000 in compensation, bringing the total 2023-24 agreement amount to $40,000.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to execute an amendment to the existing Professional Services Agreement with Blais & Associates adding $15,000 in compensation for fiscal year 2023-24, increasing the total agreement not-to-exceed amount to $40,000.
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ALTERNATIVES TO RECOMMENDATION
In addition to the staff recommendation, there are the following alternatives:
• Request additional information from staff.
• Do not authorize the amendment.
FINANCIAL REVIEW
City Council approval of an additional $15,000 is necessary for Blais & Associates to perform additional work. This will increase the total not-to-exceed amount of the fiscal year 2023-24 agreement from $25,000 to $40,000.
The additional $15,000 will pay for the development of grant applications and to continue using the services offered by Blais & Associates through the end of the fiscal year. Funding is available in the Administrative Services Department budget, and no additional appropriation is necessary.
The staff cost to prepare this report is estimated at $500 and is included in the operating budget of the Administrative Services Department.
ANALYSIS
Since May 2015, Blais & Associates has provided professional grant research, bi-monthly grant activity report calls, and grant writing services to the City. Blais & Associates has assisted the City in securing $9.3 million in grant funds to date, the work product by the firm has been high quality, and all services have been completed in a timely manner.
Due to the amount of grant research, and the complexity of potential grant opportunities that Blais & Associates is exploring for the City, it is expected that the contract amount will be fully expended before the end of the fiscal year. Examples of the grants that Blais & Associates is monitoring for the City include: Appropriations & Community Project Funding Requests through the Office of U.S. Congresswoman Judy Chu; USDOT Safe Streets and Roads for All; USDOT Active Transportation infrastructure Investment Program; and many others. Staff meets with Blais & Associates on a bi-monthly basis to receive updates and determine which grant opportunities match the needs of the City.
To continue using the services offered by Blais & Associates, it is necessary to increase compensation by $15,000 for the current fiscal year, bringing the 2023-24 agreement total to $40,000.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following: Council Priorities, General Plan, and the 2022-24 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jamie Earl Katie Wand
Assistant City Manager Assistant to the City Manager