HomeMy WebLinkAbout08 - CC-7 - Amendment 3 to PSA with Townsend Public - 10/15/20191
CITY COUNCIL AGENDA REPORT
MEETING DATE: OCTOBER 15, 2019 ITEM NUMBER: CC-7
SUBJECT: AMENDMENT NUMBER THREE TO PROFESSIONAL SERVICES AGREEMENT WITH
TOWNSEND PUBLIC AFFAIRS
DATE: SEPTEMBER 25, 2019
FROM: CITY MANAGER’S OFFICE
PRESENTATION BY: ALMA REYES, ACTING ASSISTANT TO THE CITY MANAGER
FOR FURTHER INFORMATION CONTACT: ALMA REYES, ACTING ASSISTANT TO THE CITY
MANAGER (714) 754-5090
alma.reyes@costamesaca.gov
RECOMMENDATION:
Staff recommends that the City Council:
1. Approve Amendment Number Three to the Professional Services Agreement
(PSA) with Townsend Public Affairs, Inc. to add legislative advocacy and strategy
services to the scope of services and increase the annual compensation by
$24,000, for a total annual not-to-exceed amount of $74,000 (Attachment 1);
2. Approve a ten (10) percent contingency totaling $2,400, if necessary; and
3. Authorize the City Manager and City Clerk to execute the amendment and future
amendments within Council-authorized limits.
BACKGROUND:
In an effort to be at the forefront of any legislative action that may directly or indirectly
impact the City, including specifically the future of the Fairview Developmental Center
(FDC), it is imperative that the necessary resources are in place to develop a strategy to
better position the City on these matters.
At the September 3, 2019 City Council meeting, the City Council approved the
formation of the Fairview Developmental Center Ad Hoc Committee to address the
upcoming closure of the FDC. As the FDC is located within the City of Costa Mesa, this
Ad Hoc Committee has been tasked with analyzing this issue and developing a strategy
that engages the City of Costa Mesa in discussions regarding the future of this facility.
Currently, the City has an existing agreement with Townsend Public Affairs (TPA), a
consulting firm that provides grant writing and grant advocacy services. In addition to
the services already provided by the consultant, TPA also provides legislative strategy
services as it relates to state grant opportunities.
2
On March 21, 2017, the City Council approved the existing PSA with Townsend Public
Affairs, Inc. for a total annual compensation of $50,000 for an initial one (1) year term,
with options to extend the agreement for four (4) additional one (1) year periods
(Attachment 2). On March 20, 2018, the City and TPA executed Amendment Number
One to exercise the first optional one-year extension, extending the term of the
agreement through March 20, 2019 (Attachment 3). On March 20, 2019, the City and
TPA executed Amendment Number Two to exercise the second optional one-year
extension, extending the term of the agreement through March 20, 2020 (Attachment
4).
The proposed amendment will add development and implementation of legislative
strategy services to the current scope of work and an increase in compensation of
$2,000 per month totaling $24,000 per year, for a total annual not to exceed amount of
$74,000.
ANALYSIS:
TPA utilizes a comprehensive onboarding process that includes extensive meetings with
key stakeholder groups to develop a strategic plan to satisfy the City’s needs, and is
designed for maximum success in the current political climate and funding environment.
TPA will use the information gathered to develop an official legislative platform and
strategy that represents the City’s priorities in Sacramento and share it with key
stakeholders at the State Legislature and in the Governor’s Administration. Furthermore,
TPA will advocate for the City’s legislative agenda by building and strengthening relevant
relationships at the State and Federal levels, and assist with the preparation of
correspondence, reports, scheduling of meetings and other matters relating to relevant
legislation activity.
ALTERNATIVES CONSIDERED:
The City Council may choose not to approve the amendment for additional legislative
services. However, this is not a recommended option, as the City needs to be at the
forefront of legislative matters that have a direct impact on the City, including the closing
and repurposing of the Fairview Developmental Center site.
FISCAL REVIEW:
There is sufficient funding in the Fiscal Year 2019-20 City Manager’s Budget for the cost
of the additional services.
LEGAL REVIEW:
The City Attorney’s Office has reviewed and approved this report and the proposed
amendment as to form.
3
CITY COUNCIL GOALS & PRIORITIES:
The proposed legislative services are in line with the following City Council Goal goals
and priorities:
Goal 6. Good Government and Community Engagement:
a) Develop and implement a communication plan to implement robust and
consistent communication and engagement practices and identify activities (such
as City Council podcast) to increase awareness and engagement in City
activities.
f) Maintain up-to-date and accessible information about public works projects,
significant private development sites, and other City activities.
CONCLUSION:
Staff recommends that the City Council:
1. Approve Amendment Number Three to the Professional Services Agreement
(PSA) with Townsend Public Affairs, Inc. to add legislative advocacy and strategy
services to the scope of services and increase the annual compensation by
$24,000, for a total annual not-to-exceed amount of $74,000;
2. Approve a ten (10) percent contingency totaling $2,400, if necessary; and
3. Authorize the City Manager and City Clerk to execute the Amendment and future
amendments within City Council-authorized limits.
______________________________ ______________________________
LORI ANN FARRELL HARRISON KIMBERLY HALL BARLOW
City Manager
KELLY A. TELFORD, CPA
Finance Director
City Attorney
ALMA L. REYES
Acting Assistant to the City
Manager
ATTACHMENTS:
1. Proposed Amendment
2. Townsend Public Affairs Agreement
3. Amendment No. 1
4. Amendment No. 2
1
Townsend Public Affairs, Inc. Amendment Three
Rev. 11-16
AMENDMENT NUMBER THREE
TO PROFESSIONAL SERVICES AGREEMENT
WITH
TOWNSEND PUBLIC AFFAIRS, INC.
This Amendment Number Three (“Amendment”) is made and entered into this 15th day
of October, 2019 (“Effective Date”), by and between the CITY OF COSTA MESA, a municipal
corporation (“City”), and TOWNSEND PUBLIC AFFAIRS, INC., a California corporation
(“Consultant”).
WHEREAS, City and Consultant entered into an agreement on March 21, 2017 for
Consultant to provide grant writing consulting services (the “Agreement”); and
WHEREAS, Section 4.1 of the Agreement provides for a term of one (1) year, with the
option to extend the Agreement for four (4) additional one (1) year periods; and
WHEREAS, on March 20, 2018, City and Consultant extended the Agreement through
March 20, 2019; and
WHEREAS, on March 20, 2019, City and Consultant extend the Agreement through
March 20, 2020; and
WHEREAS, City and Consultant now desire to amend the Scope of Services to include
the additional services set forth in Exhibit “A,” attached hereto and incorporated herein by this
reference; and
WHEREAS, City desires to increase Consultant’s maximum annual compensation
accordingly to Seventy-Four Thousand Dollars ($74,000.00).
NOW, THEREFORE, for valuable consideration, the receipt and sufficiency of which is
hereby acknowledged, the parties agree as follows:
1. The Scope of Services shall be amended to include the additional services set
forth in Exhibit A.
2. Section 2.1 of the Agreement shall be amended to reflect that Consultant’s
annual compensation shall not exceed Seventy-Four Thousand Dollars
($74,000.00). Consultant shall be paid according to the fee schedule set forth in
the Agreement and Exhibit A of this Amendment.
3. All terms not defined herein shall have the same meaning and use as set forth in
the Agreement.
4. All other terms, conditions, and provisions of the Agreement not in conflict with
this Amendment shall remain in full force and effect.
[Signatures appear on following page.]
2
Townsend Public Affairs, Inc. Amendment Three
Rev. 11-16
IN WITNESS WHEREOF, the parties hereto have caused this Amendment to be
executed by and through their respective authorized officers, as of the date first written above.
CITY OF COSTA MESA
________________________________ Date: __________________________
City Manager
CONSULTANT
________________________________ Date: __________________________
Christopher Townsend, President
ATTEST:
________________________________
City Clerk
APPROVED AS TO FORM:
________________________________ Date: __________________________
City Attorney
APPROVED AS TO INSURANCE:
________________________________ Date: __________________________
Risk Management
APPROVED AS TO CONTENT:
________________________________ Date: __________________________
Project Manager
APPROVED AS TO PURCHASING:
________________________________ Date: __________________________
Finance Director
EXHIBIT A
ADDITIONAL SERVICES
TOWNSEND PUBLIC AFFAIRS
ADDITIONAL SERVICES
• Conduct Detailed Orientation: TPA utilizes 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.
• Develop Legislative Strategy: Utilizing the information gathered during the onboarding
process, TPA will coordinate with the City to develop an official legislative platform and
strategy that represents the City’s priorities in Sacramento. This blueprint will be shared
with key stakeholders in the State Legislature and Governor’s Administration.
• Implement the Legislative Strategy: TPA will advocate for the City’s legislative agenda
utilizing the following methods:
• Build and Strengthen Relevant Relationships: TPA has cultivated a network
of valuable relationships that will be leveraged to promote the City’s legislative
agenda.
• Leverage Relationships for Strategic Advocacy Plan: TPA will engage
various techniques to leverage our network of key relationships on behalf of the
City:
• Schedule meetings for the City to discuss relevant legislation
• Prepare all briefing materials and talking points for the City
• Brief legislative offices and stakeholders on the City’s legislative agenda
• Follow-up on meetings to ensure commitments and deliverables are being
met
• Coordinate Advocacy Trips: TPA will work with the City to coordinate advocacy
trips to Sacramento 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, TPA will also schedule site visits by legislators to the City.
• Track Legislation: TPA 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.
• Craft Testimony and Position Letters: TPA will prepare and submit written
and verbal testimony regarding legislation relevant to the City, TPA will also draft
and deliver position letters to legislators and key officials on specific bill
language.
• Draft Bill Language: TPA will draft language and amendments for relevant
legislation, as required to protect and promote the City’s agenda.
• Provide Progress Reports: TPA will confer regularly with the City on our activities.
TPA 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, TPA will be available to the City for conference calls, in-person briefings, and
meetings.
• Prepare and File Lobbying Disclosure Reports: TPA will prepare and file, on
behalf of the City, all applicable state lobbying disclosure reports.
Fee Schedule for Additional Services: $2,000 per month