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Home My WebLink About25zJJ - AGMT - GRANT WRITING SRVSREQUEST FOR COUNCIL ACTION CITY COUNCIL MEETING DATE: OCTOBER 21, 2014 CLERK OF COUNCIL USE ONLY: TITLE: APPROVED AMENDMENT TO AGREEMENT WITH El El Recommended ❑ As Amended STRATEGIC SOLUTIONS FOR GRANT ❑ Ordinance on 1"Reading WRITING SERVICES ❑ Ordinance on 2 "tlReading STRATEGIC PLAN NOS. 4,1 AND 5, 2 El Implementing Resolution { } El Set Public Hearing For_ 9 CITY MANAGE RECOMMENDED ACTION CONTINUED TO FILE NUMBER Authorize the City Manager and the Clerk of the Council to execute an amendment to the agreement with Strategic Solutions for grant writing administration services in an amount not to exceed $20,000 subject to non - substantive changes approved by the City Manager and City Attorney. DISCUSSION The Finance and Management Services Agency Facilities, Fleet Maintenance, and Central Stores Division (FFCS) is responsible for the acquisition, maintenance, repair, and replacement of vehicles, trucks, and maintenance equipment. To meet its 5 -Year Alternative Energy Strategic Plan, FFCS routinely searches and applies for grant funding to expand its efforts in alternative fuel technologies. In 2013, FFCS prepared a Request for Proposal and selected Strategic Solutions to provide these services. Strategic Solutions has been successful in obtaining numerous grants totaling over $1 million dollars in alternative fuel technologies. FFCS desires to retain the services of Strategic Solutions to assist in the administration of existing grants and also to continue applying for new grants related to the emerging green technological opportunities in the Fleet environment. STRATEGIC PLAN ALIGNMENT Approval of this item allows the City to meet Goal #4 City Financial Stability, Objective #1 Maintain a stable, efficient and transparent financial environment and Goal #5 Community Health, Livability, Engagement & Sustainability, Objective #2, Expand opportunities for conservation and environmental sustainability. 25JJ -1 Amendment — Strategic Solutions October 21, 2014 Page 2 FISCAL IMPACT Funds for this amendment in the amount of $20,000 are available in the Fleet Maintenance contracts account (no. 07510100 62300). APPROVED AS TO FUNDS AND ACCOUNTS: Francisco Gutierrez Executive Director Finance and Management Services Agency C L / /es Exhibit: Agreement 25JJ -2 SECOND AMENDMENT TO AGREEMENT THIS SECOND AMENDMENT TO AGREEMENT is entered into on October 2014, by and between Strategic Solutions, a California independent consulting firm which provides grant consulting services to public and private agencies /companies, with its principal place of business located at 2825 South Palm Canyon Drive, Palm Springs, California 92264 (herein after referred to as "Consultant "), and the City of Santa Ana, a charter city and municipal corporation of the State of California ( "City "). RECITALS: A. The parties entered into a Consultant Agreement dated November 2013, (hereinafter "original Consultant Agreement ") by which Consultant has provided grant consulting services. Consultant will use her extensive experience in grant writing in order to assist the City in maximizing access to grant finds. B. A First Amendment to the original Consultant Agreement was executed in June 2014. That amendment only extended the term of the original Consultant Agreement through June 30, 2015. C. The amount of compensation under the original Consultant Agreement's was not to exceed $25,000.00. By this Second Amendment to Agreement, the parties wish to add an additional $20;000.00 to the total compensation under the Agreement for a total not to exceed $45,000.00. NOW THEREFORE, in consideration of the covenants contained in original Consultant Agreement and the First Amendment to Agreement, and subject to all the terms and conditions of the original Consultant Agreement, except those amended in this SECOND Amendment to Agreement, the parties agree as follows: 1. Section 2 (a). COMPENSATION. City agrees to pay, and Consultant agrees to accept as total payment for its services; the rates and charges identified in Exhibit A. The total sum to be expended under this Agreement shall not exceed $45, 000.00 during the term of this Agreement. 2. Except as herein amended, all terms and conditions of said original Consultant Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this SECOND Amendment to Agreement on the date and year first written above. [Signatures on next Page] 25JJ -3 ATTEST: Maria D. I-Iuizar Clerk of the Council APPROVED AS TO FORM: Sonia Carvalho City Attorney B Jose a doval Chi f ssistant City Attorney CITY OF SANTA ANA David Cavazos City Manager RE COMMENDED FOR APPROVAL: Francisco Gutierrez Executive Director Finance & Management Services CONSULTANT Charlotte D. Whitney dba StrategicSolutions Consultant/Owner/President Employer ID # or Individual SS # 043 -36 -2895 25JJ -4 EXHIBIT "A" 25JJ -5 STRATEGIC SOLUTIONS PROPOSAL COMPREHENSIVE GRANT CONSULTING FOR GREEN INITIATIVES to the City of Santa Ana Facilities, Fleet and Central Stories Fiscal Year 2014/2015 OVERVIEW Charlotte D, Whitney, d.b.a. Strategic Solutions, will provide comprehensive grant consulting services to the City of Santa Ana Facilities, Fleet and Central Stores (FFCS) to support the division's green initiatives. Utilizing her extensive experience, knowledge and skills, Charlotte will work to achieve FFCS objectives and maximize access to funding. Strategic Solutions will focus on funding opportunities to support the following FFCS plans and policies: 1. Green Facilities, Fleet and Central Stores Strategic plan 2. Green Fleet Action Plan: Electric Vehicles and Charging Infrastructure 3. Green Fleet Action Plan: Propane Vehicles and Infrastructure 4. Green Fleet Action Plan: Environmentally Preferable Purchases and Practices Policy 5, Electric Vehicle Charging infrastructure Public Access Policy E. Public outreach for Green initiatives PAST AND FUTURE FOCUS Beginning with its initial engagement with the City of Santa Ana's Facilities, Fleet and Central Stores, Strategic Solutions worked with division staff to articulate its vision for the future and began action -by- action to assist staff in achieving this vision. After four years of cooperative work, FFCS can count the following accomplishments: • Four written strategies with two supporting policies • over $1.5 million in grant funding for green projects • Industry ranking as the top 5`h fleet In the North America • State level recognition as the #1 leader In green technology for transportation Going forward in Fiscal Year 2014/2015, Strategic Solutions proposes to continue its focus on securing funds for green initiatives and completing grant management activities as required by the grant agreements for existing contracts. Two required elements of existing contract - community outreach /public education and reports /requests for reimbursements - will feature strongly in the work program. In Fiscal Year 2014/2015, Strategic Solutions will also work with staff to further Implement the Public Outreach for Green Initiatives plan, particularly the outreach to local businesses. Working with staff, the company will also start the process of LEED Certification for the Corporate Yard. Proposal Santa_ Ana_consulting_FY 2014 -2015 page i Pratt 4 /12/2014 25JJ -6 STRATEGIC SOLUTIONS 9d SERVICES The following Is a representative list of services that may be preformed. Grant Identification and Strategy Development Research grant databases and agency specific databases on -line for funding opportunities Identify applicable grants Attend training and bidder's conferences Develop a database of grants that match funding needs Maintain a comprehensive grants Inventory for each project area Prepare strategies and action plans Facilitate project scoping Write program descriptions Grant Development and Preparation Download and review guidelines, applications and forms Develop strategies that maximizes funding and prospects for approval Research and assemble information needed for applications Obtain specifications, vendor quotes, brochures and other supporting materials Secure relationships, resolutions, cover letters and letters of support Prepare draft materials for review and comment Prepare final applications for submittal Overnight mail and /or deliver applications to funding agencies and clients Prepare, update, and /or assemble additional documents as required by funding agencies Track applications through review process Assist with contract development and signing Grant Implementation and Management Prepare calendar of report due dates Download report requirements and forms Obtain and assemble information for preparation of reports Prepare draft reports for review and comment Prepare final reports for submittal Prepare materials for status meetings with clients, agency staff and /or other consultants Coordinate with staff on Invoicing and requests for reimbursement Coordinate with outside agency staff and consultants on funding status and grant implementation Maintain computer and hard copy files for audit Proposal Santa_ Ana _Consulfing FY 2014 -2015 brgjt 4112/2014 25JJ -7 Page 2 i STRATEGIC SOLUTIONS AVAI LAB ILTIY Charlotte D. Whitney will dedicate the required time and materials to complete quality work submitted on deadline. Charlotte D. Whitney will be available for consultation as needed by telephone, e -mail, and FAX. Charlotte D, Whitney will be available for meetings at the offices of the City of Santa Ana as required. COMPENSATION The City of Santa Ana will be billed monthly for work completed at a rate of $85 per hour. A detailed activity report and copies of completed projects will be submitted with each invoice. Ordinary support services, including mileage and telephone, are Included within the monthly charge. Total amount of compensation will not exceed $25,000. TERMS The Agreement will be in effect for Fiscal Year 2014/2015 ending June 30, 2015. Charlotte D, Whitney Date Proposal _Santa Ana _Consultrng_FY 2014 - 3015 Draft 4 /12/2014 Page 3 i 25JJ -8 ATTACHMENT A: ACCOMPLISHMENTS BY FISCAL YEAR Fiscal Year 2010 /2011 Strategy Development In Fiscal Year 2010/2011, StrategicSolutlons with the assistance of FFCS staff developed a Green Strategic Plan to Increase the sustainability of the division. The plan outlines specific short and long- term goals, punctuated by a timeline of quantifiable actions, Focusing heavily on energy efficiency initiatives and employing forward thinking in fleet management, the goals of the plan are to Improve air quality, reduce the City's carbon footprint, and channel cost savings into environmental projects. Grant Funding Strategic5olutions secured $557,500 in grant funding for FFCS projects during FY 2010/2011, Projects Funded • Propane Refueling Infrastructure - $75,000 • CNG Station Site Improvements - $120,000 • Maintenance Facility Modificatlons •$67,500 • Diesel Emission Control Systems (6) - $55,000 • Propane Vehicles (7) - $210,000 Recognition Highlights • 100 Best Fleet in North America - #38 (moved up from #99 in 2010) • Government Green Fleet - #29 • SustainabilityAll- Star— RickLongobart Fiscal Year 2011/2012 Strategy Development During Fiscal Year 2011/2012, three area - specific action plans were developed to advance FFCS ultimate goal of running an environmentally friendly fleet and stores operation, The first plan discusses electric vehicles and infrastructure, the second focuses on propane vehicles and infrastructure, and the third plan advocates environmentally preferable purchases and practices within the FFCS, Grant Funding StrategicSolutions secured $456,000 in grant funding for FFCS projects during FY 2010/2011, Projects Funded • Electric Vehicle Charging Stations (9) - $80,000 • CNG Station Upgrades - $46,000 4 • CNG (2) and Propane Heavy -Duty Vehicles (7) - $270,000 • Propane Vehicles Buy -Down Incentives (6) — $60,000 Recognition Highlights • 100 Best Fleet In North America -#10 (moved up from #38 in 2011) • Government Green Fleet - #11(moved up from #29 in 2011) Draft 4/1112014 25JJ -9 ATTACHMENT A: ACCOMPLISHMENTS BY FISCAL YEAR Fiscal Year 2012/2013 Strategy Development During FY 2012/13, as required by local funding agencies, a public, outreach and education plan was developed for the FFCS: Entitled, Public Outreach for Green initiatives, the plan proposes actions that will increase public awareness of the green initiatives of the division and by doing so increase public support for funding. Targeted actions of the plan were Implemented Including the development of "mini mark" for the FFCS. Grant Funding StrategicSolutions secured $326,000 in grant funding for FFCS projects during FY 2012/2013, Projects Funded • Electric Vehicle Charging Stations (11) - $66,000 • CNG Paratransit Buses (2) - $260,000 • Propane Vehicles Boy -Down Incentives (7) -$TBA Recaenitian Highlights • 100 Best Fleet in North America - #S (moved up from #10 in 2012) • SustainabilityAll- Star— RickLongabart Fiscal Year 2013/2014 Strategy Development In FY 2013/2014, StrategicSolutions drafted a public access policy for City -owned electric vehicle charging stations. The Electric Vehicle Charging Infrastructure Public Access Policy defines the number of hours and cost of electric vehicle charging. The Public Outreach for Green initiatives was updated, a cover designed and additional action items completed. Grant Funding To date, StrategicSolutions secured $244,000 in grant funding for FFCS projects during FY 2013/2014, Projects Funded • Electric Vehicle Charging Stations (6) - $34,000 • Heavy -Duty Propane Vehicles (7) - $210,000 Recognition Highlights • 2014 Green California Leadership Awards - StateWinner- Transportation • 2013 RMFMA fleet Professional of the year -Rick Longobart Summary • Six strategies to lead the FFCS to a more efficient and XXX agency were developed • Concurrent with and in support of strategy development, $1,553,500 in grant funding was secured. • Implementation of proposed actions over the last four fiscal years resulted in the FFCS steadily climbing from #99, then to #38, next to #10 and finally to 95 in the 100 Best Fleets in North America competition. Draft 412112014 25JJ -10