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Home My WebLink About5.18 Amendment to the Consulting Services Agreement with Townsend Public Affairs, Inc. for Grant Strategy and Writing Services STAFF REPORT CITY COUNCIL Page 1 of 2 Agenda Item 5.18 DATE: June 17, 2025 TO: Honorable Mayor and City Councilmembers FROM: Colleen Tribby, City Manager SUBJECT: Second Amendment to the Consulting Services Agreement with Townsend Public Affairs, Inc. for Grant Strategy and Writing Services Prepared by: Jordan Foss, Management Analyst II EXECUTIVE SUMMARY: The City Council will consider approving a second amendment to the agreement with Townsend Public Affairs, Inc. for grant strategy and writing services. STAFF RECOMMENDATION: Adopt the Resolution Approving the Second Amendment to the Consulting Services Agreement with Townsend Public Affairs, Inc. for Grant Strategy and W riting Services. FINANCIAL IMPACT: Sufficient funding for this agreement has been included in the Fiscal Year 2025-26 Budget. DESCRIPTION: On June 6, 2023, the City adopted Resolution No. 53-23 approving a Consulting Services Agreement with Townsend Public Affairs to provide grant strategy and writing services for a not-to-exceed compensation of $60,000 with a term ending June 30, 2024. The City then adopted Resolution No. 47-24 approving a First Amendment to the Agreement on June 4, 2024, which extended the term to June 30, 2025 and increased the not-to-exceed compensation to $120,000. Over the past two years, Townsend has provided services including identifying and submitting applications on behalf of the City for state and federal grants. Townsend has also hosted monthly grant meetings to update Staff on current grant applications and future opportunities, provided monthly memos that identify open and competitive grant opportunities , and supported efforts with federal discretionary grant applications. With Townsend’s help, the City was awarded federal grants over the last two years of $200,000 for the Behavioral Health Unit, $198,000 for the Situational Awareness Camera Project, and $3 million for the Village Parkway 575 Page 2 of 2 Complete Streets Project. Currently, Townsend is working with Staff on multiple applications/projects, including but not limited to:  US Department of Justice: COPS School Violence Prevention Program Grant for School Resource Officer programs.  CA Department of Parks and Recreation: Land and Water Conservation Fund (LWCF) Matching Grant Program for acquisition funds for the Iron Horse Nature Park.  California Department of Housing and Community Development (HCD): Permanent Local Housing Allocation Program (PLHA) for the development or rehabilitation of existing multifamily rental housing or assistance to people experiencing or at risk of homelessness.  US Department of Defense: Defense Community Infrastructure Grant Program for Dougherty Road Rehabilitation Program. o Defense Community Infrastructure Program Letter of Support from Parks Reserve Forces Training Area (PRFTA) Commanding Officer. In addition to grant strategy and writing services, Townsend also provides legislative advocacy services for the City through its involvement in the Tri-Valley Cities Coalition and has done so since 2017. Through this relationship, Townsend has developed a good working relationship with Staff as well as a strong understanding of the City of Dublin’s priorities. Staff recommends amending the Agreement with Townsend to extend the term of s ervices through June 30, 2026 and increase the not-to-exceed compensation to $180,000 to continue the services provided. Townsend will continue with the all-inclusive retainer, under which it employs a strategic and comprehensive approach to securing grant funding for the City, as described in Attachment 2. STRATEGIC PLAN INITIATIVE: None. NOTICING REQUIREMENTS/PUBLIC OUTREACH: The City Council Agenda was posted. ATTACHMENTS: 1) Resolution Approving the Second Amendment to the Consulting Services Agreement with Townsend Public Affairs, Inc. for Grant Strategy and W riting Services 2) Exhibit A to the Resolution – Second Amendment to Consulting Services Agreement Between the City of Dublin and Townsend Public Affairs, Inc. 576 Attachment 1 Reso. No. XX-25, Item X.X, Adopted 06/17/2025 Page 1 of 1 RESOLUTION NO. XX – 25 A RESOLUTION OF THE CITY COUNCIL OF THE CITY OF DUBLIN APPROVING THE SECOND AMENDMENT TO THE CONSULTING SERVICES AGREEMENT WITH TOWNSEND PUBLIC AFFAIRS, INC. FOR GRANT STRATEGY AND WRITING SERVICES WHEREAS, in March 2023, Staff prepared and initiated a Request for Proposals (RFP) for grant strategy and writing services; and WHEREAS, Staff reviewed responses and selected Townsend Public Affairs, Inc. and entered into a Consulting Services Agreement with a term to expire on June 30, 2024 and a not- to-exceed compensation amount of $60,000; and WHEREAS, on June 4, 2024, the City Council adopted Resolution No. 47-24 approving the First Amendment to the Agreement with Townsend, which extended the term to June 30, 2025 and increased the not-to-exceed compensation to $120,000; and WHEREAS, the City wishes to amend the Consulting Services Agreement with Townsend Public Affairs, Inc. for grant strategy and writing services to extend the term to June 30, 2026, and increase the not-to-exceed compensation to $180,000. NOW, THEREFORE, BE IT RESOLVED that the City Council of the City of Dublin does hereby approve the Second Amendment to the Consulting Services Agreement with Townsend Public Affairs, Inc., attached hereto as Exhibit A to this Resolution. BE IT FURTHER RESOLVED that the City Manager or their designee is authorized to execute the amendment to the agreement, attached hereto as Exhibit A, and make any necessary, non-substantive changes to carry out the intent of this Resolution . PASSED, APPROVED AND ADOPTED this 17th day of June 2025, by the following vote: AYES: NOES: ABSENT: ABSTAIN: ______________________________ Mayor ATTEST: _________________________________ City Clerk 577 Page 1 of 3 SECOND AMENDMENT TO CONSULTING SERVICES AGREEMENT BETWEEN THE CITY OF DUBLIN AND TOWNSEND PUBLIC AFFAIRS, INC. WHEREAS, on June 7, 2023, the City of Dublin (hereinafter referred to as "CITY") and Townsend Public Affairs, Inc. (hereinafter referred to as "CONSULTANT") entered into a Consulting Services Agreement for Grant Strategy and Writing Services (hereinafter referred to as the “AGREEMENT”); and WHEREAS, the existing AGREEMENT is set to expire on June 30, 2025 and has a not-to-exceed sum of $120,000; and WHEREAS, the CITY and CONSULTANT now wish to amend the Agreement to extend the term through June 30, 2026 and to increase the not-to-exceed amount to $180,000; and NOW THEREFORE, for good and valuable consideration, the sufficiency of which is hereby acknowledged, the AGREEMENT is amended as follows: 1)The end of term, set forth in section 1.1. of the AGREEMENT, shall be extended until June 30, 2026. 2)The not to exceed compensation, set forth in Section 2.0 of the AGREEMENT, shall be increased to $180,000, following the reimbursement schedule set forth in Exhibit A. 3)Exhibit A shall be rescinded in its entirety and replaced with the attached revised exhibit. 4)Except to the extent inconsistent with this Second Amendment, the Parties ratify and confirm all of the terms and conditions of the AGREEMENT. 5)All requisite insurance policies to be maintained by the Consultant pursuant to the Agreement, as may have been amended from time to time, shall include coverage for the amended term, as described above. 6)The individuals executing this Amendment and the instruments referenced in it on behalf of Consultant each represent and warrant that they have the legal power, right and actual authority to bind Consultant to the terms and conditions of this Amendment. SIGNATURES ON THE FOLLOWING PAGE Attachment 2 Exhibit A to the Resolution 578 Page 2 of 3 IN WITNESS WHEREOF, the parties hereto have caused this Second Amendment to be executed as of the date of the City Manager’s signature below. CITY OF DUBLIN TOWNSEND PUBLIC AFFAIRS, INC. By: _____________________________ By: _____________________________ Colleen Tribby, City Manager Christopher Townsend, President Dated: _________________ ATTEST: By: _____________________________ Marsha Moore, City Clerk APPROVED AS TO FORM: By: _____________________________ City Attorney 579 Page 3 of 3 EXHIBIT A SCOPE OF SERVICES & COMPENSATION SCHEDULE Term of Services: July 1, 2025 through June 30, 2026 All-Inclusive Retainer DESCRIPTION OF SERVICES MONTHLY FEE Grant Strategy and Writing Services $5,000* Conduct Detailed Orientation Included Craft Strategic Funding Plan Included Identify, Research, and Monitor Grant Funding Opportunities Included Grant Application Development and Submittal Included Establishment of Clear Accountabilities Included Provide Overview of Full Applications Requirements Included Assemble Project Background and Details Included Coordinate Technical Project Details Included Draft Written Proposal Included Incorporate Feedback to Finalize Proposal Included Submit Completed Application Included Funding Advocacy Included Post-Grant Submittal Advocacy Included Post-Award Grant Administration and Compliance Included Comprehensive Follow-Up on Unsuccessful Applications Included *The monthly fee includes all reasonable business and travel expenses 580