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HomeMy Public PortalAbout07. Blais & Associates Agreement Amendment1►0 ,E 1997 - File #: 4464 Claremont City Council Agenda Report TO: ADAM PIRRIE, CITY MANAGER FROM: JAMIE EARL, ASSISTANT CITY MANAGER DATE: NOVEMBER 22, 2022 SUBJECT: Item No: 7. Reviewed by: City Manager: AP Finance Director: NB AUTHORIZATION TO AMEND THE EXISTING PROFESSIONAL SERVICES AGREEMENT WITH BLAIS & ASSOCIATES TO INCREASE COMPENSATION FOR GRANT RESEARCH AND MANAGEMENT SERVICES (FUNDING SOURCE: GENERAL FUND) SUMMARY The City has contracted with Blais & Associates for professional grant management services since 2015. The City has secured over $8.6 million in grant funding to date with the assistance of Blais & Associates. The current agreement has a total not -to -exceed amount of $75,000. The total not -to - exceed amount for fiscal year 2021-22 was $50,000 and the current not -to -exceed amount for fiscal year 2022-23 is $25,000. Due to an increase in grant activity and application development, it is necessary to increase the total contract amount to fund grant applications and monthly costs through the end of the current fiscal year. Staff recommends that the City Council authorize an amendment to the current Blais & Associates professional services agreement to add $25,000 in compensation, bringing the total agreement amount to $100,000 (not -to -exceed $50,000 for fiscal year 2022-23). RECOMMENDATION Staff recommends that the City Council authorize the City Manager to execute an amendment to the existing Professional Services Agreement with Blais & Associates adding $25,000 in compensation and increasing the total agreement not -to -exceed amount to $100,000. ALTERNATIVES TO RECOMMENDATION In addition to the staff recommendation, there are the following alternatives: CLAREMONT Page 1 of 3 Printed on 11/17/2022 • Request additional information from staff. • Do not authorize the amendment. FINANCIAL REVIEW City Council approval of an additional $25,000 is necessary for Blais & Associates to perform additional work. This will increase the total not -to -exceed amount of the agreement from $75,000 to $100,000 (not -to -exceed $50,000 for 2022-23). The additional $25,000 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 2022-23 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. ONAI YRIR 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 $8.6 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. With the assistance of Blais & Associates, staff recently submitted an application for grant funds for the San Gabriel and Lower Los Angeles Rivers and Mountains Conservancy's Wildfire Prevention Program. The application requests $734,764 for the project, which if awarded, will provide habitat restoration and wildfire prevention in the Claremont Hills Wilderness Park, including the removal of high -fire risk invasive plants and restoration with native plants; equipment to support ongoing wildfire reduction work and habitat protection; and wildfire prevention education. Due to the amount of grant research, and the complexity of current grant applications Blais & Associates is assisting with, it is expected that the contract amount will be fully expended before the end of the fiscal year. The total not -to -exceed amount for 2021-22 was $50,000 and the current not -to -exceed amount for 2022-23 is $25,000. To proceed with grant applications that are in progress and to continue using the services offered by Blais & Associates, it is necessary to increase compensation by $25,000, bringing the agreement total to $100,000 (not -to -exceed $50,000 for 2022 -23). 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) pursuant to CEQA Guidelines Section 15060(c)(2) (the activity will not result in a direct or reasonably foreseeable indirect physical change in the environment) and Section 15060(c)(3) (the activity is not a "project" as defined in Section 15378). CLAREMONT Page 2 of 3 Printed on 11/17/2022 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 CLAREMONT Page 3 of 3 Printed on 11/17/2022