Placement: Consent Agenda
Action Requested: Motion / Vote
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Expand Existing Grantwriting Contractual Services to Support Increased Funding Applications
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Submitted By: Kate Parmelee, Director of Strategic Initiatives & Innovation
Strategic Plan Link: The City's Goal of a high-performing city government organization.
Summary Brief (Agreements/Contracts only)
1. Prepared by: Kate Parmelee, City Manager’s Office
2. Parties: City of Port St. Lucie and Sustainable Strategies
3. Purpose: The purpose of the agreement is to support citywide grantwriting services on an annual basis.
4. New/Renewal/Modified: Modified
5. Duration: The contract period commenced 2/15/2018 and is scheduled to terminate 02/15/23 and allows for one five (5) year renewal term.
6. Benefits to Port St. Lucie: Port St. Lucie has significantly increased the number of grant applications written and successful grants awarded with the support of Sustainable Strategies. Additional funding opportunities available at the federal and state level require increased resources in order to effectively prepare competitive applications and support City departments.
7. Cost to Port St. Lucie (Annual and Potential): Up to $120,000 annually. Grant awards to the City have provided a strong return on investment.
Presentation Information: N/A
Staff Recommendation: Move that the Council waive the bidding requirement per City Ordinance Sec. 35.04 (c) to support the increased contractual services
Alternate Recommendations:
1. Move that the Council amend the recommendation and waive the bidding requirement per City Ordinance Sec. 35.04 (c) to support the increased contractual services.
2. Move that the Council provide staff direction.
Background:
Sustainable Strategies DC provides grant writing services to the City of Port St. Lucie on an ongoing basis and has provided significant support increasing applications, as reported in the Annual Grants Report. Per Contract #20180005, Sustainable Strategies is obligated to support Port St. Lucie with up to 12 funding applications per year. Their work exceeded this contact limit in 2019-2020 with 22 funding applications and support on four other projects. For 2020-2021, Sustainable Strategies DC again exceeded the contract limit. To date this fiscal year, Sustainable Strategies DC has completed 15 funding applications and is currently working on six more projects. Currently, the City has $50,000 allocated for grant writing services by Sustainable Strategies DC, LLC; however, based upon the City's current grant application level, we will far exceed the City's $75,000 bid threshold.
Issues/Analysis: An amendment is required to provide for additional support with increased federal and state grant opportunities to support City projects.
Financial Information: Additional funding has been identified in the General Government fund for up to $120,000 or as budget allows.
Special Consideration: With several time sensitive grants on the horizon, additional contractual support is necessary.
Location of Project: N/A
Attachments:
1. 20180005-06 Amendment #2
2. Letter from Sustainable Strategies.
3. Executed Contract (2018)
4. Contract Amendment #1 (2020)
NOTE: All of the listed items in the “Attachment” section above are in the custody of the City Clerk. Any item(s) not provided in City Council packets are available upon request from the City Clerk.
Internal Reference Number: 6758
Legal Sufficiency Review:
Reviewed by Ella M. Gilbert, Deputy City Attorney. Approved as to Legal form and sufficiency by James D. Stokes, City Attorney.