REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Al Zelinka, City Manager
VIA: Alvin Papa, Acting Director of Public Works
PREPARED BY: Ken Dills, Public Works Administrative Services Manager
Subject:
title
Approve Amendment No. 1 to an Agreement with KOA Corporation for On-call Grant Writing and Administrative Consulting Services and Approve an Appropriation of $50,000
body
Statement of Issue:
On July 20, 2021, the City approved a 3-year agreement with KOA Corporation (KOA) for on-call grant writing and administration services. This contract has a not-to-exceed limit of $250,000 of which $246,420 has been spent on services related to the Local Roadway Safety Plan (LRSP) grant program and other traffic programs. Staff is seeking a one-year extension and a $50,000 increase to the contract not-to-exceed amount to continue this work and address the upcoming Safe Streets and Roads for All (SS4A) federal grant program, which is anticipated to open in Spring 2024.
Financial Impact:
Staff is requesting an appropriation of $50,000 from the Traffic Congestion Relief Prop 42 fund balance to account no. 21985201.69365.
Recommended Action:
recommendation
A) Approve Amendment No. 1 to the agreement with KOA Corporation for on-call grant writing and administrative consulting services, extending the term by one year and increasing the not-to-exceed agreement amount by $50,000; and
B) Appropriate $50,000 from the undesignated Traffic Congestion Relief Prop 42 fund balance to Account 21985201.69365
end
Alternative Action(s):
Do not approve the amendment and direct staff accordingly. Alternate direction may include issuing a Request for Proposals to identify another firm.
Analysis:
On July 20, 2021, the City entered into agreements with a number of consultants for on-call grant writing and administrative services. Since then, KOA worked with the City by developing the Local Roadway Safety Plan (LRSP) and obtaining grant funding for the same KOA has extensive experience in securing grant awards for Federal and State transportation grants and recently secured $670,000 from the Highway Safety Improvement Program (HSIP) through Caltrans for the Edinger and Heil Corridor Improvements. The contract has a not-to-exceed amount of $250,000. To date, KOA has billed $246,420,primarily to conduct feasibility and traffic studies in order to qualify for funding such as HSIP; nominal costs were incurred to prepare and obtain HSIP grant funds.
The amendment to KOA’s contract will enable the City to pursue funding opportunities through the Department of Transportation’s Safe Streets and Roads for All (SS4A) grant program. The SS4A program contains $5 billion in funding to support safety improvements and was apportioned through the Bipartisan Infrastructure Law. The SS4A notice of funding opportunity is scheduled to open in Spring 2024. To be SS4A action plan compliant, additional work on the LRSP is required. Specifically, KOA will update the LRSP project list and strategies to ensure they meet the SS4A self-certification checklist and prepare the SS4A action plan. KOA’s agreement with the City is set to expire in July of 2024. For continuity, staff is seeking a contract increase of $50,000 and a one-year extension to the agreement for a revised not-to-exceed amount of $300,000.
Environmental Status:
Pursuant to CEQA Guidelines Section 15378(b)(5), administrative activities of governments that will not result in direct or indirect physical changes in the environment do not constitute a project.
Strategic Plan Goal:
Infrastructure & Parks
Attachment(s):
1. Amendment No. 1 to Agreement between the City of Huntington Beach and KOA Corporation for On-Call Grant Writing and Administrative Consulting Services
2. PowerPoint Presentation