BOARD AGENDA MEMORANDUM
Government Code § 84308 Applies: Yes ☒ No ☐
(If “YES” Complete Attachment A - Gov. Code § 84308)
SUBJECT: Title
Approve Amendment No. 3 to Agreement A4648G with Carpi & Clay, Inc, for Washington, D.C. Representation Services Administrative Agencies and Executive Branch Focus 2022, Increasing the Fee by $192,000 for a Total Revised Not-to-Exceed Fee of $768,000 and Extending the Agreement Term to June 30, 2026.
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RECOMMENDATION: Recommendation
Approve Amendment No. 3 to Agreement A4648G with Carpi & Clay, Inc, for Washington, D.C. Representation Services Administrative Agencies and Executive Branch Focus 2022, increase the fee by $192,000 for a total revised not-to-exceed-fee of $768,000, extend the Agreement term, and incorporate administrative changes.
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SUMMARY:
The objective of the Agreement is for the Consultant to provide federal lobbying services, focusing on administrative agencies and the Executive Branch, for Santa Clara Valley Water District (Valley Water) in Washington, D.C. The Consultant partners with Valley Water’s Project Manager to provide Valley Water with federal lobbying assistance and representation in Washington, D.C., to influence federal administrative agencies and the Executive Branch, as well as Congress on certain issues, to ensure that Valley Water’s point of views and interests are well represented and advanced.
Staff desires to extend the duration of the Agreement No. A4648G with Carpi & Clay, Inc. (Consultant), for Washington, D.C. Representation Services Administrative Agencies and Executive Branch Focus 2022 (Agreement), from July 1, 2025, to June 30, 2026. Execution of Amendment No. 3 will result in an increase of the Agreement Not-to-Exceed amount by $192,000 to $768,000. The monthly fixed fee amount for services provided by the Consultant will remain $16,000/month during the extended 12- month period.
Approval of the recommended action will allow the Consultant to continue to provide federal lobbying services on behalf of Valley Water in Washington, D.C., focusing on administrative agencies and the Executive Branch. This representation is critical to influencing agency and Executive Branch decision-making that advances Valley Water’s interests and priorities.
Previous Board Actions
On June 28, 2022, the Chief Executive Officer approved consultant Agreement to perform Washington, D.C. representation services, as needed, for a one-year term for the period of July 1, 2022-June 30, 2023, with the option of two one-year extensions. The original Not-to-Exceed Fee was $192,000 for the Agreement’s one-year term.
On April 25, 2023, the Board approved Amendment No. 1 to the Agreement with Carpi & Clay, Inc., to extend the term for one year (July 1, 2023-June 30, 2024) and increase the Not-to-Exceed Fee by $192,000, resulting in a total Not-to-Exceed Fee of $384,000.
On June 25, 2024, the Board approved Amendment No. 2 to the Agreement with Carpi & Clay, Inc., to extend the term for one year (July 1, 2024-June 30, 2025) and increase the Not-to-Exceed Fee by $192,000, resulting in a total Not-to-Exceed Fee of $576,000.
Staff Management of Consultant Agreement
Staff actively monitors and manages the Consultant’s performance to ensure quality deliverables. Staff holds biweekly progress meetings with the Consultant and reviews all performance and deliverables before approval of each monthly invoice.
Amendment No. 3 to Agreement No. A4648G
Due to staffing limitations and resulting time constraints, staff recommends approval of Amendment No. 3 to the Agreement to extend the term by one year to allow sufficient time for staff to solicit a Request for Proposals (RFP) for the services provided under this Agreement.
Approval of the recommended action will allow the Consultant to continue to provide federal lobbying services on behalf of Valley Water in Washington, D.C., focusing on administrative agencies and the Executive Branch. This representation is critical to influencing agency and Executive Branch decision-making that advances Valley Water’s interests and priorities.
Project staff will work with Procurement to solicit a new RFP for Washington, D.C., Representation Services Administrative Agencies and Executive Branch Focus later in 2025, since the existing Agreement will expire in July 2026 and will be four years in total duration at that time.
ENVIRONMENTAL JUSTICE AND EQUITY IMPACT:
There are no Environmental Justice Impacts associated with this item.
FINANCIAL IMPACT:
Approval of Amendment No. 3 shall increase the fee by $192,000 for a total not-to-exceed amount of $768,000 and extend the agreement from July 1, 2025, to June 30, 2026. There are adequate budgeted funds in Project 60231003 in fiscal year 2026 to pay for the Consultant’s services.
CEQA:
The recommended action does not constitute a project under CEQA because it does not have the potential for resulting in direct or reasonably foreseeable indirect physical change in the environment.
ATTACHMENTS:
Attachment A: Gov. Code 84308
Attachment 1: Amendment No. 3
Attachment 2: Amendment No. 2
Attachment 3: Amendment No. 1
Attachment 4: Agreement
UNCLASSIFIED MANAGER: Manager
Marta Lugo, 408-630-2237