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CC 05-18-2021 Item No. 15 Proposed amendment to HdL Consulting Services Agreement_Staff PresentationCity Council MeetingProposed Amendment Professional/Consulting Services Agreement with HdL ECONSolutionsMay 18, 2021Benjamin Fu, Director of Community DevelopmentCC 05-18-2021 Item No. 15 Proposed amendment to the Professional/Consulting Services Agreement between the City of Cupertino and HdLECONSolutions of an additional $40,800 as an extension of the contract terms and conditions to provide supplemental Economic Development (ED) staffing services for the City of Cupertino through the fiscal year ending on June 30, 2021. Item:2 Current Contract:Not to exceed $170,000 for economic development staffing services for the Fiscal Year 2020-2021.$10,000 of which for marketing and research.Economic Development staffing services provided by HdL is charged at an hourly rate of $170/hour (total 941 hours). 3 •As of March 31, 2021, 1025 work hours, or $184,250 (approximately $14,250 over contract amount), had already been billed. $47,770 of which have been paid, $136,480 have not been paid.Current Contract Amount Billed Amount Paid Amount Not Yet Paid$170,000 / 941 hours$184,250 / 1025 hours$47,770 / 281 hours$126,480* / 744 hoursJuly 2020Aug 2020Sep 2020Oct 2020Nov 2020Dec 2020Jan 2021Feb 2021Mar 2020TotalHours 137 141 140 146 106 100 70 69 116 1025*$10,000 for marketing and research also not yet paid but not included for the hourly calculation. It was anticipated that approximately 78 hours a month would be sufficient to maintain an adequate level of economic development services.The COVID-19 pandemic was not expected to escalate as it did and has had a devasting impact on Cupertino’s local business community requiring additional assistance and supportive services.Background4 To support the community and local businesses during the pandemic the following unanticipated projects and tasks were undertaken:Small Business Emergency Relief Grant Program providing $5,000 grants to 37 Cupertino small businesses (program development, launch, and oversight)COVID Resources for Businesses webpages and Re-opening Toolkit for Businesses www.cupertino.org/covid19businessinfo(ongoing) Temporary Outdoor Dining (TOD) Permit (assistance and outreach)Special Temporary Outdoor Operations Permit (STOOP) (assistance and outreach)Face mask distribution of over 60,000 masks to date (ongoing)Coordinating and hosting small business webinars (ongoing)Increased outreach and communication with businesses (ongoing)Increased staffing hours and work items:5 Additional ongoing routine work includes, but is not limited to:Regular communication and outreach to businesses and residentsMobile Vendors ordinanceCouncil Work Program itemsNegotiations and acquisition of the 10455 Torre Avenue propertyAssisting the WCFMA in finding a new permanent location for the Sunday Farmers MarketContinued business attraction and retention effortsOngoing assistance to business applicants through the City’s permitting processOversight of City’s annual minimum wage programTracking economic development issues and market trendsOngoing and Routine ED Work:6 The proposed increase of $40,800 equates to an additional 240 hours of economic development staffing services. Economic development services hourly rate of $170/hour.$184,250, or $14,250 over the contract amount of $170,000, had already been billed.The remaining requested $26,550 will cover services through the current fiscal year ending on June 30, 2021. The City Manager’s Contingency fund balance will fund the $40,800 proposed amendment amount. Proposed Contract Amendment:7 Recommended Action:Approve the proposed amendment of an additional $40,800 to prevent further interruption in economic development staffing services.Alternatively, approve contract amendment for payment of $14,250 over the contract amount to date.