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HomeMy WebLinkAboutRES 05-272 RESOLUTION NO. 05-272 BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF BEAUMONT: THAT the City Council hereby approves a one-year renewal agreement in the amount of $56,317.80 with an additional maximum of$4,000 for reimbursable expenses with Carolyn C. Chaney and Associates, Inc. to act as the City of Beaumont's Washington Assistant. The contract is effective January 1, 2006. The agreement is substantially in the form attached hereto as Exhibit "A" and made a part hereof for all purposes. PASSED BY THE CITY COUNCIL of the City of Beaumont this the 20th day of December, 2005. MO ``���s ar Mayor Guy N. Goodson - v w... i � W i AGREEMENT BETWEEN THE CITY OF BEAUMONT,TEXAS AND CAROLYN C. CHANEY&ASSOCIATES, INC. 1212 NEW YORK AVENUE,NW- SUITE 250 WASHINGTON, D.C. 20005-3953 Pursuant to this agreement, the City of Beaumont, Texas (hereinafter sometimes referred to as the "City") and Carolyn C. Chaney & Associates, Inc. (hereinafter sometimes referred to as "Consultant") agree to assume the following obligations. I Oblrgatlons of Consultant A. Consultant will organize and operate a unit to act as a Washington office for the City and will be the assigned member of its staff Consultant will be responsible for obtaining ana furnishing requisite staff,office space,utilities,furnishings,and equipment, common-use office supplies and services, and general administrative support according to the level of service specified in Paragraph IV; B. Consultant will confer with the City Manager and such other City personnel as the City Manager may designate at the times and places mutually agreed to by the City Manager on all organizational planning and program activities which have a bearing on the ability of the City to make the best use of federal aid programs; and will act as Washington Assistant to the City of Beaumont,Texas; C. As Washington Assistant the Consultant will review federal executive proposals,legislation under consideration,proposed and adopted administrative rules and regulations and other Washington developments for the purpose of advising the City on her own initiative of those items which may have a bearing on City.policy or programs; > D. More specifically; as Washington.Assistant the Consultant will advise and consult on behalf of the City with the White House and any other Federal agencies,departments and commissions as may be necessary to the performance of full Washington service to the City Manager and the City. Additionally, the Consultant will act as liaison with the U.S. Conference of City Managers and the National League of Cities, and will furnish legislative and administrative analyses of issues as requested; E. As Washington Assistant the Consultant will secure and furnish such detailed information as may be available on federal programs in which the City indicates an interest; 1 EXHIBIT "A" F. As Washington Assistant the Consultant will review and comment on proposals of the City which are being prepared for submission to federal agencies when requested to do so by the City Manager or his designees; G. As Washington Assistant the Consultant will maintain liaison with the City's Congressional delegation and will assist the delegation in any matter which the City determines to be in its best interest in the same manner as any other member of the City's administrative staff might render assistance; H. As Washington Assistant the Consultant will counsel with the. City regarding appearances by City personnel before Congressional committees and administrative agencies and will arrange for appointments and accommodations for City personnel as necessary; I: As Washington Assistant the Consultant will .contact-federal agencies on the City's behalf when City applications are under consideration by such agencies and counsel the City.to take whatever steps appear to be requited. to obtain the most favorable consideration of such applications; J As Washington Assistant the Consultant will advise and consult with or otherwise make assistance available to such representatives of the private sector who are engaged in economic development activities as determined by the City Manager to be in the best interests of the City; K. In fulfilling her res ponsibilities under this Agreement, the Washington Assistant will act in the name of the City of Beaumont, Texas under the supervision of the City Manager. Any change in the person of the Washington Assistant from the person representing the City as of the effective date of this agreement must be approved by the City Manager. II Obligations of the City ofBeaumont, Texas A. To advise the Consultant of the name or names of persons other than the City Manager authorized to request service and the person or persons to be kept advised by the Washington Assistant; B. To supply the Consultant with a summary of all federal programs in which the City is participating and advise the Consultant of any new applications filed, together with pertinent details as to the substance of such applications; t 2 C. To supply the Consultant with copies of budgets, planning documents, and regular reports of the City Manager and departments,Council agenda and proceedings,newspapers and other materials which will assist the Consultant in keeping current on City policies and programs; D. To reimburse the Consultant for(1)all travel expenses incurred pursuant to Paragraph I,Subparagraphs D and G;(2) expenses for attendance at any other meetings attended by the Washington Assistant outside Washington,DC, at the request of the City; E. To reimburse the Consultant for other expenses which are incurred within Washington, DC on behalf of the City in carrying out the provisions of this Agreement and as approved by the City Manager subject to the provisions of Paragraph IV; F. To beat long distance telephone, photocopying, executive expenses and postage expenses. III. The City of Beaumont, Texas and the Consultant concur that the following exclusions shall apply to this Agreement: A. The Consultant.• 1. Will not represent commercial or industrial establishments of the City in pursuit of federal business except in accordance with the provisions of Paragraph I, Subparagraph J, above; 2. Will not, by virtue of this Agreement, represent other local government agencies in Beaumont,Texas except those which are instrumentalities or agencies of the City of Beaumont, Texas; 3. Will not perform any legal, engineering, accounting or other sitnilar professional service; 4• Will not directly or indirectly participate in or intervene in any political campaign on behalf of or in opposition to any candidate for public office in or representing the City. 3 IV. Compensation The cost of service will be $56,317.80 for twelve months,payable in advance,in equal monthly installments of$4,693.15 commencing on the first day of January, 2006. In addition, a maximum of $4,000.00 for reimbursable expenses incurred pursuant to Paragraph II, Subparagraphs D, E, and F. V. Termrnatlon Either party may terminate this Agreement at any time by giving the other at least sixty (60) days notice in writing of such termination. IN WITNESS WHEREOF: ATTEST DATE Carolyn Kyle Hayes, City Manager 4 CAROI[eYN Co CHANEY & AssociA'l['lEs, INC. LOCAL GOVERNMENT CONSULTANTS December 12, 2005 Mr. Kyle Hayes City Manager P.O. Box 3827 Beaumont, TX 77704 Dear Kyle: Please consider this a formal request for a twelve month renewal of the contract between the City and Carolyn C. Chaney&Associates, Inc., for federal lobbying and information services. In recognition of the City's financial state in the aftermath of Hurricane Rita, we do not request any increase in our level of compensation. While the City of Beaumont's preparation and response to Hurricane Rita is likely to be used as a model for communities in similar circumstances in the future, we realize that the City experienced significant damage that will take several years to rectify. We hope to continue our advocacy efforts in Washington on behalf of the City and feel and additional sense of responsibility to assist a community we hold in high regard and in which we have many friends. Although eclipsed by the victims of the Hurricane, the City did enjoy success on the federal level, particularly in the area of transportation. The City received virtually all that it requested in the surface transportation reauthorization bill to perform road widening on Dowlen Road and Washington Boulevard, as well as streetscape improvements to Willow Street in Downtown Beaumont. In addition to Hurricane relief, issues such as eminent domain and a rewrite of telecommunications laws are likely to have a significant effect on Beaumont, and we continue to advocate on the City's behalf. The actions of you, your staff the Mayor and City Council, and countless Beaumont residents in the face of Hurricane Rita was truly inspiring, and we are as proud as ever to represent the City in Washington. We hope to continue that relationship, and are available for any questions you may have about our services. r.: Sincerely, ►v T, Carolyn C. Chaney Washington Assistant e.., , 1212 NEW YORK AVENUE,NW • SUITE 250 • WASHINGTON,DC 20005-3953 TELEPHONE 202/842-4930 • FAx 202/842-5051 www.capitaledge.com AGREEMENT BETWEEN THE CITY OF BEAUMONT, TEXAS AND CAROLYN C. CHANEY&ASSOCIATES, INC. 1212 NEW YORK AVENUE, NW- SUITE 250 WASHINGTON, D.C. 20005-3953 Pursuant to this agreement, the City of Beaumont, Texas (hereinafter sometimes referred to as the "City") and Carolyn C. Chaney & Associates, Inc. (hereinafter sometimes referred to as "Consultant") agree to assume the following obligations. I. Obligations of Consultant A. Consultant will organize and operate a unit to act as a Washington office for the City and will be the assigned member of its staff. Consultant will be responsible for obtaining and furnishing requisite staff,office space,utilities,furnishings,and equipment, common-use office supplies and services, and general administrative support according to the level of service specified in Paragraph IV; B. Consultant will confer with the City Manager and such other City personnel as the City Manager may designate at the times and places mutually agreed to by the City Manager on all organizational planning and program activities which have a bearing on the ability of the City to make the best use of federal aid programs; and will act as Washington Assistant to the City of Beaumont, Texas; C. As Washington Assistant the Consultant will review federal executive proposals,legislation under consideration, proposed and adopted administrative rules and regulations and other Washington developments for the purpose of advising the City on her own initiative of those items which may have a bearing on City policy or programs; D. More specifically, as Washington Assistant the Consultant will advise and consult on behalf of the City with the White House and any other Federal agencies, departments and commissions as may be necessary to the performance of full Washington service to the City Manager and the City. Additionally, the Consultant will act as liaison with the U.S. Conference of City Managers and the National League of Cities, and will furnish legislative and administrative analyses of issues as requested; E. As Washington Assistant the Consultant will secure and furnish such detailed information as may be available on federal programs in which the City indicates an interest; 1 F. As Washington Assistant the Consultant will review and comment on proposals of the City which are being prepared for submission to federal agencies when requested to do so by the City Manager or his designees; G. As Washington Assistant the Consultant will maintain liaison with the City's Congressional delegation and will assist the delegation in any matter which the City determines to be in its best interest in the same manner as any other member of the City's administrative staff might render assistance; H. As Washington Assistant the Consultant will counsel with the City regarding appearances by City personnel before Congressional committees and administrative agencies and will arrange for appointments and accommodations for City personnel as necessary; I. As Washington Assistant the Consultant will contact federal agencies on the City's behalf when City applications are under consideration by such agencies and counsel the City to take whatever steps appear to be required to obtain the most favorable consideration of such applications; J. As Washington Assistant the Consultant will advise and consult with or otherwise make assistance available to such representatives of the private sector who are engaged in economic development activities as determined by the City Manager to be in the best interests of the City; K. In fulfilling her res ponsibilities under this Agreement, the Washington Assistant will act in the name of the City of Beaumont, Texas under the supervision of the City Manager. Any change in the person of the Washington Assistant from the person representing the City as of the effective date of this agreement must be approved by the City Manager. II. ObAlgatlons of the City ofBeaumont, Texas A. To advise the Consultant of the naive or names of persons other than the City Manager authorized to request service and the person or persons to be kept advised by the Washington Assistant; B. To supply the Consultant with a summary of all federal programs in which the City is participating and advise the Consultant of any new applications filed, together with pertinent details as to the substance of such applications; 2 C. To supply the Consultant with copies of budgets, planning documents, and regular reports of the City Manager and departments,Council agenda and proceedings,newspapers and other materials which will assist the Consultant in keeping current on City policies and programs; D. To reimburse the Consultant for(1)all travel expenses incurred pursuant to Paragraph I,Subparagraphs D and G;(2) expenses for attendance at any other meetings attended by the Washington Assistant outside Washington, DC, at the request of the City; E. To reimburse the Consultant for other expenses which are incurred within Washington, DC on behalf of the City in carrying out the provisions of this Agreement and as approved by the City Manager subject to the provisions of Paragraph IV; F. To bear long distance telephone, photocopying, executive expenses and postage expenses. III. The City ofBeaumont, Texas and the Consultant concur that the following exclusions shall apply to this Agreement: A. The Consultant: 1. Will not represent commercial or industrial establishments of the City in pursuit of federal business except in accordance with the provisions of Paragraph I, Subparagraph J, above; 2• Will not, by virtue of this Agreement, represent other local government agencies in Beaumont, Texas except those which are instrumentalities or agencies of the City of Beaumont, Texas; 3. Will not perform any legal, engineering, accounting or other similar professional service; 4. Will not directly or indirectly participate in or intervene in any political campaign on behalf of or in opposition to any candidate for public office in or representing the City. 3 IV. Compensation The cost of service will be $56,317.80 for twelve months,payable in advance,in equal monthly installments of$4,693.15 commencing on the first day of January, 2006. In addition, a maximum of $4,000.00 for reimbursable expenses incurred pursuant to Paragraph II, Subparagraphs D, E, and F. V. Tem nation Either party may terminate this Agreement at any time by giving the other at least sixty (60) days notice in writing of such termination. IN WITNESS WHEREOF: ATTEST DATE _ Carolyn CCaney, Washington snt 1_ 1 � Z Z7 .*,t Kyle Hayes, City Manager 4