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Home My WebLink AboutAgenda Report - August 28, 2001 B-01e e r CITY OF LODI COUNCIL COMMUNICATION AGENDA TITLE: Authorize City Manager to Provide the San Joaquin County Council of Governments with a Letter of Support for its Proposal to Host a League of California Cities Grassroots Coordinator in its Stockton Office MEETING DATE: August 28, 2001 PREPARED BY: Janet L. Hamilton, Management Analyst RECOMMENDATION: To authorize the City Manager to provide the San Joaquin County Council of Governments with the attached letter of support for San Joaquin County Council of Governments' proposal to host a League of California Cities Grassroots Coordinator in its Stockton office. BACKGROUND: The League of California Cities has issued a Request for Proposal to host the office of the Grassroots Coordinator to a number of agencies within each division (see Exhibit A). The San Joaquin County Council of Governments will be submitting a proposal and has asked for a letter of support from member cities. The City Managers have met and agree that San Joaquin County Council of Governments' office would be a centrally located site to house the office of the Grassroots Coordinator for the Central Valley Division (Region 3 on attached map). Pending Council approval, the attached letter pledging the City of Lodi's support for the project will be submitted to the organization for inclusion in its proposal. FUNDING: None Respectfully submitted, n Flynn ..- Attachments APPROVED: H. Dixon FI nn -- Citv Mana er CITY COUNCIL ALAN NAKANISHI, Mayor PHILLIP A. PENNINO, Mayor Pro Tempore SUSAN HITCHCOCK EMILY HOWARD KEITH LAND Dan Harrison Director of Administration League of California Cities 1400 K Street Sacramento, CA 95814 Dear Mr. Harrison: CITY OF LODI CITY HALL, 221 WEST PINE STREET P.O. BOX 3006 LODI, CALIFORNIA 95241-1910 (209)333-6700 FAX (209) 333-6807 August 28, 2001 H. DIXON FLYNN City Manager SUSAN J.BLACKSTON City Clerk RANDALL A. HAYS City Attorney On behalf of the City of Lodi, 1 am writing this letter in support of the San Joaquin Council of Governments' proposal to host a Grassroots Coordinator in their offices located in Stockton on behalf of the Central Valley Division of the California League of Cities. The San Joaquin Council of Government is a regional partner and collaborator for San Joaquin County's seven incorporated cities, the County of San Joaquin, and beyond. SJCOG is a technical and information resource strategically located in the Central Valley Division. Housing a League Grassroots Coordinator would compliment their role as a local resource to the regional community. Placing a Grassroots Coordinator in the San Joaquin Council of Governments' offices would be ideal to assist in the continued advocacy efforts of regional interest. If you have additional questions, please do not hesitate to call. Sincerely, H. Dixon Flynn City Manager HDF/j lh AUG -17-01 FR1 10:28 -4 ��Pa i leaqua,eilalftus�7a(ii�zS Rk�^4 oro: r I t LEAGUE OF CA CITIES EXHIBIT Al FAX NO. 9166588240 P. Ol i league Of California Cities 1-14LIO K itirct Sacramento. LA 95814 9 i6 658.8200 FAX 9 16.6 58 t�2V0 WWW.I•C WWS or(t July 16, 2001 i TO: City Managers and Other Interested Parties FROM: Chris McKenzie, Executive Director SUBJECT: Opportunity to House League Grassroots Coordinate League officers and board members are thrilled with the overwhel ling Turnout and support for the grassroots network. Sixty-nine percent of citir voted and nearly 95% of them voted in support of creating the grassroots nett+:ark. We have already begun the process of implementing the new prog4im. Our intention is to distribute the new staff members throughout the stab -, where they will work with city officials, legislators' district staffs, media reprixxtatives, and potential coalition partners. Through the attached request for prolitr;als, the League seeks to identify cities or other agencies (e.g., COGs) that Jriay wish to host one or more of the grassroots coordinators by providing office space and other services in city hall or another facility. Please review the RFP and respond if your city or agency has an interest in having a coordinator stationed in your facility. If you have questions con4cming this process, please contact Dan Harrison in the League's Sacramento 1► fi.ce (916-658-8267 or harrisod-�caciti.es.orj). Thank you for your strong support of the League and your help a.�: kve implement an ambitious grassroots program that will extend cities' influence Fri Sacramento. d Po9t-W FaX Nota 7671 Te �� paysa► , 'T T tJ....%IYI!�•t>!�._,.„w. From .._......_ _•,..Y =�_— i f Co Co. G- f r Our mission is to restore and protect local control for c-tres through education and advocacy to enhance the quality of life for H Californians } AUG -17-01 FRI 10:29 Q�HUEb lhy� ;`� �Eil� ut 41.1hli�prgiatli�i' Ati.��C rOQ��4 LEAGUE OF CA CITIES FAX N0. 9166588240 P.02 Ledque of California Cities 1400 K Strcct SZcrdtxtent�, ('A 95814 916.658 8200 FAX 916.658.8240 WWWCAUMO.Mg HOST CITY FOR LEAGUE OF CALIFORNIA CITIES GRASSROOTS NETWORK COORDINATR REQUEST FOR PROPOSAL Inquiries concerning be directed to: Dan Harrison Director of Administration League of California Cities 1400 K Street Sacramento, CA 95814 916-658-8267 FAX: 916-658-8240 harrisod@cacities.org DEADLINE: JULY 2001 Inquiries concerning other alements of the grassroots network should be directed to: Dwight Stenbakkert Legislative Director League of CaliforniO I'lities 1400 K Street Sacramento, CA 9,IQ14 916-658-8213 FAX: 916-658-8241it stenbakd@cacities Iatg 5:00 P.M., August 31, 200' AUG -17-01 FR1 10:30 LEAGUE OF CA CITIES FAX NO. 9166588240 P.03 League of California Cities Grassroots Network Host City ----RFP July 16, 2001 Page 2 of 12 Table of Contents Section Topic Page Section 1 General Information 2 Section 2 RFP Process Instructions 3 Section 3 The Role of a Grassroots Coordinator 4 Section 4 Requirements for Hosting a Grassroots Coordinah34' 4 Section 5 Terms and Conditions 5 Section 6 Questionnaire 6 Section 7 The Selection Process 7 Section 8 Inquiries 7 Section 9 Proposal Response Form 8 Attachment A Proposed Distribution of Coordinators (Map and Tek°►le) J Attachment B Draft Hosting Agreement Between City and Leagu4:' 11 SECTION 1 --GENERAL INFORMATION The League. The League of California Cities is built upon the collet lVe strength of all 476 cities in California. Our mission is to restore and protect local control for cities through education and advocacy to enhance the quality of life for all j'"',alifornians. The Grassroots Network. The member cities of the League of Calurnia Cities approved the creation of a grassroots network through a mail ballot jkO completed earlier this month. The purpose of the grassroots network is to incr%-,se the effectiveness of cities' joint efforts to protect local control and reducf3 Ithe likelihood of city revenues being taken by the state. The new grassroots network will consist of fourteen new staff memb�%s or contractors plus three existing staff members projected to work in ten field officN�.'to support the AUG -17-01 FRI 10:30 LEAGUE OF CA CITIES FAX NO. 9166588240 P.04 League of California Cities Grassroots Network Host City -RFP July 16, 2001 Page 3 of 12 League's sixteen regional divisions and all 476 cities in advancing leri',Mation that benefits all cities. A map and table describing the proposed distributii--in of staff among League divisions is attached to this RFP as Attachment A. The City. The League through this request for proposals seeks to ido.0tify cities or other local agencies that may wish to host one or more of the grassroidis coordinators by providing office space and other services in city hall or another farrkty. The term "city" used throughout this RFP applies to cities and other interested kliC agencies. Contractors. The League may engage contractors to serve as gras!jrpots coordinators in some regions. If or where this occurs, the contractors, anost likely will work from their home or business office, and may not require additioif office facilities. SECTION 2 --RFP PROCESS INSTRUCTIONS Purpose for RFP. This RFP is intended to provide interested cities Wi.h information regarding the opportunity to host a League grassroots coordinator in :{y hall by making unused city office space available to one or more grassroots 6 ordinators. The space and facilities requirements are outlined in section 4. The Proposals. All interested cities are encouraged to respond to thi'9± RFP. The proposal should be organized as follows: 1. Letter of Transmittal: Each interested city should submit a ori: -page letter of transmittal that describes the main features of the proposal. Tho letter should be signed by an official in position to make such a decision for foe, city. 2. Proposal Response Form: Each proposal should include the r'ompleted Proposal Response Form, which is section 9 of this RFP. 3. City Responses to Questionnaire: Each proposal should incfitde the city's response to the questions listed in section 6 of this RFP. The Submission: Ten coies of each proposal should be delivered oa :mailed to: League of California Cities Grassroots Network Advisory Committee C/O Dan Harrison 1400 K Street Sacramento, CA 95814 The Deadline: Proposals must be received in the Sacramento office of. the League no later than 5:00 p.m., on Friday, August 31, 2001. AUG -17-01 FRI 10:31 LEAGUE OF CA CITIES FAX N0. 9166588240 P.05 ME League of California Cities Grassroots Network Host City ---,RFP July 16, 2001 Page 4 of 12 SECTION 3 ---THE ROLL` OF A GRASSROOTS COORDINATOR Grassroots coordinators will work in the field to increase the impact lift the League's. divisions by helping busy city officials focus strategic attention on sti*l.- legislators, the governor or others whose policy decisions affect cities. The cootilinators will build relationships with local elected officials, the local media, and otlipr individuals and organizations in the region that could be part of a local coalitiono a particular statewide public policy issue or pending legislation. The coordinators will- Arrange ily Arrange meetings for city officials with legislators, plan news 4gnferences, organize letter -writing campaigns, and coordinate grassroots iglorts with community groups with similar agendas. • Support mayors, council members and city managers in draftiti-411 sample letters from cities; and assist city staff to understand and influence tN legislative process. • Provide regular presentations on legislative developments and insights into the political dynamics influencing legislative developments. • Meet regularly with legislative staff, media representatives anal bommunity groups about the league's legislative priorities. The League is recruiting seasoned, professional, political organizers �Omiliar with the legislative process and experienced in political campaigns as its gra roots coordinators. SECTION Al—REQUIREMENTS FOR HOSTING A GRASSROOTS 100ORDINATOR Where Will the League's Field Offices Be Located? The League 1..Oends to create ten field offices throughout the state. Decisions concerning the locals n of these offices will take into account the ability for coordinators to serve each of the League's sixteen regional divisions, maintain close contact with legislative dis1:144A offices, foster relationships with the media, and have access to all cities. A map of the distribution of field offices by region is attached to this R P as Attachment A. The back of the map indicates the number of coordirtx;ors expected to be located in each office, as well as the number of cities and the n4inber of legislative districts served by each field office. AUG -17-01 FRI 10:31 LEAGUE OF CA CITIES FAX NO, 9156588240 P.06 League of California Cities Grassroots Network Host City --RFP July 16, 2001 Page 5 of 12 Required Facilities. The League is seeking the following facilities fc;r.each grassroots coordinator. Some cities are offering such facilities at no ct)st or very low cost to the league: • f=urnished office space (including, as a minimum, a desk, chait,; bookcase. filing cabinet, and two guest chairs) • Telephone and telephone service, including voicemail • Shared use of FAX and copy machines • Shared use of the city's high-speed internet access • Shared use of a conference room • Parking convenient to the office space Desired Facilities. The following facilities are desirable; it is hoped ifiany of these would be available to a League grassroots coordinator at no cost to t"L- League or at the lowest possible cost, • Desktop computer and printer (or shared use of a printer) • Use of city teleconferencing equipment • Light use of secretarial support Multi-year Term. The League will begin placing newly hired coordiri a -.ors as early as November 1, 2001. Office space must be available by that time. The;.League membership will vote in 2007 on whether to continue the program bend 2008. The League hopes for at least a three to five year commitment from cities 1fesiring to host a grassroots coordinator. We will also request a six-month notice if tl'03 city is no longer in a position to host a grassroots coordinator. SECTION 5 ---TERMS AND CONDITIONS A draft "Hosting Agreement" is attached to this RI=P as Attachment F. The draft agreement outlines the terms and conditions the League is seeking I!,-, the hosting agreement. AUG -17-01 FRI 10:32 LEAGUE OF CA CITIES FAX NO. 9166588240 P.07 R League of California Cities Grassroots Network host City ---RFP July 16, 2001 Page 6 of 12 SECTION 6 ----QUESTIONNAIRE Answers to the following questions should make up most of the city's;g)roposal. In the proposal, please answer the questions in order and use the same'Pumbering scheme. 1. Will the city be able to provide all the "required facilities" (see sr+ction 4)? Please provide an explanation, if needed. 2. At what office building will these facilities be provided? Please ;provide address and description. 3. Will these facilities be available at no cost to the League? Plp;re explain. 4. Does the office meet ADA standards? 5. Which "desired facilities" will the city be able to provide (see sw;tion 4)? Please explain the facilities and costs; if any. 6. Is parking available convenient to the office? Please explain. 7. Are there other facilities or services the city would provide, mi: king this an even more attractive location for a League grassroots coordinl�.or? 8. Will office space be available beginning November 1, 2001? S. For what term can the city commit office space to be available. for a League grassroots coordinator? 10. What state legislators have district offices near the office? 11. What regional newspaper, radio and/or television offices are I{�:ated near the office? 12. Describe the office's proximity to other cities in the League division. 13. Describe the office's proximity to freeways. 14. Describe the office's proximity to an airport. 15. What other advantages can you identify for this location? AUG -17-01 FRI 10:32 LEAGUE OF CA CITIES FAX N0, 9166588240 P.08 League of California Cities Grassroots Network I -lost City ---RFP July 16, 2001 Page 7 of 12 SECTION 7 ---SELECTION PROCESS Grassroots Advisory Committoa. The League president will appoym a grassroots network advisory committee made up of city officials who are well amuainted with League activities, the legislative process and goals for the grassroots network. One of the committee's first tasks will be to review the proposals and rercjrnmend office locations for the new grassroots coordinators. Selection Criteria. The criteria upon which evaluation of the propoi.ials will be based includes, but is not limited to, the following: 1. Strategic location, such as proximity to offices of key legislator-: and other cities in the division. 2. Price 3. Adequacy of facilities and services available 4. Probability for highest impact on League lobbying efforts Selection Process. One or more representatives of the advisory cGt..nmittee may conduct discussions with city officials representing the most attractive:-,, proposals. These discussions may clarify elements of the proposal or explore 61!ner elements of the League's needs and the city's facilities and services. The committee will recommend a location for each of the proposed *%.Id offices to the League executive committee. The executive committee's goal is to'snnounce final locations in October 2001. SECTION 8 ---INQUIRIES Inquiries concerning be directed to: Dan Harrison Director of Administration League of California Cities 1400 K Street Sacramento, CA 95814 916-658-8267 FAX: 916-658-8240 harrisod@cacities doc Inquiries concerning other4?lemer the grassroots network shaauld be directed to: Dwight Stenbakker< Legislative Directof;: League of Californias Cities 1400 K Street Sacramento, CA V$14 516-658-8213 FAX: 516-658-824( stenbakd@cacitieV.c)rg M AUG -17-01 FRI 10:33 LEAGUE OF CA CITIES FAX NO. 9166588240 P.09 j. :i League of California Cities Grassroots Network Host City ----RFP July 16, 2001 Page 8 of 12 SECTION 9—PROPOSAL RESPONSE FORM The undersigned, upon acceptance, agrees to provide office space f�.zra field office of the League of California Cities in accordance with the requirements Sliecified in the "Request for Proposal for Host City for League of California Cities G� sroots Network Coordinator." Name of City: Address: Telephone Number: Fax Number.- Signature umber: Signature of Authorized Representative: Printed Name of Authorized Representative: Title of Authorized Representative: 'i League Regional Division: Number of Copies Please submit 10 copies of the proposal. Each copy must include: 1. Letter of transmittal ' 2. The Proposal Response Form 3. Answers to all questions in Section 6. Due Data All proposals must be received in the League's Sacramento office bi 5:00 p.m. on August 31, 2001. Proposal Submission Mail proposals to: League of California Citiesp. Grassroots Network Advisory Committee CIO Dan Harrison 1400 K Street ` Sact-amento, CA 95814 Gams*\mamber\rid\dh\GRN-RFP doc AUG -17-01 FRI 10:34 LEAGUE OF CA CITIES I FAX NO. 9166588240 P.10 #ttachirent A r' Grassroots Network Proposed D stfibution of Staff Among League ;D1 visions �V,10 Regional Divisions 1. Redwood Empire 2. Sacramento Valley 3. central Valley 4. South San Joaquin Valley 5. Desert f4fountain 6. Inland Empire 7. Riverside County a. Imperial County 8. San Dego County to. Otange County It. Las Angeles Counly 12. Channel Counties 13. Monterey Say 14. Peninsula 15. East Bay 16. North Bay 1 t egtslatNrs Coostfinac r �. 2 Legisiatty$ C00rdinO.'Msrs 3 Legislative C40rdhW,,4,iB 2 12 4 AUG -17-01 FRI 10:34 LEAGUE OF CA CITIES ryOFp 1 �d sty i �ogaru� {lL�onu' Glia, 'f�a16 700 DIVISION FAX NO. 9166588240 P.11 InrAinntnr \Tat«rnrlr Proposed Staff Asvnrnents' Cities and Legislativv�;'Distrjcts # STAFF # CITIES #LEG. DIST Notth Bay & Redwood Empire i 46 6 Sacramento Valley 1 58 8 South San Joaquin Central Valley !---•37 7 1 26 4 Riverside, Inland Empire, Desert Mtn. Orange County 2 54 13 1 34 10 Los Angeles County Channel Counties Peninsula, East Bay, Monterey Bay 3 86 33 1 24 6 3 86 23 San Diego, Imperial County ._... _ IL a►._wrY.Ye[WWt+T .Yg1iYMM4 ww1 '~ _.. i _.�Y�I.��T ~�~ 25 -- kv 10 - AUG -17-01 FRI 10:35 LEAGUE OF CA CITIES FAX NO. 9166588240 P,12 A I' Attachment B --Draft- HOSTING AGREEMENT LEAGUE GRASSROOTS NETWORK COORDIN,TOR This Agreement is made and entered into as of this _ day of _ 2001, L;ir and between the League of California Cities ("the League"), a nonprofit corporation located in Sacrament6 California, and the City of _,w,,,_,_,_ ("City*). located at California. RECITALS A. The League's membership has approved the Grassroots Network Coordinator i (-.aague GRN Coordinator") program to enhance cities' advocacy of statewide city issues betogf the Legislature; and B. City has the facilities and resources to provide space and equipment for a Leagqo GRN Coordinator; and C. Close proximity to League activities and staff will assist the City in its own efforts' .,.o track and participate in legislative advocacy efforts in service to its community; and D. The City's space and equipment are suitable for the League's needs for its GRI4 -,00rdinator for the geographic area in question, AGREEMENT The League and City agree that City will provide the facilities and resources to host _ _:1,eague GRN Coordinator(s), subject to the following terms and conditions. A. City Commitment. City agrees to provide the following beginning November I ;:'1001: 1. Office Space. Furnished office space to accommodate __ Coordinate{s), including a desk, chair, bookcase, filing cabinet and two guest chairs for each Coordinatd.i*. 2. Office Machines. Use by Coordinator(s) of City computer, telephone, i;Vephone line and voicemail service, as well as shared use of facsimile machine, copy ma: fine, and computer printer; all maintained in proper working order. 3. Internet. Shared use of the City's high-speed Internet access. 4. Conference Room. Shared use of a City conference room. S. Parking. Parking convenient to the office space location. 6. Access to City Office. All keys and security devices needed to access the office location during business or non -business hours. 7. Support Staff. Occasionat support activities, including for example, ptk4ocopying, word processing, meeting arrangements. B. League Commitment. The League is responsible for the following: 1. Coordinator Employment. Selection, training, supervision and comr-onsation of Coordinator(s). 2. Adherence to League Policies. Securing Coordinator compliance with: League policies, including those relating to personal conduct, harassment and discrimirttion, workplace safety. and compliance with laws applicable to Coordinators' activities.