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HomeMy WebLinkAboutItem 15 - Legislative Consulting ContractMEMO TO: HONORABLE MAYOR AND MEMBERS OF THE CITY COUNCIL FROM: BRUNO RUMBELOW, CITY MANAGER MEETING DATE: MAY 20, 2014 SUBJECT: LEGISLATIVE CONSULTING CONTRACT RENEWAL City council to consider renewal of a contract with Fred Hill. FUNDING SOURCE: Funding is available in account 100 - 44540- 120 -1. In 2010, the City entered into a four year contract with Fred Hill to represent the City on legislative matters in Austin. Mr. Hill has successfully fulfilled his obligation, making us aware of numerous bills that have been filed that would have impacted the City of Grapevine and its residents (in either a negative or positive way). Because literally thousands of bills are filed each legislative session (each biennium) it is more efficient to contract this function than to have a staff member dedicated. Mr. Hill works with other local entities and often is more influential because of the group of clients that he represents. The terms of the contract will not change ($3,500 per month). This renewal would be for a two year period with an automatic renewal of two additional years, unless either party notifies the other 60 days in advance of the expiration of the initial two year term. Staff recommends approval. JCH May 14, 2014 (2:38PM) AGREEMENT This Agreement is made on this the 20th day of May, 2014, by and between Solutions for Local Control, LLC ( "Consultant ") and the City of Grapevine ( "City "). The two parties agree as follows: PARTIES For purposes of this Agreement, Consultant shall mean Mr. Fred Hill, sole principal and owner of Solutions for Local Control, LLC. If for any reason Mr. Hill ceases to serve as Consultant, this Agreement will be deemed terminated effective immediately. TERMS This Agreement is effective from May 20, 2014, through May 20, 2016. The agreement will renew automatically for an additional two year period unless terminated in writing by either party 60 days prior to the termination date. SERVICES The parties agree that the Consultant shall perform the following services at the direction of the City and its City Council: 1. Assist the City in developing political and legislative strategies to achieve its goals; 2. Assist in communicating the position of the City to the legislative and executive branches of Texas government, interested parties and the public; 3. Represent the City during meetings, hearings and negotiating sessions involving the executive or legislative branches of Texas government regarding issues of importance to the City; 4. Assist the City in working with elected officials and members and staff persons of the Texas House of Representatives and Texas Senate in passing or amending legislation favorable to the City or in defeating legislation deemed harmful to the goals of the City; 5. Monitor and represent the City during interim legislative studies or interim committee meetings; and 6. Provide routine status reports to the City regarding the items outlined above. 7. The scope of work and method to obtain the desired results shall be at the sole direction and discretion of the City. FEES For services rendered under this Agreement, the City agrees to pay Consultant the sum of $3,500 monthly for the duration of this agreement unless cancelled by either party and payable on the 3rd day of each calendar month beginning May 20, 2014. The fee shall be made to Solutions for Local Control, LLC, 909 North Waterview Drive, Richardson, Texas, 75080, and deposited electronically to the account of the Consultant on or about the first of each month. EXPENSES In addition to the professional fee, the City agrees to reimburse Consultant for necessary and reasonable, itemized out -of- pocket expenses requested and approved in advance by City. Expenses may include travel, lodging and business meals incurred on behalf of the City and at its request. Such itemized expenses, with corresponding paid receipts, shall be paid separately and shall be reviewed and approved by the City, prior to payment. Such expenses do not include the normal office functions or daily expenses of the Consultant in the course of his functions in Austin representing the interests of the City. CONFLICTS OF INTEREST Consultant will comply with all relevant state laws regarding ethics and lobbying, including immediately notifying the City in the event a conflict of interest arises and resolving any conflict. REGISTRATION REQUIREMENTS Texas ethic laws require Consultant to disclose his representation of the City and to report certain moneys paid for some of the activities to be conducted under this contract. Consultant will comply with all rules regarding such disclosure and shall communicate with the City prior to filing such disclosures. In addition, if the Consultant performs any lobbying for the City with any local jurisdiction, it is the responsibility of the Consultant to properly register and comply with all local lobbying ordinances. Consultant agrees not to engage in any activity on behalf of the City, which is contrary to any Federal, State, or local law or regulation. Furthermore, Consultant agrees not to make or offer any gifts or gratuities to any public official on behalf of the City. TERMINATION It is agreed and fully understood that City may, at its option and without prejudice to any other remedy it may be entitled to at law or in equity, cancel or terminate this agreement upon sixty (60) days written notice to Consultant. Consultant shall be compensated in accordance with the terms of this contract for all services that City shall be obligated to pay for any work performed in accordance with this agreement. City shall not be obligated to pay for any work which is not submitted in compliance with the terms of this agreement. Consultant shall deliver all original source documents belonging to City immediately after notice of termination of this agreement has been received by Consultant. The City may also terminate this contract with a thirty (30) day notice if termination is caused due to a conflict of interest that cannot be resolved to the City's satisfaction. It is agreed and fully understood that the Consultant may, at its option and without prejudice to any other remedy it may be entitled to at law or in equity, cancel or terminate this agreement upon sixty (60) days written notice to City. City of Grapevine Consultant Fred Hill On behalf of Solutions for Local Control, LLC DATE