HomeMy WebLinkAboutECIVIS GRANTS LOCATOR SERVICE - 2005-02-22rl--'`�,!
2096 FEB -9 AM 9: 31
Council/Agency Meeting Held:
L a.
CITY OF
HUt i l -IGTON
Deferred/Continued to:
'PlApproved ❑ Conditionally Approved ❑ Denied
ItyVerk'jpiqnature
Council Meeting Date: 2/21/2006
Department ID Number: AD 06-06
CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
SUBMITTED TO: Honorable Mayor and City Council Members
SUBMITTED BY: Penelo a C�1G ft, p Administrator
PREPARED BY: Patricia A. Dapkus, Department Analyst, Senior
SUBJECT: Authorization to Renew the City's Subscription to the eCivis Grants
Locator Service
Statement of Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachment(s)
Statement of Issue: The City's subscription to eCivis Grants Locator Service is scheduled
to expire in March 2006. The City Council requested an analysis of the locater service and a
recommendation regarding renewal after one year of experience with the product/service.
Funding Source: Funds in the amount $23,874 are available in General Fund Account
#10030201 (Intergovernmental Relations).
Recommended Action:
MOTION TO:
1. Authorize staff to renew our subscription to the eCivis Grants Locater Service for one
additional year.
Alternative Action(s):
1. Do not authorize subscribing to the eCivis Grant Locator Service, and provide direction to
staff.
E-�
TEACH
2/8/2006 2:57 PM
REQUEST FOR ACTION
MEETING DATE: 2/21/2006 DEPARTMENT ID NUMBER:AD 06-06
Analysis:
In February 2005, the Finance Board recommended subscription of the eCivis Grants
Locater Service to the City Council. The City Council subsequently appropriated the
necessary funds and authorized the subscription of the service for one year. Council further
directed staff to prepare an analysis of the product/service and make a recommendation
regarding renewal prior to subscription expiration. The contract for use of this service ends in
March 2006; staff is recommending the renewal of the subscription for one additional year.
The decision to select eCivis was based on a number of factors including the allowance of an
unlimited number of users, the weekly email newsletter, customized search capabilities and a
large database of federal, state and foundation grants. The subscription to eCivis allows staff
and community -based organizations access to a database of over 4,000 grants. Twenty-four
City staff and community -based organization members have been trained and are currently
using the product/service. These individuals, including the Executive Director of the Bolsa
Chica Land Trust, have provided positive feedback relative to the quality of the product. Staff
and organization members have been able to research, determine eligibility and apply for
grants that are specific to our critical activities.
The product/service has been in place for approximately one year and although a specific
successful grant application has not been directly tied to the eCivis product, the opportunity
presented is unsurpassed. This one completed year of use does not provide an adequate
timeline for the determination on the full effect of this product. Staff believes it is only a
matter of time before the exponential return on the investment of this subscription will be
realized by successful grant applications. Staff recommends renewal of the subscription for
one additional year
Environmental Status: NA
Attachment(s):
2.
3.
4.
eCivis Agreement (for information only)
-2- 2/8/2006 2:57 PM
12115/2005 xi nY
eCivis
DF� 2 0 2005 Premier Client
F
Dear Pat,
eCivis recently celebrated its 5th anniversary, and I want to personally thank you for your support
and commitment during this period. In recognition to our most valued clients, eCivis has created a
new program: eCivis Premier status. As a premier client, your mission of increasing grants
performance and success is our top priority.
There are numerous benefits to your premier status:
❑ Senior Client Services Manager
❑ Backup client services support
❑ Organizational assessment by Client Services Manager
❑ Priority attention
❑ Exclusive invitations to eCivis events
❑ Discounted volume training opportunities
Client Services Manager: Wesley Burt
Dedicated and personal attention by a senior Client Services Manager is at the core of this
program. Wesley Burt, the manager for your account, serves only a limited number of premier
accounts. This allows him to dedicate more time to assisting your staff and understanding your
unique needs. Wesley will focus his efforts on helping you overcome roadblocks, conducting an
assessment of your grants processes, and making recommendations based on your goals. As a
premier client, Wesley will be a resource for both you and your grant staff.
Access to New Products
eCivis has become a leader in grants technology and will be unveiling new, innovative products in
the coming year. As a premier client, you will have first access to new technologies as well as
current product enhancements to Grants Locator. In addition, Premier clients will have a unique
opportunity to shape the direction of grant technology by providing input into new functionality as
if is being developed.
Throughout the coming year, you will notice increased attention by senior staff and a noted
position of priority in our organization. This reflects our appreciation for your continued business
and support. I'm excited and pleased to welcome you for another year, and I speak for all of us at
eCivis in saying we look forward to a continued partnership resulting in improved grants
performance.
Best Regards,
Omie Ismail
Chief Executive Officer
eCivis
Premier Account Contacts
Client Manager. -
Backup Support
Executive Contact:
Wesley Burt
(626) 578-6629
Wesle ecivis.com
Ginny-Marie Case
(626) 578-6635
ginnya-ecivis.com
Karl Rectanus
(626) 578-6210
karla-ecivis.com
e0vi s
GRANTS LOCATOR CONTRACT EXTENSION: 3/17/2006 to 3/16/2007
City of Huntington Beach, CA
eCivis, Inc. is pleased to extend your current contract of Grants Locator for an additional year. All the
terms and conditions of Contract number 10628, (a copy of which is attached/on file with City of
Huntington Beach and eCivis, Inc.), remain in effect, except for the following modifications. This contract
is valid within 60 days of 3/17/2006.
1. Term: 3/17/2006 to 3/16/2007
2. Products & • Grants Locator — Federal, State and Foundation License
Services: o 10 Courses from the "Improving Your Grant Skills" web -based
training sessions, included in Grants Locator Subscription.
o Includes Community Based Organization Access
o Web -based Training included for all users
o Premiere Client Support
3. Fees: If Signed Contract is: This is the Valid Price
❑ Received by 2/15/2006 $22,738 (24% Savings)
❑ Received by 3/16/2006 $23,874 (20% Savings)
❑ Received After 3/16/2006 $30,000
4. Other Services:
❑ On -Site Training (one day, up to 3 classes, includes travel): add $2000
5. Price -Protected ❑ YES, I would like to Guarantee a Price -Protected Extension, which will
Extensions: automatically renew Grants Locator for additional calendar year(s) of 365
days unless eCivis receives written notification on or before the termination date.
Notification must be sent to eCivis at the address listed below. Fees will be
calculated as the lesser of the previous year's price plus 5% or the then current
maximum price. Fees will be invoiced and payment is due within 30 days of
**(You MAST select contract extension.
ONE of the extension -OR-
options)**
NO, I would NOT like a Price -Protected Extension. I would like a Year -to -
Year Extension, which must be signed each year in advance of the current
contract termination date. No guarantee is implied regarding a maximum price
increase from year to year.
Page 1 of 2
150 East Colorado Blvd, Suite 215
Pasadena, CA 91105
1-877-232-4847
6. Access Holders:
7. eCivis Contact:
8. Master Access
Holder:
9. Payment Type:
Unlimited Accounts
Wes Burt, Senior Client Services Associate, (877) 232-4847, ext. 629
Pat Dapkus, Senior Analyst, (714) 536-5579
❑Invoice
■�•
Between the following parties:
It is agreed by both parties that the terms of the Extension are stated as above and that all other terms and
provisions of the Subscription Agreement remain in full force and effect.
Vendor Customer
eCivis, Inc. City of Huntington Beach
150 E Colorado Boulevard, Suite 215 2000 Main Street
Pasadena, CA 91105 Huntington Beach, CA 92648
(877) 232-4847 (Toll Free)
IN WITNESS WHEREOF, the parties have executed this Agreement.
By:
eCivis, Inc. City of Huntington Beach, CA
Signature Signature
Karl T. Rectanus
Vice President
12/15/2005
Print Name
Date
Page 2 of 2
150 East Colorado Blvd, Suite 215
Pasadena, CA 91105
1-877-232-4847
x
Multi -Year Agreements:
Grants Success at the Lowest Price
A multi -year agreement is the most cost-effective way to ensure control over your
budget. Multi -year contracts eliminate paperwork and save you time and money. This
allows you to continue utilizing Grants Locator seamlessly, without dealing with the
renewal process. You are guaranteed locked -in rates, safeguarding your organization
against yearly retail price increases.
To take advantage of the benefits of a multi -year agreement, contact your Client
Services Associate at (877) 232-4847.
Evergreen Agreements:
Low Pricing with Flexibility
Evergreen agreements automatically renew each year. Though not as cost effective
as multi -year agreements, this option saves you the hassle of the renewal process,
and ensures uninterrupted service. Evergreen contracts are limited to no more than
..... ..... . a 5% rate increase each year. So, they offer time and cost benefits over year-to-year
To take advantage of the agreements while still allowing you to make year-to-year decisions. With this option, you
have the flexibility of canceling any time before the new term.
benefits of a multi -year
To start an evergreen agreement, initial the appropriate box on the front of your renewal
agreement, contact your contract.
Client Services Associate at
Year -to -Year Agreements:
(877) 232-4847. All the All of Service without Long -Term Commitment
Year-to-year agreements are unprotected from yearly fee increases, making them
less cost effective than evergreen or multi -year contracts. In addition, year-to-year
agreements necessitate additional paperwork and staff time when approaching the
annual renewal date. However, this option offers you the most flexibility in your yearly
decision -making.
To keep your agreement on a year-to-year basis, initial the appropriate box on the front
of your renewal contract.
Whichever way you choose to contract with eCivis for Grants Locator, we know you
will get the benefit of utilizing the only grants search system built specifically for local
government. We thank you for your business.
eC-1--vis
Advanced Search
Categories: Choose which categories to search in. You must hoo5e at laast 1 category. 9
r Include AN (You Must Use a Keyword)
r Agriculture
r Health, Prevention/Treatment
r Parks & Remotion
's r Arts a Culture
r Health, Research
r Police
r Community Development
r Housing
r Recycling & Reuse-
r Disaster Preparedness
r Human Services
r Rural Issues
r Domestic Proparedness/Homeland Security r Information TechnologY/Telecommunications
r Senior Citizens
rEconomic Development
rJustice,Prevention/Comecbon/RehabiliWbw
rsolid Waste
r Education
r Justice, Victims -
r Training & Vocational Services
!. rEnergy
r Justice, Youth
rTransportation
IF{re/EMS
r Libraries
r Wastewater
r Hazardous Waste/Remediation/Brownfie(ds r Natural Resources
r water supply/Quality
' keywards•Q, 1 ".I +d,
Type:. �. fo muPople _Due Date; All Due Dates :_ ?.
selections) ! •_
A ancy: (Cbi +.dick for multiple selections) Eligibility: (Ctri +:deck for multiple selection) .
CA Au Quality Management Di.&.t (AQMD� Academic Institutions :
CA Business, Transportation, end Housing Agency Consortia
} Local Government
CA Department of Alcohol and Drug Programs .
._.
selected
Rai-ence Q 1 r+ 2 A 9 R a P+ - Matchinq Required Ind de All + Grant Number. F
_Show Results BY:
Due Date andi cat rme
"The efficiency of Grants
:LNcK submit search sshen ,ee are done.Off',r I clude Ardrived a -r savelCrebte search Agent
,ft
Locafor beats any manual
process we could have. Our
Reasons for Joining Grants Locator:
return on investment for Grants
More Grants
Locator surpasses other
Grants Locator has a more extensive collection of grant programs. It contains 100% of the
valuable grants at the Federal and specific state levels. In addition, we have boosted our
products or services. It's the
foundation grants by covering more than 300 programs from the top 100 foundations, as well
best way to cut search time and
as additional foundations with a history of giving to local governments.
spend more time writing the
Better Timeliness
eCivis has tripled the size of its research staff in the last two years and improved its processes
proposal for a grant."
to ensure that each grant is timely, not only; upon solicitation but in updates throughout the
grant's life cycle. Currently, more than 25,000 hours of research goes into improving Grants
Laurie Saxton, Grants Specialist
Locator each year, saving valuable time and effort for your staff.
Asheville, NC
More Features
The list of supplemental features within Grants Locator has expanded: previously funded appli-
cations, updates, program officer notes, local government relevance rating, enhanced search
agents, award files, and more.
Enhanced Client Services
Over the last four years, we have expanded our client services to provide product training,
grants support, and customized research -,'all of which assist your staff in overcoming the
obstacles they face in securing grants. Whether it is motivating your staff or supporting your
grants process, we do what it takes to build an effective grants organization for you.
Improved Client Performance
h Our clients have won funding by investing in professional training, putting a focus on grants in
0 their organizations, and utilizing Grants Locator. We are proud of our clients' successes, which
have translated into returns on investment of 10, 30, or in some cases, 100 to 1. If your current
eCivis grants performance could use improvement, we are confident we can help you.
RCA ROUTING SHEET
INITIATING DEPARTMENT:
Administration
SUBJECT:
Authorization to Renew the City's Subscription to the
eCivis Grants Locator Service
COUNCIL MEETING DATE:
February 21, 2006
RCA ATTACHMENTS
STATUS
Ordinance (w/exhibits & legislative draft if applicable)
Attached
❑
Not Applicable
Resolution (w/exhibits & legislative draft if applicable)
Attached
❑
Not Applicable
Tract Map, Location Map and/or other Exhibits
Attached
❑
Not Applicable
Attached
ElContract/Agreement
(w/exhibits if applicable)
Not Applicable
(Signed in full by the City Attorney)
Attached
❑
Subleases, Third Party Agreements, etc.
Not Applicable
(Approved as to form by City Attorney)
Certificates of Insurance (Approved b the City Attorne
( pP Y Y Y)
Attached
Not Appiicable
❑
Fiscal Impact Statement (Unbudget, over $5,000)
Attached
Not Applicable
❑
Attached
❑
Bonds (If applicable)
Not Ap licable
Attached
❑
Staff Report (If applicable)
Not Applicable
Commission, Board or Committee Re ort If applicable
p ( pp )
Attached
Not Applicable
El
❑
Attached
❑
Findings/Conditions for Approval and/or Denial
Not Applicable
EXPLANATION FOR MISSING ATTACHMENTS
REVIEWED
RETURNED
FORWARDED
Administrative Staff
(
)
Assistant City Administrator Initial
City Administrator Initial
City Clerk
)
EXPLANATION FOR 'RETURN OF ITEM:
RCA Author: Dapkus
Council/Agency Meeting Held:
Deferred/Continued to:
Approved ❑ Conditionally Approved ❑ Denied
�1Ci erk' Signa r
Council Meeting Date: 2/22/2005
Departm D Number: 2005-03
CITY OF HUNTINGTON BEACH
REQUEST FOR CITY COUNCIL ACTION
na
asi -
SUBMITTED TO: HONORABLE MAYOR CITY COUNCAL MEMBERS
SUBMITTED BY: PENF/K 'W�CUBRETH- RAFT, CIT A MINISTRATOR
PREPARED BY: Patricia A. Dapkus, Department Analyst, Senior =�
SUBJECT: Authorization to Subscribe to the eCivis Grants Service and Approval
of an Appropriation to cover the cost of the service
Statement of Issue, Funding Source, Recommended Action, Alternative Action(s), Analysis, Environmental Status, Attachments)
Statement of Issue: Authorize subscribing to eCivis Grant Service and approve an
appropriation to cover the cost of the service for one year.
Funding Source: Appropriate $21,250 from the unexpended General Fund Budget to
Account 10030201 (Intergovernmental Relations) to cover the cost for a one year
subscription.
Recommended Action:
1. Authorize staff to subscribe for one year to the eCivis Grants Service, and
2. Approve an Appropriation from the unexpended General Fund Budget of $21,250 to cover the
cost of the one year subscription
Alternative Action(s):
1. Authorize subscribing to the eCivis Grant service and direct staff to find an alternate
funding source.
2. Deny authority to subscribe to eCivis.
�E�
REQUEST FOR ACTION
MEETING DATE: 2/22/2005 DEPARTMENT ID NUMBER:2005-03
Analysis:
In July of last year, the Finance Board met with the City Council and provided the Council
with a list of their recommendations for improving the City's finances. Among their
recommendations was a review of the city's process for finding grants.
As a result of their recommendation, a subcommittee of the Finance Board, made up of John
De Witt, Nancy Donaven, and Joe Domingo, were assigned responsibility for working with
Administration Staff to review the city's current practices for seeking grants and to research
services that might enhance the city's ability to find funding for projects within the city.
Following a review of existing practices, the committee decided to evaluate grant search
firms. Three potential vendors were considered eCivis, Grant Station, and BIG Online
America.
eCivis came on site to provide an in-house demonstration of their service to the members of
the committee and to staff grant coordinators from several departments. They also provided
a trial period for staff and the committee to use their service.
Grant Station provided an over -the -phone walk through of their system for the Committee
and Administration staff. They too provided a trial period for staff and the committee to go
online to use their system. And, for a period of about two weeks, the two companies allowed
us to make a side -by -side comparison of their services. The third service, Big Online
America had previously marketed their service to the city and several staff members had, at
that time, tested that service. Unfortunately, we found them to be unresponsive to our
request for a new review of their service despite follow-up calls.
Staff received quotes from both the two remaining services. Grants Station offered the City a
rate of $599 for one year for the first user and $199 for each additional user. The eCivis
quote was $21,250 for one year for an unlimited number of users including use by our
community -based organizations, such as the Friends of the Library and Friends of Shipley
Nature Center.
In the end both staff and the committee favored eCivis. It was felt that the possible additional
cost for their service was justified because they provide a much more robust service both in
the ways one can search for funds and in the information provided. Further, Grants Station
had little information about Federal grant programs. Their service seemed to be directed
more to non -profits than to municipal needs. eCivis on the other hand is specifically
designed to serve municipal governments. Additionally, eCivis provides a weekly email
newsletter to all registered users with information about funds that are currently available and
links directly to the funding agency's website. The weekly email means that the subscribers
have grant opportunities brought to them, as opposed to having to search the database.
When people get busy with other things, they tend to put a low priority on doing searches for
new opportunities. The newsletter puts it right in front of them, and it only takes a second or
G:IDAPKUSIINTERGOVERNMENTAUeCivis\eCivis RCA.doo-2- 2/8/2005 2:27 PM
REQUEST FOR ACTION
MEETING DATE: 2/22/2005 DEPARTMENT ID NUMBER:2005-03
two to scan it to see if there's anything that might apply to your projects thereby increasing
the likelihood that the user will find funding they might otherwise miss.
Staff is recommending this mid -year appropriation since the cost for this program was not
anticipated during the budgeting process for this fiscal year. Both the staff and the
subcommittee members believe this new expense will be offset by new revenue that can be
brought to the city through the use of this service.
For these reasons staff and the subcommittee are recommending that the Council authorize
staff to subscribe for one-year to the eCivis Grant Search Service, and approve an
appropriation of $21,250 to cover the cost of this subscription.
Environmental Status:
Attachment(s):
................................................................................
1. eCivis Agreement and Proposal
2. Email Quote from Grants Station
3. Recommendation from the Finance Board
4. Financial Impact Statement
G:IDAPKUSIINTERGOVERNMENTAL1eCivisleCivis RCA.doc-3- 218/2005 2:27 PM
1%
eCivis
GRANTS LOCATOR
SUBSCRIPTION AGREEMENT
Between eCivis.com LLC, a Delaware limited liability company ("eCivis")
Address: 150 E. Colorado Boulevard, Suite 215
Pasadena, CA 91105
Phone: (877) 232-4847
Sales Contact: Graham Forman
Customer Name, type of entity, and jurisdiction. City of Huntington Beach
Address: City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648
Phone: (714)536-5579
Principal Contact and Master Access Holder: Pat Dapkus
Date 1/18/2005
Contract No. 10628
This Agreement provides for eCivis to grant access to your Access Holders, on a password -restricted basis; through the
Internet, the following products for the following fees ("Fees"):
✓ Grants Locator software and database: Federal, California, and Foundation Version
$21,250 for Unlimited Access Holders (Includes CBOILibrary Access)
Term: February 1, 2005 to 3anuary 31, 2006 (the "Termination Date")
Toll Free Customer support (877-2-eCivis) and web -based Grants Locator training included
✓ I Basic Specialized Grant Search (included in Grants Locator Subscription)
✓ 4 "Improving Your Grant Skills Series" Course Packages
To Guarantee a Price -Protected extension: This agreement will automatically extend for additional 365-day period(s)
unless eCivis receives written notification on or before the termination date. Notification must be sent to eCivis at the
address listed above. Fees will be calculated as the lesser of the previous year's price plus 5% or the then current
maximum price. Fees will be invoiced and payment is due within 30 days of extension. Initial to agree to the Price -
Protected option.
All contracts are on a Year -to -Year extension except if the Price Protected option is selected. The Year -to -Year
option offers an extension agreement and can be signed each year in advance of the current contract termination
date. No guarantee is implied regarding a maximum price increase from year to year.
This Agreement, including the Terms and Conditions is the complete and exclusive statement of the agreement between the
parties.
IN WITNESS WHEREOF, the parties have executed this Agreement the day and year first above written.
Graham Forman "
Vice President
eCivis.com, LLC
APPROVED AS TO FORM
JENNIFER McGRAM Cky Ai OUW
$y PauJ`�?'A�.rsstt+;ro Z p
Assistant City Attxmvv
r yi
l3IAVO&
Print Title
V 0)3a, a.00s,
Date
1. General. "You' means the single end -user organization executing this Agreement.
"Access Holder" means each individual that is an employee of your organization that uses Grants Locator. If the
Community Based Organization and/or Library option is purchased, then an "Access Holder" also includes an
approved employee of the selected. group.
"Grants Locator" means the most current version of the online grants database libraries. eCivis reserves the
right to discontinue Grants Locator at any time by giving written notice to you.
2. License. eCivis grants you, subject to this Agreement, a nonexclusive, nontransferable right and license.
l . To permit each allowed Access Holder to access Grants Locator through the Internet.
2. To create printouts, download and store in electronic form, and re -purpose Grants Locator for
internal use in connection with your normal business activities.
You may not engage in such activity if it is for commercial sale, redistribution, broadcast or transfer of such
materials. You agree not to rent, lease, sublicense, distribute, or transfer any information to entities or people
outside your organization. You agree to take all reasonable steps to protect Grants Locator from unauthorized
access, copying, or use.
If people or entities outside your organization use your usemames to access Grants Locator, eCivis reserves the
right to terminate this contract.
Passwords. You agree to assume sole responsibility for the security of your passwords.
4. Help Desk. eCivis maintains a help desk from 9 AM to 5 PM Pacific Time capable of providing
technical assistance for Grants Locator. eCivis does not hold itself out as a professional expert and advisor
regarding your computer or information needs.
5. Your Responsibilities. You are responsible for determining whether the Grants Locator will achieve
the results you desire; You are responsible for adopting reasonable measures to limit your exposure with respect
to potential losses and damages arising from use, nonuse, interruption, delay, errors, or omissions in Grants
Locator. You agree to indemnify and hold eCivis, its managers, members, officers, employees, harmless from
and against any loss, claims, demands, expenses, or liability of whatever nature or kind of you or any third
parties arising out of your use of Grants Locator.
6. Term. The initial term of this Agreement shall commence on the date set forth above and end on the
Termination Date.
7. Fees. eCivis will charge, and you agree to pay, the Fees. Full payment shall be made to eCivis within
thirty (30) days after the original date of the invoice. eCivis will charge you interest at the rate of 1.5 % per
month if payment is not received within the 30 days. Cancellation of any subscription will not result in any
refund or credit of fees already paid and any additional payments remain due according to pre -determined terms.
Subscription fees are charged up -front and no refunds or credits will be given upon cancellation. Additional fees
may apply if you decide to re -subscribe at a later date.
S. Changes. eCivis reserves the right to change its fees and any other terms and conditions, at any time,
effective upon publication. These changes will NOT affect any existing contract Term.
9. Proprietary Protection. eCivis is the sole owner of Grants Locator and any associated intellectual
property rights. eCivis claims U.S. and foreign copyright ownership with respect to Grants Locator. You agree
not to remove any copyright notices from printouts of Grants Locator.
10. Indemnification. If a third party claims that Grants Locator or your use of Grants Locator pursuant to
this Agreement infringes any U.S. patent, copyright, or trade secret, eCivis will defend you and all Access
Holders against such claim at eCivis's expense and pay all damages that a court finally awards, provided that
you promptly notify eCivis in writing of the claim, and allow eCivis to control, and cooperate with eCivis in, the
defense or any related settlement negotiations. If sucha, claim is made or appears possible, eCivis may, at its
option, secure for you the right to continue to use the Product, modify or replace the Product with equivalent
information so they are noninfringing, or, if neither of the foregoing options is available in eCivis's sole
judgment, terminate this Agreement by paying you a credit equal to the portion of previously paid fees and
charges allocable to the remaining term of this Agreement. THIS PARAGRAPH STATES ECIVIS'S ENTIRE
OBLIGATION WITH RESPECT TO ANY CLAIM OF INFRINGEMENT.
11. Limitations. eCivis shall employ due care and attention in obtaining and maintaining Grants Locator.
However, you acknowledge that any collection and compilation of data entails the likelihood of some human and
machine errors, omissions, delays, interruptions, and losses, including inadvertent loss of data or damage to
media, which may give rise to loss or damage. Accordingly, you agree that the Grants Locator is provided "as
is"; eCivis makes no representation or warranty with respect to their accuracy, completeness, and eCivis
specifically disclaims any other warranty, express, implied, or statutory, including, any warranty of
merchantability or fitness fora particular purpose. eCivis shall not be liable because of any such errors,
omissions, delays, or losses, including data losses and corruption, unless caused by eCivis's gross negligence or
willful misconduct. You further agree that in no event will the total aggregate liability of eCivis for any claims,
losses, or damages arising under this agreement and services performed hereunder, whether in contract or tort,
including negligence, exceed the total amount paid by you to eCivis during the preceding twelve-month period,
even if eCivis has been advised of the possibility of such potential claim, loss, or damage.
You acknowledge that eCivis is not a consulting firm or a grant -writing firm. You agree always to read the full
original grant notice provided. You acknowledge that eCivis does not warrant that use of the Grants Locator will
result in any grant acquisition. You acknowledge that Grants Locator may not include all potential data.
Specifically, eCivis makes no warranty that Grants Locator has all grants that the federal or a state government
may have available.
12. Default. Should you fail to pay Fees due hereunder or fail to carry out any other obligation under this
Agreement or any other agreement with eCivis, eCivis may, at its option, in addition to other available remedies,
terminate this Agreement provided that it first gives you fifteen (15) days' prior notice to permit you to cure your
default. eCivis reserves the right, with or without notice, to suspend access to or use of any Product in the event
of any delinquency or default. eCivis may elect, in eCivis's sole discretion, after delinquency, to terminate all
personal information and settings associated with an Access Holder. Such information and settings will be
unrecoverable after such termination.
13... Force Majeure. eCivis shall not be liable or be deemed to be in default for any delay or failure in
performance or interruption resulting directly or indirectly from any cause or circumstance beyond the
reasonable control of eCivis; equipment, or telecommunications failure; labor dispute; or failure of any third
party to perform any agreement with eCivis that adversely affects eCivis's ability to perform its obligations
hereunder.
14. Governing Law. Agreement shall be governed by and construed and enforced in accordance with the
laws of the State of California as it applies to a contract made and performed in such state.
******** End of Terms and Conditions ********
Helping you bring more funds
to your community.
Proposal for
City of Huntington Beach
Submitted by:
eCivis, LLC
on
December 20, 2004
__,edivis
l 8 i e
December 20, 2004
Ms. Pat Dapkus
City of Huntington Beach
2000 Main Street
Huntington Beach, CA 92648
Dear Pat
I am pleased to submit a proposal to you for access to the Grants Locator system and our
excellent client services. Grants Locator is proven to save thousands of dollars in staff time and
decrease time spent on grant research by 80 percent. You will have access to a broad array of
funding opportunities, and eCivis is confident that Grants Locator will dramatically improve your
grant research and increase your funding awards.
Please find your proposal attached, which includes the following information:
• A brief history of eCivis, LLC — page 2
• Details about the Grants Locator system — page 3
• Client support provided for all subscriptions —page 4
• Additional professional grant services — page 5
• The proposal summary, including pricing information — page 7
• Pricing for professional grant services — page 8
It is our hope that City of Huntington Beach will join our community of more than 370 leading local
government customers in 36 states. Clients like City of Los Angeles; City of Long Beach, CA; City
of Pasadena; and City of Santa Ana are saving time and discovering more funding opportunities.
Santa Clara County received $1.25 million for mental health services. San Diego County helped
community based organizations receive more than $7 million in new grant funds
Grants Locator is the only online searchable system of over 3600 funding opportunities. Now is
the perfect time of year to invest in a research system that will conserve staff time and resources.
Due to system enhancements and increased value, Grants Locator pricing will be increasing in
2005, therefore the pricing in this proposal is only valid until December 31, 2004. If you'd Iike to
submit this for Finance Board approval in January, I wiO be able to honor the pricing in this
proposal until January 31, 2005.
We look forward to the possibility of working with the City of Huntington Beach.
Sincerely,
Graham Forman
Vice President
eCivis, LLC
l
z Via,
aalkgrtitind7i_
eCivis was founded in the summer of 2000 with the vision of creating solutions that help local
governments build better communities. The founding team, with over 100 years of combined
experience working for and with cities and counties, recognized the need for quality solutions
specifically for local governments.
The first steps included reaching out to a dozen leading city managers for feedback on product
prototypes. Using their feedback and guidance, eCivis designed an early version of Grants Locator.
Shortly thereafter, eCivis tested Grants Locator 1.0 with over 40 cities and counties around the
country. The response was enthusiastic. The governments wanted more: more grants, more states,
more information, more search options, more email capabilities, and more personalization.
Grants Locator has far surpassed its original mandate from the city managers and early testers, but
eCivis continues to seek out feedback from clients to make it even better. Our goal, in short, has
been to create the best grant -related product and ensure that our clients are increasingly successful
in their pursuit of funding for their communities. Key to this success has been the people of eCivis
who have a passion for serving local governments and have experience working with cities and
counties, including:
• a consultant with 25 years experience helping local governments fund and implement
transportation, water, and military base reuse projects;
• a legislative aide who has helped local governments with regulatory affairs and accessing
state resources;
• an analyst with a Masters in Public Administration with previous experience at a County
Area Agency on Aging;
• a deputy director in a local government focused organization that shared best practices
amongst 460 cities and counties;
• a consultant that has developed operational efficiency software for a port authority.
+ a grant reviewer for the U.S. Department of Education; and
The people at eCivis continue to be a driving force in the quality', of the products and services offered
to local governments across the country.
In the competitive world of grant funding, local governments need every advantage they can get.
Grants Locator is more than a simple online resource of grants; it is a comprehensive system that
helps clients transform their grant process in order to bring more funding to their communities.
+ One -Stop Grants Shop — Grants Locator provides governments with verified details on all
Federal, California, and Foundation grants. With every program you will find the application
forms, standard forms, guides, instructions, previously awarded applications - all accessible
online, anytime, from anywhere.
• Early Notification — eCivis prioritizes all grant opportunities based on their importance to kx3 al
governments. For the highest priority grants, eCivis makes every effort to add information
before the Notice of Funding Availability (NOFA) is actually released by the funding agency.
This gives clients an advantage in competing against governments that rely on other sources
of information. Users can also receive a daily or weekly email containing all new funding
announcements.
+ Expert.lnformation — Our analysts provide accurate and insightful information on all grant
opportunities. Grant analysts research any special issues and provide information directly
from program officers and other sources not included in the NOFA.
• Simplification — All grants are synthesized into an easy -to -understand summary of the most
important details. Grant detail pages are clear and consistent, giving staff the ability to review
many grant programs in a fraction of the time previously required. Specific fields highlight
program summary information, eligibility criteria, deadlines, available funding, matching
requirements and program contact information.
Standardization — Grants Locator standardizes programs with varying levels of information in
different formats. eCivis staff does more than reprint existing notices - we spend several hours
understanding each opportunity, filling in information gaps, clarifying inconsistencies, and
obtaining extra information from program officers.
Personalization — AN users can create personalized grants pages that allow them to view
only relevant opportunities. "My Grants Alert" allows users to establish ongoing search criteria
to monitor grant programs and notify users as updates occur. This feature also allows users
to see new grants that meet their profile settings, save relevant grant detail information, and
take personal notes so they have immediate access to the information whenever- and
wherever - they login to Grants Locator.
• Searchable — Grains Locator utilizes advanced search capabilities so users can pinpoint
relevant funding opportunities in seconds. Trained users can use keywords to refine their
search results or use simple categories that are relevant to their needs, including Police,
Parks and Recreation, Human Services, and more.
• Process Management — Master Account holders can access data on all City of Huntington
Beach users. This allows managers to view the number of individual login, times and dates of
usage, the grants viewed by each user, and the individual grants saved in each individual's
workspace. The Management tool not only ensures the users are working with the system
effectively, but also organizes and manages the entire grant effort within your local
government.
r�he�' ;search process has .._
enough flear�b�{rfy #or me iha .
fir+dlos�t what l�eetl "*
3
eCivis is proud of the total customer service that we deliver to our clients. Project -related
questions, grant -related questions, search issues, or technical problems — whatever the issue,
we'll work with you to resolve it. Clients have a toll -free number to discuss their issues with a
professional that will either answer their questions or find someone that can. The following is
included with each Grants Locator subscription.
• Training — All governments receive phone training for every user of Grants
Locator. This comprehensive hands-on training covers all the features of Grants
Locator plus tips on keywords, searching, and learning how to anticipate funding
opportunities throughout the year.
• Action Plan Development -- We work with clients to develop funding goals for the
coming year. By getting individual local government employees to develop goals
and follow up with them continually throughout the year, eCivis has found a
continued interest in grants throughout the year.
Project -Related Research — Our staff can help you find funding for your projects
and programs if you're not finding what you need by searching Grants Locator Our
client services department is able to provide creative funding options for our clients
for approximately 75% of project related research requests. We've found funding
opportunities for projects that address public transportation systems, wellness
programs, equipment for public safety, community centers, water infrastructure, land
acquisition, affordable housing, information technology for libraries, brownfields,
downtown revitalization, and mental health services for children just to name a fear.
With Grants Locator, each entity will receive one request with a maximum of three
hours of staff time.
Monthly Newsletter —The Grants Locator Compass is posted every month on our
website. Readers will learn how Grants Locator users have sucoessfully obtained
grants, information on commonly applied for grants, program ideas, and tips for
using Grants Locator efficiently and more!
• Management Reports on Grants Locator Usage — Initially, you will receive a
survey to learn more about your grants efforts and eCivis will analyze the results
and let you know how your grants processes compare with the best practices of
your peers. After training classes are completed you will receive a comprehensive
report of who participated in the training and a list of their funding goals. All clients
receive a year-end report.
• General Assistance — Open from 7:00 a.m. to 5:30 p.m_ PST, Client Services can
easily assist you with lost usernames and passwords, setting up new user accounts,
keyword and search suggestions, emailing grants, or a quick refresher on the
features of the Grants Locator.
"We have found thal Grants Locator,rs Lmelfr'and most efficient in
Jocabr�g o .port6nIties and drssemrnatrng Infgtmairon to staifxn the
`speccprograni area ;?he cpstomerenrsceis excellent way9
be�ond:vi+hatyou word expect ,
Z'.
i
eCivis offers a variety of services that provide you with the tools you need to be successful in the grant
process. From grant -related training to personalized research, eCivis professional grant services can
help you improve your grant performance.
• eCivis Courses — eCivis Courses are a time- and cost-effective way to improve your
organization's funding success. These courses help you refine your grant planning, seeking
and writing skills. With a maximum of fourteen participants, you will be able to interactively
follow along with the presentation materials, as well as share your ideas via a concurrent
conference call. All participants receive a certificate upon successful completion of a Course.
All local government entities receive a certain number of course packages included in their
subscription. The series included in the subscription is the "Improving Your Grant Skills"
Series. There is also a more intensive "Grant Writing Series" available.
Improving Your Grant Skills Series.
• Primer on Federal Grants
This course explores the fundamentals of seeking grant funds at the Federal level. It
includes an overview of the authorization and appropriations processes, tips for interacting
with program officers, how to track grants from previous fiscal years, and how to read a
Notice of Funding Availability.
• Strategies for Matching Funds
This course focuses on best practices for cash match identification, as welt as innovative.
ways to stretch your dollars using volunteer time, donations and more. Unique ways to
engage your community to increase matching funds is also covered.
• Advanced Project Definition
This course focuses on developing a methodology that helps identdy fundable elements of
hard -to -fund projects and programs. Methodology focuses on brainstorming, reviewing and
analyzing different aspects of the project or program.
• Basic Grant Writing
Participants learn the basics of writing quality grant applications for Federal grants. tt .
includes understanding.of key items contained in each section of the grant, the importance
of the peer review process, what makes a good narrative, budgets, language choice, and
final grant package review.
Grant Writing Series
• This series begins with Basic Grant Writing
• Writing the Narrative and Preparing the Budget
This two-part course focuses on the two most important parts of the narrative and the
budget sections of an application. Please have a grant application selected so you can
work on your own project.
• Specialized Grant Analysis Report — If you need help identifying grants for your projects,
our knowledgeable staff can research grants that could providefunding. The typical report
yields 3-5 grants, and includes verification with program officers and recommendations on
how to pursue funding in the future.
• Performance Evaluations — The Performance Evaluation -helps you understand your grant
performance by comparing your Federal Awards information to other jurisdictions. The report
illustrates your past success and how it compares to other entities, and it also provides insight
into what grants you should be pursuing and what departments have more success with
grants. There are several levels of specificity and the report is fully customizable.
• Organizational Evaluations — The Organizational Evaluation is a customized assessment of
your grants efforts and potential success. This comprehensive service can be performed on a
department, multi -department or full -organization level. The assessment culminates in a full
recommendation report.for the path to additional grants success and an action plan for
increased competitive funding.
5
,t-: Y. �_...7
- ► s a is
Grants Federal Grants. State State
Locator Register gov Website Newsietsers
Same Day Posting and Updating
!
Q
Current Program Information
O
(]
O
Access to Analyst Research
0
Notice of Funding Availability
Application Files
Q
Federal Standard Application Forms
O
Previous Winning Grants
Grant Summaries
*
!
Standardized Information
Funding Amount Verification
Q
Address Verification
1,
Ability to Save Grants
Ability to Save Notes
Searchable
Grants Guide
Personalized Grant Screens
i
Access to Historical Grants
Toll -Free Live Customer Support
Toll -Free Live Technical Support
+�
Personal Assistance Identifying Grants
for Specific Projects
Customized Grants Action Plan
Grant Skill Development with Courses
Training for ALL lasers
= Yes d W Sometimes Grants Luca#oral eoe!)ersf methodbi ' arsil�
{ slmpJiztfy its sear�h[ng out. 8e#ier`11a n An
f
Proposal Summary
for
City of Huntington Beach
We recommend 3-year subscriptions. Our most successful clients have become effective with grants
by adopting.a multi -year approach
' I
S � o
Y `
$1
}
c���r-,$
Y l . .?' 4 "e 4' �i U
Client Sul2port and Training Included Lin Your Subscri Lion:
• Grant Process Assessment Survey
• Action Plan Development
• Training Report
• Year -End Report
• One Specialized Grant Analysis Report
• The "Improving Your Grant Skills" Course Package, including the four
courses: Primer on Federal Grants, Creative Strategies for Matching
Funds, Advanced Project Definition, and Basic Grant Writing
* Ask us about price -protected renewal — it will save you time and money! This
proposal will expire on January 31, 24Q5. To take advantage of current prices, please
contact eCivis about a scheduled date for approval with the Finance Board.
F.
e 1vis
Additional Professional Grant Services ';
Discounted bundled services are available, including:
EELErVEL5% discount) - $1,875
urses
d Grant Analysis Reports
EESpecoialized
$0% discounts - $3,150
urses
Grant Analysis Reports
==eCivisCo-urses
count) - $5,100
nalysis Reports
_._ To request an agreement, rnntacl--
Contact '. Graham Forman, Vice President
grahamCecivis.com; 877.232.4847 x623
"Quotations of local government employees are printed only with consent. Attribution of
statements to specific individuals may undermine the 1CMA Code of Ethics, and hence, are not
available. However, references are available upon request•
eCIVIS
#ills$ N7rs i it u� �tixf F t v rik
Grants
Locator
Gold Three -Year Package ( $19,125 per year)
Silver Two -Year Package ($20,188 per year)
Bronze One -Year Package ( $21,250 per year)
Additional Professional Grant Services
On -Site Grants Locator Training ($1,500)
eCivis Courses ($100 - $125 per class)
Specialized Grant Analysis Report ($1,500)
Performance Evaluation (Cali for Details)
--- Organizational Evaluation (Call for Details)
Bundled Services
LEVEL I: (25% discount) - $1,875
10 eCivis Courses from the Improving Your Grant Skills Series
1 Specialized Grant Analysis Report
LEVEL 11: (30% discount) - $3,7.50 'r.
-- 10 eCivis Courses from the Improving Your Grant Skills Series
2 Advanced Grant Search Reports
LEVEL 111: (40% discount) - $5,100
25 eCivis Courses from the Improving Your Grant Skills Series
4 Specialized Grant Analysis Reports
Fax this form to Graham Forman at 626.578.6632.
S
AL
s
Grants Locator is the only grant resource designed specifically for local governments. Why do over 7,040
city and county professionals chose`Grants Locator over Grantstation? Because Grantstation is designed
for nonprofits, and our clients won't settle for an information source that is not tailored to their needs.
Grant Station
` Gran.ts locator:.:.
Aiedeafaltoxn�a staryts�"4
k
l
t h
i. Ki k
1 4
}t
�3eCit fog
-
esfgited, ,,locp�-, overnets
Gr�rit t��I�tn�4�o��ses ti�cfo�er�
ubscrpt�on im,luclies client s�i's, gait
`assistarlc�, �n'c�,speciaitz�d �"��t aais�s
��rt�ing a��cte��at �ical• gr�nt��t �:
t�t�dlnt� at�lc� abV�ta'lxo�prof�t tt�tei�s��'
lift
i
#y t save crartso be rtied.o any
�
c�arir�es
�1 t
a
r,1
aayareeltly`ail o#�ierrFort�ties
frig n�l`araalysis, each gran, rathe3 t ar3
1�o furiderrsis,te
Leading California clients who choose Grants Locator include:
>> City of Los Angeles >> City of Long Beach
>> City of Pasadena >> City of Santa Monica j
» City of Santa Ana >> City of Lancaster e0'Ir
is
K
e vfs
Statement of Sole Source
Introduction:
This statement represents eCivis' understanding of any online competitive products
similar to Grants Locator that currently exist. There is no other product that is similar
in scope and robustness to Grants Locator for Federal grants, State of California
grants, State of Florida grants, State of Illinois grants, State of Texas grants, State of
Virginia grants, or State of Ohio grants.
Sales to Cities and Counties:
eCivis has sold Grants Locator to over 350 cities and counties including the City of
Chicago, City of Los Angeles, City of Oakland, County of Broward, and County of
Hamilton, and none of those entities has found an online competitor to Grants Locator.
Many of these entities have bid requirements that require sole -source status in order not
to have an open bid.
eCivis continually monitors the competitive landscape for grants products and will
continue to do so in the future. eCivis conducted an extensive review of competitors as
part of its business plan process in September 2000. During that review, the only
competitor identified was Grantseeker.com, which has since gone out of business.
Product Specifications:
The features of Grants Locator that eCivis uses as a comparison are the following:
• Product is available online
r
• Product is searchable
• Product contains materially all current grants (at least 95%)
• Product is real time
• Product contains original research
• Product has management tools that allow review of sub user activity
• Product contains a "priority system" for local governments.
eCivis feels that there are more criteria that could be used to differentiate Grants Locator,
such as examples of previously won grant applications, ability to personalize settings, its
library of forms, etc, but will use the above seven points to establish. itself as a sole
source.
Product is Available Online:
eCivis knows of only one company online that has attempted to build a database similar
to Grants Locator. The company was called Grantseeker.com and existed until about a
.year and a half ago. Grantseeker.com only had about 60-100 grant programs, and we
were told they went out of business by a consultant that worked for them. There are
likely many newsletter products that have some of the grants that are in Grants Locator,
If you have questions about this statement, please feel free to call Omie Ismail at (877) 2324847, x621.
eCIVIS
but these products are not comparable to Grants Locator. Currently, there is no grants
database product that is.available online similar to Grants Locator.
Product Is Searchable:
Part of the value of Grants Locator is that it is searchable by many fields. One of the
major deficiencies of the free Federal Register is that it is not searchable. Grants Locator
is searchable by department, keyword, category, funding amount, due date, etc. eCivis
knows of several very low cost products (<S100) that are searchable, but these products
are merely repackaging efforts of the free Catalogue for Domestic Federal Assistance.
In addition to being fully searchable, Grants Locator also has search agent functionality
that allows users to save up to 20 of their favorite searches. This feature further enhances
the value of the search functionality and gives users faster access to grant opportunities.
eCivis knows of no product that is searchable and contains original research. In
addition, eCivis knows of no product similar to Grants Locator that has search agent
functionality.
Product Contains Materially All Current Grants:
While there are likely to be many newsletters or even web pages that focus on a select
number of grants, eCivis knows of no comprehensive database that contains at least 95%
of all current grants available at the Federal level or State level. eCivis believes it Pas
materially all current competitive federal grants, State of California grants, State of
Florida grants, State of Illinois grants, State of Texas grants, State of Virginia grants, and
State of Ohio grants. In addition, eCivis includes information about grants that are not
currently competitive or not in the current funding cycle.
There may be many consultants that can provide information on certain grants, but eCivis
knows of no consultant or lobbyist that provides information on materially all federal (or
state grants). eCivis' own parent company with over 90 local government clients had one
of the best grant alert services (the basis for Grants Locator), but this service.
encompassed less than 30% of the total grants that are in Grants Locator.
Product is Real Time:
eCivis makes changes to. its federal and state products on a daily basis. New federal
grants are posted by 5PM EST each day. One of the two major drawbacks of the
Catalogue for Federal Domestic Assistance is that it is only updated''twice per year and is
therefore not able to provide timely updates to users. eCivis knows of no product in the
market that is updated in a real time fashion that is also searchable.
Product Contains Original Research:
Each Grants Locator grant is analyzed by an analyst at eCivis and put into a standardized
format. This analysis includes contacting program officers to gain more insight and
information into the grant. While this information may be obtainable from consultants or
lobbyists, the information is not online in a searchable database. eCivis knows of no
If you have questions about this statement, please feel free to call Omie Ismail at (877) 232-4847, x621.
eCs
other online database product that includes original research that incorporates
information from program officers.
Product has Management Tools:
Grants Locator was designed to meet the needs of local governments. Grants Locator is
built to ensure that employees are utilizing it correctly and frequently. eCivis has enabled
this review by creating Master Accounts that allow management users to review the
activity, type of grants, and personal notes of individual accounts. eCivis knows of no
other system that allows one or several accounts holders to view the activity, grants, or
personal notes of other users within the same organization.
Product has a "Priority System" for Local Governments:
eCivis has developed a priority system for grant opportunities that is based on the needs
of local governments. This .priority system allows eCivis to provide clients with fast
information on the most crucial grant opportunities, often before the grant is released to
the public.
The priority system was also designed to help local governments refine their grant search
process. All users can utilize the advanced search feature to search based on priority.
eCivis knows of no other system that has a priority system based on the needs of local
governments. Furthermore, eCivis knows of no other product that allows users to refine
their search based on grant priority.
This statement is updated as of May 11, 2004. eCivis will modify this
statement when it becomes aware of any competitive product that meets
the seven criteria listed above.
If you have questions about this statement, please feel free to call Omie Ismail at (877) 232-4847, x521.
Message
Page 1 of 2
Dapkus, Pat
From: Angel Knapp[memberservices@grantstation.com]
Sent: Tuesday, November 09, 2004 10:07 AM
To: 'Dapkus, Pat'
Subject: Follow up from GrantStation 11.9.04
importance: High
Hi Pat,
Nice to hear from you! Sure, how does next tues. the 16th or wed. the 17th at 3:OOPM or 4:OOPM work for
them?
I will wait to hear back from you.
Thank you,
ANGEL
Angel Pallante Knapp
Member Services Manager
mailto:aknappCa7grantstation.com
GrantStation - Your Fast Track to Funding
http://www.grantstation.com
Toll free: 877.784.7268
Fax: 907.458.7277
-----Original Message -----
From: Dapkus, Pat [mailto:pdapkus@surfcity-hb.org]
Sent: Tuesday, November 09, 2004 7:40 AM
To: 'Angel Knapp'
Subject: RE: Follow up from GrantStation 10.14.04
Angel, I know it has bee awhile since our exchange. Unfortunately, two of my three committee
members were away on vacation. Would it be possible for you to do a walk through for them
possibly next week? Late in our day is best.
-----Original Message -----
From: Angel Knapp [mailto:memberservices@grantstation.com]
Sent: Thursday, October 14, 2004 4:53 PM
To: pdapkus@surfcity-hb.org
Subject: Fallow up from GrantStation 10.14.04
Importance: High
Hello Pat,
I'm glad you we had a chance to walk you
through the GrantStation web site today! I hope
you enjoyed the tour?
2/l/2005
Message.
Page 2 of 2
Listed below is the proposal we talked about.
Cindy has approved this offer.
For the City of Huntington Beach/Pat Dap
kus:
1-PRO GrantStation membership at $599.00 and
each additional PRO membership(s) @ $199.00
each.
Please let me know if you have further questions?
Thank you,
ANGEL
Angel Pallante Knapp
Member Services Manager
mailto:aknapp(cDgrantstation.com
GrantStation - Your Fast Track to Funding
http://www,grantstation.com
Toll free: 877.784.7268
Fax: 907.458.7277
-----Original Message -----
From: Dapkus, Pat[mailto:pdapkus@surrcity-hb.orgl
Sent: Monday, October 11, 2004 4:04 PM
To: 'info@grantstation.com`
Subject: Membership Information
What does the
membership of $599.
cover. Is that a per user
charge or agency wide.
What services are
provided beyond the
"Grants Insider".
yw AgP&O
City of Huntington Beach
(714) 536-5579
(714) 536-5233 (Fax)
2ix/2005
FINANCE BOARD
City of Huntington Beach
Meeting Minutes —January 12, 2005
1) Roll Call: At approximately 6:10 p.m., Chair Falzon called the meeting to order.
In attendance: Chair Falzon, Vice Chair Geddes (excused at 8:30 p.m.), Member Chapman,
Member Domingo and Member Donaven were present. Member DeWitt had an excused
absence.
Present: Dan T. Villella, Finance Officer, Mavic Hizon, Administrative Aide
Citizens Present: Dominic Adams & Gary Puissegur
2) Public Comments — Gary Puissegur requested status on ongoing agenda items "Cost Allocation
Plan & Fee Study" and on the item "Infrastructure and Depreciation."
3) Approval of Minutes
a) December 8, 2004
Deferred to February gth Meeting
4) Staff Reports/Business Items:
a) Subcommittee Reports
i. Grants
Member Domingo recommended that the Ecivis grants software be
recommended to Council. He further added that there needs to be a
designated person to track its productivity. Member Geddes commented that
it would be cost effective to adopt the optional Gold 3 Year package, which
would be worth the investment because of the unlimited number of users the
subscription would allow. Member Domingo also noted that opting for the 3
year package would bypass the lengthy process usually entailed with
contract renewals. Member Geddes added that this would also provide an
opportunity to create a relationship with the service provider. Chairman
Falzon suggested looking into how many grants have been obtained in the
previous fiscal year to establish a basis of comparison as to how many are
awarded post software implementation.
The Board made the following recommendations to the Council:
■ For the City to consider the Ecivis software as the provider of choice
to supplement existing grant search methods. Member Chapman
motioned this recommendation, seconded by Vice -Chair Geddes.
■ To establish a tracking and monitoring system to evaluate the
software's effectiveness. Departmental submission of grants would
need to be channeled thru the grants tracking designee to better
capture its productivity. Member Chapman motioned this
recommendation and was seconded by Member Domingo.
Member Domingo motioned to add the Ecivis software's productivity status to
the Finance Board calendar. All in favor 5-0.
ii. Finance Board Roles and Responsibilities
The upcoming appointment of a P person to this subcommittee will take
place once Council members designate their new Finance Board members.
b) Cost Allocation Plan and Fee Study Status Update
Dan Villella provided an update that the Cost Allocation Plan and Fee Study would
ideally be completed by the February 9th Finance Board meeting. Member Domingo
motioned for the consultant to attend the next Finance Board meeting, and Member
Chapman seconded. Presentation date to Council still needs to be scheduled.
c) Depreciation of Assets and Infrastructure Depreciation
Dan Villella to follow up on an RLS (Request for Legal Services) submitted to the City
Attorney's office on this item. This will be continued to the next Finance Board
meeting.
d) Finance Board Annual Report
■ Member Domingo suggested a modification of the report to reflect the
recommendation of the Ecivis software subscription service. Chairman
Falzon will email the Board's recommendations to the City Administrator with
a copy to Dan Villella.
■ Member Domingo also suggested that the Board's accomplishments be
highlighted in the report.
• Chairman Falzon raised a recommendation by Member DeWitt to acquaint
the Council with the NID (Neighborhood Improvement).
■ Chair Falzon suggested adding agenda item "Cost Allocation Plan and Fee
Study' to the Council study session.
■ Chair Falzon requested an electronic copy of the Finance Board calendar to
attach to the Annual Report as an appendix item. Mavic Hizon to provide via
email.
■ Member Chapman motioned to approve the amended Finance Board Annual
Report to Council, seconded by Member Domingo.
■ Chair Falzon will finalize the Annual Report and email it to Dan Villella (and
copy Mavic Hizon) for distribution to Council.
e) City Budget Format
Dan Villella is soliciting input from various boards and departments on what the
Budget Format should be and how it can be reader -friendly. The Finance Board
offered various suggestions to Dan. In addition, member Chapman suggested that
the City Administrator be consulted for her input on the budget's format.
f) Upcoming City Council/Finance Board Study Session
Scheduled for Tuesday, February 22"d at 4:OOPM (Room 138). Mavic Hizon to
research deadlines for materials submission to Administration for the Council's
packets.
Study session will emphasize the Finance Board's Annual Report, "Depreciation of
Assets & Infrastructure" and the Finance Board Initiatives. Chair Falzon will create a
draft set of Powerpoint slides for review at the Board's February meeting.
g) Administrative Services — Organizational Changes
Dan Villella provided an overview of the organizational changes taking place at City
Hal[. Referencing the memo issued by the City Administrator ("Changes in Executive
Staffing", issued January 1oth), he commented on the modified reporting structure for
the Finance Division.
5) INFORMATION ITEMS
Page 2 of 3
6) Comments From Board Members:
Re: $10 Million Surplus Fund Balance
Vice Chair Geddes inquired about the plans for the $10 million surplus and if previously planned
expenses would be reinstated. Dan Villella commented that the City Administrator is currently
looking into this matter.
Re: Monthly Financial Report (issued by Dan Villella)
Dan Villella explained that the report enabled Department Heads to see the projected numbers
and raise any questions as early as possible and receive clarification on their concerns sooner.
Chair Falzon added that the report may be retained in its current format and should be made
available to all. Vice -Chair Geddes suggested that key assumptions be added into the budget,
conveying the actual forecast to the public and how it would affect the community. Chair Falzon
further added that the key assumptions should first be submitted to Council for approval prior the
budget's submission. He also recommended adding the issue of unfunded liabilities in the
monthly report and in the budget message. Member Chapman expressed interest in having the
Revenue and Expenditures columns side by side for ease of cross-referencing. He also stressed
the importance of conveying to the public any assumptions, modified projections or adjustments
taking place in the budget. He raised the example of the 10% sales tax increase that took place
during the recession that should have been questioned. Chair Falzon touched on the economic
effect of historic events (e.g., 9/11) and the need to adjust the budget accordingly. Member
Domingo added that the message should be conveyed in layman's terms and straight to the point
on the numbers being presented.
Public Comment: Gary Puissegur suggested that the budget should reflect a time phase
& schedule (to be broken out by month) of all incoming revenue since 90% of all revenue
can be anticipated.
Re: Infrastructure Committee
Member Chapman mentioned the meeting being held in January by the Infrastructure Committee
to determine if projects are taking place according to schedule, and how he would like to see
status of its progress.
Adiournment —
Member Donoven, seconded by Member Domingo, made a motion at 9:35 p.m. to adjourn the
meeting to February 9, 2005 meeting at 6:00 p.m. The motion was approved 5-0 (Member DeWitt —
excused absence).
Respectfully submitted by:
DAN T. VILLELLA, Finance Officer
Secretary to the Finance Board
Page 3 of 3
F�t
� CITY OF HUNTINGTON BEACH
INTERDEPARTMENTAL COMMUNICA TION
To: Penelope Culbreth-Graft, City Administrator
From: Dan Villella, Finance Officer
Subject: FIS 2005 - 8 Authorization to Subscribe to the eCivis
Grants Service and Approval of an Appropriation to Cover the Cost of
the Service
Date: February 7, 2005
As required by Resolution 4832, this Fiscal Impact Statement has
been prepared for "Authorization to Subscribe to the eCivis Grants
Service and Approval of an Appropriation to Cover the Cost of the
Service ".
If the City Council approves this action (total appropriation $40,000),
the estimated unreserved General Fund balance at September 30,
2005 will be reduced to $21,071,000.
,,o �� ZW,4(
an Vil feIIa,
Finance Officer
RCA ROUTING SHEET
INITIATING DEPARTMENT:
Administration
SUBJECT:
Authorization to Subscribe to the eCivis Grants Service
and Approval of an Appropriation to cover the cost of
the service
COUNCIL MEETING DATE:
RGA ATTACHMENTS
STATUS
Ordinance (w/exhibits & legislative draft if applicable)
Attached
❑
Not Applicable
Resolution (wlexhibits & legislative draft if applicable)
Attached
Not Applicable
Tract Map, Location Map and/or other Exhibits
Attached
❑
Not Applicable
Contract/Agreement (w/exhibits if applicable)
Attached
Not Applicable
El
El
(Signed in full by the City Attorney)
Subleases, Third Party Agreements, etc.
Attached
Applicable
ElNot
JN
(Approved as to form by City Attorney)
Certificates of Insurance b the Cif Attorne
(Approved y y y}
Attached
Not Applicable
❑
Fiscal Impact Statement (Unbudget, over $5,000)
Attached
Not Applicable
Bonds (If applicable)
Attached
Not Applicable
12
Staff Report (If applicable)
AttachedNot Applicable
Commission, Board or Committee applicable) Report If a
p ( pp )
Attached
Not Applicable
❑
Find in s/Conditions for Approval and/or Denial
9 pp
Attached
Not Applicable
..
.'ONRSSGATTAC
MENSMI
REVIEWED RETURNED
.. ....
Administrative Staff
Assistant City Administrator Initial
City Administrator Initial { }
Citv Clerk ( }
EXPLAN TIFF RETUR-K. M:
RCA Author: Dapkus