HomeMy WebLinkAboutItem #61 - Discussion Itemsi
JOHN L. ADAMS,'-'-"i86CO."14C.
P.O. Box 561565 • Miami, Florida 33156930�Q 4 4 -
/ ST
April 26, 1988
BY HAND
Mr. Cesar H. Odio
City Manager
3500 Pan American Drive
Miami, Florida 33133-0708
AWN: AURELIO PEREZ-LUGONES
Re: Grants Acquisition Assistance for the City
COMMISSION MEETING OF MAY 12, 1988
Dear Mr. Odio:
In accordance with discussions and meetings with City representatives
0.' th- - — t scveral weeks, I am writing to respectfully request
that the attached proposal be placed on the agenda for the City
Commission meeting of May 12, 1988.
Thank you for your attention and assistance in this matter.
Sincerely,
?Jn . Adams
President
JLA/j
encl.
cc: The Honorable Victor H. De Yurre
Grants • Project Financing • Management *Planning • Evaluation
Established 1976 /
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IONS
JOHN L. ADAMS& CO., INC.
P.O. Box 561565 • Miami, Florida 33156 a 305/253-0714
April 25, 1988
Mr. Cesar H. Odio
City Manager
P.O. Box 330708
Miami, Florida 33233-0708
Re: Grants Acquisition Assistance
Dear Mr. Odio:
With reference to conversations and correspondence dating
back to our participation in the two day seminar for City
department heads last summer, regarding grant opportunities
available from among public and private sources to help
relieve the substantial burden on your taxpayers and the
City budget, and in accordance with my last meeting in
your office several weeks ago, I am enclosing herewith a
revised proposal for services which accomplishes that which
was asked:
-reduced monthly cost to the City;
-increased risk to us in the form of contingent
fees due upon award;
-improved-benefits to your budget in the form
of immediate savings and cost recovery
from grant programs.
I hope you find these changes satisfactory, as we have worked
hard to devise a plan which would be cost-effective for both
the City and us.
Thank you for your attention in this matter.
Sincerely,
John L. Adams
President
JLA/j
encl.
Grants • Project Financing *Management • Planning • Evaluation
Established 1976
0
JOIN L. ADAMS& CO., INC.
P.O. Box 561565 • Miami, Florida 33156.305/253-0714
Mr. Cesar H. Odio
City Manager
City of Miami
3500 Pan American Drive
Miami, Florida 33133-0708
Re: Grants Acquisition -Assistance
In accordance with discussions with your office, City staff, and various
Commissioners, following the seminar we conducted for City Department heads
last August, we are pleased to submit this revised proposal for
professional services relative to increasing monies received by the City of
Miami from grant programs. We understand that the City currently has a
limited program of grants acquisition. Our proposal is to significantly
expand the opportunities available to the City to acquire grant funds.
Currently we understand that:
1. The City is realizing only about $2 million/year in non -
entitlement and short term (e.g., non-UDAG) grants, amounting
only to about 1% of the City's annual budget.
Elevating this percentage to 5% of the budget, or
$9 million/year, or higher, is a reasonable goal to set, and
would produce considerable savings for the taxpayers while
giving the City more money with which to work.
2. Some of the costs now being incurred by the City are
expenditures which need not come out of ad velorum revenues;
they are chargeable to grant activities and are recoverable.
3. Many of the City's priorities in the Capital Improvement Plan,
in the Arts, parks, infrastructure, streets and roads,
housing, economic development, beach restoration, the Miami
River, historic preservation, law enforcement, recreation, and
other areas are eligible for grant support.
Grants • Project Financing • Management • Planning • Evaluation
Established 1976
3
f78-461.1
io
Proposal
Scope of Services (continued)
City of Miami
Page 2 of 3
SCOPE OF SERVICES
Adams b Company will undertake the following services in conjunction with
the projects determined by the City to be important for meeting the goals
and objectives of the Commission:
1. Planning: assist in arranging City projects in a manner
logical to and commensurate with the grants process, and in
preparing functional budgets and schedules for each.
2. Resource identification: review and selection of public and
private funding programs available and suitable for City
projects.
3. Funding Acquisition: drafting and preparation of forms,
documents, correspondence, and other materials necessary to
apply to selected public and private funding programs,
including meetings with funding agency representatives,
overall coordination of tasks with City staff, follow-up,
etc.
4. Implementation: assistance with project implementation once
funding is awarded, including budget monitoring, reporting,
and close-out when complete.
S. Related tasks as necessary.
Obtaining needed funds is not productive if there is a net cost in the
acquisition, taken from ad velorum revenues, and/or if the project develops
problems in implementation. We therefore would seek to be involved from
start to finish, feeling certain that successful programs are the overall
central objective.
This assistance would initially involve a cost to the City. However, there
are many avenues available for recovery of consulting costs to us, as well
as for recovery of City 'administrative expenses, lobbying, legal costs,
accounting, and auditing, and design and engineering, yielding a net fiscal
benefit to the City instead of a drain on property taxes and other revenues.
We have performed estimates on the level of involvement required to achieve
reasonable improvements in City grants acquisition, and propose the
following for costs:.
A retainer of $4,000 per month, payable at the beginning of each
month, plus a fee of 5% of funds awarded to the City, due upon
notice of award.
f
9
98-461! 1
Proposal
City of Miami
Page 3 of 3
This amounts on average to an overall expense of less than 8% of
anticipated grant receipts for the City, and these costs would fall into
the group of grant related expenses which would be targeted for recovery
from awards.
As an illustrative scenario, a $5 million success over twelve months should
be adequate to provide some $4.5 million in project funds. Additionally
this would allow the remaining $500,000 to be used for recovery of fees to
us, lobbying expenses now inccurred by the City in Tallahassee and
Washington, legal and CPA costs, and general City administrative expenses.
The overall ositive fiscal flow for .the City of Miami would be the
remaining $4.5 million.
As the only company incorporated in Florida for grants acquisition, we have
developed a number of techniques over the past ten years which could be
advantageous to the City.
We look forward to being of service to the City of Miami.
Sincerely,
John L. Adams.
President
JLA/PS/vt
encl.
cc: Ms. Pat Saari, Adams 6 Co.
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John L. Adams, President
John L. Adams & ro. , Inc.
P.O. Box 561565
Miami, FL 33156
Dear Jo h c1 :
M IAMO. 1A� MWA dd.edd, ul'ju
dub -:pry. ujod
August P0, 1987
Thank yew for your guidance and. leadership at our recent grants
workshop. All of the departments in the City were represented,
with approximately 60 employees participating over the two day
period.
I have studied your letter of August 6, 1987, in which you
outlined certain activities your firm would undertake on behalf
of the City in its pursuit of grants. There is -no doubt in my
mind that the City can improve its position as far as the number
of grants it rzceives. The intent• behind the workshop was to
begin to wove in that direction.
Although I understand the concept of recovery of grant -related
expenses from the grants themselves, there would be some initial
outlay of City funds to meet your stated monthly retainer. No
provision has been made in the budget for those expenditures. I -
am, therefore, not prepared to discuss a professional services
agreement with you at this time. Such an agreement would have
to be approved by the City Commission before I could take any
action.
Thank you again for your able participation in the grants
workshop.
Si411cely,
Cec c