HomeMy WebLinkAbout21-04 RESOLUTIONRESOLUTION NO. 21-04
A RESOLUTION APPROVING A MEMORANDUM OF
AGREEMENT WITH VAN SCOYOC ASSOCIATES
AND A BUDGET ADJUSTMENT IN THE AMOUNT OF
$85,000.00 TO PROVIDE CONSULTING LEGISLATIVE
SERVICES IN THE AMOUNT OF $75,000.00, PLUS
EXPENSES UP TO $10,000.00
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS•
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby
approves the attached Memorandum of Agreement with Van Scoyoc Associates for
consulting legislative services in the amount of $75,000.00, plus up to $10,000.00 in
expenses.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby
approves a budget adjustment in the amount of $85,000.00 attached as Exhibit B.
• ip,YETrek
PASSED and APPROVED this the 3`d day of February, 2004.
=TEST:
By:Ank—
S DRA SMITH, City Clerk
APPROVED:
By 4 .L.'J
DAN COODY, Mayor
• •
MEMORANDUM OF AGREEMENT
Agreement. The City of Fayetteville hereby retains Van Scoyoc Associates,
Inc (VSA) as consultants and advisors with regard to various legislative and
administrative matters.
Statement of Work. VSA will assist the City of Fayetteville and its personnel
in the following areas:
• Developing a program and strategy towards obtaining federal
appropriations and grants for Fayetteville's future economic viability.
• Analyzing and informing the City of contemplated legislative and
regulatory changes that may positively or negatively affect programs of
interest to the City.
• Educating Members of Congress and their staffs about Fayetteville
concerns or opportunities with respect to legislation or regulations.
• Building grassroots support of the projects to demonstrate local interest
by finding individuals and groups with goals similar to those of the City.
• Working with the relevant committees to secure enactment of the
legislative agenda or otherwise advance the interests of the City.
• Assisting in working with federal agencies and the federal administration
to identify, create and secure new federal grant and funding opportunities.
Lobby Disclosure Act. It is understood that VSA will be required to register on
behalf of the City of Fayetteville under the terms of the Lobbying and Disclosure
Act of 1995 (P.L. 104-65) and any subsequent laws or regulations.
Term. In consideration of the performance of these services, the City of
Fayetteville shall pay to VSA the sum of $6,250 per month for the period of
February 1, 2004 through January 31, 2005, for a total of $75,000 in retainer
expenses.
The City of Fayetteville further agrees to pay all reasonable costs and expenses
incurred by VSA in furtherance of its efforts on behalf of the City, including, but
not limited to, copies, facsimiles, couriers, telephone, local transportation and meals
directly attributable to those efforts VSA agrees that these expenses, exclusive of
out-of-town travel costs taken solely at the City's direction, shall not exceed
$10,000 during the contract term.
• •
Notice. The City of Fayetteville shall have the right to terminate this contract
after giving VSA 30 days advance written notice. Should the City exercise this
option, it agrees to pay VSA all outstanding retainer and expense costs owed
through the termination date.
VAN SCOYOC ASSOCIATES
By: /a Vit y_ Date: JP, )(la/
H. Stewart Van Scoyoc
President
CITY OF FAYETTEVILLE
By:
Dan Coody
Mayor
2
Date: Z-/ y
. City of Fayetteville, Arkansas.
Budget Adjustment Form
Budget Year-
2004
Department: General Govemment
Division: Miscellaneous
Program: Miscellaneous
Date Requested
2/3/2004
Adjustment Number
Project or Item Requested:
$85,000 is being requested in the Professional Services
account.
Project or Item Deleted:
None. $85,000 from the General Fund Use of Fund
Balance.
Justification of this Increase:
The funds are needed for the City of Fayetteville to enter
into a contract with Van Scoyoc Associates for Grant
Writing services. The amount of the contract is $75,000
with another $10,000 being requested for outside
reimbursable expenses.
Justification of this Decrease: •
In 2003, there was $6,636,816 in remaining funds not
being requested for re -budgeting that will go back to fund
balance for other future. uses.
The General Fund has sufficient funds available to comply
with City Policy.
Increase Budget (Decrease Revenue)
Account Name Account Number - Amount Project Number
Professional services
rAccount Name
Use of ,fund balance
1010 6600 5314 00 85,000
Decrease Budget (Increase Revenue)
Account Number Amount ProjectNumber
1010 0001 4999 99 85,000
Approval Signatures
Requested ByDate
udget Manager Date
Department Director Date
Finance & Internal
Mayor
rvices Director
Date
Z - cO.
Date
Budget.Office Use Only
Type: A
Date of Approval
Posted to General Ledger
Posted to Project Accounting
Entered in Category Log
Initial Date
Initial Date
Initial Date
Initial
Date
•
FAYETTEVILLE
THE CITY OF FAYETTEVILLE
DEPARTMENTAL CORRESPONDENCE
Date:
To:
From: Hugh Earnest
CAO
January 16, 2003
The Mayor and Council
Subject: A Resolution Authorizing the Mayor to Negotiate a Contract for Services
with Van Scoyoc Associates
Recommendation
The resolution authorizing the employment of the Van Scoyoc firm be approved
Background
For three years, the mayor, along with several city staff and others, have been visiting
with a number of firms that all claim to have a great deal of experience in securing
financial support from the federal government for a wide range of local and regional
issues. It became apparent in these conversations that the principal common denominator
among these firms was a high level of skill in grant writing. However, what we are
looking for in these meetings is a firm or an individual that could influence the
appropriation and authorization process in Washington and in so doing, secure for the
city monies specifically targeted at local issues In short, we need a Washington -based
firm that will enable us to more effectively and efficiently secure needed federal support
for Fayetteville.
Current Situation
In order to address this issue, city staff sent out a Request for Qualifications (RFQ) for
Federal Government Relations Representation and Consulting Services. The intent of
this particular effort was to locate a firm whose focus is on the development, in concert
with us, on a federal relations strategy that over time will result in better identifying,
seeking and winning federal funding for local priorities.
Discussion
The RFQ prepared by the city was sent out to a number of firms and was also placed on
the city web site. Three firms responded to the RFQ. They were:
• Finnegan and Associates Inc Little Rock, AR
• Randall Funding and Development Mill Valley, CA
• Van Scoyoc Associates Washington DC
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The three responses were evaluated through our normal procurement process by a Collis
Committee consisting of Ray Boudreaux, Gary Dumas, Hugh Earnest, Dean Collis Geren
and Robert Rhodes. Mrs. Peggy Vice serves on all committees as an ex -officio member.
After considerable discussion, it was the unanimous opinion of the committee that the
firm of Van Scoyoc Associates be recommended for employment by the city. It should
also be noted that this firm has been employed by the University for 3+ years and the
results, as measured by monies secured by the firm for the university, have been
excellent. Over the past three years the U of A experience has been as follows.
• 2002-$1,000,000
• 200343,000,000
• 200447,000,000 (This amount is not yet firm and depends on final action on
appropriation bills currently before congress.)
It will be necessary for the city to carefully negotiate a contract for services with the firm.
This can be accomplished in a very short time which will allow us to immediately begin
• the process with the council of identifying local priorities.
The firm uses a carefully detailed methodology in its approach to representing a client.
We have attached their response explaining the program proposed by them.
Budget Impact
The firm works on an annual retainer basis. Contracts are generally for one year, with a
90 day opt -out clause for both parties. The final price is subject to negotiation and is
contingent upon the detailed scope of work agreed to, the degree of difficulty in its
execution, and the amount of time it is expected to be required to fulfill the work. The
firm is proposing a retainer of $65,000 to $85,000 per year and understands that the
number is subject to negotiation In addition, the firm expects to have reasonable
expenses (e.g. long distance telephone, copying and travel) paid for by the client with
prior approval of the client if requested. The firm suggests that re-imbursements will not
exceed $10,000 on an annual basis.
I recommend that this expense, which we believe to be an excellent investment for the
future, to be taken out of the monies secured from the 540 sale that originally came form
economic development funds. As stated previously, the exact amount will be negotiated
and will be submitted for approval as part of a budget amendment.
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FAYETTEVILLE
THE CITY OF FAYETTEVILLE, ARKANSAS
DEPARTMENTAL CORRESPONDENCE
TO: Department Director's
FROM: Hugh Earnest
Chief Administrative Officer
DATE: February 19, 2004
RE• Van Scoyoc Associates, Inc.
Request for Qualifications and
Federal Government Relations' Services
•
VOA Lim('�6e.
son g
Attached please find a copy of Van Scoyoc Associates, Inc.
descriptions of how (VSA) will work with the City to help identify its
priorities for federal assistance and the strategies that will help capture the
needed funds
We will discuss how best to identify our priorities at the Monday staff
meeting.
Attachment
•
PART II: PROGRAM
Our approach to lobbying and advocacy has been tested by time and proven successful
regardless of subject area, political ideology or geographical location. The following
sections contain descriptions of how VSA will work with the City to help identify its
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priorities for federal assistance and the strategies that will help capture the needed
funds
1. Strategic Approach to Advocacy
VSA would undertake an extensive self -education process of all the major areas of
activity in which Fayetteville has specific needs. The City would determine the highest
priority items in areas such as public safety, housing, education, public
transportation/transportation and wastewater management. The goal is to assess
particular needs to develop not only a succinct priority list, but determine the inter-
relationship of specific projects and issues to develop the most innovative means
available through which to obtain federal funds. This is a back and forth process that
involves research and numerous revisions of supporting white papers, and will involve
both travel to Fayetteville to meet with the individuals who oversee various aspects of
running the City and the City's leadership. During the process of formulating your
requests to Congress it will also require constant communication via phone and e-mail
to ensure the process moves forward in an orderly manner.
Each client is assigned a principal who has the responsibility for ensuring that all client
needs are satisfied. In this case, Kevin Kelly is the principal point of contact. This
means that Kevin performs the bulk of the client work, but is also responsible for calling
on any additional VSA resources needed to assure maximum potential for success on
each identified priority.
In turn, VSA asks that its clients provide us with a single point of contact for our working
relationship. We then take responsibility for advising and informing that person of any
requests, communications or other developments from non -designated sources, and
ensuring that any actions we take are cleared through that point of contact. This
facilitates swift action, which can often be the difference between success and failure in
Washington.
2. Assessment of Fayetteville's Projects
Project Baseline. We would develop a candidate list of projects from this assessment,
giving the City a baseline of potential opportunities from which to choose, identifying
both the potential fund source and most importantly, the degree of difficulty in obtaining
funds. Great ideas are important, but they have little merit for federal advocacy unless
we can identify a critical path by which you can obtain funds — either through the
discretionary spending process or alternatively through a grant application process. In
this phase of the process, we would help the City identify candidate partners for a
particular project or program where possible.
White paper formulation. Once the candidate list of projects is decided — we would work
with the City to formulate a white paper for each project using a template (designed by
Kevin Kelly) for completion by the subject matter expert within the Fayetteville City
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Government and VSA personnel. This is a difficult and time consuming process, but
often times proves to be the linchpin in making success possible because it is here that
we take the conceptual idea and convert it to a politically attractive proposal that
articulates both the need for funds and the practical benefits as a result of a federal
investment.
Project data production. We compile the candidate projects into an attractive booklet
that distinctively articulates the City's priorities, in priority order. As part of this effort, we
help the City craft the appropriate messages that create several overarching themes
that can be presented to stakeholders and policy makers in Washington. This process
would include making all of the City's appropriations projects "camera ready" for the
Arkansas Congressional Delegation, identifying all of the details needed for asking for
funds in a particular appropriations bill and supplying all the data necessary (e.g , draft
letters & forms required by various Appropnations Subcommittees) to the appropriate
Congressional offices.
Direct advocacy. Finally, after the completion of these four stages of the process (by
not later than mid-February of next year), we would develop and execute a contact plan
with the relevant decision makers in the Congress and the Executive Branch done in a
carefully coordinated way with the Mayor's Office. This would involve at least one
Washington "fly in" day by the Mayor and other designated senior officials to present
these initiatives, as well as a series of coordinated contacts with the appropriate
decision makers and/or their staff in a variety of venues over the remaining months of
the calendar year.
3. Strategic Services
The VSA team is especially well positioned to provide the federal legislative and
regulatory services necessary to improve the City's economy and quality of life. In
particular, we can assist you with the development and implementation of an in-depth
government relations' strategy with emphasis on securing funding for locally identified
priorities. We cannot provide a specific set of milestones and strategies for projects we
do not have, but believe we have provided you with a description of how we help you
evaluate the best candidate projects for support. Once we have a specific list of
projects we want your Members of Congress to support, it will be much easier to lay out
such a plan along with milestones and the step by step strategy for engaging your
Members and ensunng they fight for your priorities when it really counts The following
describes the basic set of services that you need in your legislative toolbox to succeed
and that VSA provides:
Strategic Intelligence
We view ourselves as our clients' "eyes and ears" in Washington — meaning we provide
timely information to clients on all legislative and budgetary issues of potential concern.
VSA provides up-to-the-minute information and analysis on a wide array of issues
before our clients read about them in the newspaper. We spot short- and long-term
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funding trends and emerging issues in areas of interest to Fayetteville long before they
become apparent. We work with Members of Congress, their staffs, and officials at the
federal departments and agencies to identify budget and policy priorities and, in that
context, help shape the legislative strategy that is most appropriate for Fayetteville and
most conducive to our chances to succeed on your behalf. We also monitor the
activities of national organizations such as the U.S. Conference of Mayors and the
National League of Cities to effectively promote Fayetteville's agenda.
VSA's extensive client base includes public and private entities that could become
strategic partners with the City of Fayetteville to invest in local businesses and/or to
enhance the political strength of a project. VSA represents major research universities
(such as Arkansas); small and medium-sized businesses, Fortune 500 companies, and
major research institutions that can invest in Fayetteville and strengthen the
community's research infrastructure and can partner with the City of provide additional
political support for a priority.
Strategic Planning and Counsel
For VSA, strategy development is a key factor in achieving results. VSA provides
strategic planning and up -front counseling to maximize the client's opportunity for
success. It is vitally important to develop a clear understanding of program (not
lobbying) objectives prior to presenting any projects to the Florida Congressional
Delegation or a Congressional Committee. VSA will spend a significant amount of time
meeting with the City officials to learn exactly what its priorities are. Without this, the
effort is immeasurably more difficult and problematic. We will then assist in creating a
strategic plan as a framework for pursuing Fayetteville's legislative agenda. This
strategic advice and planning process is an intensive, ongoing effort, and we are in
contact with our clients on a frequent basis.
Strategic Partnerships
VSA s extensive client base includes public and private entities that could become
strategic partners with the City of Fayetteville to invest in local businesses and/or to
enhance the political strength of a project. VSA represents major research universities
(such as Arkansas); small and medium-sized businesses, Fortune 500 companies, and
major research institutions that can invest in Fayetteville and strengthen the
community's research infrastructure and can partner with the City of provide additional
political support for a priority.
Development and Implementation of Legislative Strategy
In close consultation with the community, VSA will develop and implement an
appropriate strategy for its legislative priorities. Through our collective experience of
working with the principal members and staff of the Arkansas Congressional Delegation,
the House and Senate Appropriations Committees and key authorizing committees,
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4. Addressing Conflicts of Interest
We perceive no conflicts of interest in representing the City with any of either Kevin
Kelly's other clients or the other clients represented by VSA. Kevin has only one other
municipality he represents, the City of Baltimore, and we seek the assistance of only the
Maryland congressional delegation for their needs. The only Arkansas based client
Kevin has is. the University of Arkansas, and we believe there may be some significant
opportunity for partnering with the University in the areas of economic development and
recreational opportunities. We represent no Arkansas companies or business interests
on which we might have a conflict with the City.
We make every effort at Van Scoyoc Associates to keep colleagues regularly informed
of the projects on which we are working to provide an early warning system to avoid
conflicts of interests. Should a potential conflict arise, we would deal with it directly and
straightforwardly, taking every effort to resolve the matter in a way satisfactory to both
clients. Normally, these matters are personally addresses by Mr. Van Scoyoc with the
individual Vice Presidents responsible for individual clients.
5. Availability
For VSA, strategy development is a key factor in achieving results and it requires
maximum communication with the client. VSA provides strategic planning and up -front
counseling to maximize the client's opportunity for success. It is vitally important to
develop a clear understanding of program (not lobbying) objectives prior to presenting
any projects to the Arkansas Congressional Delegation or a Congressional Committee.
VSA will be available for travel when requested and spend a significant amount of time
meeting with the City officials to learn exactly what its priorities are. Without this, the
effort is immeasurably more difficult and problematic. We will then assist in creating a
strategic plan as a framework for pursuing Fayetteville's legislative agenda. This
strategic advice and planning process is an intensive, ongoing effort, and we are in
contact with our clients on a frequent basis. With proper notice to schedule meetings,
we are also always available here in Washington for meetings when City officials travel
here. Lastly, our offices are always available for City officials when they travel to
Washington regardless of whether you want to meet specifically with us or not —
consider it a home away from home — you have the use of our facilities whenever you
need a temporary office base in Washington
6. List of Services Provided
The list of core services offered. by VSA to represent the City, including the Strategic
Services listed in Section 3, is as follows:
• Assisting in developing a program and strategy towards obtaining federal
appropriations and grants for Fayetteville's future economic viability;
• Analyze and inform the City of contemplated legislative and regulatory changes
that may positively or negatively affect programs of interest to the City.
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•
•
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VSA can identify and convey effectively the community's message to the Members and
staff best positioned to listen to and advance the City's priorities.
Legislative Advocacy
This is the core competency and primary responsibility of any Washington -based
government relations firm, and it is almost impossible to achieve maximum success in
the advocacy phase without a foundation built on strategic intelligence, advice, and
planning. During this phase of the effort, we will assist the city in implementing its
strategic plan, including:
• Assisting in developing a program and strategy for Fayetteville future economic
viability;
• Educating Members of Congress and their staffs about Fayetteville concerns or
opportunities with respect to legislation or regulations;
• Identifying congressional advocates for specific projects;
• Building grass roots support of the projects to demonstrate local interest;
• Working with the relevant committees to secure enactment of the legislative
agenda or otherwise advance the interests of the City;
• Drafting necessary bill and report language for appropriations and authorization
bills;
• Identifying the legislative vehicles in which to place requisite language;
• Preparing presentations for Members of Congress, their staffs, and Executive
Branch officials, including talking points, white papers, and request letters; and
• Scheduling meetings on Capitol Hill and in Washington, D.C., with key Members
of Congress, personal staff, Committee staff, and Agency heads, and
accompanying County officials to those meetings for technical and logistical
support.
Technical Assistance
VSA will assist in the technical aspects of the legislative and regulatory process,
including legislative drafting as needed and analyzing relevant federal proposals, writing
articles for publication, and preparing briefings or updates for dissemination to City
officials.
New Opportunities and Crisis Management
VSA prides itself on an ability to identify opportunities and changing circumstances in
advance and to move quickly to position our clients for success. In Washington, time is
of the essence It is important to be able to identify a potential or genuine problem and
provide a solution quickly. In short, we help you develop a "SWAT team" capability in
your advocacy arsenal to respond to emerging threats.
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• Educating Members of Congress and their staffs about. Fayetteville concerns or
opportunities with respect to legislation or regulations;
• Identifying congressional advocates for specific projects;
• Building grassroots support of the projects to demonstrate local interest by
finding individuals and groups with goals similar to those of the City;
• Meet with, and/or brief City officials as needed to apprise them of the current
status of the City's federal objectives and to coordinate strategy to achieve those
objectives;
• Working with the relevant committees to secure enactment of the legislative
agenda or otherwise advance the interests of the City;
• Drafting necessary bill and report language for appropriations and authonzation
bills;
• Identifying the legislative vehicles in which to place requisite language;
• Assist in working with federal agencies and the federal administration to identify,
create and secure new federal grant and funding opportunities;
• Assist in the technical aspects of the legislative and regulatory process, including
legislative drafting as needed and analyzing relevant federal proposals, writing
articles for publication, and preparing briefings or updates for dissemination to
City officials.
• Meet with and prepare City officials for presentations for Members of Congress,
their staffs, and Executive Branch officials, including talking points, white papers,
and request letters; and
• Scheduling meetings on Capitol Hill and in Washington, D.C.,.with key Members
of Congress, personal staff, Committee staff, and Agency heads, and
accompanying City officials to those meetings for technical and logistical support.
NAME OF FILE:
CROSS REFERENCE:
Item #
Date
•
Resolution No. 21-04
w/Memorandum of Agreement & budget adjustment
Document
1
2.3.04
Alderman Agenda Request form
Directors
draft
resolution
of Part II: Program
memo to mayor & city council
staff review form
memo to mayor & city council
VSA - Part II: Program
2
2.9.04
memo to Dan Goody
NOTES.
2.19.04
memo to Department
Directors
copy
of Part II: Program
•
AL)PRMAN AGENDA REQUES.ORM
FOR: COUNCIL MEETING OF FEBRUARY 3, 2004
FROM:
MAYOR DAN COODY
ORDINANCE OR RESOLUTION TITLE AND SUBJECT:
A RESOLUTION APPROVING A MEMORANDUM OF AGREEMENT WITH VAN
SCOYOC ASSOCIATES AND A BUDGET ADJUSTMENT IN THE AMOUNT OF
$85,000.00 TO PROVIDE CONSULTING LEGISLATIVE SERVICES IN THE AMOUNT OF
$75,000.00, PLUS EXPENSES UP TO $10,000.00
APPROVED FOR AGENDA:
//2-C `f
Dan oody, Mayor A Date
q(
City Attorney (as to form) Date
•
• •
RESOLUTION NO.
A RESOLUTION APPROVING A MEMORANDUM OF
AGREEMENT WITH VAN SCOYOC ASSOCIATES
AND A BUDGET ADJUSTMENT IN THE AMOUNT OF
$85,000.00 TO PROVIDE CONSULTING LEGISLATIVE
SERVICES IN THE AMOUNT OF $75,000.00, PLUS
EXPENSES UP TO $10,000.00
BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF
FAYETTEVILLE, ARKANSAS:
Section 1: That the City Council of the City of Fayetteville, Arkansas hereby
approves the attached Memorandum of Agreement with Van Scoyoc Associates for
consulting legislative services in the amount of $75,000.00, plus up to $10,000.00 in
expenses.
Section 2: That the City Council of the City of Fayetteville, Arkansas hereby
approves a budget adjustment in the amount of $85,000.00 attached as Exhibit B.
PASSED and APPROVED this the 3`d day of February, 2004.
APPROVED: ®��
'OltBy:
ATTEST:
By:
SONDRA SMITH, City Clerk
DAN COODY, Mayor
STAFFEW FORM - NON-FINANCIAL OBLATION
X AGENDA REQUEST
For the Fayetteville City Council Meeting of: February 3, 2004
FROM:
Hugh Eamest
Name
Administration Chief Administrative Officer
Division Department
ACTION REQUIRED: Approval of Resolution authorizing the Mayor to negotiate a contract for services with Van
Scoyoc Associates, to obtain financial support from the federal govemment and to address and calculate
regional issues.
3WM1ARY EXPLANATION:
STAFF RECOMtIENDATION:
Received in Mayor's Office
Div' 'on Head Date Date
C' y Attorney Date
Department Director Date
Finance s Internal Services Dir.
Date
Chief Admistrative Officer Date
Mayor Date
Cross Reference:
Previous Ord/Res#:
Orig. Contract Date:
Orig. Contract Number:
New Item: Yes No
FAYETTESLLE
THE CITY OF FAYETTEVILLE, ARKANSAS
•
Date: January 29, 2004
To: The Mayor and Council
From:
Hugh Earnest
CAO
Subject: Information on Van Scoyoc
The attached information submitted by Van Scoyoc as part of their response to our
Request for Qualifications is an excellent summation of the process used by the company.
The six facets of their program thoroughly details their methodology and approach to
working within the Federal system.
113 WEST MOUNTAIN 72701 501 521-7700
FAX 501 575-8257
•
PART II: PROGRAM
Our approach to lobbying and advocacy has been tested by time and proven successful
regardless of subject area, political ideology or geographical location. The following
sections contain descriptions of how VSA will work with the City to help identify its