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HomeMy WebLinkAboutItem 14 - Authorization to amend the contract with Catalyst Consulting Department Name: Administration Cost Center: 1001 For Agenda of: August 18, 2020 Placement: Consent Estimated Time: N/A FROM: Derek Johnson, City Manager Prepared By: Victoria Tonikian, Interim Executive Assistant to the City Manager / Fiscal Officer SUBJECT: AUTHORIZATION TO AMEND THE CURRENT CONTRACT FOR CHANGE MANAGEMENT AND ECONOMIC RECOVERY TO INCLUDE PROJECT MANAGEMENT AND EXPERTISE RELATED TO DIVERSITY, EQUITY, AND INCLUSION RECOMMENDATION Authorize the City Manager to execute a contract amendment (Attachment A) in the amount of $76,025 with Catalyst Consulting to support facilitation and support services as it is related to the Diversity, Equity, and Inclusion Task Force (DEI -TF). DISCUSSION In 2019 the City embarked on a multi-phased project to achieve an organizational structure to best position the City to efficiently meet the needs of its community into the future; and allow for both effective and efficient governance and operational innovation. To facilitate an efficient and effective reorganization and “creation” of a highly functional Community Services Group – transitional resources were obtained through a one-year contract with Catalyst Consulting for services focused on organizational change management. In May of 2020, the contract with Catalyst Consulting was authorized for extension to the end of June 30, 2021 and an additional service focused on the Meta Goal of Economic Recovery and Resiliency and Fiscal Health Contingency was added to the scope of services the current contract (Attachment B) includes the services of: 1. Economic Recovery 2. Change Management – Community Services Department 3. Change Management, Adoption & Support 4. Option Generation 5. Implementation 6. On-Going Assessment & Support In addition to the services listed above, it is the recommendation of staff to amend the current contract with Catalyst Consulting to include project management, advising and consultation in relation to the creation and goals of the DEI-TF. Item 14 Packet Page 165 Background At the July 7, 2020 City Council meeting, the City Council approved the creation of a Diversity, Equity, and Inclusion Task Force (DEI-TF) as part of a wider effort to help make the City an inclusive and safe community for everyone. The Task Force will be led by Mayor Harmon and Council Member Erica A. Stewart and will be comprised of a total of 11 to 13 members of the community. Appointments to the DEI-TF are scheduled to occur on September 1, 2020. The objectives (Attachment C) of the DEI-TF are to: 1. Support the work of DE&I Providers that support marginalized communities with directed funding for proven or promising impactful, sustainable projects. 2. A framework / potential scope for a 2021-23 DE&I-focused Major City Goal. 3. Provide a recommendation on the role and function of the Human Relations Commission in relation to DE&I efforts While staff assistance will be provided by the City Manager, a day-to-day project manager with particular knowledge, understanding, and expertise of the City and a DEI expert are both needed to ensure that the efforts of the Task Force are guided thoughtfully and through the lens of DEI while completing the objectives and outcomes of the Task Force. It is staff’s recommendation to amend the current contract with Catalyst Consulting due to the nature and immediate need of this project as a top priority for the City Council as well as the expertise Dale Magee and Beya Montero-Makekau can provide in this area. As highlighted in the proposed scope of services, (Attachment D) Dale McGree is a Prosci1-certified change practitioner and strategic planner, process designer, and professional facilitator; Beya Montero - Makekau is the Interim Director of Student Affairs for Diversity & Inclusion at Cal Poly San Luis Obispo and has extensive experience as an inclusivity consultant. Scope of Services Should the contract with Catalyst Consulting be amended to include the additional scope of services, the City will retain both Dale Magee and Beya Montero-Makekau to consult throughout the end of June 2021. While initially staff estimated needing to only contract with an inclusivity consultant, after reviewing the scope and level of support needed by the Task Force, it became quickly clear that the effort required more time than the City Manager had available and that a project manager is required to manage the effort and ensure that the level and quality of work is meeting the priority level set forth by the City Council. 1 Certification in the knowledge, skills and tools to drive successful change initiatives—no matter how complex or urgent. Item 14 Packet Page 166 Project Management As highlighted in Attachment D, Dale Magee of Catalyst Consulting is the proposed consultant for Project Management. Under the direction of the City Manager, Dale will serve as the lead coordinator for the DEI-TF. Dale’s role in the projects will vary as needed for specific activities. Examples of specific roles include advisor, lead, facilitator , planner, or supporting position. Dale has extensive expertise and knowledge of City departments and organizational structure which will aid in the implementation of the DEI-TF’s goals in a timely and thorough manner. DEI Expertise As highlighted in Attachment D, Beya Montero-Makekau will be retained as a sub-contractor for Catalyst Consulting to provide subject matter expertise, advising, and consultation. Beya is the Interim Director of Student Affairs for Diversity & Inclusion at Cal Poly San Luis Obi spo. Beya will serve as a member of the selection committee for the DEI -TF members, aid in facilitation and content development of a share understanding/focus of equity and inclusion as it relates to Task Force Responsibility. Additionally, Beya will lead the development of the Notice of Funding Availability (NOFA), serve as a subject matter expert and provide recommendations to the City as they pertain to advancing diversity, equity and inclusion throughout the community. Previous Council or Advisory Body Action At the July 7, 2020 City Council meeting, the Council approved the creation of a Diversity, Equity, and Inclusion Task Force as part of a wider effort to help make the City an inclusive and safe community for everyone. The creation of the DEI -TF highlighted the priority of the City Council to commit resources to advancing diversity, equity and inclusion throughout the City of San Luis Obispo. Policy Context The City’s purchasing policy designates professional work provided to the City by specially trained and experienced individuals or firms regarding economic, financial, engineering, planning, architectural, environmental, legal or administrative matters as Consulting Services. For contracts with a total cost greater than $100,000, approval is required by the City Council in the form of a Council Agenda Report. Because existing services are being augmented and the total work by Catalyst Consulting will exceed $100.000, this contract is being brought to the Council for review. Public Engagement No public engagement was conducted as this is considered to be an administrative item, however, extensive public engagement will be done through the work of the DEI -TF. ENVIRONMENTAL REVIEW The California Environmental Quality Act does not apply to the recommended action in this report, because the action does not constitute a “Project” under CEQA Guidelines Sec. 15378. Item 14 Packet Page 167 FISCAL IMPACT Budgeted: Yes Budget Year: 2020-21 Funding Identified: Yes Fiscal Analysis: Funding Sources Total Budget Available Current Funding Request Remaining Balance Annual Ongoing Cost General Fund - DEI $160,000 $40,000 $120,000 N/A General Fund – V&C $175,842 $36,025 $139,817 N/A State Federal Fees Other: Total $335,842 $76,025 $259,817 N/A During the adoption of the 2019-21 Financial Plan Supplement and 2020-21 Budget, the City Council allocated a total of $160,000 towards the advancement of Diversity, Equity, and Inclusion in the City of San Luis Obispo. This proposal recommends utilizing $40,000 of that budget to fund the diversity expertise required to assist the task force. The remining $36,025 for project management is recommended to be funded through available Ventures and Contingency funds. ALTERNATIVES 1. Do not move forward with amending the contract with Catalyst Consulting and instead have staff complete the proposed Scope of Services. This is not advised as there are numerous competing priorities of the City Manager which will provide difficult to ensure that the quality of work that is expected will be completed within the approved timeline. 2. Do not move forward with amending the contract with Catalyst Consulting and instead select a different consultant to complete this work. This is not advised as Catalyst Consulting provides two expert consultants with ties and experience within the City of San Luis Obispo and the greater community. 3. Do not utilize the recommended funding sources to fund this contract amendment . This is not advised as this specific task was not budgeted during the budget supplement. Staff has concluded an analysis of various funding sources and believes the recommended funding sources to be the most appropriate. Item 14 Packet Page 168 Attachments: a - Catalyst Consulting Contract Amendment b - Catalyst Consulting Contract Agreement dated 05/28/2020 c - Diversity, Equity, and Inclusion Task Force Overview d - Catalyst Consulting Proposed Scope of Work Item 14 Packet Page 169 AMENDMENT TO AGREEMENT NO. 2 THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on _______________by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, herein after referred to as City, and Catalyst Consulting, hereinafter referred to as Contractor. WITNESSETH: WHEREAS, on 5/14/2019 the City entered into an Agreement with Contractor for change management consulting services; and WHEREAS, on 5/28/2020 the City amended Agreement No. 1 to extend the contract term for a period of one year concluding on 6/30/2021; and WHEREAS, the City and Contractor desires to amend the agreement to include an additional scope of services as it pertains to project management and diversity expertise and Contractor has submitted a proposal for this purpose that is acceptable to the City. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows: 1. The agreement is hereby amended as set forth in Exhibit A attached hereto. 2. All other terms and conditions of the Agreement remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first written above. ATTEST: CITY OF SAN LUIS OBISPO ____________________________________ By: ____________________________________ City Clerk Mayor APPROVED AS TO FORM: CONTRACTOR _____________________________________ By: ____________________________________ City Attorney Item 14 Packet Page 170 AMENDMENT TO AGREEMENT NO. 1 THIS AMENDMENT TO AGREEMENT is made and entered in the City of San Luis Obispo on ______________, by and between the CITY OF SAN LUIS OBISPO, a municipal corporation, herein after referred to as City, and Catalyst Consulting, hereinafter referred to as Contractor. WITNESSETH: WHEREAS, on 5/14/2019 the City entered into an Agreement with Contractor for change management consulting services; and WHEREAS, the City and Contractor do hereby mutually agree to extend the contract term for a period of one year concluding on 6/30/2021 and Contractor has submitted a proposal for this purpose that is acceptable to the City. NOW THEREFORE, in consideration of their mutual promises, obligations and covenants hereinafter contained, the parties hereto agree as follows: 1.The agreement is hereby amended to include the updated contract term to June 30, 2021, amended scope of work attached hereto as exhibit A, and updated standard terms and conditions (Attachment A to the original agreement), attached hereto as exhibit B. 2.All other terms and conditions of the Agreement remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have caused this instrument to be executed the day and year first written above. CITY OF SAN LUIS OBISPO By: ____________________________________ City Manager APPROVED AS TO FORM: CONTRACTOR _____________________________________ By: ____________________________________ City Attorney Item 14 Packet Page 171 P.O. Box 324  Santa Margarita, CA 93453  805.440.8588  Info@CatalystConsulting.biz PROPOSAL for SERVICE AGREEMENT EXTENSION from CATALYST CONSULTING SCOPE of WORK Change Management Facilitation Economic Recovery Support Submitted May 29, 2020 Client l Project City of San Luis Obispo l Organization of the Future Project Timeline: July 1, 2020 – June 30, 2021 Services Provided: Under direction of Assistant City Manager (“Sponsor”), Dale Magee (“Consultant”) will serve as change management facilitator for the Organization of the Future (“Project”), with focus on supporting economic recovery efforts in response to the COVID-19 pandemic. Consultant is a Prosci-certified change practitioner and proven strategic planner; role in the project will vary as needed for specific activities - advisor, lead, co-facilitator, planner, or supporting position. Activities to include: 1)Economic Recovery. Assist in the implementation of the Road Map to Recovery plan and the execution of the strategies and objectives. Strategic support to the City Manager, the Assistant City Manager, and the Economic Recovery Branch. Create and administer business and community-input processes (surveys, interviews, virtual focus groups). 2)Change Management – Community Services Department. Facilitate planning within and between Community Services departments as they refocus priorities and processes, and implement economic recovery practices. Assist in designing organization changes. Provide coaching and recommendations to leadership and teams. 3)Change Management, Adoption & Support – Employees. Facilitate employee outreach and input activities to increase awareness and understanding of the City’s economic recovery priorities, and gather information to create an optimal organization functions and models. Provide proven activities to strengthen adoption of new organization structures and operations. 4)Option Generation. Support Sponsor in developing reorganization and operating models that are centered on achieving the City’s meta-goal and designing an optimized Community Services Department. 5)Implementation. Assist in implementation and integration of the changes. 6)On-Going Assessment & Support. Maintain contact with Stakeholders throughout Project’s lifespan to ensure understanding, input, early troubleshooting, and desired outcomes. EXHIBIT A Item 14 Packet Page 172 P.O. Box 324  Santa Margarita, CA 93453  805.440.8588  Info@CatalystConsulting.biz Fee: • $85/hour, plus materials beyond common office supplies (e.g. meeting supplies, photocopying large volume of documents, print and presentation materials, etc.). • Not to exceed 1,040 total hours between July 1, 2019 – June 30, 2021. Additional hours require Sponsor’s consent and revised service contract. • Mileage to San Luis Obispo City offices included. Mileage to other locations will be charged at $0.58/mile. Final services and terms will be determined after client’s review and any requested adjustments. Thank you for the opportunity to continue this work with the City of San Luis Obispo. Item 14 Packet Page 173 EXHIBIT B GENERAL TERMS AND CONDITIONS 1. Insurance Requirements. The Contractor shall provide proof of insurance in the form, coverages and amounts specified in Section E of the City’s Request for Proposal referenced in paragraph 2 of the Agreement, unless changes are otherwise approved and agreed to in writing between the parties. If the Agreement is entered into outside of a Request for Proposal, Contractor shall provide proof of insurance in the form in the form coverages and amounts specified in Exhibit B 2. Business License & Tax. The Contractor must have a valid City of San Luis Obispo business license & tax certificate before execution of the contract. Additional information regarding the City’s business tax program may be obtained by calling (805) 781-7134. 3. Ability to Perform. The Contractor warrants that it possesses, or has arranged through subcontracts, all capital and other equipment, labor, materials, and licenses necessary to carry out and complete the work hereunder in compliance with all federal, state, county, city, and special district laws, ordinances, and regulations. 4. Laws to be Observed. The Contractor shall keep itself fully informed of and shall observe and comply with all applicable state and federal laws and county and City of San Luis Obispo ordinances, regulations and adopted codes during its performance of the work. 5. Payment of Taxes. The contract prices shall include full compensation for all taxes that the Contractor is required to pay. 6. Permits and Licenses. The Contractor shall procure all permits and licenses, pay all charges and fees, and give all notices necessary. 7. Safety Provisions. The Contractor shall conform to the rules and regulations pertaining to safety established by OSHA and the California Division of Industrial Safety. 8. Public and Employee Safety. Whenever the Contractor’s operations create a condition hazardous to the public or City employees, it shall, at its expense and without cost to the City, furnish, erect and maintain such fences, temporary railings, barricades, lights, signs and other devices and take such other protective measures as are necessary to prevent accidents or damage or injury to the public and employees. 9. Preservation of City Property. The Contractor shall provide and install suitable safeguards, approved by the City, to protect City property from injury or damage. If City property is injured or damaged resulting from the Contractor’s operations, it shall be replaced or restored at the Contractor’s expense. The facilities shall be replaced or restored to a condition as good as when the Contractor began work. 10. Immigration Act of 1986. The Contractor warrants on behalf of itself and all Item 14 Packet Page 174 subcontractors engaged for the performance of this work that only persons authorized to work in the United State pursuant to the Immigration Reform and Control Act of 1986 and other applicable laws shall be employed in the performance of the work hereunder. 11. Contractor Non-Discrimination. In the performance of this work, the Contractor agrees that it will not engage in, nor permit such subcontractors as it may employ, to engage in discrimination in employment of persons because of age, race, color, sex, national origin or ancestry, sexual orientation, or religion of such persons. 12. Work Delays. Should the Contractor be obstructed or delayed in the work required to be done hereunder by changes in the work or by any default, act, or omission of the City, or by strikes, fire, earthquake, or any other Act of God, or by the inability to obtain materials, equipment, or labor due to federal government restrictions arising out of defense or war programs, then the time of completion may, at the City’s sole option, be extended for such periods as may be agreed upon by the City and the Contractor. In the event that there is insufficient time to grant such extensions prior to the completion date of the contract, the City may, at the time of acceptance of the work, waive liquidated damages that may have accrued for failure to complete on time, due to any of the above, after hearing evidence as to the reasons for such delay, and making a finding as to the causes of same. 13. Payment Terms. The City’s payment terms are 30 days from the receipt of an original invoice and acceptance by the City of the materials, supplies, equipment, or services provided by the Contractor (Net 30). 14. Inspection. The Contractor shall furnish City with every reasonable opportunity for City to ascertain that the services of the Contractor are being performed in accordance with the requirements and intentions of this contract. All work done, and all materials furnished, if any, shall be subject to the City’s inspection and approval. The inspection of such work shall not relieve Contractor of any of its obligations to fulfill its contract requirements. 15. Audit. The City shall have the option of inspecting and/or auditing all records and other written materials used by Contractor in preparing its invoices to City as a condition precedent to any payment to Contractor. 16. Interests of Contractor. The Contractor covenants that it presently has no interest, and shall not acquire any interest—direct, indirect or otherwise—that would conflict in any manner or degree with the performance of the work hereunder. The Contractor further covenants that, in the performance of this work, no subcontractor or person having such an interest shall be employed. The Contractor certifies that no one who has or will have any financial interest in performing this work is an officer or employee of the City. It is hereby expressly agreed that, in the performance of the work hereunder, the Contractor shall at all times be deemed an independent contractor and not an agent or employee of the City. 17. Hold Harmless and Indemnification. (a) Non-design, non-construction Professional Services: To the fullest extent permitted by Item 14 Packet Page 175 law (including, but not limited to California Civil Code Sections 2782 and 2782.8), Consultant shall indemnify, defend, and hold harmless the City, and its elected officials, officers, employees, volunteers, and agents (“City Indemnitees”), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of the Consultant’s performance or Consultant’s failure to perform its obligations under this Agreement or out of the operations conducted by Consultant, including the City’s active or passive negligence, except for such loss or damage arising from the sole negligence or willful misconduct of the City. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Consultant’s performance of this Agreement, the Consultant shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees their costs of defense, including reasonable legal fees, incurred in defense of such claims. (b) Non-design, construction Professional Services: To the extent the Scope of Services involve a “construction contract” as that phrase is used in Civil Code Section 2783, this paragraph shall apply in place of paragraph A. To the fullest extent permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8), Consultant shall indemnify, defend, and hold harmless the City, and its elected officials, officers, employees, volunteers, and agents (“City Indemnitees”), from and against any and all causes of action, claims, liabilities, obligations, judgments, or damages, including reasonable legal counsels’ fees and costs of litigation (“claims”), arising out of the Consultant’s performance or Consultant’s failure to perform its obligations under this Agreement or out of the operations conducted by Consultant, except for such loss or damage arising from the active negligence, sole negligence or willful misconduct of the City. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Consultant’s performance of this Agreement, the Consultant shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees their costs of defense, including reasonable legal fees, incurred in defense of such claims. (c) Design Professional Services: In the event Consultant is a “design professional”, and the Scope of Services require Consultant to provide “design professional services” as those phrases are used in Civil Code Section 2782.8, this paragraph shall apply in place of paragraphs A or B. To the fullest extent permitted by law (including, but not limited to California Civil Code Sections 2782 and 2782.8) Consultant shall indemnify, defend and hold harmless the City and its elected officials, officers, employees, volunteers and agents (“City Indemnitees”), from and against all claims, damages, injuries, losses, and expenses including costs, attorney fees, expert consultant and expert witness fees arising out of, pertaining to or relating to, the negligence, recklessness or willful misconduct of Consultant, except to the extent caused by the sole negligence, active negligence or willful misconduct of the City. Negligence, recklessness or willful misconduct of any subcontractor employed by Consultant shall be conclusively deemed to be the negligence, recklessness or willful misconduct of Consultant unless adequately corrected by Consultant. In the event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding arising from Consultant’s performance of this Agreement, the Consultant shall provide a defense to the City Indemnitees or at the City’s option, reimburse the City Indemnitees their costs of defense, including reasonable legal fees, incurred in defense of such claims. In no event shall the cost to defend charged to Consultant Item 14 Packet Page 176 under this paragraph exceed Consultant’s proportionate percentage of fault. However, notwithstanding the previous sentence, in the event one or more defendants is unable to pay its share of defense costs due to bankruptcy or dissolution of the business, Consultant shall meet and confer with other parties regarding unpaid defense costs. (d) The review, acceptance or approval of the Consultant’s work or work product by any indemnified party shall not affect, relieve or reduce the Consultant’s indemnification or defense obligations. This Section survives completion of the services or the termination of this contract. The provisions of this Section are not limited by and do not affect the provisions of this contract relating to insurance. 18. Contract Assignment. The Contractor shall not assign, transfer, convey or otherwise dispose of the contract, or its right, title or interest, or its power to execute such a contract to any individual or business entity of any kind without the previous written consent of the City. 19. Termination for Convenience. The City may terminate all or part of this Agreement for any or no reason at any time by giving 30 days written notice to Contractor. Should the City terminate this Agreement for convenience, the City shall be liable as follows: (a) for standard or off-the-shelf products, a reasonable restocking charge not to exceed ten (10) percent of the total purchase price; (b) for custom products, the less of a reasonable price for the raw materials, components work in progress and any finished units on hand or the price per unit reflected on this Agreement. For termination of any services pursuant to this Agreement, the City’s liability will be the lesser of a reasonable price for the services rendered prior to termination, or the price for the services reflected on this Agreement. Upon termination notice from the City, Contractor must, unless otherwise directed, cease work and follow the City’s directions as to work in progress and finished goods. 20. Termination. If, during the term of the contract, the City determines that the Contractor is not faithfully abiding by any term or condition contained herein, the City may notify the Contractor in writing of such defect or failure to perform. This notice must give the Contractor a 10 (ten) calendar day notice of time thereafter in which to perform said work or cure the deficiency. If the Contractor has not performed the work or cured the deficiency within the ten days specified in the notice, such shall constitute a breach of the contract and the City may terminate the contract immediately by written notice to the Contractor to said effect. Thereafter, neither party shall have any further duties, obligations, responsibilities, or rights under the contract except, however, any and all obligations of the Contractor’s surety shall remain in full force and effect, and shall not be extinguished, reduced, or in any manner waived by the terminations thereof. In said event, the Contractor shall be entitled to the reasonable value of its services performed from the beginning date in which the breach occurs up to the day it received the City’s Notice of Termination, minus any offset from such payment representing the City’s damages from such breach. “Reasonable value” includes fees or charges for goods or services as of the last milestone or task satisfactorily delivered or completed by the Contractor as may be set forth in Item 14 Packet Page 177 the Agreement payment schedule; compensation for any other work, services or goods performed or provided by the Contractor shall be based solely on the City’s assessment of the value of the work-in-progress in completing the overall work scope. The City reserves the right to delay any such payment until completion or confirmed abandonment of the project, as may be determined in the City’s sole discretion, so as to permit a full and complete accounting of costs. In no event, however, shall the Contractor be entitled to receive in excess of the compensation quoted in its proposal. Item 14 Packet Page 178 1 CITY of SAN LUIS OBISPO DE&I TASK FORCE OVERVIEW Approved by Council July 7, 2020 Timeline dates revised 07.10.20 Background This Council action stems from the work that began in June 2019, and is propelled by increased xenophobia, the Black Lives Matter protests, and the problems of systemic racism suffered by many, in many forms. We acknowledge that biases also adversely affect other marginalized groups in SLO. This Task Force is a commitment by the City to take local action on these longstanding problems by making recommendations to the City Council as outlined in this charter. Vision We envision a San Luis Obispo that is welcoming, inclusive, and safe. Our city values diversity, promotes equity and belonging, actively denounces systemic racism and discrimination, and actively works toward racial justice. Charter Advance diversity, equity, and inclusion (DE&I) in San Luis Obispo by engaging community leaders and change agents to: 1) Focus on activities that support marginalized racial, ethnic, and cultural groups. 2) Collect information and insight about advancing DE&I in San Luis Obispo. 3) Develop a notice of funding availability (NOFA) to support the DE&I work of proven organizations and best practices for change. 4) Provide guidance and a foundation for creating a 21-23 DE&I-focused Major City Goal. 5) Strengthen the focus and role of the City’s Human Relations Commission (HRC) to support the City’s vision. Outcomes 1) Support the work of DE&I Providers that support marginalized communities with directed funding for proven or promising impactful, sustainable projects. 2) A framework / potential scope for a 21-23 DE&I-focused Major City Goal. 3) Provide a recommendation on the role and function of the HRC in relation to DE&I efforts. Guiding SUPPORT DE&I efforts and organizations that support marginalized communities; Principles the City is not a subject matter expert. Research should incorporate work and input already done in this region and not burden people from unnecessarily retelling their stories and lived experiences. Community members and organizations can provide critical expertise and play a vital role in terms of leadership and give perspectives to fund systemic change in diversity, equity, and inclusion. COMMIT our resources to support efforts that have the potential for the highest impact. We acknowledge that MEANINGFUL and SUSTAINABLE change will happen over time; the City will support radical incrementalism for the long-term. FLEXIBILITY is needed; the initial charter may be modified in response to what is learned and to maximize impact. Item 14 Packet Page 179 2 Approach A Task Force of approximately 9-13 members with diverse community and organization representation, and varied perspectives, will work with City leadership to: 1) Further understand DE&I issues and what people are experiencing in SLO. Learn what is happening, what people are experiencing, how to be more inclusive, and how to make improvements towards a sense of welcoming and belonging. Understand issues, concerns, what’s missing, and what’s desired. 2) Determine target areas and priorities - the needs and gaps that the City should and could begin to address and improve, in partnership or otherwise support through funding. 3) Oversee a grant process focused on targeted areas and priorities. Create a NOFA, and administer the application and award-selection process. 4) Assist City staff in developing a scope of work for DE&I Major City Goal for 21- 23 Financial Plan. Proposed July 7, 2020 City Council Review and Authorization Timeline July 8 – Aug 3, 2020 Task Force recruitment Discovery - Learn needs, gaps, strengths Begin drafting NOFA Aug 11 – Aug 26, 2020 Interviews for Task Force members Aug 27, 2020 Applicants notified Sept 1, 2020 Member recommendations to City Council for approval Sept 3 – Nov 5, 2020 Task Force convenings Discovery continued; Learning sessions Determine target areas, priorities, areas City can most impact Finalize NOFA (grant application) Sept 14 – Oct 22, 2020 Release NOFA Oct 23 – Nov 5, 2020 Review grant applications; make selections Nov 17, 2020 Grantee recommendations to City Council Funds awarded Dec 3 – Jan 7, 2020 Major City Goal and HRC recommendations Task Force term is complete, unless extended by City Council For more information, please email Administration at DEI@SLOCity.org Item 14 Packet Page 180 3 1.Confirm Task Force Purpose •Task Force Development Committee [Mayor Heidi Harmon, Councilwoman Erica Stewart, Derek Johnson, project facilitator Dale Magee] clarifies purpose, end goals, process, expections, etc. •Focus: Racial, ethnic, cultural inequity and injustice •To Council for approval July 7, 2020 2. NOFA Creation •Grants could be used for small -medium -large efforts, short term -medium term -long term projects; and a variety of approaches. •Adopt "best fit" criteria: intersection of need x resources x impact •Administration to release NOFA 3. Discovery •Explore lived experiences, needs, gaps, and best way the City can help advance DE&I in the City of SLO •Glean expertise and recommendations from Task Force members & survey •Convene "listen and learn" sessions -various groups/indiviudals present to the Task Force (ex: 30 min presentations, focus on need and best way to help) 4. Findings, Determine Focus Areas •Task Force reviews input, information learned •Determine priority populations and impact areas -e.g. welcome, inclusion, belonging, equity, awareness, allyship -to fund 5. Proposal Review, Selection •Task Force and support review NOFA. Seek providers to address the identified needs and priorities •Potential option: partner w Community Foundation to adminster the process. Task Force members as the grant committee •Select grantees/awards; Grantees recommended to City Council 2. Recruit Task Force Members •City Clerk to oversee the recruitment process •Seeking members with expertise and/or lived experience, can help City understand the gaps/needs •Obtain recommendations for members from those in the field •Applicants recommended to City Council by Mayor, Councilmember Erica A. Stewart and a third party 5. Track Progress •Task Force reviews progress from grantees •Evaluate overall impact of the funding 6. HRC & MCG •Task Force & Staff develop Major City Goal for 21-23 (concurrent to work above) •Recommendations for the HRC Item 14 Packet Page 181 P.O. Box 324  Santa Margarita, CA 93453  805.440.8588  Info@CatalystConsulting.biz CATALYST CONSULTING PROPOSAL for ADDITIONAL SERVICES to CURRENT SCOPE of WORK July 30, 2020 Current Services: Change Management Facilitation Economic Recovery Support Added Services: DE&I Task Force - Coordination DE&I Task Force – Advising & Consultation Client l Project City of San Luis Obispo Project Timeline: July 1, 2020 – June 30, 2021 Services Provided: 01.Under direction of Assistant City Manager (“Sponsor”), Dale Magee (“Consultant”) will serve as change management facilitator for the Organization of the Future (“Project”), with focus on supporting economic recovery efforts in response to the COVID-19 pandemic. 02.Under direction of City Manager (“Executive Sponsor”), Dale Magee (“Consultant”) will serve as coordinator for the DE&I Task Force. Consultant will retain services of sub-contractor Beya Montero-Makekau (“SME”) to provide subject matter expertise, advising and consultation to the Task Force and City Leadership. Consultant is a Prosci-certified change practitioner and proven strategic planner, process designer, and professional facilitator. Role in the projects will vary as needed for specific activities - advisor, lead, facilitator, planner, or supporting position. SME is the interim director of Student Affairs for Diversity & Inclusion at Cal Poly San Luis Obispo. Activities to include: 1)Economic Recovery. Assist in the implementation of the Road Map to Recovery plan and the execution of the strategies and objectives. Strategic support to the City Manager, the Assistant City Manager, and the Economic Recovery Branch. Create and administer business and community-input processes (surveys, interviews, virtual focus groups). 2)Change Management – Community Services Department. Facilitate planning within and between Community Services departments as they refocus priorities and processes, and implement economic recovery practices. Assist in designing organization changes. Provide coaching and recommendations to leadership and teams. Item 14 Packet Page 182 P.O. Box 324  Santa Margarita, CA 93453  805.440.8588  Info@CatalystConsulting.biz 3)Change Management, Adoption & Support – Employees. Facilitate employee outreach and input activities to increase awareness and understanding of the City’s economic recovery priorities, and gather information to create an optimal organization functions and models. Provide proven activities to strengthen adoption of new organization structures and operations. 4)Option Generation. Support Sponsor in developing reorganization and operating models that are centered on achieving the City’s meta-goal and designing an optimized Community Services Department. 5)Implementation. Assist in implementation and integration of the changes. 6)On-Going Assessment & Support. Maintain contact with Stakeholders throughout Project’s lifespan to ensure understanding, input, early troubleshooting, and desired outcomes. 7)DE&I Task Force. a.Dale Magee: Develop the design and operational structure of the Task Force. Plan and coordinate activities of the Task Force. b.Beya Montero-Makekau: Serve as expert advisor and consultant to the Task Force. Full scope of work is enclosed, Attachment A. Fee: Dale Magee •$85/hour, plus materials beyond common office supplies (e.g. meeting supplies, photocopying large volume of documents, print and presentation materials, etc.) •Not to exceed 1,405 hours between July 1, 2019 – June 30, 2021 (net increase of 365 hours from current Service Agreement) •Additional hours require Sponsors’ consent and revised service contract •Mileage to San Luis Obispo City offices included. Mileage to other locations will be charged at $0.58/mile Beya Montero-Makekau •$125/hour •Not to exceed 360 hours ($45,000 total) •Additional hours require Sponsor’s consent and revised service contract Total Fee Increase to Service Agreement: $76,025 •$31,025 – Fee, Dale Magee •$45,000 – Fee, Beya Montero-Makekau •25% of fee increase to be paid at acceptance of this revision; net 30 •10% of fee to be retained until end of projects and submission of deliverables Final services and terms will be determined after client’s review and any requested adjustments. Thank you for the opportunity to continue this work with the City of San Luis Obispo. Item 14 Packet Page 183 2020 / 2 1 DEI TASK FORCE PROPOSAL THE CITY OF SAN LUIS OBISPO Mayor Heidi Harmon, Erica Stewart, Derek Johnson, Dale Magee Prepa red For P : 916-239-8952 E : mcmonter@calpoly.edu Beya Montero-Makekau Prepared By Attachment AItem 14 Packet Page 184 PROPOSAL 2020 / 21 2 PROJECT OBJECTIVE Advance diversity, equity, and inclusion (DE&I) in San Luis Obispo by engaging community leaders and change agents to: 1) Focus on activities that support marginalized racial, ethnic, and cultural groups. 2) Collect information and insight about advancing DE&I in San Luis Obispo. 3) Develop a notice of funding availability (NOFA) to support the DE&I work 4) Strengthen the focus and role of the City’s Human Relations Commission (HRC) PROPOSED SERVICES In serving as the project “advisor”, Beya Makekau will serve as a member of the selection committee for the DEI task force members. The advisor will aid in the facilitation and content development of a shared understanding/focus of equity and inclusion as it relates to this project and task force responsibilities. Additionally, the advisor will lead the development of the NOFA, serve as subject matter expert and lead discussions with the task force, assist in grant recipient selection, and provide recommendations to City DELIVERABLES Below is a list of deliverables to be completed by the “advisor”: • Task Force (TF) Member selection – participate in the review of applications, interview, final selection. • NOFA development. • Serve as subject matter expert and advisor to the TF- co-create meeting agendas, lead meeting topics, develop curriculum, recruit guest speakers, support mission, level set knowledge related to equity and best practices.". • Assist in grant recipient selections. • Provide advice and consultation during and in between meetings to TF and City leadership in addition to the Major City Goal. Below is a breakdown of the project objective, proposed services, project dates, and deliverables. Each section maps out the shared understanding of the scope of this project and the role of the consultant/advisor. PROPOSAL DETAILS PROJECT DATES August 03 2020 through June 16th 2021 This project has the potential for follow up action in the form of additional consultation and survey development. In the event that is requested a revision of this proposal would be required. Attachment AItem 14 Packet Page 185 PROPOSAL 2020 / 21 3 PROPOSAL COST BREAKDOWN 01. TASK FORCE & NOFA DEVELOPMENT 02. TASK FORCE FACILITATION & MEETING DEVELOPMENT 03. CONSULTING 20-25 hours reviewing applicants for DEI Task Force 08/03 - 08/07 $125/hr 10-15 hours per week for TF meetings and NOFA developments 08/31- 01/08 **19 WEEKS TOTAL Additional 10-15 hours for grant applicant review during the week of 8/26 10-15 hours for HRC review, and additional project consulting/development $125/hr TOTAL: TOTAL $38,000.00 - $60,625 TOTAL: $25,000 – $37,500 $125/hr $125/hr TOTAL: $6,250 - $7,500 10-15 hours Task Force interviews and NOFA research 08/10 - 8/14 W 20 hours NOFA development & Task Force prep 08/17 - 8/28 W $125/hr $125/hr Beya Makekau will manage time and costs as to not exceed the total project range. If unanticipated activities or changes arise, Beya Makekau will work with client to determine best approach moving forward. Final services and terms will be determined after client’s review and adjustment. Thank you for this opportunity to work with City leadership on advancing diversity, equity, and inclusion initiatives in San Luis Obispo. 2-5 hours a week for consultation and review as it relates to the Major City Goal 01/15 – 06/16 **22 WEEKS TOTAL ** If the project exceeds maximum hours listed per the client’s request, the ongoing rate per hour would be $125/hr and the City would work with consultant to provide additional resources. $6,750 - $15,625 $125/hr Attachment AItem 14 Packet Page 186