TO: ADAM PIRRIE, CITY MANAGER
FROM: JAMIE EARL, ASSISTANT CITY MANAGER
DATE: JUNE 25, 2024
Reviewed by:
City Manager: AP
SUBJECT:
Title
AUTHORIZATION TO AMEND THE EXISTING PROFESSIONAL SERVICES AGREEMENT WITH CPS HR CONSULTING FOR DIVERSITY, EQUITY, AND INCLUSION PROGRAMMING AND CONSULTING SERVICES (FUNDING SOURCE: GENERAL FUND)
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SUMMARY
In 2022, the City Council added a new City Council Priority focused on developing anti-racist, anti-discrimination policies and plans to achieve community and organizational diversity, equity, and inclusion (DEI). The City Council maintained this as a Priority in the 2024-26 City Council Priorities and Objectives development process, which informs the City’s 2024-26 Operating Budget.
In November 2022, the City Council authorized the City Manager to enter into a professional services agreement with CPS HR Consulting in the amount of $42,150 for a DEI Evaluation and consulting services. CPS HR Consulting produced a written report on their findings, which was presented to the City Council and the community in June 2023. Based on CPS HR Consulting’s findings and recommendations, in June 2023 the City Council authorized the City Manager to amend the City’s agreement with CPS HR Consulting to extend the term and add $70,000 in compensation, bringing the total not-to-exceed amount to $112,150, and to extend the contract term to June 30, 2024.
At this time, staff recommends extending the term again, this time through June 30, 2026, and adding an additional $50,000 in compensation, bringing the new total not-to-exceed amount to $162,150. This new term is consistent with the City’s 2024-26 Operating Budget, and the additional compensation was included in the budget, which was approved by the City Council on June 11, 2024.
The additional funding will provide on-going DEI training for City Councilmembers and staff, which is anticipated to begin in fall 2024. The additional funding will also allow additional community DEI workshops and forums; consulting services to conduct a comprehensive equity analysis of City operations; and implementation of additional findings/recommendations.
RECOMMENDATION
Recommended Action
Staff recommends the City Council authorize the City Manager to amend the existing professional services agreement with CPS HR Consulting to increase compensation by $50,000 for a total not-to-exceed amount of $162,150, and to extend the contract term to June 30, 2026.
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ALTERNATIVES TO RECOMMENDATION
In addition to the recommendation, there are the following alternatives:
• Reject staff’s recommendation.
• Request additional information.
FINANCIAL REVIEW
As part of the 2024-26 Budget development process, the City Council appropriated an additional $50,000 to provide on-going DEI training for City Councilmembers and staff, which is anticipated to begin in fall 2024. The additional funding will also allow additional community DEI workshops and forums; consulting services to conduct a comprehensive equity analysis of City operations; and implementation of additional findings/recommendations. If approved, the total contract not-to-exceed amount will increase from $112,150 to $162,150.
The staff cost to prepare this report and manage this contract is estimated at $2,940 and is included in the operating budget of the Administrative Services Department.
ANALYSIS
In 2022, the City Council added a new City Council Priority focused on developing anti-racist, anti-discrimination policies and plans to achieve community and organizational diversity, equity, and inclusion (DEI). The City Council maintained this as a Priority in the 2024-26 City Council Priorities and Objectives development process, which informs the City’s 2024-26 Operating Budget.
In November 2022, the City Council authorized the City Manager to enter into a professional services agreement with CPS HR Consulting in the amount of $42,150 for a DEI Evaluation and consulting services. The initial evaluation and consulting services consisted of employee focus groups and survey assessment; one-on-one meetings with the Mayor and City Councilmembers; and a comprehensive policy review and analysis. CPS HR Consulting produced a written report on their findings, which was presented to the City Council and the community in June 2023.
Based on CPS HR Consulting’s findings and recommendations, in June 2023 the City Council authorized the City Manager to amend the City’s agreement with CPS HR Consulting to extend the term and add $70,000 in compensation, bringing the total not-to-exceed amount to $112,150, and to extend the contract term to June 30, 2024. At this time, there is still approximately $66,000 remaining on the contract; however, the contract term will need to be extended so that work can continue beyond the current expiration date. As such, staff recommends extending the term again, this time through June 30, 2026, which is consistent with the City’s 2024-26 Operating Budget.
Staff also recommends the City Council approve an additional $50,000 in compensation, which will bring the total contract not-to-exceed amount to $162,150. The additional $50,000 in compensation was included in the City’s 2024-26 Operating Budget, which was approved by the City Council on June 11, 2024. The additional funding will provide on-going DEI training for City Councilmembers and staff through June 30, 2026. Training is anticipated to begin in fall 2024. The additional funding will also allow additional community DEI workshops and forums; consulting services to conduct a comprehensive equity analysis of City operations; and implementation of additional findings/recommendations.
RELATIONSHIP TO CITY PLANNING DOCUMENTS
Staff has evaluated the agenda item in relationship to the City’s strategic and visioning documents and finds that it applies to the following City Planning Documents: Council Priorities, General Plan, and the 2024-26 Budget.
CEQA REVIEW
This item is not subject to environmental review under the California Environmental Quality Act (CEQA).
PUBLIC NOTICE PROCESS
The agenda and staff report for this item have been posted on the City website and distributed to interested parties. If you desire a copy, please contact the City Clerk’s Office.
Submitted by: Prepared by:
Jamie Earl Katie Wand
Assistant City Manager Assistant to the City Manager