HomeMy WebLinkAboutCM DEI Consulting Services; First AmendmentDocuSign Envelope ID: E106C3EF-3809-4316-AA5D-C4B77E7380A1
3. Except as specifically amended herein, all of the other provisions, terms and
obligations of the Agreement between the parties shall remain valid and shall be in full
force.
IN WITNESS WHEREOF, the parties have executed this First Amendment on
the day, month, and year first above written.
CITY OF SAN RAFAEL
ATTEST:
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
CONSULTANT
OOCUSigtL d by:
By:S�a[.cws. H:ll,.cs�l
- -
Name: shat awn Hilliard
Title: Director of Administration
[If CONSULTANT is a corporation, add
signature of second corporate officer]
to
Name:
Title:
i
GENE VE COYL ssistant City Attorney
Exhibits
Exhibit A — Agreement
Exhibit B — October 13, 2022, Scope of Work
0a
AGREEMENT FOR PROFESSIONAL SERVICES
FOR DEI CONSULTING SERVICES
This Agreement is made and entered into this l Ph day of May, 2022, by and between the
CITY OF SAN RAFAEL (hereinafter "CITY'), and BCT PARTNERS, LLC (hereinafter
"CONSULTANT").
RECITALS
WHEREAS, CITY has a need for professional DEI consulting services; and
WHEREAS, CONSULTANT is an experienced DEI consultant who is qualified and willing
to provide the necessary services to CITY on the terms set forth herein;
AGREEMENT
NOW, THEREFORE, the parties hereby agree as follows:
PROJECT COORDINATION.
A. CITY'S Project Manager. The Assistant City Manager is hereby designated the
PROJECT MANAGER for the CITY and said PROJECT MANAGER shall supervise all aspects of
the progress and execution of this Agreement.
B. CONSULTANT'S Project Director. CONSULTANT shall assign a single
PROJECT DIRECTOR to have overall responsibility for the progress and execution of this
Agreement for CONSULTANT. Damita Byrd is hereby designated as the PROJECT DIRECTOR
for CONSULTANT. Should circumstances or conditions subsequent to the execution of this
Agreement require a substitute PROJECT DIRECTOR, for any reason, the CONSULTANT shall
notify the CITY within ten (10) business days of the substitution.
2. DUTIES OF CONSULTANT.
CONSULTANT shall perform the duties and/or provide services as follows:
Conduct review on City policies, practices, including but not limited to the municipal code,
community engagement, internal and external communications. Conduct a DEI Human Resources
Assessment, conduct focus groups with City Staff and community members, analyze and interpret
the data gathered to provide assessment, compile a final DEI Assessment Report that synthesizes all
of the analysis and provides recommendations and next steps.
DUTIES OF CITY.
Exhibit A
CITY shall pay the compensation as provided in Paragraph 4, and provide CONSULTANT
with any necessary information, supplies, and assistance required, virtually or on-site, and workspace
at City Hall, as needed, for CONSULTANT to perform duties under this agreement.
COMPENSATION.
For the full performance of the services described herein by CONSULTANT, CITY shall
pay CONSULTANT as follows:
$170,000.00
Payment will be made monthly upon receipt by PROJECT MANAGER of itemized invoices
submitted by CONSULTANT.
5. TERM OF AGREEMENT
The term of this Agreement shall be for (1) year(s) commencing on May 16, 2022 and ending
on May 15, 2023. Upon mutual agreement of the parties, and subject to the approval of the City
Manager the term of this Agreement may be extended for an additional period of up to (1) year(s).
6. TERMINATION.
A. Discretionary. Either party may terminate this Agreement without cause upon thirty
(3 0) days written notice mailed or personally delivered to the other party.
B. Cause. Either party may terminate this Agreement for cause upon fifteen (15) days
written notice mailed or personally delivered to the other party, and the notified party's failure to cure
or correct the cause of the termination, to the reasonable satisfaction of the party giving such notice,
within such fifteen (15) day time period.
C. Effect of Termination. Upon receipt of notice of termination, neither party shall
incur additional obligations under any provision of this Agreement without the prior written consent
of the other.
D. Return of Documents. Upon termination, any and all CITY documents or materials
provided to CONSULTANT and any and all of CONSULTANT's documents and materials
prepared for or relating to the performance of its duties under this Agreement, shall be delivered to
CITY as soon as possible, but not later than thirty (30) days after termination.
OWNERSHIP OF DOCUMENTS.
The written documents and materials prepared by the CONSULTANT in connection with
the performance of its duties under this Agreement, shall be the sole property of CITY. CITY may
use said property for any purpose, including projects not contemplated by this Agreement.
8. INSPECTION AND AUDIT.
Revised l/29/2020
Upon reasonable notice, CONSULTANT shall make available to CITY, or its agent, for
inspection and audit, all documents and materials maintained by CONSULTANT in connection with
its performance of its duties under this Agreement. CONSULTANT shall fully cooperate with CITY
or its agent in any such audit or inspection.
ASSIGNABILITY.
The parties agree that they shall not assign or transfer any interest in this Agreement nor the
performance of any of their respective obligations hereunder, without the prior written consent of the
other party, and any attempt to so assign this Agreement or any rights, duties or obligations arising
hereunder shall be void and of no effect.
10. INSURANCE.
A. Scope of Coverage. During the term of this Agreement, CONSULTANT shall
maintain, at no expense to CITY, the following insurance policies:
1. A commercial general liability insurance policy in the minimum amount of
one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, for death,
bodily injury, personal injury, or property damage.
2. An automobile liability (owned, non -owned, and hired vehicles) insurance
policy in the minimum amount of one million dollars ($1,000,000) dollars per occurrence.
3. If any licensed professional performs any of the services required to be
performed under this Agreement, a professional liability insurance policy in the minimum amount of
one million dollars ($1,000,000) per occurrence/two million dollars ($2,000,000) aggregate, to cover
any claims arising out of the CONSULTANT's performance of services under this Agreement.
Where CONSULTANT is a professional not required to have a professional license, CITY reserves
the right to require CONSULTANT to provide professional liability insurance pursuant to this
section.
4. If it employs any person, CONSULTANT shall maintain worker's
compensation insurance, as required by the State of California, with statutory limits, and
employer's liability insurance with limits of no less than one million dollars ($1,000,000) per
accident for bodily injury or disease. CONSULTANT's worker's compensation insurance shall
be specifically endorsed to waive any right of subrogation against CITY.
B. Other Insurance Requirements. The insurance coverage required of the
CONSULTANT in subparagraph A of this section above shall also meet the following requirements:
1. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall be specifically endorsed to include the CITY, its officers,
agents, employees, and volunteers, as additional insureds (for both ongoing and completed
operations) under the policies.
Revised 1/29/2020
2. The additional insured coverage under CONSULTANT'S insurance policies
shall be "primary and noncontributory" with respect to any insurance or coverage maintained by
CITY and shall not call upon CITY's insurance or self-insurance coverage for any contribution. The
"primary and noncontributory" coverage in CONSULTANT'S policies shall be at least as broad as
ISO form CG20 0104 13.
3. Except for professional liability insurance or worker's compensation
insurance, the insurance policies shall include, in their text or by endorsement, coverage for
contractual liability and personal injury.
4. By execution of this Agreement, CONSULTANT hereby grants to CITY
a waiver of any right to subrogation which any insurer of CONSULTANT may acquire against
CITY by virtue of the payment of any loss under such insurance. CONSULTANT agrees to
obtain any endorsement that may be necessary to effect this waiver of subrogation, but this
provision applies regardless of whether or not CITY has received a waiver of subrogation
endorsement from the insurer.
5. If the insurance is written on a Claims Made Form, then, following termination
of this Agreement, said insurance coverage shall survive for a period of not less than five years.
6. The insurance policies shall provide for a retroactive date of placement
coinciding with the effective date of this Agreement.
7. The limits of insurance required in this Agreement may be satisfied by a
combination of primary and umbrella or excess insurance. Any umbrella or excess insurance shall
contain or be endorsed to contain a provision that such coverage shall also apply on a primary and
noncontributory basis for the benefit of CITY (if agreed to in a written contract or agreement) before
CITY'S own insurance or self-insurance shall be called upon to protect it as a named insured.
8. It shall be a requirement under this Agreement that any available insurance
proceeds broader than or in excess of the specified minimum insurance coverage requirements and/or
limits shall be available to CITY or any other additional insured party. Furthermore, the requirements
for coverage and limits shall be: (1) the minimum coverage and limits specified in this Agreement; or
(2) the broader coverage and maximum limits of coverage of any insurance policy or proceeds
available to the named insured; whichever is greater. No representation is made that the minimum
Insurance requirements of this agreement are sufficient to cover the obligations of the
CONSULTANT under this agreement.
C. Deductibles and SIR'S. Any deductibles or self-insured retentions in
CONSULTANT's insurance policies must be declared to and approved by the PROJECT
MANAGER and City Attorney and shall not reduce the limits of liability. Policies containing any
self-insured retention (SIR) provision shall provide or be endorsed to provide that the SIR may be
satisfied by either the named insured or CITY or other additional insured party. At CITY's option,
the deductibles or self-insured retentions with respect to CITY shall be reduced or eliminated to
CITY's satisfaction, or CONSULTANT shall procure a bond guaranteeing payment of losses and
Revised 1/29/2020
related investigations, claims administration, attorney's fees and defense expenses.
D. Proof of Insurance. CONSULTANT shall provide to the PROJECT MANAGER
or CITY'S City Attorney all of the following: (1) Certificates of Insurance evidencing the insurance
coverage required in this Agreement; (2) a copy of the policy declaration page and/or endorsement
page listing all policy endorsements for the commercial general liability policy, and (3) excerpts of
policy language or specific endorsements evidencing the other insurance requirements set forth in this
Agreement. CITY reserves the right to obtain a full certified copy of any insurance policy and
endorsements from CONSULTANT. Failure to exercise this right shall not constitute a waiver of
the right to exercise it later. The insurance shall be approved as to form and sufficiency by PROJECT
MANAGER and the City Attorney.
11. INDEMNIFICATION.
A. Except as otherwise provided in Paragraph B., CONSULTANT shall, to the fullest
extent permitted by law, indemnify, release, defend with counsel approved by CITY, and hold
harmless CITY, its officers, agents, employees and volunteers (collectively, the "City
Indemnitees"), from and against any claim, demand, suit, judgment, loss, liability or expense of
any kind, including but not limited to attorney's fees, expert fees and all other costs and fees of
litigation, (collectively "CLAIMS"), arising out of CONSULTANT'S performance of its
obligations or conduct of its operations under this Agreement. The CONSULTANT's obligations
apply regardless of whether or not a liability is caused or contributed to by the active or passive
negligence of the City Indemnitees. However, to the extent that liability is caused by the active
negligence or willful misconduct of the City Indemnitees, the CONSULTANT's indemnification
obligation shall be reduced in proportion to the City Indemnitees' share of liability for the active
negligence or willful misconduct. In addition, the acceptance or approval of the
CONSULTANT's work or work product by the CITY or any of its directors, officers or
employees shall not relieve or reduce the CONSULTANT's indemnification obligations. In the
event the City Indemnitees are made a party to any action, lawsuit, or other adversarial proceeding
arising from CONSULTANT'S performance of or operations under this Agreement,
CONSULTANT shall provide a defense to the City Indemnitees or at CITY'S option reimburse
the City Indemnitees their costs of defense, including reasonable attorneys' fees, incurred in
defense of such claims.
B. Where the services to be provided by CONSULTANT under this Agreement are
design professional services to be performed by a design professional as that term is defined under
Civil Code Section 2782.8, then, to the extent permitted by law including without limitation, Civil
Code sections 2782, 2782.6 and 2782.8, CONSULTANT shall indemnify and hold harmless the
CITY and its officers, officials, and employees (collectively City Indemnitees) from and against
damages, liabilities or costs (including incidental damages. Court costs, reasonable attorney's fees
as may be determined by the Court, litigation expenses and fees of expert witnesses incurred in
connection therewith and costs of investigation) to the extent they are caused by the negligence,
recklessness, or willful misconduct of CONSULTANT, or any subconsultants, or subcontractor
or anyone directly or indirectly employed by them, or anyone for whom they are legally liable
(collectively Liabilities). Such obligation to hold harmless and indemnify any indemnity shall not
apply to the extent that such Liabilities are caused in part by the negligence or willful misconduct
Revised 1/29/2020
of such City Indemnitee.
C. The defense and indemnification obligations of this Agreement are undertaken in
addition to, and shall not in any way be limited by, the insurance obligations contained in this
Agreement, and shall survive the termination or completion of this Agreement for the full period
of time allowed by law.
12. NONDISCRIMINATION.
CONSULTANT shall not discriminate, in any way, against any person on the basis of age,
sex, race, color, religion, ancestry, national origin or disability in connection with or related to the
performance of its duties and obligations under this Agreement.
13. COMPLIANCE WITH ALL LAWS.
CONSULTANT shall observe and comply with all applicable federal, state and local laws,
ordinances, codes and regulations, in the performance of its duties and obligations under this
Agreement. CONSULTANT shall perform all services under this Agreement in accordance with
these laws, ordinances, codes and regulations. CONSULTANT shall release, defend, indemnify and
hold harmless CITY, its officers, agents and employees from any and all damages, liabilities,
penalties, fines and all other consequences from any noncompliance or violation of any laws,
ordinances, codes or regulations.
14. NO THIRD PARTY BENEFICIARIES.
CITY and CONSULTANT do not intend, by any provision of this Agreement, to create in
any third party, any benefit or right owed by one party, under the terms and conditions of this
Agreement, to the other party.
15. NOTICES.
All notices and other communications required or permitted to be given under this Agreement,
including any notice of change of address, shall be in writing and given by personal delivery, or
deposited with the United States Postal Service, postage prepaid, addressed to the parties intended to
be notified. Notice shall be deemed given as of the date of personal delivery, or if mailed, upon the
date of deposit with the United States Postal Service. Notice shall be given as follows:
TO CITY's Project Manager: Cristine Alilovich
City of San Rafael
1400 Fifth Ave
San Rafael, CA 94901
TO CONSULTANT'S Contracts Department: Jimez Ashby
105 Lock St #203
Newark, NJ 07103
16. INDEPENDENT CONTRACTOR.
Rcviscd 1/29/2020
For the purposes, and for the duration, of this Agreement, CONSULTANT, its officers,
agents and employees shall act in the capacity of an Independent Contractor, and not as employees of
the CITY. CONSULTANT and CITY expressly intend and agree that the status of
CONSULTANT, its officers, agents and employees be that of an Independent Contractor and not
that of an employee of CITY.
17. ENTIRE AGREEMENT -- AMENDMENTS.
A. The terms and conditions of this Agreement, all exhibits attached, and all documents
expressly incorporated by reference, represent the entire Agreement of the parties with respect to the
subject matter of this Agreement.
B. This written Agreement shall supersede any and all prior agreements, oral or written,
regarding the subject matter between the CONSULTANT and the CITY.
C. No other agreement, promise or statement, written or oral, relating to the subject
matter of this Agreement, shall be valid or binding, except by way of a written amendment to this
Agreement.
D. The terms and conditions of this Agreement shall not be altered or modified except
by a written amendment to this Agreement signed by the CONSULTANT and the CITY.
E. If any conflicts arise between the terms and conditions of this Agreement, and the
terms and conditions of the attached exhibits or the documents expressly incorporated by reference,
the terms and conditions of this Agreement shall control.
18. SET-OFF AGAINST DEBTS.
CONSULTANT agrees that CITY may deduct from any payment due to CONSULTANT
under this Agreement, any monies which CONSULTANT owes CITY under any ordinance,
agreement, contract or resolution for any unpaid taxes, fees, licenses, assessments, unpaid checks or
other amounts.
19. WAIVERS.
The waiver by either party of any breach or violation of any term, covenant or condition of
this Agreement, or of any ordinance, law or regulation, shall not be deemed to be a waiver of any
other term, covenant, condition, ordinance, law or regulation, or of any subsequent breach or violation
of the same or other term, covenant, condition, ordinance, law or regulation. The subsequent
acceptance by either party of any fee, performance, or other consideration which may become due or
owing under this Agreement, shall not be deemed to be a waiver of any preceding breach or violation
by the other party of any term, condition, covenant of this Agreement or any applicable law, ordinance
or regulation.
20. COSTS AND ATTORNEY'S FEES.
Revised 1/29/2020
The prevailing party in any action brought to enforce the terms and conditions of this
Agreement, or arising out of the performance of this Agreement, may recover its reasonable costs
(including claims administration) and attorney's fees expended in connection with such action.
21. CITY BUSINESS LICENSE / OTHER TAXES.
CONSULTANT shall obtain and maintain during the duration of this Agreement, a CITY
business license as required by the San Rafael Municipal Code CONSULTANT shall pay any and
all state and federal taxes and any other applicable taxes. CITY shall not be required to pay for any
work performed under this Agreement, until CONSULTANT has provided CITY with a completed
Internal Revenue Service Form W-9 (Request for Taxpayer Identification Number and Certification).
22. SURVIVAL OF TERMS.
Any terms of this Agreement that by their nature extend beyond the term (or termination) of
this Agreement shall remain in effect until fulfilled and shall apply to both Parties' respective
successors and assigns.
23. APPLICABLE LAW.
The laws of the State of California shall govern this Agreement.
24. COUNTERPARTS AND ELECTRONIC SIGNATURE.
This Agreement may be executed by electronic signature and in any number of counterparts,
each of which shall be deemed an original, but all of which together shall constitute one document.
Counterpart signature pages may be delivered by telecopier, email or other means of electronic
transmission.
IN WITNESS WHEREOF, the parties have executed this Agreement as of the day, month
and year first above written.
CITY OF SAN RAFAEL
r
1
JI r
C {iJT2, C11 Ma ager
Revised 1/29/2020
CONSULTANT
Name:_ Shalawn_Hilliard
Title:_ pjrector of Admjn stration _
ATTEST:
LINDSAY LARA, City Clerk
APPROVED AS TO FORM:
Roo E F. EPSTEIN, d-' y Attorney
Revised 1/29/2020
[If CONSULTANT is a corporation, add signature of
second corporate officer]
By:
Name:
Title:
rte. BCT PARTNERS
Statement of Work (SOW)
Client: City of San Rafael
Date: May 11, 2022
Project: Diversity, Equity & Inclusion (DEI) Audit & Consulting Servicers
Prepared by: Ms. Damita Byrd, CDP and Jimez Ashby Jr., BCT Partners
Introduction
This document provides a statement of work (SOW) and budget for BCT Partners to the City of San
Rafael with Diversity, Equity & Inclusion (DEI) Audit and Consulting Services.
Background
The City of San Rafael's Diversity, Equity & Inclusion (DEI) Audit will shed light on the City of San
Rafael's demographic and socioeconomic diversity. The findings from the audit will then be
used to develop strategic DEI goals and initiatives.
The objectives of this work are:
• Assess policies, programs, and practices that directly or indirectly impact City staff and
residents in regard to their race, ethnicity, gender, national origin, color, disability, age,
sexual orientation, gender identity, religion, or other socio -culturally significant factors.
• Develop recommendations, based on the Equity Audit's findings, to be included in a final
report and presentation to the community and the City Council.
Scope of Work
The scope of work are as follows:
IV.
Task #1: Project Launch Meeting — BCT will conduct a Project Launch Meeting with
appropriate City of San Rafael stakeholders to further clarify expectations, priorities, as
well as to discuss and refine the in -scope areas of this engagement.
Task #2: Request Documentation & Data — BCT will submit an information request to City
of San Rafael to provide documentation describing and data pertaining to each
practice area.
Task #3: Conduct Review — BCT will review any existing information/data that describes
or characterizes CSR with respect to its diversity, equity, inclusion, and culture including
the following:
a. City policies, practices, and Municipal Codes
b. Prior assessments related to culture, climate, practices, and policies
c. Documentation reflecting current DEI efforts, including internal and external
communications
d. Documentation of community engagement initiatives, strategies, and/or efforts
This review will not only ground BCT's efforts to conduct the DEI audit, but also inform the
design of the qualitative and quantitative data collection instruments.
Task #4: Design Surveys
BCT PARTNERS PAGE 1
a. Task #4A: Culture and Climate Assessment Survey — BCT Partners has already
created a statistically validated and reliable DI=I Workforce andWorkplace
Assessment {DWWAI instrument. We have successfully used this tool with many
leading healthcare, public, private and governmental organizations to assess:
• Employee satisfaction.
• Perceptions of workforce culture and climate related to inclusion and
belonging
■ Specific diversity issues pertaining to: race, gender, LGBTQ, disabilities,
age, religion, national origin, language/accent.
• Diversity -related leadership competencies
• Management commitment and responsiveness to diversity issues and
present ability to competently manage a diverse workplace.
• Legal and risk management issues related to uncivil or disrespectful
treatment, diversity -related incidents of disrespect, workplace bullying
and discrimination.
BCT will work with CSR to further customize this instrument to survey all 400 City
employees including executive leaders, managers and supervisors and staff
members.
b. Task #4B: Global Diversity Equity and Inclusion Benchmark — BCT will conduct a
separate survey of the City's leaders, managers and supervisory staff using the
Centre for Global Inclusion's Global DEI Benchmarks (GDEIB) instrument. The
GDEIB is a widely used, international instrument, developed and refined by 95
expert panelists, that contains 266 benchmarks in four groups and 15 categories
that need to be addressed to create a world-class DEI initiative (see figure). Only
City leaders, managers and supervisory staff will take this survey. Once the
assessment is completed, BCT will be able to rate the City, using the GDEIB,
according to the five levels - as follows:
• Level 1 - No DEI work has begun; appreciation of diversity and a culture of
inclusion are not organizational goals.
Level 2 - Compliance mindset at best; symbolic actions only.
• Level 3 - Beginning of a programmatic thrust; moving in a healthy
direction.
• Level 4 -Seeing DEI systemically; a robust D&I approach.
• Level 5 - Current best practices in DEI around the world.
■ Beyond - Going beyond 100 percent would make your organization a
"pioneer" and probably a model for others.
BCT will work with the City to further customize this instrument to survey City
executive leaders and directors.
V. Task #5: Deploy Surveys — Pursuant to the City's feedback, BCT will revise, program and
launch the DWWA in English, to City employees and leaders, using an online survey tool
(i.e., Qualtrics). Each employee will be given a link to the independent website hosting
the survey. Responding to the survey typically takes no longer than 6 to 8 minutes. Survey
results will be entirely anonymous and will not be tied back to individual employees. The
some survey deployment method will be used to administer the GDEIB to City executives
and directors, only.
VI. Task #6: DEI Human Resources Audit — To produce a most thorough evaluation, an audit
requires in-depth interviews with staff that are responsible for defining the practices that
BCT PARTNERS PAGE 2
execute recruiting, hiring, learning and development, and retention and support policies.
BCT will gather qualitative data from these staff members and conduct an analysis to
identify themes and direct actions disrupt and remove inequities within the organization.
a. Task #6.1: Gather HR Information System Data — BCT will conduct an analysis of
the City's Human Resource Information System data to assess equitable
workforce advancement, promotion and retention. The HRIS equity assessment
begins by meeting with HR data managers to determine the ideal process for
securely extracting the key data required for the analysis. BCT then submits a
query to the HR data manager, who extracts the data files. The data can be de -
identified, removing names and addresses of employees. As soon as the analysis
is completed, BCT destroys the data.
b. Task #6.2: Conduct DEI Human Resources Assessment (Policies and Practices) —
BCT will perform a DEI HR assessment that includes the following activities:
a. Recruiting - Evaluate existing potential partner organizations, recruiting
channels, best practices, resources, and opportunities that can enhance
diverse recruitment efforts including diversity recruiting firms and
organizations representing diverse populations.
b. Hiring - Evaluate existing human resources hiring policies, practices and
processes (i.e., assessments used, questions asked, recruiting areas, etc.)
to identify diversity hiring gaps as well as opportunities to mitigate bias
and other barriers to equity.
c. Learning and Development - Assess existing learning, development and
performance management policies, practices and processes as it relates
to creating equal opportunity for diverse employees to succeed.
d. Retention and Support - Evaluate current practices for retaining and
supporting City of San Rafael employees.
VII. Task #7: Conduct Interviews and Focus Groups — BCT will develop a set of robust
qualitative in-depth interview (IDI) and focus group protocols that probe further into
topics and issues that would benefit from deeper insights, greater clarification, and more
nuanced understanding than the quantitative research may allow. IDIS will be
conducted with up to ten (10) City leaders and directors. Focus groups will be
conducted with six different groups of employees, based on demographics, job
functions, etc. (note: direct reports will be separated from supervisory staff to foster open
and honest dialogue); and up to six focus different groups of community residents who
receive/benefit from City services, based on the type of services they receive and their
demographics. BCT will conduct qualitative research virtually via telephone or web
conference (i.e., Zoom). A BCT team member with extensive experience in structured
and open-ended interviews will moderate the focus group. The focus groups will be
recorded only with permission and disclosure from all participants.
Vlll. Task #8: Analyze and Interpret Data — BCT will conduct triangulated analyses of all
quantitative and qualitative, together, to ensure that the report reflects the most
holistically accurate and valid conclusions. Specifically, the analysis will be conducted as
follows:
• With respect to the DW WA, BCT will generate descriptive statistics necessary to
understand the data (e.g., distributions, measures of central tendency) and
generate the inferential statistics to identify relationships between variables (e.g.,
analysis of variance, regression, and correlation).
• The GDEIB data gathered from CSR leaders and directors will be analyzed by
aggregating findings across all respondents to produce statistically reliable and
valid findings on the top strengths and recommendations for the City's D&I vision,
BCT PARTNERS PAGE 3
strategy, and business case; leadership and accountability; D&I structure and
implementation; recruitment, retention, development, and advancement; and
benefits, work -life, and flexibility.
• The qualitative data will be coded and uploaded into a comprehensive
database. BCT will use content analysis to organize the data into categories that
translate the perspectives, experiences and perceptions of CSR employees into a
deeper understanding of DEI challenges and opportunities.
■ BCT will analyze the HRIS data by conducting regression modeling to determine
the ideal employee pathway to advancement, promotion, and retention,
controlling for factors like the level and type of job, location of work, and other
factors that could influence the work experiences that lead to job advancement
and retention. Then, and most importantly, BCT will conduct inferential analyses
to determine if there are any significant differences by race, gender, sexual
identity, etc.
IX. Task #9: Deliver Final Report—The final step in the assessment process will be to produce
a DEI Assessment Report. BCT will triangulate and synthesize all of analyses, in
combination with other sources gathered and evaluated during the Review step, into a
draft and final report that summarizes findings, recommendations and next steps, and
offers insights to organizational climate and culture strengths, limitations, risks, synergies,
challenges and opportunities. BCT approaches all assessment efforts with a keen eye
toward action, by taking information and data and translating them into results for our
clients. We will work with CSR leaders to ensure a clear understanding of the results,
implications, and limitations of the assessment report. The assessment report will include
short-term and long-term recommendations related to City policies and practices
(including HR); Municipal Code; City services, including recommendations based on
resident feedback/input; community engagement; internal and external
communications; program funding and expenses; and City staff demographics.
Period of Performance
The period of performance is May 2022 - December 2022
Budget
The budget is $170,000.00.
CITY OF SAN RAFAEL BCT Partners, LLC
By:
Name:
Title:
Date:
BCT PARTNERS
Shalawn Hilliard
Director of Administration
05/11/2022
PAGE
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BCT PARTNERS
Your Partner in jollltion$ tha; tv+atter
Scope of Work (SOW)
Client: City of San Rafael
Date: October 13, 2022
Project: Diversity Equity and Inclusion Human Resources Audit
Prepared by: Dr. Randal Pinkett, BCT Partners
Introduction
This document provides a statement of work (SOW) and budget for BCT Partners to support the
City of San Rafael with DEI Consulting Services.
Background
The City of San Rafael (City) has been on the Diversity, Equity, Inclusion journey for several years.
BCT Partners will provide DEI services to assist City of San Rafael a foundation toward building a
more diverse and inclusive organization for employees. The DEI services will help staff identify blind
spots and processes that perpetuate systemic injustice and identify current successes and areas
for improvement.
DEI HR Audit - BCT proposes an analysis of CSR's Human Resource Information System
data to assess equitable workforce advancement, promotion, and retention. BCT will
evaluate the data analytic DEI assessment projects and the Human Resource
Information System (HRIS) data to evaluate the equity of all methods of advancement for
employees of all races, ethnicities, genders, sexual orientations, and identities, etc.
DEI Human Resources Evaluation (Policies and Practices) - Human resources is a
cornerstone of effective organizational development. BCT will perform a DEI HR policies
and practices evaluation that includes the following activities:
a. Recruiting
b. Hiring
c. Learning and Development
d. Retention and Support
Scope of Work and Level of Effort
The scope of work (SOW) and level of effort (LOE) are as follows:
I. Task 1 -Conduct DEI HR Audit (210 hours)
Conduct an analysis of CSR's Human Resource Information System data to assess equitable
workforce advancement, promotion, and retention. Conduct analytic DEI assessment projects
leveraging Human Resource Information System (HRIS) data to evaluate the equity of all
pathways to advancement for employees all races, ethnicities, genders, sexual orientations, and
identities, etc. The HRIS equity assessment begins by meeting with HR data managers to
determine the ideal process for securely extracting the key data required for the analysis. a
query to the HR data manager, who extracts the data files. BCT will deidentified the data,
removing names and addresses of employees. Additionally, BCT has methods for securely
transferring and housing data, including encryption methods. As soon as the analysis is
completed, BCT will delete the data.
BCT PARTNERS PAGE 1
EXHIBIT B
BCT will perform a DEI HR policies and practices evaluation that includes the following activities:
a. Recruiting - Evaluate existing potential partner organizations, recruiting channels, best
practices, resources, and opportunities that can enhance diverse recruitment efforts including
diversity recruiting firms and organizations representing diverse populations.
b. Hiring - Evaluate existing human resources hiring policies, practices, and processes (i.e.,
assessments used, questions asked, recruiting areas, etc.) to identify diversity hiring gaps as well
as opportunities to mitigate bias and other barriers to equity.
c. Learning and Development - Assess existing learning, development and performance
management policies, practices, and processes as it relates to creating equal opportunity for
diverse employees to succeed.
d. Retention and Support - Evaluate current practices for retaining and supporting City of San
Rafael.
Conduct Interviews and Focus Groups - BCT will develop a set of robust qualitative in-depth
interview (IDI) and focus group protocols that probe further into HR policies and practices
focused on recruiting, hiring, learning and development, retention, and support. We will conduct
three (3) IDIs and three (3) focus groups with staff that are responsible for defining the practices
that execute recruiting, hiring, learning and development, and retention and support policies.
Gather HR Information System Data - BCT will conduct an analysis of CSR's Human Resource
Information System data to assess equitable workforce advancement, promotion, and retention.
BCT has conducted numerous data analytic DEI assessment projects leveraging Human
Resource Information System (HRIS) data to evaluate the equity of all pathways to
advancement for employees all races, ethnicities, genders, sexual orientations, and identities,
etc.
The HRIS equity assessment begins by meeting with HR data managers to determine the ideal
process for securely extracting the key data required for the analysis. BCT then submits a query
to the HR data manager, who extracts the data files. The data can be deidentified, removing
names and addresses of employees. Additionally, BCT has methods for securely transferring and
housing data, including encryption methods. As soon as the analysis is completed, BCT will
delete all the data provided.
Deliver Final Report -The last step in the audit process will be to produce a DEI HR Audit Report.
BCT will triangulate and synthesize all of analyses, in combination with other sources gathered
and evaluated during the Review step, into a draft and final report that summarizes findings and
recommendations and offers insights to take information data and translating them into results
for our clients. Retention, advancement, and equity data analysis findings will be reported for
CSR permanent and temporary employees. We will work with CSR leaders to ensure a clear
understanding of the results, implications, and limitations of the audit. The audit report will
include short-term and long-term recommendations related to City of San Rafael's HR policies
and practices and staff demographics. By leveraging BCT's data -driven approach to DEI HR
Audit, we will be able to pinpoint areas where CSR is experiencing its greatest DEI challenges
and pinpoint areas representing City's greatest opportunities. This will enable City to target its
efforts not only to those areas of greatest needs but also those areas where it can achieve the
greatest impact.
BCT PARTNERS PAGE 2
TOTAL HOURS:
Period of Performance
The period of performance is August 2022 - January 2023.
Budget
DEI HR Audit hourly rate is $250.00/hour. The budget is $250.000/hour x 210 hours = $52,500
BCT PARTNERS PAGE 3
CONTRACT ROUTING FORM
INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below.
TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER:
Contracting Department: City Manager's Office
Project Manager: Crisitne Alilovich Extension: 3384
Contractor Name: BCT Partners, LLC
Contractor's Contact: Shalawn Hilliard Contact's Email: shilliard@bctpartners.com
❑ FPPC: Check if Contractor/Consultant must file Form 700
Step
RESPONSIBLE
DESCRIPTION
COMPLETED
REVIEWER
DEPARTMENT
DATE
Check/Initial
1
Project Manager
a. Email PINS Introductory Notice to Contractor
Click here to
❑X
enter a date.
b. Email contract (in Word) and attachments to City
10/18/2022
Attorney c/o Laraine.Gittens@cityofsanrafael.org
2
City Attorney
a. Review, revise, and comment on draft agreement
Click here to
and return to Project Manager
enter a date.
b. Confirm insurance requirements, create Job on
Click here to
PINS, send PINS insurance notice to contractor
enter a date.
3
Department Director
Approval of final agreement form to send to
Click or tap
contractor
to enter a
date.
4
Project Manager
Forward three (3) originals of final agreement to
11/9/2023
contractor for their signature
5
Project Manager
When necessary, contractor -signed agreement
�. N/A
agendized for City Council approval *
*City Council approval required for Professional Services
Agreements and purchases of goods and services that exceed
Or
$75,000; and for Public Works Contracts that exceed $175,000
Click here to
Date of City Council approval
enter a date.
PRINT
CONTINUE ROUTING PROCESS WITH HARD COPY
6
Project Manager
Forward signed original agreements to City
Attorney with printed copy of this routing form
_
7
City Attorney
Review and approve hard copy of signed
agreement
8
City Attorney
Review and approve insurance in PINS, and bonds
(for Public Works Contracts
Agreement executed by City Council authorized
9
City Manager/ Mayor
j
official
10
City Clerk Attest signatures, retains original agreement and
forwards copies to Project Manager
jj