HomeMy WebLinkAboutDS Strategic Consulting Services____________________________________________________________________________________ FOR CITY CLERK ONLY Council Meeting: December 2, 2024 Disposition: Authorized the City Manager to enter into a first amendment to the professional services agreement with CivicMakers, LLC for strategic consulting services, in an amount of $33,535, increasing the total not-to-exceed amount of the agreement to $98,535 Agenda Item No: 4.c Meeting Date: December 2, 2024 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Digital Service and Open Government Prepared by: Sean Mooney, Director Digital Service and Open Government City Manager Approval: ______________ TOPIC: STRATEGIC CONSULTING SERVICES SUBJECT: AUTHORIZE THE CITY MANAGER TO ENTER INTO A FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH CIVICMAKERS, LLC FOR STRATEGIC CONSULTING SERVICES, IN AN AMOUNT OF $33,535, INCREASING THE TOTAL NOT-TO-EXCEED AMOUNT OF THE AGREEMENT TO $98,535 RECOMMENDATION: Staff recommends that the City Council authorize the City Manager to enter into a first amendment to the professional services agreement with CivicMakers, LLC for strategic consulting services, in an amount of $33,535, increasing the total not-to-exceed amount of the agreement to $98,535. BACKGROUND: In 2017, the City of San Rafael developed an innovation and learning program, Learning Lab, in coordination with CivicMakers, LLC, which taught cross-departmental teams how to apply human- centered design and project management skills to solve challenges facing the City. The program fostered cross-departmental collaboration to improve service delivery and customer service for three years until shelter-in-place orders were implemented in response to the COVID-19 pandemic. In June 2024, the City and CivicMakers entered into a new agreement to redesign an innovation program that expanded on the Learning Lab concept to support continuous learning, human-centered design, process improvement, and using data and evidence to improve City services. ANALYSIS: The original scope of work for CivicMakers, LLC focused on assembling cross-departmental teams to learn human-centered design principles and apply research methods across the City to design and develop an innovation program that met the needs of City staff and train staff to facilitate the program. The scope was expanded based on the feedback of department directors and City staff to focus on implementing an innovation program based on the successful Learning Lab model, have CivicMakers co-facilitate the first cohort, develop the syllabus and training materials, and train staff to facilitate the program for subsequent cohorts without CivicMakers support. The revised scope of this first amendment includes the additional time needed for CivicMakers to manage the program and facilitate 12 sessions over six months. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 FISCAL IMPACT: Funding for these services has been included in Digital’s Enterprise contractual services budget for the Fiscal Year 2024-25. OPTIONS: The City Council has the following options to consider on this matter: 1.Authorize the City Manager to enter into a first amendment to the professional services agreement with CivicMakers, LLC for strategic consulting services, in an amount of $33,535, increasing the total not-to-exceed amount of the agreement to $98,535. 2.Direct staff to return with more information. RECOMMENDED ACTION: Staff recommends that the City Council authorize the City Manager to enter into a first amendment to the professional services agreement with CivicMakers, LLC for strategic consulting services, in an amount of $33,535, increasing the total not-to-exceed amount of the agreement to $98,535. ATTACHMENTS: 1.Draft First Amendment 1 FIRST AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH CIVICMAKERS, LLC FOR STRATEGIC CONSULTING AND TRAINING SERVICES THIS FIRST AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter “CITY”), and CIVICMAKERS, LLC (hereinafter “CONSULTANT”), is made and entered into as of ____________________. RECITALS WHEREAS, the CITY and CONSULTANT entered into a Professional Services Agreement dated July 22, 2024 to perform professional services in connection with CITY’S Strategic Consulting and Training, for an amount not to exceed $65,000 (the “Agreement”); and WHEREAS, CITY requires additional professional services from the CONSULTANT, and the CONSULTANT is willing to provide such services. AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows: 1. Article I of the Agreement, entitled “SERVICES TO BE PROVIDED” is hereby amended to include the additional services set forth in CONSULTANT’s revised proposal dated October 8, 2024, attached to this First Amendment as Exhibit A and incorporated herein by reference. 2. Article II of the Agreement, entitled “COMPENSATION” is hereby amended to include additional compensation payable to CONSULTANT for the services described in Exhibit A to this First Amendment, at the unit rates and rates per hour for labor in accordance with the Exhibit A, in a not-to-exceed amount of $33,535 and to change the total not-to-exceed amount under the Agreement to $98,535. 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. 2 CITY OF SAN RAFAEL CONSULTANT ______________________________ By:______________________________ CRISTINE ALILOVICH, City Manager Name:____________________________ Title:_____________________________ ATTEST: [If Consultant is a corporation, add signature of second corporate officer] ______________________________ LINDSAY LARA, City Clerk By:_____________________________ APPROVED AS TO FORM: Name:____________________________ Title:_____________________________ ______________________________ ROBERT F. EPSTEIN, City Attorney SCOPE OF WORK Together Academy Training Program For the City of San Rafael Revised:October 8,2024 Prepared by: www.civicmakers.com |share@civicmakers.com 1 City of San Rafael Learning Lab Proposal |Oct 8,2024 Table of Contents 1.Firm Experience 3 Project Team 6 2.Scope of Work 7 Project Understanding 7 Proposed Approach 7 Proposed Activities and Timeline 8 Overall Project Timeline &Deliverables 8 3.Cost Proposal 9 ©2024,CivicMakers LLC 2 City of San Rafael Learning Lab Proposal |Oct 8,2024 1.Firm Experience CivicMakers is a strategic consulting firm based in San Francisco,with extensive experience supporting local government agencies across the Bay Area with community engagement, strategic planning,service design,and organizational development. Training is a cornerstone of all of our offerings because it enables organizations to build the capacity of their staff internally,which furthers our mission to advance human-centered, collaborative problem-solving.Similar to the City of San Rafael,many of our clients would like their staff to have the tools and resources to explore more creative,collaborative and community-informed solutions,and to improve organization-wide communications practices in the process.Our training approach combines human-centered design and systems thinking, which results in learning opportunities that affect organizational change. We have honed our Human-Centered Design “Learning Lab”training program over the years,beginning with its inception in 2017, when we co-created this program with employees at the City of San Rafael.The Learning Lab grew out of a need articulated by our clients,which was a desire to build staff capacity for applying innovation methodologies into daily work practices,so that programs and services will more closely reflect real world needs.Figure 1:HCD process and phases. Since that time,we have provided a range of staff training and coaching programs for local cities and state agencies across California,including the City of San José,City of Walnut Creek,City of Sunnyvale,Contra Costa County,California Department of Technology,and various open enrollment trainings for public,nonprofit,and social sector employees.In addition,we have worked extensively with some of these same clients as well as San Francisco Municipal Transportation Agency and the California Economic Development Department on multi-year organizational change initiatives aimed at embedding a culture of innovation and engagement. “Learning Lab created a culture change within our organization.A culture change that is based on peer-to-peer,human-to-human feedback.This culture is translated into flexibility and adaptability in the workplace.”(Former Client) ©2024,CivicMakers LLC 3 City of San Rafael Learning Lab Proposal |Oct 8,2024 Project Examples &References The following projects demonstrate our experience creating tailored human-centered design trainings (via our Learning Lab model)as well as customized one-off trainings for local municipalities and other public agencies. CALIFORNIA DEPARTMENT OF TECHNOLOGY Open Enrollment Trainings Project Start &End Dates:2019 -Present CivicMakers Staff &Responsibilities:Judi Brown (Project Manager and Lead Facilitator), Leah Tremblay-Adams (Curriculum Designer and Facilitator),Brittany Henry (Facilitator) References:Jennifer Hamman,Office of Professional Development Jennifer.Hamman@state.ca.gov*|(916)898 –0477 Keri M.Nomura,Office of Professional Development Keri.Nomura@state.ca.gov*|(916)898 –0480 [*email to arrange a call] Description of Services: Facilitate a series of problem solving and leadership skills workshops for the newly-created Office of Innovation,which then evolved into annual open-enrollment trainings for public sector employees across the state in diverse topics including online facilitation,storytelling, and collaborative decision-making (human-centered design). CIT Y OF SAN JOSE Human-Centered Design Learning Lab Project Start &End Dates:October 2020 -Ongoing CivicMakers Staff &Responsibilities:Judi Brown (Project Director),Leah Tremblay-Adams (Design Researcher),Brittany Henry (Facilitator) Reference:Kelli Parmley,Assistant Director of Human Resources kelli.parmley@gmail.com*|804-301-4061 *Currently transitioning out of her role and has agreed to be contacted via her personal email. Description of Services: CivicMakers facilitated our signature Learning Lab program,an eight week,hands -on learning and engagement experience for cross-departmental teams in public institutions, with the City of San José in 2020.This was our first Learning Lab conducted entirely virtually.In October 2020,the IT department put forth an initiative to reimagine the city’s intranet,and needed some support validating assumptions of the project’s usefulness across the city. ©2024,CivicMakers LLC 4 City of San Rafael Learning Lab Proposal |Oct 8,2024 Human Resources and IT were willing to experiment with fostering human connection in a virtual environment,and felt confident in our ability to deliver a program that would surface needs across departments in a time of uncertainty.Since IT had already gone through the process of creating objectives for its OneCity Workplace idea (the next iteration of the City’s intranet),we turned those objectives into ‘How Might We’statements and trained a cohort of cross-departmental teams in user research to test how the objectives could meet the needs of diverse teams across the City. Image description:The CivicMakers team used digital collaboration tools to identify key stakeholders and create customer journey maps that helped to better understand technology needs from departments across the entire organization. The insights gained from the user research conducted over eight weeks surfaced insights that challenges had to do with cultural or human elements as opposed to purely technology needs.These insights have been integrated into subsequent Learning Lab cohorts to get at the root cause of design challenges across the city.An RFP was recently released to procure a vendor for the OneCity Workplace intranet with technical requirements sourced directly from users across all city departments. Video Recording Example: This promotional video from the City of San Jose to advertise our Learning Lab training internally showcases some elements of our human-centered design training. ©2024,CivicMakers LLC 5 City of San Rafael Learning Lab Proposal |Oct 8,2024 Project Team We propose the following team to deliver the requested scope of services. Judi Brown,Project Facilitator Title:Co-Founder &Managing Partner Judi is a creative systems thinker and human-centered design practitioner who works to bring collaborative problem-solving methods to individuals and institutions.She brings nearly 15 years of experience in applied innovation methodologies with nonprofits and government agencies.Judi has led capacity building and immersive learning experiences for clients to apply human-centered design in a way that helps reimagine institutional culture. Leah Tremblay-Adams,Lead Curriculum Designer Title:Principal Design Researcher The human-centered design process can feel uncertain and unstructured. With 5+years as a designer in the public sector context,Leah helps to chart the course from understanding lived experience to defining problem space and identifying solutions.Drawing on her background in linguistics and organizational management,she examines underlying structures, processes and mindsets that make the difference between intended outcomes and real impact. Cristelle Blackford,Lead Facilitator Title:Managing Partner Cristelle is a collaborative problem solver with a commitment to improving public services.She guides project teams,designs effective and inclusive engagements,and leads collaborations with clients,peers and community members.She brings 10+years experience and expertise in project management,public participation and innovation practices across sectors with a multi-disciplinary background spanning urban planning,nonprofit program management,and online services. Julian Gunter,Coordinator Title:Jr.Associate,Design Operations Julian supports CivicMakers’training and engagement initiatives,as well as internal operations.He brings an analytical approach to human-centered design.He has a deep passion for helping people by seeking deep understanding and learning together.communication,teaching,and understanding.He believes interpersonal relationships are one of the most important ways we can improve ourselves and the world we live in. ©2024,CivicMakers LLC 6 City of San Rafael Learning Lab Proposal |Oct 8,2024 2 .Scope of Work Project Understanding The City of San Rafael is seeking a training partner that has experience in the public sector to provide applied learning in innovation methodologies while using the Together San Rafael design principles as a lens. San Rafael’s groundbreaking Together San Rafael initiative was born out of the desire to create the capacity for collaborative problem-solving across departments.In order to address this need,we would start by providing a short “Human-Centered Design 101” training that will empower managers with tangible,actionable tools to better engage their employees in key internal decisions.Following this initial introductory training,we will engage staff across departments and levels in a 6-month,hands -on training to co-create solutions to various pressing challenges currently facing the City. Proposed Approach Over the course of 6 months,participants will work in small teams to learn,apply HCD methods and conduct user research to vet the desirability,feasibility and viability of the TSR Principles.The experience will culminate in a showcase where each team presents what they developed to their peers,organizational leadership and,if appropriate, community members. Below we offer a recommended work plan that includes facilitation of the Together Academy,a training program for 20 -30 staff from across departments.All sessions will be in person,with virtual coaching.This program would aim to achieve the following goals: ●Teach and apply human-centered design and lean process improvement,as well as skills in project management,data-informed decision making,and presentations. ●Engage a mix of participants through stakeholder engagement (e.g.,managers and non-managers,range of understanding of HCD,and newer and longer-tenured employees). ●Work in small teams to apply learnings to develop a portfolio of ideas/prototypes to address various pressing challenges. ●Create an environment where teams can collaborate effectively,build psychological safety,integrate equity principles and best practices,and develop their project management and presentation skills. After the program concludes,we will assess their skills and gather feedback on the training understand what can be improved for future iterations of the Together Academy. ©2024,CivicMakers LLC 7 City of San Rafael Learning Lab Proposal |Oct 8,2024 Tasks and Timeline Phase Deliverables Kick-Off & Planning August 2024 Kick-off &Planning ●Hold a kick-off meeting with the core project team to clarify our work plan and establish clear roles and responsibilities. ●Identify dates for the training and related logistics ●Support employee recruitment for the training Discovery & Course Design September -Oct 2024 Discovery &Course Design. ●Training and presentation for the Executive Team and Directors to build capacity,get buy-in and understand any additional needs or constraints of City staff. ●Review background documents to understand staff needs and integrate learnings into the training design. ●Confirm collaborative tools for the cohort. ●Co-design the outline of the curriculum to integrate learnings from discovery activities. ●Up-front curriculum buildout and materials preparation Communications &Engagement Ongoing Cohort Engagement &Communications.Co-design promotional language and act as advisors to the City team through participant recruitment (as needed),including gaining supervisor approval for participation.Maintain regular communications with participants and manage shared resource folders. Sponsor Engagement &Communications.During the discovery phase we will identify 2-4 advisors and champions (likely City leadership)to support the final outcomes and help build program buy-in.We will keep this group informed of cohort progress through written communications,and would bring them in to advise at key milestones (e.g.,resource prototyping and final presentations). Session Preparation & Facilitation Oct 2024 - May 2025 Course Preparation.Based on the co-designed curriculum, customize training materials and talking points for each session.This includes presentations,worksheets,case studies,and tools for practice. Facilitation &Training.Facilitate nine in-person trainings and a final Showcase to assist participants in learning and applying the tools and techniques introduced each week. Coaching.Provide up to five virtual coaching sessions during which participants can receive customized guidance and support. ©2024,CivicMakers LLC 8 City of San Rafael Learning Lab Proposal |Oct 8,2024 Evaluation & Reporting May -June 2025 Session Debriefs.After each session,we will debrief to evaluate the session design and identify what worked well and what could be improved.This information will help inform the design of the next session as well as subsequent cohorts. Evaluation.At the end of each session and the conclusion of the program,we will collect participant feedback through surveys,as well as feedback from advisors and showcase attendees.We will also conduct pre &post surveys to identify growth or changes in cohort skills and attitudes. Recommendations Report.We will summarize our key takeaways and lessons learned in a summary report,including recommended next steps. Project Management Ongoing Bi-Weekly Calls.Ongoing,regular meetings with the core project team to check in on progress and iterate as needed. Other Project Management.Written project updates,task and timeline management,budget oversight. ©2024,CivicMakers LLC 9 City of San Rafael Learning Lab Proposal | Oct 8, 2024 3. Not-to-Exceed Budget Below is our not-to-exceed budget, including specified hard costs*. Estimated Hours Cost Planning & Kick-Off 64.5 $13,033 Communications & Engagement 38 $7,490 Together Academy: Discovery & Design + Facilitation 241.5 $53,353 Evaluation & Reporting 42 $8,420 Project Management & Coordination 80 $16,240 Estimated Total Cost $98,535 *Hard Cost Details & Assumptions Direct Expenses covered by CivicMakers include travel costs (charged at the federal mileage rate of .677 center/mile and base materials (including post-its, markers, and prototyping supplies). The City will print all materials and purchase any additional desired materials, food, and refreshments. © 2024, CivicMakers LLC 10 Hourly Rates • Judi Brown (Project Director & Facilitator) - $205 • Cristelle Blackford (Project Director & Facilitator) - $205 • Leah Tremblay-Adams (Project Manager & Curriculum Manager) - $195 • Brittany Henry (Lead Facilitator) - $185 • Eva Mas (Co-Facilitator) - $175 CONTRACT ROUTING FORM INSTRUCTIONS: Use this cover sheet to circulate all contracts for review and approval in the order shown below. Step RESPONSIBLE DEPARTMENT DESCRIPTION COMPLETED DATE REVIEWER Check/Initial 1 Project Manager a. Email PINS Introductory Notice to Contractor b. Email contract (in Word) and attachments to City Attorney c/o Laraine.Gittens@cityofsanrafael.org Click here to enter a date. 11/12/2024 ☐ ☒ 2 City Attorney a. Review, revise, and comment on draft agreement and return to Project Manager b. Confirm insurance requirements, create Job on PINS, send PINS insurance notice to contractor 11/20/2024 11/20/2024 ☒ NT ☒ NT 3 Department Director Approval of final agreement form to send to contractor 11/21/2024 ☒ __SM__ 4 Project Manager Forward three (3) originals of final agreement to contractor for their signature 11/21/2024 ☒ 5 Project Manager When necessary, contractor-signed agreement agendized for City Council approval * *City Council approval required for Professional Services Agreements and purchases of goods and services that exceed $75,000; and for Public Works Contracts that exceed $175,000 Date of City Council approval ☐ N/A Or ☐ 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) 9 City Manager / Mayor Agreement executed by City Council authorized official 10 City Clerk Attest signatures, retains original agreement and forwards copies to Project Manager TO BE COMPLETED BY INITIATING DEPARTMENT PROJECT MANAGER: Contracting Department: Digital Project Manager: Sean Mooney Extension: Click here to enter text. Contractor Name: Civic Makers Contractor’s Contact: Judi Brown Contact’s Email: judi@civicmakers.com ☐ FPPC: Check if Contractor/Consultant must file Form 700