HomeMy WebLinkAboutCED Diversity, Equity, Inclusion, Beloning & Housing Consulting Agreement____________________________________________________________________________________ FOR CITY CLERK ONLY Council Meeting: 04/07/2025 Disposition: Resolution 15388 Agenda Item No: 4.e Meeting Date: April 7, 2025 SAN RAFAEL CITY COUNCIL AGENDA REPORT Department: Community and Economic Development Prepared by: Alexis Captanian, Housing Manager City Manager Approval: ______________ TOPIC: DIVERSITY, EQUITY, INCLUSION, BELONGING, AND HOUSING CONSULTING SERVICES AGREEMENT AMENDMENT SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO AMEND THE PROFESSIONAL SERVICES AGREEMENT WITH LIZ DARBY FOR DIVERSITY, EQUITY, INCLUSION, BELONGING, AND HOUSING CONSULTING SERVICES, TO INCREASE THE CONTRACT AMOUNT BY $50,000, FOR A TOTAL NOT TO EXCEED $125,000. RECOMMENDATION: Staff recommend that the City Council adopt the resolution authorizing the City Manager to amend the Professional Services Agreement with Liz Darby for Diversity, Equity, Inclusion, Belonging, and Housing consulting services to increase the contract amount by $50,000, for a total not to exceed $125,000. BACKGROUND: The City entered into a Professional Services Agreement with Liz Darby for diversity, equity, inclusion, and belonging (DEIB) and housing consulting services for a six-month term from July 1, 2024, to December 31, 2024, in an amount not to exceed $50,000. One of the consultant’s key deliverables, a series of tenant workshops, is scheduled to conclude in Spring 2025. Due to the continued need for services, City staff entered a first amendment with Liz Darby on December 10, 2024, extending the agreement by six (6) months, through June 30, 2025, and including additional compensation in a not-to-exceed amount of $25,000, changing the total not-to-exceed amount under the agreement to $75,000. In addition to the work relating to the implementation of the City’s Housing Element including the tenant protection program and policy assessment, the consultant continues to support the advancement of the City’s DEIB initiatives as stated in the fiscal year 2023-25 City Council’s Goals and Objectives. The consultant provides training for City staff, supports inclusive resident engagement efforts and provides assistance to the City’s DEIB Committee which guides the City’s internally facing equity initiatives. This includes projects that support the implementation of recommendations related to the BCT Audit for Human Resources. No additional funding is requested for FY 2024-25 to support DEIB related work at this time. SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2 The proposed second amendment (Attachment 2) provides additional funding to continue Housing Element implementation, including Program 5: Public Information and Engagement, Program 8: Latinx Community Capacity Building and Engagement, and Program 11: Tenant Protection Measures. This increase is partly in response to staffing vacancies during Fiscal Year (FY) 2024-25 that necessitated additional consultant support. The contract amendment will increase the total contract amount by $50,000, bringing the total amount not to exceed $125,000. ANALYSIS: Staff recommend that the City Council approve the increase in the professional services agreement with Liz Darby for DEIB and Housing Consulting Services. An additional $50,000 will provide the City with the resources needed for its DEIB and Housing efforts through FY 2024-25. Funding in FY 2025-26 will be included in the recommended budget. The services covered by this agreement include: 1. Tenant Protection Workshops 2. Housing Element Implementation Support 3. DEIB Employee Engagement and Training FISCAL IMPACT: The total contract amount for this amendment will increase by $50,000, bringing the total to $125,000. Funding to cover the increased contract amount is provided through existing appropriations within the Community and Economic Development Department, Housing Division – Contract Services budget for FY 2024-25. OPTIONS: The City Council has the following options to consider on this matter: 1. Approve the amendment to the Professional Services Agreement with Liz Darby for DEIB and Housing Consulting Services, increasing the contract amount by $50,000 for a total not to exceed $125,000. 2. Decline to approve the amendment and provide further direction to staff on how to proceed. RECOMMENDED ACTION: Staff recommend that the City Council adopt the resolution authorizing the City Manager to amend the Professional Services Agreement with Liz Darby for Diversity, Equity, Inclusion, Belonging, and Housing consulting services to increase the contract amount by $50,000, for a total not to exceed $125,000. ATTACHMENTS: 1. Resolution 2. Second Amendment to the Professional Services Agreement with Liz Darby, for DEIB and Housing Consulting Services RESOLUTION NO. 15388 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO AMEND THE PROFESSIONAL SERVICES AGREEMENT WITH LIZ DARBY FOR DIVERSITY, EQUITY, INCLUSION, BELONGING, AND HOUSING CONSULTING SERVICES, TO INCREASE THE CONTRACT AMOUNT BY $50,000, FOR A TOTAL NOT TO EXCEED $125,000 WHEREAS, On October 12, 2024, the City entered into a Professional Services Agreement with Liz Darby, for diversity, equity, inclusion, belonging (DEIB) and housing consulting services for an amount not to exceed $50,000, through December 31, 2024 ; and WHEREAS, due to the continued need for services, City staff entered into the first amendment with Liz Darby on December 10, 2024, to include additional compensation in a not-to-exceed amount of $25,000, changing the total not -to-exceed amount under the agreement to $75,000, and extending the agreement by six (6) months, through June 30, 2025; and WHEREAS, to address the continued need for DEIB and Housing related services, it is necessary to amend the agreement by increasing the contract amount by $50,000, resulting in a total not to exceed $125,000; and WHEREAS, funding to cover the increased contract amount is provided through existing appropriations within the Community and Economic Development Department, Housing Division – Contract Services budget for Fiscal Year 2024-25; and WHEREAS, the proposed amendment will provide the City with the additional resources needed to ensure a robust service offering for its DEIB and Housing efforts for FY 2024-25, including but not limited to Tenant Protection Workshops, Housing Element implementation, DEIB employee engagement and training. NOW, THEREFORE BE IT RESOLVED, that the City Council hereby authorizes the City Manager to amend the Professional Services Agreement with Liz Darby, for DEIB and Housing Consulting Services, increasing the contract amount by $50,000, for a total not to exceed $125,000. I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of San Rafael, held on Monday, the 7th day of April 2025, by the following vote, to wit: AYES: Councilmembers: Kertz, Hill, Llorens Gulati & Mayor Kate NOES: Councilmembers: None ABSENT: Councilmembers: Bushey ________ Lindsay Lara, City Clerk SECOND AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH LIZ DARBY FOR DEIB AND HOUSING CONSULTING SERVICES THIS SECOND AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter "CITY"), and LIZ DARBY (hereinafter "CONSULTANT"), is made and entered into as of Apr 15, 2025 RECITALS WHEREAS, the CITY and CONSULTANT entered into a Professional Services Agreement dated October 12, 2024 to perform professional services in connection with CITY'S DEIB and Tenant Protection Workshops, for an amount not to exceed $50,000 (the "Agreement"); and WHEREAS, the CITY and CONSULTANT entered into a First Amendment to the Professional Services Agreement dated December 10, 2024 for additional professional services and to extend the Term of the Agreement, for an amount not -to -exceed $25,000, increasing the total not to exceed amount under the Agreement to $75,000; and WHEREAS, the CITY and CONSULTANT wish to amend the Agreement to modify the total compensation payable to CONSULTANT so as to authorize CONSULTANT to provide additional housing consulting services. AMENDMENT TO AGREEMENT NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows: 1. Article 2 of the Agreement, entitled "COMPENSATION" is hereby amended to include additional compensation payable to CONSULTANT, at $130 per hour for labor, in a not -to -exceed amount of $50,000, and to change the total not -to - exceed amount under the Agreement to $125,000. 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 Second Amendment on the day, month, and year first above written. CITY OF SAN RAFAEL Cris -fine Alilovieh Cristine Alilovich (Apr 15, 202510:08 PDT) CRISTINE ALILOVICH, City Manager ATTEST: Brenna Nurmi (for) (Apr 15. 202 :22 POT) LINDSAY LARA, City Clerk APPROVED AS TO FORM: Ahol�ea VNe�rG�waYa Andrea Visveshwara (Apr 14, 202517:08 PDT) ANDREA VISVESHWARA, Chief Assistant City Attorney 2 CONSULTANT 4L lkrrb� Bv:. Name: Liz Darby Title: Consultant [If Consultant is a corporation, add signature of second corporate officer] Name: Title: 2nd Contract Amendment Final Audit Report 2025-04-14 Created: 2025-04-14 By: Alexis Captanian (alexis.captanian@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAABrAlfKQwfAGsQleX9XIGvC6A3RMmyNO- "2nd Contract Amendment" History Document created by Alexis Captanian (alexis.captanian@cityofsanrafael.org) 2025-04-14 - 9:09:25 PM GMT P- 4 Document emailed to Liz Darby (liz.darby@cityofsanrafael.org) for signature 2025-04-14 - 9:09:29 PM GMT Email viewed by Liz Darby (liz.darby@cityofsanrafael.org) 2025-04-14 - 9:34:06 PM GMT 6© Document e-signed by Liz Darby (liz.darby@cityofsanrafael.org) Signature Date: 2025-04-14 - 9:34:35 PM GMT - Time Source: server Agreement completed. 2025-04-14 - 9:34:35 PM GMT Adobe Acrobat Sign X-1 RAF! i z C/ry WITH t'�\y 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: Community and Economic Development Project Manager: Alexis Captanian Extension: 415.458.2392 Contractor Name: Liz Darby Contractor's Contact: Liz Darby Contact's Email: liz.darby@cityofsanrafael.org ❑ FPPC: Check if Contractor/Consultant must file Form 700 Step RESPONSIBLE DESCRIPTION DEPARTMENT 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 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 3 Department Director Approval of final agreement form to send to contractor 4 Project Manager Forward three (3) originals of final agreement to contractor for their signature 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 $7S,000; and for Public Works Contracts that exceed $175,000 Date of City Council approval: 4/7/2025 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 official Attest signatures, retains original agreement and 10 City Clerk forwards copies to Project Manager COMPLETED REVIEWER DATE Check/Initial n/a ❑ 3/6/2025 MAC 3/11/2025 3/11/2025 © NT ❑X NT 4/7/2025 ® MH 4/7/2025 ❑X AC ❑ N/A MAC Or 4/7/2025 4/7/2025 1 AC RESOLUTION NO. 15388 RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING THE CITY MANAGER TO AMEND THE PROFESSIONAL SERVICES AGREEMENT WITH LIZ DARBY FOR DIVERSITY, EQUITY, INCLUSION, BELONGING, AND HOUSING CONSULTING SERVICES, TO INCREASE THE CONTRACT AMOUNT BY $50,000, FOR A TOTAL NOT TO EXCEED $125,000 WHEREAS, On October 12, 2024, the City entered into a Professional Services Agreement with Liz Darby, for diversity, equity, inclusion, belonging (DEIB) and housing consulting services for an amount not to exceed $50,000, through December 31, 2024; and WHEREAS, due to the continued need for services, City staff entered into the first amendment with Liz Darby on December 10, 2024, to include additional compensation in a not -to -exceed amount of $25,000, changing the total not -to -exceed amount under the agreement to $75,000, and extending the agreement by six (6) months, through June 30, 2025; and WHEREAS, to address the continued need for DEIB and Housing related services, it is necessary to amend the agreement by increasing the contract amount by $50,000, resulting in a total not to exceed $125,000; and WHEREAS, funding to cover the increased contract amount is provided through existing appropriations within the Community and Economic Development Department, Housing Division — Contract Services budget for Fiscal Year 2024-25; and WHEREAS, the proposed amendment will provide the City with the additional resources needed to ensure a robust service offering for its DEIB and Housing efforts for FY 2024-25, including but not limited to Tenant Protection Workshops, Housing Element implementation, DEIB employee engagement and training. NOW, THEREFORE BE IT RESOLVED, that the City Council hereby authorizes the City Manager to amend the Professional Services Agreement with Liz Darby, for DEIB and Housing Consulting Services, increasing the contract amount by $50,000, for a total not to exceed $125,000. I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of San Rafael, held on Monday, the 7th day of April 2025, by the following vote, to wit: AYES: Councilmembers: Kertz, Hill, Llorens Gulati & Mayor Kate NOES: Councilmembers: None ABSENT: Councilmembers: Bushey Lindsay Lara, City Clerk PSA 2nd Amendment - Liz Darby - DEIB and Housing Consulting Services Final Audit Report 2025-04-15 Created: 2025-04-14 By: Nataly Torres (nataly.tor-es@cityofsanrafael.org) Status: Signed Transaction ID: CBJCHBCAABAAWUV1NKyrNAXZHnuYgwu_boFtop1DrsnT "PSA 2nd Amendment - Liz Darby - DEIB and Housing Consultin g Services" History Document created by Nataly Torres(nataly.trres@cityofsanrafael.org) 2025-04-14-10:08:41 PM GMT- IP address: 199.88.113.8 P► Document emailed to andrea.visveshwara@cityofsanrafael.org for signature 2025-04-14-10:12:30 PM GMT Email viewed by andrea.visveshwara@cityofsanrafael.org 2025-04-15 - 0:07:59 AM GMT- IP address: 104.47.64.254 6© Signer andrea.visveshwara@cityofsanrafael.org entered name at signing as Andrea Visveshwara 2025-04-15 - 0:08:22 AM GMT- IP address: 199.88.113.8 Oe Document e-signed by Andrea Visveshwara (andrea.visveshwara@cityofsanrafael.org) Signature Date: 2025-04-15 - 0:08:24 AM GMT - Time Source: server- IP address: 199.88.113.8 P+ Document emailed to city.clerk@cityofsanrafael.org for approval 2025-04-15 - 0:08:26 AM GMT Email viewed by city.clerk@cityofsanrafael.org 2025-04-15 - 2:33:29 PM GMT- IP address: 104.47.65.254 6© Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi 2025-04-15 - 2:33:40 PM GMT- IP address: 199.88.113.8 6a Document approved by Brenna Nurmi(city.clerk@cityofsanrafael.org) Approval Date: 2025-04-15 - 2:33:42 PM GMT - Time Source: server- IP address: 199.88.113.8 Document emailed to cristine.alilovich@cityofsanrafael.org for signature 2025-04-15 - 2:33:44 PM GMT SAN RAddobeobeAFAEL P� " .17Acrobat Sign Email viewed by cristine.alilovich@cityofsanrafael.org 2025-04-15 - 5:07:52 PM GMT- IP address: 104.47.64.254 &e Signer cristine.alilovich@cityofsanrafael.org entered name at signing as Cristine Alilovich 2025-04-15 - 5:08:16 PM GMT- IP address: 174.195.91.120 66 Document e-signed by Cristine Alilovich(cristine.alilovich@cityofsanrafael.org) Signature Date: 2025-04-15 - 5:08:18 PM GMT - Time Source: server- IP address: 174.195.91.120 L74 Document emailed to city.clerk@cityofsanrafael.org for signature 2025-04-15 - 5:08:20 PM GMT Email viewed by city.clerk@cityofsanrafael.org 2025-04-15 - 5:21:42 PM GMT- IP address: 104.47.64.254 636 Signer city.clerk@cityofsanrafael.org entered name at signing as Brenna Nurmi (for) 2025-04-15 - 5:22:01 PM GMT- IP address: 199.88.113.8 GSm Document e-signed by Brenna Nurmi (for)(city.clerk@cityofsanrafael.org) Signature Date: 2025-04-15 - 5:22:03 PM GMT - Time Source: server- IP address: 199.88.113.8 0 Agreement completed. 2025-04-15 - 5:22:03 PM GMT �\\ SAN RAFAEL I POND Adobe �� "' Acrobat Sign