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CC - CONSENT ITEM: (1) Approval of an Amendment to the Existing Professional Services Agreement with Keen Independent Research LLC to Update the Scope of Service to Include Phase II Tasks, Update the Termination Date to the Conclusion of Phase II Tasks, and Increase the Not-to-Exceed Project Fees by an Additional $63,530 for a Total Not-to-Exceed Amount of $156,350 for the Preparation of the Racial Equity Action Plan (REAP); and (2) FOUR-FIFTHS VOTE REQUIREMENT: Approval of a Related Budget Amendment to Increase Funding for the REAP Preparation by Appropriating $63,530 from the General Fund Unassigned Balance.
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Meeting Date: November 11, 2024
Contact Person/Dept.: Dana Anderson /Human Resources Department
Phone Number: 310-253-6000
Fiscal Impact: Yes [X] No [] General Fund: Yes [X] No []
Attachments: Yes [X] No []
Public Notification: (E-Mail) Meetings and Agendas - City Council (11/07/2024)
Department Approval: John M. Nachbar, City Manager (10/21/2024)
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RECOMMENDATION
Staff recommends the City Council (1) approve an amendment to the existing professional services agreement with Keen Independent Research LLC to update the scope of service to Include Phase II Tasks, update the termination date to the conclusion of Phase II Tasks, and increase the not-to-exceed project fees by an additional $63,530 for a total not-to-exceed amount of $156,350.00 for the preparation of the Racial Equity Action Plan (REAP); and (2) approve a related budget amendment to increase funding for the REAP preparation by appropriating $63,530 from the General Fund Unassigned Balance to Account No 10122100.610400 (Human Resources - Consulting Services). A budget amendment requires a four-fifths vote.
BACKGROUND/ DISCUSSION
The City desires to continue its efforts to embed racial equity into its framework through current and future policies, procedures, and structure. To meet these objectives, the City has initiated preparation and implementation of a Racial Equity Action Plan (REAP) that will apply a results-based accountability framework to facilitate the normalization of conversations around race, development of staff capacity through training, and to operationalize racial equity by embedding this lens into routine internal and community-based decision-making.
On February 26, 2024, the City Council approved a professional services agreement with Keen Independent Research LLC to enter into Phase I preparation of the REAP for the City of Culver City.
Keen Independent Research LLC is steadily progressing through Phase I tasks as listed below (Attachment 1) and has garnered a better grasp on the work and time needed to complete Phase II preparation of the REAP. As such, Keen Independent Research LLC is staged to enter into Phase II preparation of the REAP concurrently with the remaining tasks in Phase I. Thus, the existing agreement will need to be amended to encompass the expanded scope, termination date, and resulting fees based on the Phase II Update. (Attachment 2)
Phase I Tasks:
1. Task 1: Project Initiation and Management
2. Task 2: Review of Policies, Programs and Procedures
3. Task 3: Workforce Analysis
4. Task 4: Preliminary Identification of the Highest Priorities
5. Task 5: Internal Stakeholder Engagement
Phase II Tasks:
1. Task 6: Community Engagement
2. Task 7: The Complete Racial Equity Action Plan Development
3. Task 8: Implementation of the Racial Equity Action Plan and Support
FISCAL ANALYSIS
The Adopted Budget for Fiscal Year 2024-2025 includes sufficient funding for Phase I of the REAP. Funding for Phase II was not included. Staff recommends that the City Council approve an amendment to the professional services agreement with Keen Independent Research LLC for an additional not-to-exceed amount of $63,530 for the Phase II preparation of the Racial Equity Action Plan for the City. Staff also recommends that the City Council approve a related budget amendment appropriating $63,530 from the General Fund Unassigned Balance to Account No. 10122100.610400 (Human Resources - Consulting Services). As of September 9, 2024, the General Fund Unassigned Balance was estimated at $2.1 million. A budget amendment requires a four-fifths vote.
ATTACHMENTS
1. 2024-11-11_ATT1_Keen Independent Racial Equity Action Plan Proposal_10162023
2. 2024-11-11_ATT2_Culver City Racial Equity Action Plan- Phase II Update_10182024
MOTIONS
That the City Council:
1. Approve an amendment to the existing professional services agreement with Keen Independent Research LLC to update the scope of service to include Phase II Tasks, update the termination date to the conclusion of Phase II Tasks, and increase the not-to-exceed project fees by an additional $63,530 for a total not-to-exceed amount of $156,350 for the preparation of the Racial Equity Action Plan (REAP);
2. Approve a related budget amendment to increase funding for the REAP preparation by appropriating $63,530 from the General Fund Unassigned Balance to Account No. 10122100.610400. (four-fifths vote required);
3. Authorize the City Attorney to review/prepare the necessary documents; and
4. Authorize the City Manager to execute such documents on behalf of the City.