ATTACHMENT A
RESOLUTION
RHB-2023-04
PASADENA RENTAL HOUSING BOARD
RESOLUTION NO. RHB-2023-04
A RESOLUTION OF THE PASADENA RENTAL HOUSING BOARD APPROVING A
CONTRACT AMENDMENT WITH BHYV CONSULTING TO INCREASE THE NOT TO EXCEED AMOUNT OF THE CONTRACT FROM $74,999 TO $425,000 AND TO
CLARIFY THE SCOPE OF SERVICES
WHEREAS, the Pasadena Rental Housing Board on June 7, 2023 approved a contract with bhy Consulting in an amount not to exceed $74,999 for services related to the implementation of the Pasadena Fair and Equitable Charter Amendment ("Charter Amendment"); and
WHEREAS, there is an immediate need for housing counseling services to provide information and guidance to landlords and tenants regarding the Charter Amendment and to begin work on the Rental Registry required by Section 1812 of the Charter Amendment in order to comply with the requirements of the Charter Amendment to have a Rental Registry by the anniversary date of the effective date of the Charter Amendment; and WHEREAS, until the Rental Housing Board is able to hire staff to provide the housing counseling services, bhyv Consulting is qualified and willing to provide such services and is qualified to provide services necessary to create a Rental Registry; and NOW, THEREFORE IT BE RESOLVED that the Pasadena Rental Housing Board authorizes the Chair of the Rental Housing Board, subject to approval by the City Council, to enter into a contract with bhyv Consulting in an amount not to exceed $425,000 with a scope of services consistent with Exhibit A attached, that includes, but is not limited to, housing counseling services to address the public information requests related to the Charter Amendment and establish a Rental Registry.
BE IT FURTHER RESOLVED, that the Pasadena Rental Housing Board requests that the City of Pasadena City Council approve the contract with bhyv Consulting so that the Pasadena Rental Housing Board can address the immediate need to provide public services to Pasadena landlords and tenants related to the Charter Amendment and comply with the Charter Amendment to establish a Rental Registry in a timely manner.
The foregoing Resolution was adopted at a regular meeting of the Pasadena Rental Housing Board of the City of Pasadena, duly held on the 26th day of July 2023, by the following vote:
AYES: Board Members Dunlop, Gonzalez, Henry, Najera, Pitts, Chavez, Siegal, Santiago, Torres, Vice Chair Lamar, Chair Bell
NOES: None
ABSTAIN: None
ABSENT: None
ATTEST:
tra Bea
MARK JOMSKY RYANS. BELL
CHAIR, RENTAL HOUSING BOARD
Exhibit A- bhyv Scope of Services (adopted by Board on July 26, 2023) bhyv Exhibit A to Resolution
RHB-2023-04
City of Pasadena, CA & bhyv Consulting
Rent Stabilization Start-up and Implementation Project
Proposed Scope of Work
The purpose of this agreement is to establish a mutual understanding between the City of Pasadena Rental Housing Board (Client) and bhyv Consulting (Consultant) for program design and implementation, policy development and strategic change management services to support the launch of the new rent stabilization program and plan. The following scope of services is based upon a timeline of July 26, 2023, to July 26, 2024, with an option to renew following the conclusion of the initial project period.
Services, Deliverables & Fees
Programmatic Infrastructure and Design Project
Service #1: Program development, budget drafting, and staffing models Deliverables
• D1: Program plan and staffing model (organizational design) • D2: Program budget with projections and fee analysis
• D3: Job descriptions for key start-up roles (based on staffing model and budget) Fees
• Total Fees: $50,000
Service #2: Community/stakeholder engagement
Deliverables
D1: Stakeholder (internal and external) engagement plan and mapping • D2: Stakeholder meeting materials and workshop design • D3: Board stakeholder training and support
• D4: Rent regulation and registration - external stakeholder meetings • Landlord stakeholder meeting
• Tenant stakeholder meeting
Fees
• Total Fees: $25,000
bhyv
Service #3: Board governance, adjudicative regulations, internal standard operating procedures, and policy manual (SOPs) for the adjudicative hearings and housing counseling services
Deliverables
• D3: Standard operating policies and procedures for the new program (document) D4: Adjudicative regulations and policies (documents)
D5: Substantive Policy Priorities (documents)
Fees
• Total Fees: $50,000
Service #4: Public information campaign and outreach
Deliverables
D1: Support website content design
• D2: Create public information content and materials
D3: Implement and support the RentMail email hotline
D4: Provide limited housing counseling via RentMail (260 hours) Fees
• Total Fees: $25,000-
Service #5: Administrative/Project Management
Deliverables - Ongoing
• General project management
• Subject matter expertise (for all services)
• Contract negotiations (with project contractors)
• Client and contractor meeting management
Fees
Total Fees: $25,000
TOTAL EST. PROJECT COST: $175,000
bhyv
Implementation Plan
Timeline Milestones
July-August 2023
RentMail system created
Limited housing counseling services are
provided via RentMail system
• Outreach reporting templates &
materials developed
• Technical assistance provided for the
development of board regulations.
Board training manual developed
Stakeholder (internal and external)
engagement plan and mapping
September-October 2023 • Board training provided
• Ongoing limited housing counseling
provided
• Stakeholder meeting materials and
workshop design
• Facilitate One (1) Property Owner
Workshop (Mid-September)
Facilitate One (1) Tenant's Rights
Workshop (Mid-September)
• Technical assistance provided for the
development of board regulation
• Program plan and staffing model
(organizational design) Program budget
with projections and fee analysis
November 2023-January 2024 • Ongoing limited housing counseling provided
• Standard operating policies and
procedures for the new program
• Programmatic SOP
• Hearings Unit SOP
• Housing Counseling SOP
• Job descriptions for key start-up roles
(based on staffing model and budget)
• Technical assistance was provided for
the development of adjudicative
bhyv
regulations and policies
Project Logistics & Staffing
Working Arrangements
The Consultant will meet weekly via phone/ Zoom/in person with the designated Client contact for the rent stabilization project. Consultant will attend all necessary meetings to complete and report on the deliverables of the project including (but not limited to) full board meetings, committee meetings, and staff meetings. The primary mode of communication will be through email, along with the occasional use of other online software such as Slack, Asana, and Zoom.
The Client will provide the Consultant with an organizational email if needed.
Consultant Status
In performing the obligations set forth in this Agreement, the Consultant shall have the status of an independent contractor and Consultant shall not be considered an employee of the Client for any purpose. All persons working for or under the direction of the Consultant are its agents and employees and are not agents or employees of the Client.
Billing
Client shall pay the consultant a monthly retainer of $14,583.33 per month for a maximum of $175,000 over the twelve-month contract period. Consultant shall submit monthly invoices by the 5th of each month beginning August 5, 2023.
Meet the Hive!
Chanée Franklin Minor (Principal/CEO)
Project Lead
Chanée Franklin-Minor is a seasoned attorney and housing policy professional who has worked for almost twenty years on rent control, anti-displacement, and civil rights issues. Chanée has served as a senior advisor under Governor Jerry Brown and former Congressman Ronald Dellums and is the "go-to" expert on housing stabilization implementation and design. She served as a senior staff attorney and division manager at the Berkeley Rent Stabilization Program, where she helped elevate it to what is now largely considered the best housing stabilization program in the nation. Recently, Chanée served as Program Manager at the City of Oakland Rent Adjustment Program where within 9 months, she transitioned a failing program into one of the best in California. Chanée is a problem-solver, negotiator, and steward of public trust. She is a California native and graduate of UCLA, Cornell Law School, The American bhyv
University of Paris, and the University of Oxford, New College, where she received a certificate in International Human Rights Law.
Ecatrina (Cat) Burton, MPP (Senior Consultant)
General Operations, Staffing, Budget, and Finance
Ecaterina Burton is a versatile policy advocate and a seasoned budget analyst who has worked for almost fifteen years on anti-displacement, anti-poverty, and racial equity issues.
Recently, Ecaterina has served as Senior Budget & Management Analyst for the City of San Francisco and the City of Oakland where she specialized in incorporating racial equity into the day-to-day operations and budget development. Ecatrina is a policy innovator, revolutionary calculator, and coalition builder. She is the proud eldest biracial child of immigrant Marine Corps soldiers and a graduate of Harvard College and UC Berkeley's Goldman School of Public Policy.
Claudette Campos (Chief Operating Officer)
Project Operations, Client Relations, Vendor Management Claudette is a world citizen who cares firstly for others above personal status and gain. She is masterful at creating effective solutions by critically analyzing situations and thinking in non-linear ways to create effective and efficient solutions. She excels at protocol streamlining, multicultural conflict resolution, and intergenerational customer service. Claudette received her BA in biochemistry and genetics from North Carolina State University and is proficient in five languages including Portuguese, Spanish, French, Japanese, and English.
Additional Consultants and Collaborators
Matthew Seigel, Former Staff Attorney City of Berkeley Rent Board (Of Counsel) Subject Matter Expertise: Rent Stabilizations, Eviction Protection, and Board Governance Cometria Cooper, Esq. (Senior Consultant)
Subject Matter Expertise: Rent Stabilizations, Eviction Protection, and Community Engagement Marvin Nettles, JD/MPP (Senior Consultant)
Subject Matter Expertise: Rent Stabilizations, Eviction Protection, and Community Engagement Leah Simon-Wiseberg, Legal Director, ACCE (Collaborator) Subject Matter Expertise: Local, State; and Federal Landlord-Tenant Law bhyv
Project Scope Agreement
Both client and consultant agree to the above-outlined scope of work and have submitted all edits to the scope. Upon mutual agreement, the Client will provide the Consultant with a formalized agreement.
Chanee Franklin Minor, bhyv Consulting (Consultant) Date City of Pasadena, CA, Rental Housing Board (Client) Date bhyv
City of Pasadena, CA & bhyv Consulting
Rent Registration Start-up, Implementation, and Design Project Services, Deliverables & Fees
Rental Registration Project
Service #1: Design and launch rent registry and eviction databases Deliverables
• D1: Initial research of established rent registry programs • Policy research and analysis of findings (document)
• Survey and report of best practices (document)
• D2: Execute vendor contract for database build, implementation, and • D3: Provide technical support for the rent registry database design • D4: Conduct (1) landlord stakeholder meeting and (1) tenant stakeholder meeting concerning rent registration database design
• D5: Provide technical support for the development of rent registration regulations Fees
• Total Fees: $250,000
Service #2: Administrative/Project Management
Deliverables - Ongoing
• General project management
• Subject matter expertise (for all services)
• Contract negotiations (with project contractors)
• Client and contractor meeting management
Fees
Total Fees: $0
TOTAL EST. PROJECT COST: $250,000
bhyv
Implementation Plan
Timeline Milestone
September-October 2023 • Stakeholder (internal and external) engagement plan and mapping
Begin initial landscape scan of rental
Registration best practices
• Project manage the procurement
process for vendor contract for
database build-out
November 2023-December 2024 • Policy research and analysis of findings (document)
• Survey and report of best practices
(document)
• Provide project
management/technical assistance for
database design and implementation
• Support initial implementation and
launch of rental registration portal
• Provide project
January - February 2024 management/technical assistance for database design and implementation
• Provide training and support for
internal and external stakeholders
• Provide technical assistance for
outreach and public information
campaign
Provide technical assistance for the
development of rent registration
regulations
• Draft internal rent registration forms
for in-person filing
• Support initial implementation and
launch of rental registration portal
• Provide project
March - April 2024 management/technical assistance for
bhyv
database design and implementation
• Provide technical assistance for
outreach and public information
campaign
• Provide technical assistance for the
development of rent registration
regulations
• Draft internal rent registration forms
for in-person filing
• Support initial implementation and
launch of rental registration portal
May - June 2024 • Provide technical assistance for
outreach and public information
campaign
• Provide training and support for
internal and external stakeholders
• Support initial implementation and
launch of rental registration portal
Project Logistics & Staffing
Working Arrangements
The Consultant will meet weekly via phone/ Zoom/in person with the designated Client contact for the rent stabilization project. Consultant will attend all necessary meetings to complete and report on the deliverables of the project including (but not limited to) full board meetings, committee meetings, and staff meetings. The primary mode of communication will be through email, along with the occasional use of other online software such as Slack, Asana, and Zoom.
The Client will provide the Consultant with an organizational email if needed. bhyv
Consultant Status
In performing the obligations set forth in this Agreement, the Consultant shall have the status of an independent contractor and Consultant shall not be considered an employee of the Client for any purpose. All persons working for or under the direction of the Consultant are its agents and employees and are not agents or employees of the Client.
Billing
Client shall pay the consultant a monthly retainer of $20,833.33 per month for a maximum of $250,000 over the twelve (12) month period. Consultant shall submit monthly invoices by the 5th of each month beginning August 5, 2023.
Meet the Hive!
Chanée Franklin Minor (Principal/CEO)
Project Lead
Chanée Franklin-Minor is a seasoned attorney and housing policy professional who has worked for almost twenty years on rent control, anti-displacement, and civil rights issues. Chanée has served as a senior advisor under Governor Jerry Brown and former Congressman Ronald Dellums and is the "go-to" expert on housing stabilization implementation and design. She served as a senior staff attorney and division manager at the Berkeley Rent Stabilization Program, where she helped elevate it to what is now largely considered the best housing stabilization program in the nation. Recently, Chanée served as Program Manager at the City of Oakland Rent Adjustment Program where within 9 months, she transitioned a failing program into one of the best in California. Chanée is a problem-solver, negotiator, and steward of public trust. She is a California native and graduate of UCLA, Cornell Law School, The American University of Paris, and the University of Oxford, New College, where she received a certificate in International Human Rights Law.
Ecatrina (Cat) Burton, MPP (Senior Consultant)
General Operations, Staffing, Budget, and Finance
Ecaterina Burton is a versatile policy advocate and a seasoned budget analyst who has worked for almost fifteen years on anti-displacement, anti-poverty, and racial equity issues.
Recently, Ecaterina has served as Senior Budget & Management Analyst for the City of San Francisco and the City of Oakland where she specialized in incorporating racial equity into the day-to-day operations and budget development. Ecatrina is a policy innovator, revolutionary calculator, and coalition builder. She is the proud eldest biracial child of immigrant Marine Corps soldiers and a graduate of Harvard College and UC Berkeley's Goldman School of Public Policy.
bhyv
Claudette Campos (Chief Operating Officer)
Project Operations, Client Relations, Vendor Management Claudette is a world citizen who cares firstly for others above personal status and gain. She is masterful at creating effective solutions. by critically analyzing situations and thinking in non-linear ways to create effective and efficient solutions. She excels at protocol streamlining, multicultural conflict resolution, and intergenerational customer service. Claudette received her BA in biochemistry and genetics from North Carolina State University and is proficient in five languages including Portuguese, Spanish, French, Japanese, and English.
Additional Consultants and Collaborators
Matthew Seigel, Former Staff Attorney City of Berkeley Rent Board (Of Counsel) Subject Matter Expertise: Rent Stabilizations, Eviction Protection, and Board Governance Cometria Cooper, Esq. (Senior Consultant)
Subject Matter Expertise: Rent Stabilizations, Eviction Protection, and Community Engagement Marvin Nettles, JD/MPP (Senior Consultant)
Subject Matter Expertise: Rent Stabilizations, Eviction Protection, and Community Engagement Leah Simon-Wiseberg, Legal Director, ACCE (Collaborator) Subject Matter Expertise: Local, State; and Federal Landlord-Tenant Law Project Scope Agreement
Both client and consultant agree to the above-outlined scope of work and have submitted all edits to the scope. Upon mutual agreement, the Client will provide the Consultant with a formalized agreement.
Chanee Franklin Minor, bhy Consulting (Consultant) Date City of Pasadena, CA, Rental Housing Board (Client) Date