March 17, 2026
City Manager's Office
DATE: March 17, 2026
TO: Mayor Martinez and Members of the City Council
FROM:
Shasa Curl, City Manager
LaShonda White, Deputy City Manager - Community
Services
Patrick Seals, Administrative Chief
Gabino Arredondo, Project Manager
Subject:
Request for Proposals (RFP) to Update Policies and
Procedures and Develop City-wide Standard Operating
Procedures (SOPs)
FINANCIAL IMPACT: There is no immediate fiscal impact. Issuance of the Request for Proposal (RFP) does not obligate the City to award a contract. Any contract award(s) resulting from
this RFP will be brought to the City Council for approval and will identify the total not-to-exceed compensation and funding source(s).
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
The City’s departmental Policies and Procedures and
Standard Operating Procedures (SOPs) require a
comprehensive review and modernization to ensure
alignment with current operational practices, legal
requirements, risk management standards, and the City
Council’s policy priorities. City staff seeks City Council authorization to issue a Request for Proposals (RFP) to retain qualified professional services to assess, develop, standardize, and support implementation of updated
SOPs across City departments.
AGENDA
REPORT
March 17, 2026
RECOMMENDED ACTION:
AUTHORIZE the city manager, or their designee, to issue a Request for Proposals (RFP) to update and develop
policies and procedures and City-wide standard
operating procedures (SOPs) – City Manager’s Office
(Patrick Seals/Shasa Curl 510-620-6512).
DISCUSSION:
The City’s Policies and Procedures and Standard Operating Procedures (SOPs) provide an operational framework that supports consistent service delivery, regulatory compliance, and sound governance across all departments. While existing policies have guided operations effectively, a comprehensive review and update will ensure alignment with current federal and state laws, industry best practices, organizational structures, and the City Council’s priorities. Modernizing these documents will improve clarity, strengthen internal controls, and promote transparency and accountability in City operations.
The proposed Request for Proposals (RFP) will solicit qualified consultants with demonstrated municipal experience to conduct a comprehensive assessment of existing policies, workflows, and operational practices.
The selected consultant will:
Identify gaps, inconsistencies, redundancies, and areas of risk, and develop standardized, user-friendly SOP templates
Facilitate cross-departmental engagement, including frontline and managerial staff Draft and finalize SOPs, create complementary process maps, and prepare a high- level implementation and communication plan to support effective rollout Provide training and technical assistance to ensure successful adoption and long- term sustainability of updated SOPs
The RFP establishes a structured scope of services with clearly defined tasks and deliverables, along with a formal evaluation framework utilizing a 100-point scoring scale. Proposals will be evaluated based on:
Methodology
Staffing and experience
Cost
Overall Quality and Completeness
The RFP also incorporates all applicable City contracting requirements, including insurance, business licensing, nondiscrimination provisions, and Sanctuary City compliance requirements.
A coordinated, City-wide update will reduce redundancies, improve efficiency, and support staff in delivering services in a consistent and legally compliant manner. Moving forward with an RFP process will position the City to implement modernized, comprehensive policies that reflect current practices and support effective governance.
March 17, 2026
City staff therefore recommend that the City Council authorize the City Manager, or their designee, to issue an RFP to advance this initiative.
SYNERGISTIC POLICY:
Strategic Goal Area No. 5: Strengthen the City’s’ Internal Infrastructure
ATTACHMENT(S):
None.