May 26, 2026
Internal Services
DATE: May 26, 2026
TO: Mayor Martinez and Members of the City Council
FROM:
Nickie Mastay, Deputy City Manager
Nicole Williams, Human Resources Analyst II
Subject:
Contract Amendment No. 2 with Anita L. Tucci-Smith for
Transcription Services
FINANCIAL IMPACT: The proposed amendment increases the contract amount by $18,000, for a revised total not-to-exceed amount of $28,000. Funding is included within the approved fiscal year 2025-2026 Community Police Review Commission
budget (Account String: 01121011-400201).
PREVIOUS COUNCIL
ACTION:
None.
STATEMENT OF THE
ISSUE:
Anita L. Tucci-Smith is providing professional
transcription services to support the Community Police
Review Commission in the preparation of official meeting minutes and requires an increase in the contracted
amount to continue to provide such services.
RECOMMENDED ACTION:
APPROVE a second amendment to the contract with
Anita L. Tucci-Smith for professional transcription
services for the Community Review Police Commission,
increasing the contract by $18,000, for a total payment limit of $28,000, while maintaining the term expiration of June 30, 2027 – Internal Services (Nickie Mastay/Nicole Williams 510-620-6603).
AGENDA
REPORT
May 26, 2026
DISCUSSION:
The Community Police Review Commission (CPRC) utilizes professional transcription services to prepare official meeting minutes, which are essential for maintaining accurate records, ensuring transparency, and complying with public records requirements. The City entered into a contract with Anita L. Tucci-Smith to provide transcription services beginning January 1, 2024, with an initial contract payment limit of $3,000 (Attachment 1).
The contract was subsequently amended to extend the term through June 30, 2027, and to increase the contract amount by an additional $7,000 to address ongoing service needs. Despite this prior amendment, the CPRC’s increased meeting frequency and complexity resulted in a higher demand for transcription services than originally anticipated.
The current contract payment limit is now insufficient to support the ongoing needs of the CPRC through the remainder of the contract term. As a result, this item is being brought forward to request authorization to further amend the contract and increase the funding to ensure continuity of services.
Since the execution of the original agreement, CPRC meetings have required a higher level of transcription support than originally anticipated. The transcription of Commission meetings requires not only accuracy but also familiarity with CPRC-specific terminology, processes, and legal context. The current contractor, Anita L. Tucci-Smith, has developed significant expertise and institutional knowledge through ongoing service to the Commission.
City staff evaluated the option of procuring a new vendor; however, transitioning to a new transcription provider would likely introduce inefficiencies, including a learning curve that could result in delays, inconsistencies, or inaccuracies in meeting records.
The current contractor has demonstrated the ability to produce clear, accurate, and timely transcripts, minimizing the risk of errors and ensuring continuity in documentation standards.
Additionally, the specialized nature of the services and the familiarity required support the continuation of services with the current contractor. Retaining the existing vendor ensures reliability, consistency, and efficiency in meeting documentation. The contract amendment process is being used to increase the payment limit, consistent with City procurement requirements for contract modifications.
The attached contract amendment reflects the proposed increase in the contract payment limit and continuation of services under the same terms and conditions (Attachment 2).
City staff recommends approval of the contract amendment to increase the contract amount by $18,000 with Anita L. Tucci-Smith for transcription services. This amendment
May 26, 2026
will ensure that the CPRC can continue to meet its obligations to prepare meeting minutes in a timely, accurate, and consistent manner.
Approval of this amendment will maintain continuity of service, avoid disruptions associated with onboarding a new vendor, and support the Commission’s ability to operate effectively and transparently.
DOCUMENTS ATTACHED:
Attachment 1 – Original Contract
Attachment 1 – Contract Amendment #1 and Contract Amendment #2