City Council Memorandum
TO: HONORABLE MAYOR AND CITY COUNCIL DATE: JULY 19, 2022 FROM: CITY CLERK WARDS: ALL
SUBJECT: REQUEST FOR PROPOSAL NO. 2180 – PROFESSIONAL CONSULTANT SERVICES AGREEMENT WITH REDISTRICTING PARTNERS, LLC, FOR DEMOGRAPHIC CONSULTING SERVICES IN THE AMOUNT OF $131,400; APPROVE A REDISTRICTING COMMUNITY ENGAGEMENT PROJECT BUDGET IN THE AMOUNT OF $46,000; AND AUTHORIZE A 10% CONTINGENCY IN AN AMOUNT UP TO $17,740 FOR TOTAL REDISTRICTING PROCESS AMOUNT NOT TO EXCEED $195,140 ISSUE:
Approve the Professional Consultant Services Agreement with Redistricting Partners, LLC, of Sacramento, California, for demographic consulting services related to the redistricting process in the amount of $131,400; approve a Redistricting Community Engagement Project budget in the amount of $46,000; authorize a 10% contingency in the amount of up to $17,740 for total Redistricting process amount not to exceed $195,140.
RECOMMENDATIONS:
That the City Council:
Approve the Professional Consultant Services Agreement with Redistricting Partners, LLC., of Sacramento, California, for demographic consulting services in the amount of $131,400 for term of one year; Authorize the City Manager, or designee, to execute the Professional Consultant Services Agreement with Redistricting Partners, LLC., including making minor and non-substantive changes; Approve a Redistricting Community Engagement Project Budget in the amount of $46,000; and Authorize a 10% contingency in the amount of up to $17,740 for project changes.
BACKGROUND:
On January 11, 2022, City Council met and conferred on the procedural requirements for the Redistricting process and appointed the Inclusiveness, Community Engagement, and Governmental Processes Committee (ICGC) to oversee and advise staff on the Redistricting process and approved the tentative timeline for the City’s Redistricting plan.
DISCUSSION:
On March 17, 2022, the City released RFP No. 2180 seeking Demographic Consulting Services. Upon RFP closing on April 18, 2022, staff received five responses. A panel comprised of the City Clerk’s Office, City Manager Office of Communications, and Innovation and Technology GIS Division reviewed the bids and determined Redistricting Partners, LLC to be the highest ranked responsive bidder.
The proposal costs and results are summarized in the table below:
Proposer
City Location
Bid Amount
Rank
Score*
Redistricting Partners
Sacramento, CA
$131,400.00
1 886.7
Best Best & Krieger
Riverside, CA
$99,725.00
2 866.7
MRF
Calgary, Canada
$78,440.00
3 486.7
The Purchasing Manager concurs that the recommendation to approve the agreement is in compliance with Purchasing Resolution 23812.
Upon approval of the agreement with Redistricting Partners, LLC for Demographic Consulting Services, staff will finalize the City’s Redistricting Engagement Plan (Plan). The proposed Plan will be a coordinated effort led by Riverside City staff in partnership with local community stakeholders that will consist of three phases of outreach:
Education Phase
The Education Phase will begin in August 2022 and continue throughout all stages with the purpose to familiarize the public with the redistricting process and encourage resident testimony. The messaging in this phase will focus on three main topics:
Basics for Redistricting
Initial identification of Neighborhoods and Communities of Interest (COI) Inform the public about the Redistricting Process
Motivation Phase
The Motivation Phase will occur between September and October 2022, continuing to familiarize the public with the redistricting process, preparing the public to use the online mapping tool and other forms of map submission, and informing the public on what we learned from the early outreach phase. In addition, this phase includes the workshops occurring in every Ward. The messaging in this phase will focus on three main topics:
Fill-in-Gaps of knowledge of Neighborhoods and Communities of Interest Basics of Redistricting
Inform the Public about the Redistricting Process
Training the Public on Map Submission
Activation Phase
Lastly, the Activation Phase will start in November 2022 with the call to action for stakeholders to send map submissions. The messaging in this phase will strategically reintroduce messages from the previous phases for targeted audiences and encourage public feedback on draft maps.
Encourage the public to submit draft maps
Encourage public attendance to map hearings to provide feedback Outreach:
The role of staff will be to partner with Community-Based Organizations, Neighborhood Groups, and Faith-Based Organizations to effectively disseminate information and receive feedback regarding the redistricting project and determine places that have been underrepresented or areas that have been hard to reach.
The City’s redistricting team will leverage current resources and services to promote redistricting messages across the city. The overall outreach will consist of digital and traditional platforms such as:
Bill inserts
Digital billboards
Training Videos
Translated material in Spanish
All workshops, meetings and public hearings will be translated into Spanish and American Sign Language City Newsletters
Public Service Announcements
Postcards
Newspaper Articles and Advertisements
Engagement Budget:
The projected Engagement budget is $46,000. This amount has been split into three components: Outreach, Translations, and Meeting cost. The outreach consists of advertisements, promotional materials, and printing costs. The translations component is for meeting translations and outreach material translations. The meeting component is associated with cost to host and run the meetings and refreshments.
Engagement Budget
Outreach (Advertisement, Promotional Material, Printing Cost $20,000
Translations (Meeting Translations, Outreach Material Translation) $15,000
Meetings (Innovation & Technology Staff, Room Rental, Refreshments) $11,000
Total
$46,000
Redistricting Timeline:
January 2022 –
July 2022
City Council appointed ICGC to oversee the Redistricting process Staff issued RFP and reviewed bids to obtain a demographer City Council approves agreement for demographic consulting services Team prepares Redistricting plan
Create the redistricting website
August 2022 –
October 2022
Orientation meeting with ICGC
ICGC to conduct at least one public hearing prior to drawing maps Host a series of workshops in every ward
November 2022 – December 2022
ICGC additional workshops and/or public hearing
ICGC approve final map recommendations
January 2023 – March 2023
City Council conducts three public hearings
Map Review period seeking additional public input
Adopt the final map ordinance
STRATEGIC PLAN ALIGNMENT:
The City’s Redistricting Plan contributes to the City Council’s Envision 2025 Strategic Plan Priority and Goals as follows:
Strategic Priority No. 2 Community Well-Being – Ensuring safe and inclusive neighborhoods where everyone can thrive with the following goal:
Goal No. 2.4 Support programs and innovations that enhance community safety, encourage neighborhood engagement, and build public trust: and, Strategic Priority No. 5 High Performing Government – Providing world-class public service that is efficient, accessible, and responsible to all, with the following goals:
Goal No. 5.2 - Utilize technology, data, and process improvement strategies to increase efficiencies, guide decision making, and ensure services are accessible and distributed equitably throughout all geographic areas of the City.
Goal No. 5.3 - Enhance communication and collaboration with community members to improve transparency, build public trust, and encourage shared decision-making.
The proposed Redistricting format, public outreach, and marketing strategy align with the Envision 2025 Cross-Cutting Threads as follows:
Community Trust – The establishment of a redistricting format and the outreach strategy that includes workshops in every ward to draft new ward boundaries are resident-led participation and public input, creating sound policy, inclusive of community engagement in the decision-making process.
Equity – Community members will utilize interactive tools. Some may participate in a redistricting commission to ensure that newly established ward boundaries comply with federal and state laws that encourage equity for all stakeholders.
Fiscal Responsibility – Riverside is a prudent steward of public funds and ensures responsible management of the City's financial resources while providing quality public services to all. The City Clerk's Office is committed to exploring services provided internally instead of consultants and looking for creative ways to reduce the redistricting program's fiscal impact and outreach efforts.
Innovation – Riverside's Redistricting Framework includes a marketing strategy that will consist of non-English languages, including American Sign Language. The redistricting website will host interactive tools promoting collaborative public partnerships with redrawing ward boundaries.
Sustainability & Resiliency – Riverside is committed to meeting the present needs without compromising the needs of the future and ensuring the City's capacity to persevere, adapt and grow during fluctuating times alike. Reviewing the ward boundaries every ten years is essential to maintain sustainable and resilient representation for a more sustainable future.
FISCAL IMPACT:
The cost associated with the Redistricting community engagement process is approximately $46,000 and the cost related to the agreement for the demographic consulting services is for not to exceed $131,400 for an approximate total of $177,400 for the redistricting process. Staff requests authorization of a 10% contingency in an amount up to $17,740 for unexpected project costs associated for the Redistricting process in an amount not to exceed $195,140. Finance anticipates sufficient carryover funding will be available during the June 30, 2022, fiscal year end close process to accommodate this project. Once the year end process is completed, a request for an allocation of available carryover funding for the redistricting process will be included in the year-end report provided to council later this year.
Prepared by: Donesia Gause, City Clerk
Certified as to
availability of funds: Edward Enriquez, Chief Financial Officer/Treasurer Approved by: Edward Enriquez, Interim Assistant City Manager Approved as to form: Phaedra A. Norton, City Attorney
Attachment:
Agreement
Redistricting Report ● Page 2