TO: HONORABLE MAYOR FROM: Jennifer Schembri
AND CITY COUNCIL
SUBJECT: AGREEMENT WITH CRISTO REY DATE: May 30, 2023
SAN JOSE WORK STUDY, INC.
FOR HIGH SCHOOL STUDENT
WORK-STUDY PROGRAM
Approved Date
6/7/23
RECOMMENDATION
Adopt a resolution authorizing the City Manager to negotiate and execute an agreement between the City of San José and Cristo Rey San José Work Study, Inc. to provide student workers for a five-year term, commencing July 1, 2023 through June 30, 2028, with a maximum compensation amount not to exceed $862,500, subject to City Council annual appropriation of funds.
SUMMARY AND OUTCOME
Approving execution of the recommended agreement will enable the City to place high school student workers across all City departments. Overall, this agreement will provide San José high school students from economically disadvantaged backgrounds with valuable work experience and access to mentorship opportunities, and the City will receive well-trained, reliable student workers to complete administrative and clerical tasks in all City departments.
BACKGROUND
On or about March 20, 2023, the City issued a Request for Proposal (RFP) for High School Work Study Program services on Biddingo, the City’s e-procurement system. The City requested proposals from interested high schools or programs associated with high schools located within San José who have established or have the ability to establish a work-study program by fall 2023 and whose goal is to prepare their students for higher education and professional job opportunities. The solicitation was originally set to close on April 24, 2023, but the City extended the deadline to May 1, 2023 to allow vendors sufficient time to respond. In addition to automatically generated emails sent from Biddingo, staff conducted outreach via email to 72 schools and/or school districts to provide information on how to obtain the RFP. The City also posted a flyer on LinkedIn to further encourage proposals from vendors. Six vendors viewed the RFP and six vendors downloaded the RFP. The City received one proposal from Cristo Rey San José Work Study, Inc. (Cristo Rey) and recommended award of contract to Cristo Rey as the sole COUNCIL AGENDA: 6/20/23
FILE: 23-914
ITEM: 2.25
HONORABLE MAYOR AND CITY COUNCIL
May 30, 2023
Subject: Agreement with Cristo Rey San José Work Study, Inc. for High School Student Work-Study Program
responsive and responsible bidder on May 16, 2023 via a Notice of Intended Award posted on Biddingo.
ANALYSIS
Cristo Rey is a private high school located in San José that is part of the Cristo Rey Network.
The mission of Cristo Rey high schools is to empower students from low-income, urban communities to become lifelong contributors to society. In addition to a college preparatory education, each student participates in a work-study program. This program provides the students with valuable work skills, access to potential professional mentors, and teaches accountability.
The fees paid per student participating in the program by the employers help offset approximately 50 percent of a student’s tuition costs. Students receive five weeks of training in essential skills, such as interpersonal communications and phone/email etiquette, and technical skills, such as the Microsoft Office suite and other computer programs, before being placed in a wide variety of companies and agencies throughout Silicon Valley.
The City partnered with Cristo Rey on a pilot work study program, from March 2017 to June 2018, during which it entered into a consultant agreement for Cristo Rey to provide student workers. Each student was the equivalent of 0.25 of a full-time position. In the 2018-2019 school year, 12 student workers were provided across multiple departments: Mayor’s Office; Housing; Environmental Services; Planning, Building, and Code Enforcement; City Manager’s Office of Immigrant Affairs; Human Resources; and Parks, Recreation, and Neighborhood Services. In these departments, the student workers completed primarily administrative and clerical tasks.
Following the pilot program above, the City also entered into a consultant agreement with Cristo Rey, effective August 6, 2019 to June 30, 2023, as a result of the RFP for a student work-study program that was issued on April 19, 2019. During this time, a total of 34 students were placed across various departments, including: Finance; Planning, Building, and Code Enforcement; Mayor’s Office; Clerk’s Office; Library; City Manager’s Office; Information Technology; Public Works; Transportation; Office of Racial Equity; Office of Emergency Management; Human Resources, and Environmental Services.
Year Number of Students
2019-2020 13 students
2020-2021 3 students*
2021-2022 3 students*
2022-2023 15 students
*For years 2020-2022, the number of students hosted was lower due to the effects of Covid-19 on the City’s workforce.
As part of Cristo Rey’s work-study model, the City pays Cristo Rey a per student fee, and there are no additional costs, such as retirement or medical benefits, paid to the student workers since the employer of record is Cristo Rey. Based on the sole responsive and responsible bid received, the prior success of the August 6, 2019 to June 30, 2023 consultant agreement, the prior success of the pilot work study program from March 2017 to June 2018, and the continued interest in a
HONORABLE MAYOR AND CITY COUNCIL
May 30, 2023
Subject: Agreement with Cristo Rey San José Work Study, Inc. for High School Student Work-Study Program
work study program across City departments, staff recommends the City Council approve an agreement with Cristo Rey for its high school work-study program in an amount not to exceed $862,500. This amount assumes that up to a maximum of 15 students will be placed as student workers in City departments per school year through the end of the contract term in 2028. The amount paid by the City to Cristo Rey per student worker will be as follows:
Year Amount per student Maximum # of students Total for Year 2023-2024 $10,500 15 $157,500
2024-2025 $11,000 15 $165,000
2025-2026 $11,500 15 $172,500
2026-2027 $12,000 15 $180,000
2027-2028 $12,500 15 $187,500
AGREEMENT TOTAL $862,500
Conflict of Interest
It is noted that two Conflict of Interest forms were included with Cristo Rey’s bid. The first Conflict of Interest form was completed by President/CEO of Cristo Rey San José Jesuit High School, Silvia Scandar Mahan. Ms. Scandar Mahan provided that she is married to City of San José Mayor Matt Mahan. The second Conflict of Interest form was completed by a member of Cristo Rey San José Jesuit High School’s Board of Directors, Rosalynn Hughey. Ms. Hughey is employed in the City of San José City Manager’s Office as a Deputy City Manager. We defer to the City Attorney’s Office to address any conflicts of interest.
Protests
No vendors issued a protest during the 10-day protest period following the Notice of Intended Award.
EVALUATION AND FOLLOW-UP
No follow-up action with City Council is anticipated.
COST SUMMARY/IMPLICATIONS
TOTAL COST OF CONTRACT/AGREEMENT
Total Contract/Agreement Amount is $862,500
The City will pay Cristo Rey $10,500 per student worker in school year 2023-2024 totaling up to $157,500 for up to a maximum of 15 student worker placements. The City will pay Cristo Rey $11,000 per student worker in school year 2024-2025 totaling up to $165,000 for up to a maximum of 15 student worker placements. The City will pay Cristo Rey $11,500 per student worker in school year 2025-2026 totaling up to $172,500 for up to a maximum of 15 student worker placements. The City will pay Cristo Rey $12,000 per student worker in school year
HONORABLE MAYOR AND CITY COUNCIL
May 30, 2023
Subject: Agreement with Cristo Rey San José Work Study, Inc. for High School Student Work-Study Program
2026-2027 totaling up to $180,000 for up to a maximum of 15 student worker placements. The City will pay Cristo Rey $12,500 per student worker in school year 2027-2028 totaling up to $187,500 for up to a maximum of 15 student worker placements. The total not to exceed amount over the entire period of the agreement is $862,500. The funding for the contract will be absorbed by each participating department’s existing budget; each department budget is subject to City Council approval as part of the annual budget process. The total cost per department will depend upon the number of student workers assigned.
COORDINATION
The memorandum has been coordinated with the City Attorney’s Office and City Manager’s Budget Office.
PUBLIC OUTREACH
This memorandum will be posted on the City’s Council Agenda website for the June 20, 2023 City Council meeting.
COMMISSION RECOMMENDATION AND INPUT
No commission recommendation or input is associated with this action.
CEQA
Not a Project, File No. PP17-003, Agreements/Contracts (New or Amended) resulting in no physical changes to the environment.
PUBLIC SUBSIDY REPORTING
This item does not include a public subsidy as defined in section 53083 or 53083.1 of the California Government Code or the City’s Open Government Resolution.
JENNIFER SCHEMBRI
Director of City Manager’s Office of Employee Relations Director of Human Resources
HONORABLE MAYOR AND CITY COUNCIL
May 30, 2023
Subject: Agreement with Cristo Rey San José Work Study, Inc. for High School Student Work-Study Program
The principal author of this memorandum is Rikki Ignacio, Executive Analyst in the Office of Employee Relations. For questions, please contact Jennifer Schembri, Director of the Office of Employee Relations and Director of Human Resources, at (408) 535-8150.