____________________________________________________________________________________
FOR CITY CLERK ONLY
Council Meeting: _______________________
Disposition: ___________________________
Agenda Item No: 4.e
Meeting Date: April 7, 2025
SAN RAFAEL CITY COUNCIL AGENDA REPORT
Department: Community and Economic Development
Prepared by: Alexis Captanian,
Housing Manager
City Manager Approval: ______________
TOPIC: DIVERSITY, EQUITY, INCLUSION, BELONGING, AND HOUSING CONSULTING
SERVICES AGREEMENT AMENDMENT
SUBJECT: RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL AUTHORIZING
THE CITY MANAGER TO AMEND THE PROFESSIONAL SERVICES AGREEMENT
WITH LIZ DARBY FOR DIVERSITY, EQUITY, INCLUSION, BELONGING, AND
HOUSING CONSULTING SERVICES, TO INCREASE THE CONTRACT AMOUNT BY $50,000, FOR A TOTAL NOT TO EXCEED $125,000.
RECOMMENDATION:
Staff recommend that the City Council adopt the resolution authorizing the City Manager to amend the Professional Services Agreement with Liz Darby for Diversity, Equity, Inclusion, Belonging, and Housing consulting services to increase the contract amount by $50,000, for a total not to exceed $125,000.
BACKGROUND:
The City entered into a Professional Services Agreement with Liz Darby for diversity, equity, inclusion, and belonging (DEIB) and housing consulting services for a six-month term from July 1, 2024, to December 31, 2024, in an amount not to exceed $50,000.
One of the consultant’s key deliverables, a series of tenant workshops, is scheduled to conclude in Spring 2025. Due to the continued need for services, City staff entered a first amendment with Liz Darby on December 10, 2024, extending the agreement by six (6) months, through June 30, 2025, and including additional compensation in a not-to-exceed amount of $25,000, changing the total not-to-exceed amount under the agreement to $75,000.
In addition to the work relating to the implementation of the City’s Housing Element including the tenant protection program and policy assessment, the consultant continues to support the advancement of the City’s DEIB initiatives as stated in the fiscal year 2023-25 City Council’s Goals and Objectives. The consultant provides training for City staff, supports inclusive resident engagement efforts and provides assistance to the City’s DEIB Committee which guides the City’s internally facing equity initiatives. This includes projects that support the implementation of recommendations related to the BCT Audit for Human Resources. No additional funding is requested for FY 2024-25 to support DEIB related work at this time.
SAN RAFAEL CITY COUNCIL AGENDA REPORT / Page: 2
The proposed second amendment (Attachment 2) provides additional funding to continue Housing Element implementation, including Program 5: Public Information and Engagement, Program 8: Latinx Community Capacity Building and Engagement, and Program 11: Tenant Protection Measures. This increase is partly in response to staffing vacancies during Fiscal Year (FY) 2024-25 that necessitated additional consultant support.
The contract amendment will increase the total contract amount by $50,000, bringing the total amount not to exceed $125,000.
ANALYSIS:
Staff recommend that the City Council approve the increase in the professional services agreement with Liz Darby for DEIB and Housing Consulting Services. An additional $50,000 will provide the City with the resources needed for its DEIB and Housing efforts through FY 2024-25. Funding in FY 2025-26 will be included in the recommended budget.
The services covered by this agreement include:
1. Tenant Protection Workshops
2. Housing Element Implementation Support
3. DEIB Employee Engagement and Training
FISCAL IMPACT:
The total contract amount for this amendment will increase by $50,000, bringing the total to $125,000.
Funding to cover the increased contract amount is provided through existing appropriations within the Community and Economic Development Department, Housing Division – Contract Services budget for FY 2024-25.
OPTIONS:
The City Council has the following options to consider on this matter:
1. Approve the amendment to the Professional Services Agreement with Liz Darby for DEIB and Housing Consulting Services, increasing the contract amount by $50,000 for a total not to exceed $125,000.
2. Decline to approve the amendment and provide further direction to staff on how to proceed.
RECOMMENDED ACTION:
Staff recommend that the City Council adopt the resolution authorizing the City Manager to amend the Professional Services Agreement with Liz Darby for Diversity, Equity, Inclusion, Belonging, and Housing consulting services to increase the contract amount by $50,000, for a total not to exceed $125,000.
ATTACHMENTS:
1. Resolution
2. Second Amendment to the Professional Services Agreement with Liz Darby, for DEIB and Housing Consulting Services
RESOLUTION NO. _______
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SAN RAFAEL
AUTHORIZING THE CITY MANAGER TO AMEND THE PROFESSIONAL SERVICES
AGREEMENT WITH LIZ DARBY FOR DIVERSITY, EQUITY, INCLUSION,
BELONGING, AND HOUSING CONSULTING SERVICES, TO INCREASE THE CONTRACT AMOUNT BY $50,000, FOR A TOTAL NOT TO EXCEED $125,000 WHEREAS, On October 12, 2024, the City entered into a Professional Services Agreement with Liz Darby, for diversity, equity, inclusion, belonging (DEIB) and housing consulting services for an amount not to exceed $50,000, through December 31, 2024; and
WHEREAS, due to the continued need for services, City staff entered into the first amendment with Liz Darby on December 10, 2024, to include additional compensation in a not-to-exceed amount of $25,000, changing the total not-to-exceed amount under the agreement to $75,000, and extending the agreement by six (6) months, through June 30, 2025; and
WHEREAS, to address the continued need for DEIB and Housing related services, it is necessary to amend the agreement by increasing the contract amount by $50,000, resulting in a total not to exceed $125,000; and
WHEREAS, funding to cover the increased contract amount is provided through existing appropriations within the Community and Economic Development Department, Housing Division – Contract Services budget for Fiscal Year 2024-25; and WHEREAS, the proposed amendment will provide the City with the additional resources needed to ensure a robust service offering for its DEIB and Housing efforts for FY 2024-25, including but not limited to Tenant Protection Workshops, Housing Element implementation, DEIB employee engagement and training.
NOW, THEREFORE BE IT RESOLVED, that the City Council hereby authorizes the City Manager to amend the Professional Services Agreement with Liz Darby, for DEIB and Housing Consulting Services, increasing the contract amount by $50,000, for a total not to exceed $125,000.
I, LINDSAY LARA, Clerk of the City of San Rafael, hereby certify that the foregoing Resolution was duly and regularly introduced and adopted at a regular meeting of the City Council of the City of San Rafael, held on Monday, the 7th day of April 2025, by the following vote, to wit:
AYES: Councilmembers:
NOES: Councilmembers:
ABSENT: Councilmembers:
_________________
Lindsay Lara, City Clerk
1 SECOND AMENDMENT TO THE PROFESSIONAL SERVICES AGREEMENT WITH
LIZ DARBY FOR DEIB AND HOUSING CONSULTING SERVICES
THIS SECOND AMENDMENT to the Professional Services Agreement by and between the CITY OF SAN RAFAEL (hereinafter “CITY”), and LIZ DARBY (hereinafter “CONSULTANT”), is made and entered into as of ______________________.
RECITALS
WHEREAS, the CITY and CONSULTANT entered into a Professional Services Agreement dated October 12, 2024 to perform professional services in connection with CITY’S DEIB and Tenant Protection Workshops, for an amount not to exceed $50,000 (the “Agreement”); and
WHEREAS, the CITY and CONSULTANT executed a First Amendment to the Professional Services Agreement, dated December 10, 2024, changing the total not to exceed amount under the Agreement to $75,000; and
WHEREAS, the CITY and CONSULTANT wish to amend the Agreement to modify the total compensation payable to CONSULTANT so as to authorize CONSULTANT to provide additional housing consulting services.
AMENDMENT TO AGREEMENT
NOW, THEREFORE, the parties hereby agree to amend the Agreement as follows:
1. Article 2 of the Agreement, entitled “COMPENSATION” is hereby amended to include additional compensation payable to CONSULTANT, at $130 per hour for labor, in a not-to-exceed amount of $50,000, and to change the total not-to-exceed amount under the Agreement to $125,000.
3. Except as specifically amended herein, all of the other provisions, terms and obligations of the Agreement between the parties shall remain valid and shall be in full force.
IN WITNESS WHEREOF, the parties have executed this Second Amendment on the day, month, and year first above written.
2 CITY OF SAN RAFAEL CONSULTANT
______________________________ By:______________________________ CRISTINE ALILOVICH, City Manager
Name:____________________________
Title:_____________________________
ATTEST:
[If Contractor is a corporation, add signature of
second corporate officer]
______________________________
LINDSAY LARA, City Clerk
By:_____________________________
APPROVED AS TO FORM: Name:____________________________
Title:_____________________________
______________________________
ROBERT F. EPSTEIN, City Attorney