City Council
Report
City Council Meeting: June 14, 2022
Agenda Item: 3.G
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To: Mayor and City Council
From: Lori Gentles, Chief People Officer, Human Resources Department Subject: Approval of Third Modification to Agreement with BetterUp, Inc. for Care Program Support Services
Recommended Action
Staff recommends that the City Council authorize the City Manager to negotiate and execute a third modification to agreement #11048 in the amount of $154,000 with BetterUp, Inc., to provide employee support services for one year, through June 30, 2023. This will result in a three-year amended agreement with a new total amount not to exceed $446,500. This recommended award is made as an exception to the competitive bidding process pursuant to Section 2.24.250 (a) with future year funding contingent on Council budget approval.
Summary
Like so many families across this country, City of Santa Monica staff and their families faced increased stresses while working during a pandemic and face mental, emotional, financial, and family pressures unlike any time in recent history. Employee wellness directly impacts employee performance and retention and is tied to the delivery of customer service and the successful completion of important projects and initiatives. To support our employees, the Human Resources Department piloted a four-month employee support program and seeks to continue this program for one year. The results of the pilot program were positive with over 300 coaching sessions completed, 70% of participants reported progress towards their goals, 98% reported that the program is a valuable use of their time, and 90% reported that they are more effective at work as a result of coaching. The categories most highly discussed include career development, influence, leading others, communication, well-being, time management and 2 of 4
productivity, and strategic management. Staff now seeks to extend the program for another year to continue to support City employees.
Discussion
Because of the strong correlation between employee wellness and employee satisfaction, it has become a Human Resources best practice to provide services that support employees, nurture their wellbeing, and provide the tools to navigate the demands of life and work. The City has provided an Employee Assistance Program and more recently started a partnership with BetterUp to provide a one-year 1:1 leadership and development coaching program and subsequent one-year small group topic-based coaching, and resiliency coaching program. 150 City employees benefited from the original programs and reported gaining valuable insights and being more effective at work. HR was able to extend this positive impact with a four-month BetterUp pilot program to reach all City employees called BetterUp Care. BetterUp Care is available 24/7 to all employees and provides customized care for each individual and equips them with coaching, informational resources, and the expert support they need in the moments they need them most.
Human Resources will use existing budgeted funds for this one-year program. Future year extensions will be considered based on the effectiveness of the program, available funding, and organizational priorities.
The City of Santa Monica is a pioneer in municipal government when it comes to providing these types of personalized development opportunities to meet each employee’s unique needs. Coaching historically has been reserved for management and executives to correct behavior. The partnership with BetterUp reinforces HR staff’s development aim to support the whole person, help employees find healthy work-life balance, and build mental and emotional fitness so they feel and perform at their best.
Vendor/Consultant Selection
Exception to the Competitive Bidding Process
Staff recommends BetterUp Inc. to provide their BetterUp Care program to all City employees for a one-year program as an exception to competitive bidding per Muni 3 of 4
Code 2.24.250(a). This purchase meets the City’s exception to competitive bidding criteria a.
Competition does not reasonably exist because only one vendor possesses the unique ability or capability to meet the particular requirements of offering unlimited 24/7 employee support for all City employees. The City is leveraging the unique experience of BetterUp gained through the 1:1 coaching of 50 City leaders, 100 city employees in the Coaching Circle program, and all city employees in the recent pilot program. This proprietary experience will be used to continue to support all city employees with BetterUp Care, a curated and customized support program that amplifies the significant benefits the City has already seen as a result of this relationship.
Past Council Action
Meeting Date Description
5/26/2020
(Attachment A)
Authorization to Enter Into Agreement with BetterUp
1/11/2022
(Attachment B)
Authorization of Amendment to Agreement with BetterUp
Attachment C OAKS
Financial Impacts & Budget Actions
Staff seeks authority to approve funding from the General Fund to increase the amount of the agreement with BetterUp, Inc. for subscription services. Future year funding is contingent on Council budget approval.
Agreement Modification Request
Agreement #
Current
Authorized
Amount
FY 2021-22 Budget
Modified Request Amount Dept Account # Total Revised Contract Amount 11048 $292,500 $154,000 01130004-552010 $446,500
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Prepared By: Mark Brower, Deputy Director
Approved Forwarded to Council
Attachments:
A. Original Agreement - Attachment A
B. Second Modification of Agreement with BetterUp - Attachment B C. OAKS - Attachment C