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Home My WebLink About03.d. Authorize GM to Execute an Amendment to the Existing Professional Consulting Agreement for Bernardo M. Ferdman NTE $417,356 through April 30, 2024Page 1 of 5 Item 3.d. DCENTRALSAN BOARD OF DIRECTORS POSITION PAPER DRAFT MEETING DATE: DECEMBER 5, 2023 SUBJECT: REVIEW DRAFT POSITION PAPER TO AUTHORIZE THE GENERAL MANAGER TO EXECUTE AN AMENDMENT TO AN EXISTING PROFESSIONAL CONSULTING SERVICES AGREEMENT WITH BERNARDO M. FERDMAN, DBA FERDMAN CONSULTING IN AN AMOUNT NOT TO EXCEED $74,000 INCREASING THE TOTAL COST CEILING TO $417,356 TO CONTINUE DIVERSITY, EQUITY, AND INCLUSION (DEI) CONSULTING AND FACILITATION SERVICES THROUGH APRI L 30, 2024 SUBMITTED BY: INITIATING DEPARTMENT: TEJI O'MALLEY, HUMAN RESOURCES AND OFFICE OF THE GENERAL MANAGER - ORGANIZATIONAL DEVELOPMENT HUMAN RESOURCES MANAGER REVIEWED BY: ROGER S. BAILEY, GENERAL MANAGER ISSUE Board Policy No. BP 037 - Delegation of Authority to General Manager requires Board approval for the General Manager to sign agreements exceeding $200,000. BACKGROUND In August 2021, the Board established an Ad Hoc Diversity, Equity, and Inclusion (DE I) Committee to receive initial background information on DEI and directed staff to procure a consultant to begin the exploring the DEI initiative at Central San. In December 2021, staff selected Bernardo Ferdman, Ph.D., of Ferdman Consulting after a competitive Request for Proposal process. Since the inception of the contract, Dr. Ferdman has completed the following tasks: Several sessions/workshops with DEI Ad Hoc Committee as well as the full Board, and most recently held a Board workshop in November 2023. Interviewed Central San's leadership team and used that feedback to design and lead several DEI- related workshops with the group. Building, educating, and bringing together the DEI Task Force which currently consist of 12 volunteers December 5, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 35 of 70 Page 2 of 5 from multiple levels and departments of Central San. The DEI Task Force has helped drive the initiative and communicate its efforts District wide. • Launched the DEI initiative District -wide in July2022. • Developed and conducted a District -wide DEI Assessment Survey. • Analyzed, compiled, and shared the themes and results of the Survey with the leadership team, all District staff, and the Board. • Began the work on the development of the DEI strategic plan which is currently underway. The next phase of this contract can continue the work that has already begun so that the DEI strategic plan and its subsequent goals, initiatives, and deliverables are developed, defined, and implemented in the spring of 2024. The proposed scope of work (Attachment 1) details nine tasks, including the following: • Finalize the DEI Assessment Report. • Support the DEI task force to develop and finalize the draft DEI strategic plan. • Hold workshops with the leadership team to solicit input on the draft strategic plan and plan for implementation. • Hold workshops with District staff to roll out the final DEI strategic plan. Dr. Ferdman's associates - Karen Harris, M.A. and Sophia Sung, Ph.D., along with other potential partners will be brought in to provide support on some these tasks as outlined in Attachment 1. ALTERNATIVES/CONSIDERATIONS The Board could elect not to enter into this contract and seek another consultant for the D E I initiative. This alternative is not recommended as Dr. Ferdman has experience and has gained knowledge of Central San's organizational culture and structure, and continuity is needed to ensure successful completion of the DEI strategic plan. While some of the proposed work could conceivably be done in house, the neutrality of a third party expert performing this work is integral to the success of the initiative. Eventually, Central San may be able to sustain its own DEI efforts and Ferdman Consulting's involvement could be minimal. Another alternative is for the Board Ad Hoc Committee and/or full Board's to pare down the proposed scope of work. FINANCIAL IMPACTS The work completed under this agreement is not to exceed $417,356 over the remaining duration of the contract. COMMITTEE RECOMMENDATION The Administration Committee reviewed this matter at its meeting on December 5, 2023 and recommended RECOMMENDED BOARD ACTION Authorize the General Manager to execute an amendment to an existing professional consulting services agreement with Bernardo M. Ferdman, DBA Ferdman Consulting, in an amount not to exceed $74,000, increasing the total cost ceiling to $417,356 to continue DEI consulting and facilitation services through April 30, 2024. December 5, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 36 of 70 Page 3 of 5 Strategic Plan Tie -In GOAL THREE: Workforce Diversity and Development Strategy 4 - Foster a culture of diversity, equity, and inclusion ATTACHMENTS: 1. Proposed Scope of Work and Fee Schedule December 5, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 37 of 70 Page 4 of 5 Attachment 1 Ferdman CONSULTING https://ferdmanconsu[ting.com DIVERSITY, EQUITY, AND INCLUSION CONSULTATION & FACILITATION CENTRAL CONTRA COSTA SANITARY DISTRICT PROPOSED BUDGET ADDENDUM (PURCHASE ORDER P1748) NOVEMBER 6, 2023 The current amount remaining in the budget for P01748, for Diversity, Equity, and Inclusion Consulting Services (Agreement 32101) is $33,670.57, with an additional $7,350 (approximately) expended to date but not yet billed, leaving a balance of approximately $26,320. Based on current projections, the following is the work that we anticipate remains to be done between now and March 2024, togetherwith estimates of consultingtime needed (and travel funds required) for each component: Estimate of required Work Component consulting time Budget (+ travel costs if needed) 1. Finalize the formal DEI assessment report Ferdman -10 hours (including all appendices and technical documents). Harris - 4 hours $6,380 Sung- 8 hours 2. Support the DEI Task Force in developing and finalizing the DEI strategic plan, including design, preparation for, and facilitation of 2 to 3 Ferdman - 20 hours meetings of the strategic planning sub -group, as $9,700 well as revision, integration, editing, and other Harris - 5 hours consultation. 3. Support for Task Force engagement sub -group as it plans and implements ways to engage staff Ferdman - 5 hours in December, January,and February. ry. Harris - 10 hours $5,050 4. Design, prepare for, and facilitate an in -person Task Force meeting in December to finalize the DEI plan, as well as follow-up to get the plan Ferdman - 30 hours ready to disseminate, design of initial Harris - 20 hours $19,700 implementation options, document (Travel: $1400) preparation, etc. *1 Ferdman December 5, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 38 of 70 Page 5 of 5 Estimate of required Work Component consulting time Budget (+ travel costs if needed) 5. Planning & coordination; individual & group Ferdman -15 hours meetings, as needed (including regular meetings $7,650 with Roger Bailey & Teji O'Malley) Harris - 5 hours 6. Workshops with management team to get input Ferdman - 20 hours on plan outline (December, virtual) and to plan Harris - 5 hours $10,500 for implementation (January or February, in person) (Travel: $800) 7. Workshop with Board (to present plan and Ferdman - 20 hours discuss implementation) - if needed (January or Harris - 3 hours $9,900 February) (Travel: $800) Ferdman - 25 hours 8. Roll -out workshops for staff (or similar Harris - 20 hours $18,250 approach, as needed) - (February/March) (Travel: $2000) 9. Other support as needed to move forward with Ferdman - 20 hours action planning and implementation of the plan Harris -10 hours $12,550 and its various components. Sung -10 hours The total for all components listed above is $99,680. To be able to accomplish all of them, we request an additional allocation of $74,000. **' Ferdman 2 December 5, 2023 Special ADMIN Committee Meeting Agenda Packet - Page 39 of 70