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HomeMy WebLinkAbout7576750 Data Strategy Developement - Docusign Envelope ID: 14ECB992-99F9-4C06-AE46-1BC755EE4D5D CITY OF AUBURN AGREEMENT FOR SERVICES THIS CONSULTING AGREEMENT (this "Agreement") is made and entered into as of the date of the last signature hereto (the "Effective Date"), by and among THE CITY of Auburn, (herein referred to as "THE CITY") and Behzadi Global Cultural, LLC, a Texas limited liability company doing business as International Intercultural Consulting Firm, whose address is 2929 Allen Parkway, Suite 200 Houston, Texas 77019 (herein referred to as "BGC"). THE CITY and BGC are collectively referred to herein as the "Parties" and individually as a "Party.") In consideration of the conditions and the mutual promises and covenants contained in this Agreement, the parties agree as follows: RECITALS WHEREAS THE CITY desires to retain BGC for the purpose of developing a DEI data strategy NOW, THEREFORE, in consideration of the mutual representations, warranties, covenants and agreements herein contained, and upon and subject to the terms and the conditions hereinafter set forth, the Parties hereby agree as follows: 1. Scope of Services THE CITY hereby retains BGC and BGC agrees to provide consulting services as described on Exhibit "A". BGC will be responsible to provide work products and services of a quality and professional standard acceptable to THE CITY . The work task listed in Exhibit A, which is incorporated herein by reference, shall hereafter be referred to as the ( "Deliverable"). The Deliverable will be delivered to THE CITY no later December, 31,2025 BGC will, without additional compensation, correct or revise any negligent errors, omissions or other deficiencies in the Deliverables during the client review period , listed in Exhibit A. 2. Additional Services If additional services with respect to related work are required beyond those specified in the Scope of Work, and not included in the compensation listed in this Agreement, the parties will amend this Agreement prior to BGC performing the additional services. The amendment will set for the nature, scope, and payment terms of the additional services. Additional services will be billed at a consulting hourly rate of $300/hour. If the time period for completing such additional services makes the advance execution of an amendment impractical, THE CITY and BGC agree that BGC will perform only those additional services than at authorized CITY representative requests in writing, pending the execution of an amendment under this section. BGC additional services undertaken on such a request shall not exceed $6,000.00 unless the CITY'S request provides to the contrary. The invoice procedure for any such additional services will be as described in Section 4 of this Agreement. Date Page 1 of 18 Docusign Envelope ID: 14ECB992-99F9-4C06-AE46-1BC755EE4D5D 3. BGC's Representations & Qualifications BGC represents and warrants that it has all necessary licenses and certifications to perform the services provided for in the Agreement, and is qualified to perform those services. BGC represents that the person signing this Agreement on behalf of BGC has all requisite authority to bind BGC to the terms and conditions of this Agreement. 4. Compensation BGC shall be entitled to the compensation outlined in Exhibit B, which is incorporated herein by reference. These payments will be full compensation for work performed or services rendered and for all labor, materials, supplies, equipment, overhead, profit, and incidentals necessary to complete the work. BGC will submit to THE CITY an invoice for 50% of payment when all parties have signed this Agreement, and will invoice the CITY for the remaining amount monthly thereafter, depending on work completed. THE CITY upon acceptance of the invoice or statement will process the invoice or statement in the next billing/claim cycle, and will remit payment to the BGC, subject to any conditions or provisions in this Agreement or Amendment. The Agreement number must appear on all invoices submitted. Copies of original supporting documents will be supplied to THE CITY upon request. Payment shall be due no later than the 30th day after the receipt of an invoice and shall be made by check or direct bank transfer to an account specified by BGC. A 4.2% fee will be applied to all credit card payments. At the discretion of BGC, any invoices remaining unpaid thirty (30) days after THE CITY 's receipt shall accrue interest at the rate of fifteen percent (15%) per annum on any unpaid balance until payment is completed. THE CITY may reasonably dispute, in whole or in part, any invoice submitted hereunder and withhold payment of any disputed portion as long as THE CITY provides reasonable notice to BGC of the grounds for such dispute and pays the uncontested balance pursuant to the terms herein. If the Deliverable is not completed by December 31, 2025 due to no fault of BGC, this Agreement shall terminate, and THE CITY shall pay BGC the entire remaining balance for the Deliverable as listed in Exhibit B. Subject to Section 2 of this Agreement, any meetings, calls, revisions to the Deliverable, or work not outlined in Exhibit A shall be billed on an hourly basis at the rate of$300 per hour. The not-to-exceed amount for this agreement is $180,000.00 BGC will not undertake any work or otherwise financially obligate THE CITY in excess of this amount without prior written authorization. Compensation to be paid BGC in succeeding years after the current year will be contingent upon availability of funds. Date Page 2 of 18 Docusign Envelope ID: 14ECB992-99F9-4C06-AE46-1BC755EE4D5D 5. Time for Performance, Term, and Termination of Agreement BGC will not begin any work under this Agreement until authorized in writing by THE CITY. The term of this Agreement commences on the date that the last party signs it (as reflected on the signature page). BGC will perform the services in accordance with the direction and scheduling provided on Exhibit "A", unless otherwise agreed to in writing by the parties. Notwithstanding anything to the contrary herein, in the event that BGC does not fulfill it's obligations under this Agreement, THE CITY will provide written notice to BGC specifying in detail, the ways that BGC is in breach of this Agreement. If BGC does not cure the breach within fifteen (15) days of receipt of THE CITY notice, THE CITY may terminate this Agreement and have no further payment obligations to BGC, except for payment for completed work. In no event will BGC's liability under this Agreement exceed the amount paid to BGC under this Agreement. BGC will not be liable, under any circumstances, for consequential or punitive damages. This Agreement shall be governed by the laws of the State of Washington. Any disputes under this Agreement shall first be brought in mediation. If mediation is unsuccessful, the Parties agree to binding arbitration in King County, Washington. All work performed under this Agreement will be completed by December 31, 2025. THE CITY, at its sole election, may immediately terminate this Agreement if any of the following events shall have occurred and be continuing: i. BGC shall fail to observe or perform any material covenant or agreement contained in this Agreement for thirty (30) days after written notice thereof has been given to BGC by THE CITY (except for a breach of Usage or Confidentiality, for which no cure period shall apply); or ii. BGC shall breach the provisions of Usage or Confidentiality BGC, at its sole election, may terminate this Agreement if any of the following events shall have occurred and be continuing: iii. THE CITY shall fail to observe or perform any material covenant or agreement contained in this Agreement for fifteen (15) days after written notice thereof has been given to THE CITY by BGC (except for a breach of Usage or Confidentiality, for which no cure period shall apply); or iv. THE CITY shall breach the provisions of (Usage) or (Confidentiality). Date Page 3 of 18 Docusign Envelope ID: 14ECB992-99F9-4C06-AE46-1BC755EE4D5D Subject to its compliance with this Agreement, BGC shall be entitled to full payment for the Deliverable performed or delivered prior to the termination of this Agreement by BGC as provided herein. Termination for Convenience. THE CITY may terminate this Agreement upon not less than seven (7) days written notice, which shall contain the effective date of termination, to the BGC. If this Agreement is terminated through no fault of the BGC, BGC will be compensated for the full cost of the contract deliverable. This payment shall fully satisfy and discharge THE CITY of all obligations and liabilities owed the BGC , who shall not be liable for any additional profits or other consequential damages resulting from the termination. Upon receipt of a termination notice, BGC will promptly discontinue all services affected. All rights and remedies provided in this Section are not exclusive of any other rights or remedies that may be available to THE CITY , whether provided by Law, equity, in any other agreement between the parties or otherwise. 6. Ownership and Use: All rights, including but not limited to, copyrights and intellectual property rights in and to the Deliverable shall, at all times, be owned by BGC . By entering into this Agreement, BGC does not sell, assign, or convey any part of the Deliverable except as expressly provided herein. BGC hereby grants THE CITY the perpetual, royalty-free, non-exclusive, fully-paid, revocable, right and license to use the Deliverable for internal purposes within THE CITY 'S internal business operations, as provided in this Agreement. Any work and/or intellectual property that originates from or is developed in relation to this Agreement shall remain the exclusive property of BGC. Except as expressly provided herein, no license is granted to THE CITY to retain, use, reproduce, record, edit, modify, alter, re-use, re-purpose, re-sell, distribute, install, reverse engineer, decompile, loan, license, or sublicense the Deliverable or any derivatives thereof, in any way, internally or externally without the prior written consent of BGC, including to or for THE CITY 's Affiliates, parents, or subsidiaries. In no event will THE CITY use the Deliverable in any manner contrary to the purposes of this Agreement, without the prior written consent of BGC , provided that training participants may retain a personal hard copy of the learning journal or downloadable PDF course materials provided as part of the Deliverable. BGC may re-use and re-sell the Deliverable at any time and in its sole discretion and without any prior notice to THE CITY . Neither Party has any right or license to use the other Party's or its employees, names, trademarks, service marks, trade names, logos, symbols, brand names, or social media Date Page 4 of 18 Docusign Envelope ID: 14ECB992-99F9-4C06-AE46-1BC755EE4D5D handles without the prior written consent of the other Party, except that BGC may use THE CITY 's name and logo for a period of up to two (2) year from the Effective Date for the promotional and marketing purpose of identifying past clients on BGC 's website, owned social media platforms, and printed and electronic marketing materials. The Deliverable provided hereunder will not violate or infringe upon any third party's patents, trade secrets, trademarks, or other proprietary rights and will either be BGC 's own or BGC shall have the right to license such material to THE CITY without restriction. Notwithstanding any other provision in this Agreement, the CITY may disclose The Deliverable, this Agreement, and any other documents created or provided in connection with this Agreement if required to do so by public records law (RCW 42.56 or other applicable law), or by a subpoena or court order. BGC agrees to give THE CITY its fullest assistance in identifying, locating, and copying any records in the BGC's possession that are responsive (as determined by THE CITY in its sole discretion) to a Public Records Act request received by THE CITY. CITY disclosures of any documents or materials under this Section shall not require advance notice to BGC. 7. Records Inspection and Audit All compensation payments will be subject to the adjustments for any amounts found upon audit or otherwise to have been improperly invoiced, and all records and books of accounts pertaining to any work performed under this Agreement will be subject to inspection and audit by THE CITY for a period of up to three (3) years from the final payment for work performed under this Agreement. If any litigation, claim, dispute, or audit is initiated before the expiration of the three (3) pear period, all records and books of account pertaining to any work performed under this Agreement will be retained until all litigation, claims, disputes, or audit are finally resolved. 8. Continuation of Performance In the event that any dispute or conflict arises between the parties while this Agreement is in effect, BGC agrees that, notwithstanding such dispute or conflict, BGC will continue to make a good faith effort to cooperate and continue to work toward successful completion of the delivery of services and its contractual responsibilities. 9. Independent Contractor BGC will perform the services as an independent contractor and will not be deemed, by virtue of this Agreement and performance of its provisions, to have entered into any partnership,joint venture, employment or other relationship with THE CITY . Nothing in this Agreement creates any contractual relationship between the BGC 's employee, agent, or subcontractor and THE CITY. 10. Administration of Agreement This Agreement will be administered by Christen Behzadi on behalf of the BGC, and by the Mayor of THE CITY , or designee, on behalf of THE CITY . Any written notices required by the terms of this Agreement will be served on or mailed to the following addresses: Date Page 5 of 18 Docusign Envelope ID: 14ECB992-99F9-4C06-AE46-1BC755EE4D5D Brenda Goodson-Moore Christen Flack Behzadi City of Auburn Behzadi Global Cultural, LLC 25 West Main St 2929 Allen Parkway Auburn, WA 98001-4998 Suite 200 Phone: 253.931.4011 Houston, Texas 77019 Fax: 253.931.4005 Phone: 918-833-1434 Email: bmgoodson-moore@auburnwa.gov Email: christen(a�iicfirm.com 11. Notices All notices or communications permitted or required to be given under this Agreement will be in writing and will be deemed to have been duly given if delivered in person or sent by regular mail, postage prepaid, [by certified mail, return receipt requested,] and addressed, if to a party of this Agreement, to the address for the party set forth above. If addressed to a non-party, the notice will be sent, in the foregoing manner, to the address designated by a party to this Agreement. Either party may change its address by giving notice in writing to the other party. 12. Insurance BGC will, at its sole expense, procure and maintain for the duration of this Agreement and 30 days thereafter insurance against claims for injuries to persons or damage to property which may arise from or in connection with the performance of this Agreement by BGC, its agents, representatives, or employees. BGC 's maintenance of insurance as required by the Agreement will not be construed to limit the liability of BGC to the coverage provided by such insurance, or otherwise limit THE CITY 's recourse to any remedy available at law or in equity. BGC will obtain insurance of the types described below: a. Automobile Liability insurance covering all owned, non-owned, hired and leased vehicles. Coverage will be at least as broad as Insurance Services Office (ISO) form CA 00 01 (BGC may use a substitute form providing equivalent liability coverage). BGC will maintain automobile insurance with minimum combined single limit for bodily injury and property damage of$1,000,000 per accident. b. Commercial General Liability insurance will be at least as broad as ISO occurrence form CG 00 01 and will cover liability arising from premises, operations, stop-gap independent contractors, products-completed operations, personal injury and advertising injury, and liability assumed under an insured contract. THE CITY will be named as an additional insured under the BGC 's Commercial General Liability insurance policy with respect to the work performed for THE CITY using an additional insured endorsement at least as broad as ISO Additional Insured endorsement CG 20 26. Commercial General Liability insurance will be written with limits no less than $2,000,000 each occurrence, $2,000,000 general aggregate. Date Page 6 of 18 Docusign Envelope ID: 14ECB992-99F9-4C06-AE46-1BC755EE4D5D c. Worker's Compensation coverage as required by the Industrial Insurance laws of the State of Washington. d. Professional Liability insurance appropriate to the BGC 's profession with limits no less than $2,000,000 per claim and $2,000,000 policy aggregate limit. For Automobile Liability and Commercial General Liability insurance, the policies are to contain, or be endorsed to contain that BGC 's insurance coverage will be primary insurance as respects THE CITY . Any insurance, self-insurance, or self-insurance pool coverage maintained by THE CITY will be excess of the BGC 's insurance and will not contribute with it. Insurance is to be placed with an authorized insurer in Washington State. The insurer must have a current A.M. Best rating of not less than A:VII. BGC will furnish THE CITY with original certificates of insurance and a copy of the amendatory endorsements, including but not necessarily limited to the additional insured endorsement, evidencing the insurance requirements of this Agreement before commencement of the work. THE CITY reserves the right to require that complete, certified copies of all required insurance policies and/or evidence of all subcontractors' coverage be submitted to THE CITY at any time. THE CITY may withhold payment if BGC does not fully comply with this request. If BGC maintains higher insurance limits than the minimums shown above, THE CITY will be insured for the full available limits of Commercial General and Excess or Umbrella liability maintained by the BGC , irrespective of whether such limits maintained by BGC are greater than those required by this Agreement or whether any certificate of insurance furnished to THE CITY evidences limits of liability lower than those maintained by the BGC . BGC will provide THE CITY with written notice of any policy cancellation within two business days of their receipt of such notice. Failure by BGC to maintain the insurance as required will constitute a material breach of this agreement, upon which THE CITY may, after giving five (5) business days' notice to BGC to correct the breach, immediately terminate the agreement or, at its discretion, procure or renew such insurance and pay any and all premiums in connection therewith, with any sums so expended to be repaid to THE CITY on demand, or at THE CITY's sole discretion, offset against funds due BGC from THE CITY 13. Indemnification/Hold Harmless BGC and THE CITY will indemnify, defend, and hold harmless the other, from and against any and all liability, loss, claim, lawsuit, injury, cost, damage or expense whatsoever (including reasonable attorneys' fees) arising out of, incident to, or in connection with any negligent act or omission of the indemnifying Party in the performance of this Agreement. This Section will survive the termination of this Agreement. The obligations created by this Section shall not apply in situations in which Date Page 7 of 18 Docusign Envelope ID: 14ECB992-99F9-4C06-AE46-1BC755EE4D5D the party seeking indemnity is grossly negligent or commits willful misconduct, and shall be reduced by the Party seeking indemnity's proportionate negligence. However, should a court of competent jurisdiction determine that this Agreement is subject to RCW 4.24.115, then, in the event of liability for damages arising out of bodily injury to persons or damages to property caused by or resulting from the concurrent negligence of the Provider and the City, its officers, officials, employees, and volunteers, the Provider's liability, including the duty and cost to defend, hereunder shall be only to the extent of the Provider's negligence. If is further specifically and expressly understood that this indemnification constitutes the Provider's waiver of immunity under Industrial Insurance, Title 51 RCW, solely for the purposes of this indemnification. This waiver has been mutually negotiated by the parties. The provisions of this section will survive the expiration or termination of this Agreement. The provisions of this section were separately and mutually negotiated by the parties. 14. Assignment Neither party to this Agreement will assign any right or obligation hereunder in whole or in part, without the prior written consent of the other party. No assignment or transfer of any interest under this Agreement will release the assignor from any liability or obligation under this Agreement, or to cause any such liability or obligation to be reduced to a secondary liability or obligation. 15. Nondiscrimination BGC may not discriminate regarding any services or activities to which this Agreement may apply directly or through contractual, hiring, or other arrangements on the grounds of race, color, creed, religion, national origin, sex, age, or where there is the presence of any sensory, mental or physical handicap. 16. Amendment. Modification and Waiver No amendment, modification, or waiver of any condition, provision, or term of this Agreement will be valid or of any effect unless made in writing, signed by the party or parties to be bound, or the party's or parties' duly authorized representative(s) and specifying with particularity the nature and extent of such amendment, modification or waiver. Any waiver, approval or acceptance, or payment by any party will not affect or impair that party's rights arising from any default by the other party. 17. Parties in Interest This Agreement is binding upon, and the benefits and obligations hereto will inure to and bind, the parties and their respective successors and assigns, although this section will not be deemed to permit any transfer or assignment otherwise prohibited by this Agreement. This Agreement is for the exclusive benefit of the parties and it does not create a contractual relationship with or exist for the benefit of any third party, including contractors, sub- contractors and their sureties. 18. Force Maieure Any delay in the performance of any obligation under this Agreement shall be excused, if and so long as the performance of the obligation is prevented, delayed or otherwise hindered by any act not within the control of a party such as fire, cyber/ransomware attack, Date Page 8 of 18 Docusign Envelope ID: 14ECB992-99F9-4C06-AE46-1BC755EE4D5D earthquake, flood, explosion, actions of the elements, riots, mob violence, strikes, pandemic, lockouts, and emergency orders of the state or federal government. If a force majeure event occurs, the Party claiming the force majeure will promptly give notice to the other Party (stating with reasonable particularity the event of force majeure claimed) and use its commercially reasonable efforts to perform its obligations under this Agreement despite the force majeure event. Performance times under this Agreement shall be considered extended for a period of time equivalent to the time lost because of any failure or delay. 19. Applicable Law This Agreement shall be governed by, construed, and enforced in accordance with the laws of the State of Washington, without regard to any conflicts of law rule or principle that might otherwise refer to the substantive law of another jurisdiction. The Parties agree that the state and federal courts in King County, Washington, shall have exclusive personal jurisdiction and venue over the Parties to hear all disputes arising under this Agreement whether said disputes sound in contract, tort, or other areas of the law. The Parties hereby waive any right they may have to transfer, change, or remove the venue of any litigation that this Agreement forms the basis of, or to assert that such litigation is brought in an inconvenient forum, that forum should be removed to a federal court, or that forum is improper for any reason. BGC AND THE CITY HEREBY AGREE THAT EXCEPT FOR THE ENFORCEMENT OF ANY INJUNCTIVE RELIEF, ANY DISPUTES HEREUNDER SHALL FIRST BE BROUGHT IN MEDIATION. 20. Captions, Headings and Titles All captions, headings or titles in the paragraphs or sections of this Agreement are inserted for convenience of reference only and will not constitute a part of this Agreement or act as a limitation of the scope of the particular paragraph or sections to which they apply. Where appropriate, the singular will include the plural and vice versa and masculine, feminine and neuter expressions will be interchangeable. Interpretation or construction of this Agreement will not be affected by any determination as to who is the drafter of this Agreement, this Agreement having been drafted by mutual agreement of the parties. 21. Severable Provisions Each provision of this Agreement is intended to be severable. If any provision is illegal or invalid for any reason, such illegality or invalidity will not affect the validity of the remaining provisions. 22. Entire Aareement This Agreement together with any subsequent amendments or addendums contains the entire understanding of the parties in respect to the transactions contemplated and supersedes all prior representations, agreements and understandings between the parties, either oral or written. No other understandings, oral or otherwise, regarding this Agreement shall bind any party. Date Page 9 of 18 Docusign Envelope ID: 14ECB992-99F9-4C06-AE46-1BC755EE4D5D 23. Non-Availability of Funds Every obligation of THE CITY under this Agreement is conditioned upon the availability of funds appropriated or allocated for the performance of such obligation; and if funds are not allocated and available for the continuance of this Agreement, then this Agreement may be terminated by THE CITY at the end of the period for which funds are available, without the seven (7) days' notice provided by Section 5. No liability will accrue to THE CITY in the event this provision is exercised, and THE CITY will not be obligated or liable for any future payments or damages as a result of termination under this Section. 24. Confidentiality: Confidentiality. Each Party on its own behalf and on behalf of its all employees providing Services hereunder, acknowledges that certain information and/or materials provided by the other Party contain confidential information or proprietary data. Each Party agrees that all such information and data, regardless of form (whether in written, oral or graphic or other tangible or non-tangible form), as provided by a disclosing Party otherwise obtained in the performance of this Agreement, shall remain confidential and shall not be disclosed to third parties, except that CITY disclosures under Section 6 of this Agreement shall not violate this Section. Such information and/or data shall be used for the sole purpose of performing the Services. Any other use of such information and/or data shall constitute a material breach of this Agreement. A breach or threatened breach of this Section and Section 4 (Usage of the Program and Materials) shall entitle the non-breaching Party to seek injunctive relief, in addition to its other available remedies, due to the difficulty of calculated damages in such event. 25. Counterparts This Agreement may be executed in multiple counterparts, each of which will be one and the same Agreement and will become effective when one or more counterparts have been signed by each of the parties and delivered to the other party. Date Page 10 of 18 Docusign Envelope ID: 14ECB992-99F9-4C06-AE46-1BC755EE4D5D IN WITNESS WHEREOF, the parties hereto have caused this Agreement to be executed effective the day and year first set forth above. CITY OF AUBURN Behzadi Global Cultural, LLC (BGC) Authorized Signer: Christen Flack Behzadi DocuSigned by: DocuSigned by: ,¢., K.� 8/12/2024 IC,�,t,viSlun FLatk 1/t1/5adi anc a1cc4us, Mayor Sigrn+ia tuvrerw [ Name: Christen Flack Behzadi Title: CEO, Behzadi Global Cultural, LLC Date: May 30, 2024 Approved as to form: rpSigned by: a btiwt t, IVLIrtVrTie,tfeputy City Attorney Signature Name: Title: Date: Date Page 11 of 18 Docusign Envelope ID: 14ECB992-99F9-4C06-AE46-1BC755EE4D5D EXHIBIT A Consulting Scope: 1.Goals: 1.Establish Data Measurement Strategic Framework 2.Establish Data Collection Strategy 3.Establish Data Reporting Tool Choice 4.Develop Strategic Framework of Leadership's "DEI North Star" 2.Activities: 1.Key Stakeholder meetings 1.Office of Equity 2.Leadership Team 3.Auburn ERGs and other consultants 2.Strategic Development: 1.Working with Office of Equity to develop data measurement, collection and reporting strategy, including key stakeholder engagement. Identified areas of interest include: 1. Establishing "DEI North Star" with Leadership team, to guide KPI development that measures success of other initiatives 2.Overall Data Measurement Strategy 3. DEI Maturity Measurement & Reporting 4. Racial Equity Decision Making Tool 5. DEI Considerations in a Grant or Plan Tool 6. Inclusive Auburn : Define & Measure Success 3.Deliverables: 1.Data Measurement, Collection & Reporting Strategy 2."DEI North Star" Report 3.Racial Equity Decision Making Tool 1 .Milestone Phases: The deliverables will be completed around 2 milestones. The first milestone is the development of the DEI North Star. Once this is completed we will move to the next milestone phase which is Data Measurement, Collection & Reporting strategy development. Date Page 12 of 18 Docusign Envelope ID: 14ECB992-99F9-4C06-AE46-1BC755EE4D5D Leadership Office of Equity Engagement Engagement 16. A ICI ♦ o EST MOP' Developing Data Framework 11 Office of Equity 2024 Data Engagement Strategic Plan Discuss approach North Star Areas of Key DEI Data measurement, collection and reporting Development Interest strategy Meet with Executive Leadership '` Address ares of key interest Team to determine"DEI North Star" Bound Approachto the Office of Equity:Racial Time to guide direction of success. Equity toolkit,grant writing/ Work in a collaborative manner with planning DEI considerations, Maturity mapping,progress department leadership and office of reporting,etc. equity to determine data measurement needs build framework. Agile Project Management Approach CONSULTING PROCESS A r►. STEP 1 STEP 2 STEP 3 STEP 4 Discovery& Design & Implementation Measurement Strategy Development Date Page 13 of 18 Docusign Envelope ID: 14ECB992-99F9-4C06-AE46-1BC755EE4D5D TASK SCHEDULE Task Work Flow & Milestones TIME 1.1 DEI North Star: 4-8 Weeks • Office of Equity • Leadership Team • IIC Firm Team • Strategic Work Sessions • GOAL: 1) Establishing "DEI North Star" with Leadership team. 2) Utilizing North Star to develop data framework strategy to measure success of DEI initiatives. 1 .2 Development Time: • IIC FIRM internal development time, report writing time, strategy session preparation, develop KPIs to align with strategic vision of success from leadership team, etc. 1 .3 Key Stakeholder Meeting • Present final report to Leadership Team Milestone 1: • DEI North Star Report: with measurement strategy to measure its success. 2.1 Develop COA Data Measurement Strategy: 20 -28 • Develop a comprehensive set of metrics for Weeks the Office of Equity to measure and report on their annual progress. • Collaborate with key stakeholders in Leadership to build framework. • Address Office of Equity areas of interest in the strategic framework. • Determine collection and reporting mechanism for data. Date Page 14 of 18 Docusign Envelope ID: 14ECB992-99F9-4C06-AE46-1BC755EE4D5D Milestone 2: - • Data Measurement Strategy: Strategic framework, Collection and Reporting • Racial Equity Decision Making Tool 2.Task Schedule IDENTIFIED AREAS OF INTEREST All • Inclusive Auburn Strategic Development: o Define "Inclusive Auburn" and it's culture. o Integrate REDI culture principles into framework. o Identify key skills necessary to develop an inclusive culture. o (Optional) determine if need for surveys to gather feedback on inclusivity. o METRICS: Establish metrics for data collection and integration into a reporting mechanism (i.e. dashboard). o REPORTING: Sustainability Planning for continuous measurement, data collection, and reporting. • North Star Strategic Development: o Establish a shared vision for DEI work in the City of Auburn. o Define a long-term, overarching DEI "North Star" vision that guides all related efforts. o Define core values and principles of diversity, equity, and inclusion that Auburn commits to uphold. o Articulate visionary DEI goals for what Auburn aims to achieve in the long term. o METRICS: Use the "North Star" to delineate key performance indicators (KPIs) for tracking DEI progress. o REPORTING: Sustainability planning for continuous measurement, data collection, integration into reporting mechanism (i.e. dashboard). IDENTIFIED AREAS OF INTEREST Date Page 15 of 18 Docusign Envelope ID: 14ECB992-99F9-4C06-AE46-1BC755EE4D5D • Racial Equity Decision Making Tool o FRAMEWORK: Building the framework for what we are tracking, and determine what needs to be collected for a racial equity decision making tool. o GOALS: Work and Collaborate with ERGs and Departments to establish goals. o DEVELOP: Develop a concise decision making tool to be used internally in alignment with COA DEI Maturity o METRICS: Establish metrics for data collection and integration into a reporting mechanism (i.e. dashboard). Transparency. o REPORTING: Sustainability Planning for continuous measurement, data collection, and reporting. IDENTIFIED AREAS OF INTEREST • DEI in a Grant or Plan Writing: o Establish a consistent source for demographic data for teams to utilize in grant writing or plan writing. o Clarify with each department what source they are using for demographic data. IDENTIFIED AREAS OF INTEREST Date Page 16 of 18 Docusign Envelope ID: 14ECB992-99F9-4C06-AE46-1BC755EE4D5D • DEI Maturity Measurement & Reporting: o The City of Auburn Office of Equity seeks to establish metrics and collect data to report on their progress in DEI. o Our goal is to do the strategic work to establish 1) what needs to be collected 2) how will it be collected and 3) how will it be reported. o Establish a reporting mechanism (i.e. dashboard) for integrating, collecting and reporting data measurement for the Office of Equity. • Data Measurement Strategy & Reporting Tool: o Create a comprehensive set of metrics for the Office of Equity to measure and report on their annual progress. These metrics will assess the progress the Office of Equity is making in establishing their DEI goals. o Determine a data reporting tool for the Office of Equity to utilize in measuring it's progress. EXHIBIT B De scrip Estimated Hours Rate Hourly Milestone 1: DEI North Star Estimate 500-600 $300/ho Milestone 2: Data measurement hrs over 6-9 months ur strategy+framework PROJECT COST NOT TO EXCEED $180,000.00 Date Page 17 of 18 Docusign Envelope ID: 14ECB992-99F9-4C06-AE46-1BC755EE4D5D Additional Services Additional Services: $300/hour TOTAL PROJECT COST Not To Exceed:$180,000.00 Date Page 18 of 18