| | | | | | | | | Item #8.
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| | | | | | | | TO: |
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| Mayor and City Council |
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| FROM: |
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| Eric Holmes, City Manager |
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| DATE: |
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| 4/15/2024 |
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| SUBJECT
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| Professional Services Agreement for On-Call Facilitation Services
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| | | | | | | | Key Points
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- Kearns & West is one of the three on-call facilitation providers for the City of Vancouver.
- Kearns & West is currently leading facilitation of the charter review process, which is scheduled to wrap up by July 31, 2024.
- The City's current contract with Kearns & West for on-call facilitation expires April 30, 2024.
- The contract amendment extends the contract to July 31, 2024, to align with the completion of the charter review process.
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| | | | | | | | Strategic Plan Alignment | High Performing Government – a government that is reliable, fiscally responsible, equitable, and open to compromise.
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| | | | | | | | Present Situation | The City currently utilizes Kearns & West for on-call facilitation services, including the charter review process that is underway.
The current professional services agreement with Kearns & West was entered into on May 1, 2019, and was for a period of five years. The agreement was to provide facilitation services for a variety of different processes and meetings and other related services on an as needed basis and was in response to RFP No. 2-19.
Kearns & West engaged with the City to facilitate the charter review process in October 2023. The process is currently underway with a Council workshop scheduled for May 20, 2024 to present the Charter Review Committee’s recommendations to Council. Depending on Council action on the Committee’s recommendations, Kearns & West will be asked to assist staff in preparing ballot materials.
To allow Kearns & West to continue work on the charter review process, staff are requesting an amendment to extend the Kearns & West professional services agreement, currently expiring April 30, 2024, to instead expire July 31, 2024.
City staff have commenced a new procurement process for on-call facilitation services.
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| | | | | | | | Advantage(s) | Allows for continuity in the facilitation of the charter review process as the Charter Review Committee finalizes recommendations for Council.
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| | | | | | | | Budget Impact | There is no anticipated budget increase as a result of extension since agreed scope of work is unchanged.
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| | | | | | | | Prior Council Review
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- Professional Services Agreement No. 100042 – Approved by Council on May 1, 2019
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Professional Services Agreement No. 100042, Amendment No. 1 – Approved by Council on August 26, 2021
- Ordinance first reading on Consent - Approved by Council on April 1, 2024
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| | | | | | | | Action Requested | On April 15, 2024, subject to second reading and public hearing, approve the ordinance.
Aaron Lande, Program and Policy Development Manager, 360-487-8612
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