Diversity Training - Human Rights RFP's
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MEMORANDUM
September 9, 2005
TO:
The Honorable Mayor and City Council Members
FROM:
Michael C. Van Milligen, City Manager
SUBJECT: Diversity Training Request for Proposals
Human Rights Director Kelly Larson recommends City Council approval of a Request
for Proposals for diversity training for City Employees.
This RFP was created by a committee consisting of: Laura Carstens, Claudette Carter-
Thomas, Mark Dalsing, Cammie Dean, Patricia Foster, Judy Giesen, Kris Hall, David
Harris, Kelly Larson, Hirman Melendez, Jerelyn O'Connor, Randy Peck, Tom Raschke,
Scott Simpson, Marcia Sola, Ruby Sutton, Jerome Thomas, Terry Tobin, Gabriella Vega
and Kim Wadding.
I concur with the recommendation and respectfully request Mayor and City Council
approval.
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Attachment
cc: Barry Lindahl, Corporation Counsel
Cindy Steinhauser, Assistant City Manager
Kelly Larson, Human Rights Director
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MEMORANDUM
September 9,2005
To: Michael Van Milligen, City Manager
From: Kelly Larson, Human Rights DirectorV-
Subject: Diversity Training Request for Proposals
Attached please find a draft Request for Proposals for diversity training for City
employees. During the 2006 budget process, the City Council approved funding to hire
a consultant to perform diversity training for all City employees. Since July of this year,
we have had a committee consisting of ten City employees and nine community
members working to determine what we would like to see included in such training. The
attached RFP is a result of those discussions.
The requested action is that this be placed on the City Council agenda for approval at
the September 19, 2005 meeting.
CITY OF DUBUQUE, IOWA
REQUEST FOR PROPOSALS
DIVERSITY TRAINING FOR CITY EMPLOYEES
I. INTRODUCTION
The City of Dubuque, Iowa, is conducting a solicitation of proposals form
qualified professional consultants to conduct diversity training for City employees.
Attached is information relating to minimum specifications of services, data to be
included in the proposal, evaluation criteria, and selected information relating to
the City of Dubuque.
II. BACKGROUND
The City of Dubuque is located on the Mississippi River in eastern Iowa, adjacent
to Illinois and Wisconsin. It is approximately 30 square miles in area, with a
population of nearly 60,000.
The 2000 Census results for Dubuque County indicate that the population is
approximately 96.5% white non-Hispanic, with 71 % of the population being of
German or Irish ancestry and 80% of the population having been born in Iowa.
The remaining population is 1.2% Hispanic or Latino, 0.9% black or African
American, 0.6% Asian, 0.1 % American Indian, 0.1 % Pacifica Islander, 0.5%
some other race, and 0.8% two or more races. Population estimates for
Dubuque County as of July 1, 2003 estimate that the white non-Hispanic
population is 95.9%, the Hispanic population is 1.2%, the black population is
1.06%, the Asian population is 0.7%, and the American Indian and Pacific
Islander populations are each at 0.2%. Since the 1990 census, the African-
American and Latino populations have doubled. Recent school enrollment
statistics indicate that 1 in 9 of our students is a person of color. Census data
also indicates that 14% of the county population has a disability. Finally, 1.8% of
the population lives in households with unmarried partners.
The City of Dubuque workforce is comprised of approximately 500 full time
employees, and 125 part time and seasonal employees, 99.9% of whom are
white non-Hispanic. The City's annual operating and capital budget is over $100
million and funds a full range of services. The City's website is
www.citvofdubuque.orq.
The community has a stable and diversified manufacturing base and a growing
service sector. Dubuque is the major retail, medical, education and employment
center for the tri-state area. Tourism continues to be a major economic force in
the community. City government works in collaboration with the private sector to
promote economic development.
III. OBJECTIVES
The City of Dubuque ideally will meet three objectives with the training. First, the
training will include an organizational assessment that will define where the
organization currently stands with regard to diversity issues and that will provide
a roadmap for future development. Second, the training will provide City
employees will skills that will insure they have a well developed ability to respond
to the needs of an increasingly diverse public. Third, the training will identify a
core leadership group who will receive further training that equips them to train
new employees as they arrive and to insure that diversity remains at the forefront
of organizational operations.
IV. SCOPE OF SERVICES
A. Training Format
The suggested training format should include both local residents and a
skilled facilitator, as well as a train-the-trainer component for a smaller group
of City employees to assure continued follow-up. The following format
suggestions are made:
1. incorporate a plan for keeping the issue of diversity alive in the City
organization after training;
2. include an assessment of where the City is as an organization and where
it should be going;
3. include trainers from within the community;
4. consulting trainers should plan their training around local suggestions.
The Consultant should describe the means or strategy by which the
consultant would satisfy the Scope of Services, and/or an alternative or hybrid
strategy recommended by the consultant - what process and outcomes the
consultant would suggest to make the project better.
The City is open to suggestions other than those listed in the proposal, which
consultants believe would be of value to producing a diversity training
program that meets the City's objective.
B. Tasks
The anticipated Scope of Services shall include the following tasks:
1. Conduct an organizational assessment, which will include an analysis of
where the City as an organization stands in its current approach to
diversity, a roadmap for the organization's future development, and a way
to measure the success of the training program developed under this
proposal. The Consultant should answer the following questions
regarding assessment:
a. How will the assessment of the organization be performed?
b. What assessment tool or tools will be used?
c. Will the assessment focus on individual attitudes, organizational
strategies, outside perceptions, or a combination of these
elements?
d. What type of report or plan will be developed by the Consultant
based on the assessment results?
2. Conduct diversity training for approximately 500 full time and 125 part time
local government employees, with one-third of the workforce being trained
by May of 2006, the next 1/3 by March of 2007, and the final 1/3 by
October of 2007. While senior management employees will participate in
the citywide training along with all other employees, the Consultant also
will be asked to provide a special, additional training solely for senior
management prior to carrying out the more generalized training. The
Consultant should answer the following questions regarding the training of
all City employees:
a. How will the Consultant provide employees with skills to help them
better serve a diverse public and work more effectively with co-
workers of diverse backgrounds?
b. How will the Consultant include awareness and skill building around
issues of race, ethnicity, culture, sexual orientation, gender and
religion without providing employees the perception they are the
sole cause of problems or the target of blame?
c. How will the Consultant incorporate, with assistance from the
planning committee, the views and experiences of community
members from various backgrounds?
d. How will the Consultant motivate employees to be leaders in
combating racism?
e. How will the Consultant instruct employees on ways to create an
atmosphere where people feel comfortable coming forward for
assistance or express concerns?
f. How will the Consultant address specialized training needs for each
of the following layers of the organization: senior management,
supervisory management, field training officers for first responders,
and rank and file employees?
g. How will the Consultant provide senior management with the skills
to demonstrate commitment to diversity and to develop support for
diversity throughout the organization?
h. How will the Consultant structure training taking into consideration
the different types of issues faced by employees in different job
categories (Le., first responders, payroll clerks, utility billing staff,
water treatment plan employees, etc.)?
3. Develop a plan to incorporate change into the City's organizational culture
so that diversity becomes a continuous consideration in the City's
operations. As part of this plan, include a train-the-trainer component that
will provide a select group of employees and community members with the
skills to perform follow-up training for existing employees and training for
new employees as they are hired. The Consultant should answer the
following questions regarding the train-the-trainer component:
a. How does the Consultant propose organizing and carrying out the
train-the-trainer portion?
b. How will the Consultant identify the employees who will be part of
the train-the-trainer group?
c. How will the Consultant incorporate participation of community
membersllocal talent into ongoing training efforts?
d. Will the Consultant include both management and non-
management employees in the trainer group? Why or why not?
e. Will the Consultant develop a specialized plan for training newly
hired first responders, considering that those particular employees
receive extensive field training when first hired?
V. INFORMATION TO BE INCLUDED IN PROPOSAL
The Proposal should address all of the points outlined in this Request for
Proposals (RFP) excluding any cost information which should only be included in
a separate sealed envelope labeled "Proposal Cost Estimate." The Proposal
should be prepared simply and economically, providing a straight forward,
concise description of the firm's capabilities to satisfy the requirements of the
RFP.
To simplify the review process and to obtain the maximum degree of
comparability, the Proposal shall include the following information and shall be
organized in the manner specified below. While additional data may be
presented, the following subjects must be included. They represent the criteria
against which the proposal will be evaluated.
A. Letter of Transmittal
A letter of transmittal briefly outlining the consultant's understanding of the work
and the name, address, telephone number,fax number, and e-mail address of
the Consultant's primary and secondary contact persons for this project.
B. Profile of the Consultant
Consultants are required to present material that demonstrates their experience
and expertise in conducting this type of training.
Provide abbreviated resumes (1 to 2 pages each) of the key personnel who will
be conducting the training, describing their education, specialized and technical
competence, and experience in relation to conducting skill-based diversity
training programs.
Discuss the firm's ability to integrate this project into the firm's present workload.
A statement should also be included with regard to whether the consulting team
currently has the capacity to undertake the project or whether it intends to
engage additional staff or team members.
Project Manager, partners, management, other supervisory staff and specialists
may be changed if those personnel leave the firm. These personnel may also be
changed for other reasons with express written permission of the City of
Dubuque; however, in either case, the City retains the right to approve or reject
replacements. Other personnel may be changed at the discretion of the
consultant, provided that the replacements have substantially the same or better
qualifications or experience.
C. Proposal Qualifications
Describe the experience and success of the firm, as well as the key personnel
proposed for the Dubuque project, in performing similar projects. Include at least
3 client references (including individual contacts and telephone numbers) with
similar projects that have been completed in the last five (5) years. List the
names of the key personnel proposed for the Dubuque project who worked on
the referenced projects.
D. Certificate of Insurance
The selected firm will be required to meet the City's insurance requirements for
professional services (see attached Insurance Schedule).
E. Professional Services Agreement
Include a copy of the standard contract or professional services agreement the
Consultant typically uses for similar projects.
F. Non-Discrimination/Equal Opportunity
Include copies of the Consultant's non-discrimination and equal employment
opportunity statements and affirmative action plan.
G. Scope of Services
Include a detailed scope of services addressing the anticipated scope of services
described above. Although the City attempted to identify the work and services
required, this should not constrain the scope the Consultant believes to be
necessary to meet the City's objectives. Include any ideas to improve the study
and recommend any scope of work not identified in this RFP considered
essential.
Include a section which establishes a work plan for the Consultant's approach to
the completion of the project. The work plan, at a minimum, should include those
components outlined in this RFP. The Consultant should indicate in the Proposal
those aspects that might be completed by City staff or sub-consultants, as well
as the time commitment expected of City staff.
H. Proposed Project Schedule
Provide a project schedule outlining the time period and estimated completion
date of the proposed scope of work. This should include a schedule for and
description of all deliverable products throughout the period. Products should be
delivered in hardcopy and electronic formats compatible with the City's computer
software and hardware. It is the intent of the City that the project will be
completed within approximately 18-24 months of signing the contract.
VI. EVALUATION CRITERIA
Proposals will be screened to ensure that they meet the minimum requirements
of the proposal format. A review of the qualifying proposals will identify potential
consultants that most closely meet the needs of the City of Dubuque. Proposals
will be evaluated by the selection committee based upon:
1. Qualifications and experience of the Consultant - achievements and
completion of similar training in communities with characteristics similar to
Dubuque's.
2. Grasp of the training requirements - the Consultant's analysis, preparation
and level of interest.
3. Design approach/methodology in completing the scope of work and
services - technical alternatives, creativity and problem solving ability.
4. Responsiveness - compatibility between Consultant and the City of
Dubuque, general attitude, ability to communicate.
5. Local economic impact - ability to incorporate local contractors.
6. Schedule evaluation - time required to complete the project.
7. Cost evaluation - cost of each task as a percentage of the total project
cost.
The selection committee will rank the responsive Consultants according to the
above criteria. Negotiations with the highest ranking Consultant will commence
until a satisfactory scope of work and cost proposal are agreed upon. However,
the City of Dubuque reserves the right to reject any and all proposals, reserving
the right to negotiate with more than one Consultant simultaneously. Further, the
"scope of services" of the final professional services agreement may be adjusted
to include or exclude tasks if the tasks are deemed essential or unessential,
whichever the case may be.
VII. FEES AND COMPENSATION
Provide a proposed compensation structure for the completion of the proposed
scope of services, with cost breakdowns for each component of the training: 1)
assessment, 2) training of all employees, and 3) train-the-trainer for ongoing
initiatives. Quotation of fees and compensation shall remain firm for a period of
ninety (90) days from the proposed submission deadline. Separate the portion of
the Fees and Compensation proposal (separate enclosure labeled "Proposal
Cost Estimate") from the other portion of the RFP submittal. Initial screening will
be done by the selection committee without the benefit of knowing the
Consultant's proposed fee schedule. A professional services agreement will be
negotiated after the selection process has been completed.
The City reserves the right to terminate the agreement for convenience.
VIII. SUBMISSION REQUIREMENTS
An original plus ten (10) photocopies and one (1) electronic copy of the proposal
shall be received in the office of the City of Dubuque's Human Rights
Department, City Hall Annex, 1300 Main Street, Dubuque, Iowa 52001 by 4:00
p.m. CDT on October 28, 2005. If the Consultant has any of the submitted
material available in Spanish, a copy would be appreciated.
Each Consultant assumes full responsibility for delivery and deposit of the
completed proposal package on or before the deadline. The City of Dubuque is
not responsible for any loss or delay with respect to delivery of the proposals.
The City of Dubuque is not liable for any cost incurred during the preparation and
presentation of proposals by any consultants prior to the execution of an
agreement or contract, nor shall the City of Dubuque be liable for any costs
incurred by the Consultants that are no specified in any contract.
All questions and correspondence regarding this RFP should be directed to Kelly
Larson, (563) 589-4190, City of Dubuque Human Rights Department, City Hall
Annex, 1300 Main Street, Dubuque, IA 52001, or by fax at (563) 589-4299, or e-
mail klarson@citvofdubuque.orQ.
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IX. PROPOSED PROJECT SCHEDULE
Request for proposals distributed on September 20, 2005
Proposals due by 4:00 p.m. on October 28, 2005
Contract anticipated to be awarded by December 2005
First group of employees trained by May 1, 2006
Second group of employees trained by March 1, 2007
Third group of employees trained by October 1, 2007