SR 05-09-2023 5I
City Council
Report
City Council Meeting: May 9, 2023
Agenda Item: 5.I
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To: Mayor and City Council
From: Lori Gentles, Chief People Officer, Human Resources Department
Subject: Award Request for Proposal No. 342 to BetterUp, Inc. for Employee
Coaching, Mentoring, Training and Development Support Services
Recommended Action
Staff recommends the City Council:
1. Adopt a finding of no possibility of significant effect pursuant to Section
15061(b)(3) (Common Sense Exemption) of the California Environmental Quality
Act (CEQA) Guidelines;
2. Award RFP#342 to BetterUp, Inc., for Employee Coaching, Mentoring, Training
and Development Support Services for all City employees provided by the
Human Resources Department;
3. Authorize the City Manager to negotiate and execute an agreement with
BetterUp, Inc., in an amount not to exceed $988,708 for 5 years with future year
funding contingent on Council budget approval.
Summary
The Human Resources Department seeks the assistance of BetterUp, Inc., to offer
employee coaching, mentoring, training, and development support services to provide
1:1 coaching and on-demand leadership, personal development, and other types of
performance management services to all active City employees. Making these services
available 24/7 through an online platform increase s the likelihood of maximizing the
accessibility, effectiveness, potential, and capacity of both employees and the
organization while meeting the diverse needs of City staff.
Discussion
On May 5, 2020, Council approved the “Santa Monica: A Plan for the Future” to
restructure the City government as a result of the impacts of the COVID-19 pandemic.
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This restructuring plan eliminated 331 budgeted full-time equivalent positions, which
included the entire Organizational and Development Division within the Human
Resources Department. The division provided various professional development,
mentoring and leadership opportunities for all City staff.
As a result, the Human Resources Department sought Council authority for an
exception to the competitive bidding process to provide immediate professional
coaching services to employees impacted directly and indirectly by the restructuring. On
May 26, 2020, City Council authorized the City Manager to enter into an agreement with
BetterUp, Inc., for professional coaching services. Currently still in use with an
expiration date of June 30, 2023, the BetterUp platform delivers transformative coaching
experiences to drive productivity, engagement, and employee retention based on 550
member responses, 78% percent of users rate their session quality as life -changing or
amazing. 99% rated the service as good or better and 94% reported being more
effective at work because of this coaching. In line with best practices, staff initiated a
Request for Proposal to identify alternative service providers.
Vendor Selection
Bidder Recommendation
Best Qualified Person/Firm BetterUp Inc.
Evaluation Criteria
(include all that apply)
References, experience, services provided and cost.
Municipal Code SMMC 2.24.
RFPs Received
Alchemi Coaching BetterUp Inc. Hayden Lee Coaching LifeSpeaksToYou, LLC
Lonestar Synergistx, Inc. Looking Forward
Consulting
Milli Micro Systems,
Inc.
Prism Leadership
Group
The Resurgent Group of
Metro Atlanta LLC
Zilo International Group
LLC
RFP Data
Posted On Posted On
Advertised In
(City Charter & SMMC)
Vendors
Downloaded
Date Publicly
Opened
1/12/2023 City's Online
Bidding Site
Santa Monica Daily Press 48 2/13/2023
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Justification to Award
Based on the evaluation criteria above and criteria in SMMC 2.24.190, staff
recommends BetterUp Inc. as the best-qualified firm to provide employee coaching,
mentoring, training and development support services based on their extensive
experience and previous work with the City as well as the US Military, Google, Hilton,
Warner Media, ZenDesk, and many others. BetterUp Inc. received the highest rating
from the City’s evaluators in the following categories: references, experience, services
provided and cost. BetterUp is able to provide all active City employees with 24/7 access
to 1:1 professional coaches in addition to 24/7 access to specialist coaches who focus
on well-being habits, navigating grief, supporting others in grief, sleep coaching, nutrition
coaching, working parents coaching, small group topic driven studio workshops, 360 -
degree feedback tool, and access to a world-class library of personal and professional
development tools. BetterUp can offer these services in numerous languages using their
proprietary web-based platform or dedicated app. These services in addition to the most
competitive cost resulted in BetterUp being selected as the preferred vendor to provide
the requested services to the City.
Past Council Actions
Meeting Date Description
05/26/2020
(attachment A)
Award of agreement with BetterUp for professional coachi ng
services
Environmental Review
The award agreement to provide employee support services is exempt from the
California Environmental Quality Act (CEQA) pursuant to Section 15061(b)(3) (Common
Sense Exemption) of the CEQA Guidelines, which states that CEQA does not apply,
where it can be seen with certainty that there is no possibility that the activity in question
may have a significant effect on the environment.
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Financial Impacts and Budget Actions
Staff seeks authority to approve funding from the Human Resources Professional
Services to award an agreement with BetterUp, Inc. for employee coaching, mentoring,
training, and development support services. Future year funding is contingent on
Council budget approval.
Agreement Request
FY 2023-24 Budget
Request Amount
Future Years
Amount Department Account Total Contract
Amount
$178,836 $809,872 01130004.552010 $988,708
Prepared By: Sasha Sargent, Executive Administrative Assistant
Approved
Forwarded to Council
Attachments:
A. Attachment A- 2020_05_26 City Council - Public Minutes-1249
B. OAKS Expires 4-19-24
C. ITEM.5.I.Written Comments
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1 May 26, 2020
(NOT APPROVED)
CITY OF SANTA MONICA
CITY COUNCIL MINUTES
MAY 26, 2020
A regular of the Santa Monica City Council was called to order by Mayor McKeown at 5:30 p.m., on
Tuesday, May 26, 2020, via teleconference pursuant to the Governor’s Executive Order N-29-20 at
https://primetime.bluejeans.com/a2m/live-event/argwbkvz
Roll Call: Present: Mayor Kevin McKeown
Mayor Pro Tem Terry O’Day
Councilmember Gleam Davis
Councilmember Sue Himmelrich
Councilmember Ana M. Jara
Councilmember Greg Morena
Councilmember Ted Winterer
Also Present: Interim City Manager Lane Dilg
Interim City Attorney George Cardona
City Clerk Denise Anderson-Warren
CONVENE
On order of the Mayor, the City Council convened at 5:30 p.m., with all
members present.
CLOSED SESSIONS
Members of the public Chris Pecaut, Adriana Yossef, Denise Barton,
Jennifer Wolf, Irma Jarro, and Lauralee Ashe commented on closed
sessions.
On order of the Mayor, the City Council recessed at 5:50 p.m., to consider
closed sessions and returned at 7:34 p.m., with all members present, to
report the following:
1.A. Conference with Legal Counsel – Anticipated Litigation –
Request to enter into a lawsuit as an amicus curiae, pursuant to
Government Code Section 54956.9: Eloy Ortiz Oakley, et al., v. Betsy
Devos, in her official capacity as the United States Secretary of
Education, et al., U.S. District Court for the Northern District of
California Case No. 20-cv-03215.
The Interim City Attorney recommended that the Council authorize the city
to sign on to Los Angeles County’s amicus brief, supporting the California
Attorney General’s request on behalf of a number of Community College
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Districts preliminary injunction precluding the U.S. Department of
Education for enforcing eligibility requirements that would exclude
undocumented immigrants, DACA recipients, DPS holders and asylum
seekers, among others, from receiving aid allocated by the CARES Act for
all students, regardless of immigration status.
Motion by Councilmember Winterer, seconded by Councilmember Jara, to
join the amicus brief. The motion was approved by the following vote:
AYES: Councilmembers Morena, Himmelrich, Davis, Winterer, Jara,
Mayor Pro Tem O’Day, Mayor Winterer
NOES: None
ABSENT: None
1.B. Conference with Legal Counsel – Existing Litigation –
Litigation has been initiated formally pursuant to Government Code
Section 54956.9(d)(1): Pico Neighborhood Association and Maria Loya
v. City of Santa Monica, Los Angeles Superior Court, Case No. BC
616804, Second District Court of Appeal, Case No. B295935.
The Interim City Attorney advised this matter was heard with no reportable
action taken.
1.C. Conference with Legal Counsel – Anticipated Litigation –
Request to enter into a lawsuit as an amicus curiae, pursuant to
Government Code Section 54956.9: HIAS, Inc., et al. v. Donald J.
Trump, in his official capacity as President of the United States, et al.,
U.S. Fourth Circuit Court of Appeals Case No. 20-1160.
The Interim City Attorney recommended that the Council authorize the city
to sign on to an amicus brief, to be filed by a coalition of cities, counties
and Mayors, led by the City of Los Angeles, supporting the affirmance in
the United States 4th Circuit Court of Appeals, of a District Courts issuance
of a preliminary injunction that bars the Federal Government from
enforcing an Executive Order which gives states and is likely counties a
veto when it comes to refugee resettlement, eliminating cities from their
traditional role in the consultation process as it relates to refugees.
Motion by Councilmember Davis, seconded by Councilmember Morena, to
join the amicus brief. The motion was approved by the following vote:
AYES: Councilmembers Jara, Winterer, Davis, Himmelrich, Morena,
Mayor Pro Tem O’Day, Mayor McKeown
NOES: None
ABSENT: None
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1.D. Conference with Labor Negotiator: Government Code Section
54957.6 Agency Designated Representatives: Chief People Officer Lori
Gentles and Human Resources Manager Shawn Weiske. Bargaining
Units: Administrative Team Associates, California Teamsters Local
911, Confidential Unrepresented Employees Pay Plan, Executive Pay
Plan, Municipal Employees Association, Management Team
Associates, Public Attorneys Legal Support Staff Union, Public
Attorneys Union, Santa Monica Fire Executive Management
Association, Santa Monica Firefighters Local 1109 IAFF, Santa
Monica Police Officers Association, Supervisory Team Associates,
International Association of Sheet Metal, Air, Rail, and Transportation
Workers, Transportation Division Local 1785 (SMART TD).
The Interim City Attorney advised this matter was heard with no reportable
action taken.
SPECIAL AGENDA
ITEMS:
2.A. Commendation: 126 City Employees, was presented.
2.B. Commendation: Katie E. Lichtig, Assistant City
Manager/Chief Operating Officer, was presented.
2.C. City Manager's Report: Economic Recovery Update, was
presented.
REPORT ON COUNCIL
TRAVEL
There was nothing to report on Council travel.
CONSENT CALENDAR: All items were considered and approved in one motion unless removed by a
Councilmember for discussion.
Members of the public Denise Barton commented on various Consent
Calendar items.
At the request of Councilmembers Morena and Jara, Item 3.A and
Councilmember Morena, Item 3.C were removed from the Consent
Calendar.
Motion by Councilmember Davis, seconded by Councilmember
Himmelrich, to approve the Consent Calendar except for Items 3.A and
3.C, reading resolutions by title only and waiving further reading thereof.
The motion was approved by the following vote:
AYES: Councilmembers Jara, Winterer, Davis, Himmelrich, Morena,
Mayor Pro Tem O’Day, Mayor McKeown
NOES: None
ABSENT: None
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AFFORDABLE HOUSING 3.B. Affordable Housing Funding Opportunities from the State, was
approved.
Recommended Action
Staff recommends that the City Council adopt the Resolution Nos. 11248
(CCS) through 11250 (CCS):
1. Authorizing and adopting the 302(c)(4) plan for the Permanent
Local Housing Allocation Program for Funding Allocation Years
2019-2023 (Attachment A); and
2. Authorizing the submission of an application for Permanent Local ,
Allocation Program Funding (Attachment B); and
3. Authorizing the submission of an application for Local Housing
Trust Fund Program Matching Grant Funding (Attachment C).
EMPLOYEE
REINSTATEMENT
3.D. Adoption of Resolution No. 11252 (CCS) entitled “A
RESOLUTION OF THE CITY COUNCIL OF THE CITY OF SANTA
MONICA GRANTING AN ADDITIONAL ONE-YEAR
REINSTATEMENT PERIOD TO EMPLOYEES LAID OFF AS A
RESULT OF THE RESTRUCTURING OF CITY OPERATIONS
CAUSED BY THE IMPACTS OF COVID-19”, was adopted.
Recommended Action
Staff recommends that Council adopt the proposed resolution recognizing a
two-year reinstatement period (increasing by one additional year the
reinstatement period set forth in the City Charter) for employees who are
laid off as a result of the restructuring of the City’s workforce caused by the
impacts of the COVID-19 pandemic.
OUTPLACEMENT AND
TRANSITIONING
SERVICES
3.E. Authorization to enter into Agreement Nos. 11047 (CCS) and
11048 (CCS) with Right Management Corporation and with BetterUP
Outplacement and Transitioning Services, was approved.
Recommended Action
Staff recommends that the City Council:
1. Authorize the City Manager to negotiate and execute an agreement
with Right Management Corporation for professional outplacement
and transitioning services for the Human Resources Department.
This recommendation is made as an exception to the competitive
bidding process pursuant to Section 2.24.250 (g) and is for a total
amount not to exceed $300,000, with future year funding contingent
on Council budget approval.
2. Authorize the City Manager to negotiate and execute an agreement
with BetterUp for professional coaching services for the Human
Resources Department. This recommendation is made as an
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exception to the competitive bidding process pursuant to Section
2.24.250 (g) and is for a total amount not to exceed $125,000, with
future year funding contingent on Council budget approval.
3. Authorize budget changes as outlined in the Financial Impacts and
Budget Actions section of this report.
1550 BEACH PARKING
LOT
Councilmember Morena
excused at 8:32 p.m.
3.A. Award Request for Proposal and enter into Agreement No.
11046 (CCS) with Film Independent for the Independent Spirit
Awards, was presented.
Recommended Action
Staff recommends that the City Council:
1. Award RFP# 249 to Film Independent to use a portion of the 1550
Beach Parking Lot for the Independent Spirit Awards from February
17, 2021 to March 4, 2021, and to return on tentative dates of
February 16 to March 3, 2022 and February 15 to March 2, 2023
2. Authorize the City Manager to negotiate and execute a license
Agreement with Film Independent for a three -year term. The annual
rental for each of the three occupations is approximately $104,000.
Councilmember Morena recused himself from this item because the Spirit
Awards are adjacent to the Pier, and to avoid any potential appearance of
conflict of interest because his family owns a restaurant on the Pier.
Pulled by Councilmember Jara to ask questions of staff including, what
type of revenue would it be for the businesses at the Pier. How much
revenue does it mean for those businesses who close down for this event.
Motion by Councilmember Davis, seconded by Councilmember Jara, to
approve the recommended action. The motion was approved by the
following vote:
AYES: Councilmembers Himmelrich, Davis, Winterer, Jara,
Mayor Pro Tem O’Day, Mayor McKeown
NOES: None
ABSENT: Councilmember Morena
COVID-19 EMERGENCY 3.C. Adoption of Resolution No. 11251 (CCS) entitled “AN
EMERGENCY RESOLUTION OF THE CITY COUNCIL OF THE CITY
OF SANTA MONICA PURSUANT TO CHAPTER 2.16 OF THE SANTA
MONICA MUNICIPAL CODE RATIFYING THE PROCLAMATION OF
EXISTENCE OF LOCAL EMERGENCY AND SUPPLEMENTAL
PROCLAMATIONS THERETO”, was presented.
Recommended Action
Staff recommends that Council adopt the proposed resolution ratifying the
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Executive Order issued by the Director of Emergency Services declaring
the existence of a local emergency in the city of Santa Monica and the
Supplements to that Order.
Councilmember Morena recused himself to avoid any potential appearance
of conflict of interest because his family owns a restaurant on the Pier.
Motion by Councilmember Davis, seconded by Councilmember Jara, to
adopt the resolution by title only and waiving further reading thereof. The
motion was approved by the following vote:
AYES: Councilmembers Jara, Winterer, Davis, Himmelrich,
Mayor Pro Tem O’Day, Mayor McKeown
NOES: None
ABSENT: Councilmember Morena
ORDINANCES:
AFFORDABLE HOUSING
Councilmember Morena
returned at 8:38 p.m.
7.A. Second Reading and Adoption of Ordinance No. 2638 (CCS)
entitled “AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
SANTA MONICA AMENDING SANTA MONICA MUNICIPAL CODE
SECTION 9.53.130 TO EXCLUDE ONE HUNDRED PERCENT
AFFORDABLE HOUSING PROJECTS FROM TRANSPORTATION
ALLOWANCE REQUIREMENTS”, was adopted.
Recommended Action
Staff recommends that City Council adopt the attached Ordinance.
Motion by Councilmember Himmelrich, seconded by Councilmember
Davis, to adopt the ordinance, reading by title only and waiving further
reading thereof. The motion was approved by the following vote:
AYES: Councilmembers Morena, Himmelrich, Davis, Winterer, Jara,
Mayor Pro Tem O’Day, Mayor McKeown
NOES: None
ABSENT: None
SHARED MOBILITY 7.B. Second Reading and Adoption of Ordinance No. 2639 (CCS)
entitled “AN ORDINANCE OF THE CITY COUNCIL OF THE CITY OF
SANTA MONICA AMENDING SANTA MONICA MUNICIPAL CODE
SECTION 3.21.090 TO EXTEND THE TERM OF THE FIRST SHARED
MOBILITY DEVICE PILOT PROGRAM TO APRIL 30, 2021, AND
AMEND SANTA MONICA MUNICIPAL CODE SECTION 3.22.090 TO
CHANGE THE START DATE OF THE SECOND SHARED MOBILITY
DEVICE PILOT PROGRAM TO MAY 1, 2021”, was adopted.
Recommended Action
Staff recommends that City Council adopt the attached Ordinance.
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Motion by Councilmember Jara, seconded by Councilmember Winterer, to
adopt the ordinance, reading by title only and waiving further reading
thereof. The motion was approved by the following vote:
AYES: Councilmembers Jara, Winterer, Davis, Himmelrich, Morena,
Mayor Pro Tem O’Day, Mayor McKeown
NOES: None
ABSENT: None
STAFF
ADMINISTRATIVE
ITEMS:
CITY RESTRUCTURING
8.A. An Update on City Restructuring and Council Authorization to
Restore Priority Programs, was presented.
Recommended Action
Staff recommends that Council:
1. Provide direction to staff on proposals to restore priority services
not included in the May 5, 2020 restructuring plan;
2. Provide direction to staff on proposal to allocate CDBG entitlement
and COVID-19-related funds; and
3. Provide direction to staff on the updated Community Services
Pricing Policy on Fees.
Members of the public Ann Hoover, Katie Hoover, Karen Mulick, Leila
Tasmini, Denise Barton, Margurita Garcia, Angela Scott, Carole Lemlein,
and Ericka Lesley spoke to the recommended action.
Questions asked and answered of staff included: with regard to the
Playground Access, was it correct that this was a recommendation from
Presidium, and what does that mean; is it correct that an adult is not
required to sign out a child in the Playground Access; is the city provided
afterschool playground programs different than the Playground Access
program; is it correct that the as-needed employees are only needed for on-
boarding the Preserving Our Diversity (POD) program, but staffing won’t
be needed beyond and for maintenance; is there any talk about qualifying
people for the POD program, in order to streamline the onboarding; when
will the fee study be completed; how does a community partner with the
city go about finding funding out there to replace losing funds; does the
branding for the Economic Recovery and the branding with the Arts get
connected; is there someone on city staff to assist businesses through the
Sustainability efforts; how does it work keeping a Crossing guard
Coordinator, but no crossing guards, and how does that play out for safety;
does this proposal continue the food pantry at Virginia Avenue Park; has
there been any discussion about the multiple efforts amongst the School,
College and City to make sure that as much effort is being put forth; for
community block grants, who would Administrator this effort, and is the
city ready to take on the large number of residents; do we have another
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partner who could work more with our most vulnerable population besides
Legal Aid; in youth related programs, is there any possibility to consider
any grants; if fees are increased, and families don’t qualify for any
assistance after the increase, how will those families be assisted; can we
give the public any idea when the city will be able to address the Crossing
guard question; if we must eliminate the Architectural Review Board
(ARB), when will we get back the proposals for most cost effective design
review and when are we going to get back the proposal to reduce the
overhead on the Landmarks Commission; will staff come back to Council
to decide fees; do we look at private vendors for fees; full cost recovery, or
subsidy; and, how is the sliding scale going to work with subsidies as part
of the fees.
Motion by Councilmember Winterer, seconded by Councilmember Davis, to
provide direction to staff on proposals to restore priority services not
included in the May 5, 2020 restructuring plan. The motion was approved by
the following vote:
AYES: Councilmembers Morena, Himmelrich, Davis, Winterer, Jara,
Mayor Pro Tem O’Day, Mayor McKeown
NOES: None
ABSENT: None
Motion by Councilmember Winterer, seconded by Councilmember Morena,
to provide direction to staff on proposal to allocate CDBG entitlement and
COVID-19-related funds. The motion was approved by the following vote:
AYES: Councilmembers Jara, Winterer, Davis, Himmelrich, Morena,
Mayor Pro Tem O’Day, Mayor McKeown
NOES: None
ABSENT: None
Motion by Councilmember Jara, seconded by Councilmember Davis, to
provide direction to staff on the updated Community Services Pricing Policy
on Fees to look at a cost-of-living (COLA) adjustment for this year and
initiative a fee study for next year. The motion was approved by the
following vote:
AYES: Councilmembers Morena, Himmelrich, Davis, Winterer, Jara
Mayor Pro Tem O’Day, Mayor McKeown
NOES: None
ABSENT: None
COUNCILMEMBER
DISCUSSION ITEMS:
STREETLIGHT
13.A. Request of Mayor Pro Tem O’Day that, in light of a majority of
the residents affected now opposing the 9th Street Streetlight
Assessment District, Council direct staff to prepare for Council
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ASSESSMENT approval a resolution rescinding Council’s prior authorization, as
stated in Resolution 11213 (CCS) adopted November 12, 2019, to pay
50% of the costs of the proposed streetlighting, was presented.
Questions asked and answered of staff included: legally, can we do this:
how do we know that over half of the people don’t want the assessment; are
these new people who have rescinded or did the original signers change
their minds; do we know why there was a change of mind; and, could the
residents bring back another petition and get it passed.
There was no public comment on this item.
Motion by Mayor Pro Tem O’Day, seconded by Councilmember Jara, to
approve the recommendation. The motion was approved by the following
vote:
AYES: Councilmembers Jara, Winterer, Davis, Himmelrich, Morena,
Mayor Pro Tem O’Day, Mayor McKeown
NOES: None
ABSENT: None
PUBLIC INPUT: Member of the public Bob Adams commented on various local issues.
ADJOURNMENT On order of the Mayor, the City Council meeting adjourned at 10:56 p.m.
in memory of the 14 Santa Monicans who have died as a result of the
coronavirus pandemic.
ATTEST: APPROVED:
Denise Anderson-Warren Kevin McKeown
City Clerk Mayor
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1
Xavier Mota
From:Ann Hoover <annkbowman@yahoo.com>
Sent:Monday, May 8, 2023 8:37 PM
To:councilmtgitems; Gleam Davis; Phil Brock; Caroline Torosis; Lana Negrete; Christine Parra; Oscar de la
Torre; Jesse Zwick
Cc:David White; Susan Cline; Anuj Gupta
Subject:05-09-23 Council Meeting - Item 5.I. (Consent Calendar) - PLEASE PULL AND DISAPPROVE
EXTERNAL
Dear Councilmembers -
Please pull this item from the Consent Calendar and disapprove.
This is a "great to do if you can afford it" expense, but Council eliminated the Organizational and Development Division in
2020 for a reason and this is a lot of money (close to $1,000,000) to spend on coaching and support when these sorts of
things can be found online for free in many instances.
Employee benefits like this are often not available in private sector businesses settings.
At a time when Santa Monicans are being told the City is practically bankrupt due to the Uller settlements and to Staff's
massive unfunded pension obligation (very few private sector employees get pensions, btw) such that the City is taking
steps to sell off many of our community's public land assets, this is exactly the kind of non-essential item that Council
should not agree to fund at this time.
Again, please pull this item and disapprove.
Thank you -
Ann Bowman
Santa Monica resident 26+ years
P.S. - There may be an item that needs to be corrected in the Staff Report - my understanding is that almost 100 of the
331 jobs that were eliminated in 2020 were actually lower-wage, hourly positions, not full-time. These were the folks who
administered & staffed the afterschool programs (CREST Sports & Playground Access) on the elementary and middle
school campuses. When she cast a "no" vote for the 2020 budget restructuring, then-Councilmember Ana Jara said that
"you're trying to balance this budget on the backs of black and brown employees."
ITEM.5.I.
May 9, 2023
ITEM.5.I.
May 9, 2023
5.I.c
Packet Pg. 543 Attachment: ITEM.5.I.Written Comments (5708 : Employee Coaching, Mentoring, Training and Development Support Services Award)