HomeMy WebLinkAboutAgenda 05-21-19 8-c - Authorize the Manager to Sign and Execute an Agreement with VISIONS, Inc. 1
ORANGE COUNTY
BOARD OF COMMISSIONERS
ACTION AGENDA ITEM ABSTRACT
Meeting Date: May 21, 2019
Action Agenda
Item No. 8-c
SUBJECT: Authorize the Manager to Sign and Execute an Agreement with VISIONS, Inc.
DEPARTMENT: Human Resources
ATTACHMENT(S): INFORMATION CONTACT:
Proposed Agreement with VISIONS, Inc. Brenda Bartholomew, Human Resources
for Diversity, Equity and Inclusion Director, (919) 245-2552
Training and Consulting Services
PURPOSE: To authorize the Manager to sign an agreement with VISIONS, Inc. for Diversity,
Equity and Inclusion Training and Consulting Services based on the Manager's
recommendations regarding a three-year/three-phase training and consulting process
administered by VISIONS, Inc. and encompassing all employees.
BACKGROUND: Orange County values a welcoming workplace environment that is culturally
diverse and free of any discrimination or biases. The BOCC has requested that staff conduct
training programs which identifies historical exclusion at the personal, interpersonal, institutional
and cultural levels.
The purpose is for employees to be comfortable in identifying previously unconscious biases
and misinformation within themselves and in others and to recognize personal, interpersonal,
institutional and cultural barriers to inclusion. Further, to understand the ongoing personal
effects of historical and contemporary exclusion and oppression and to provide skills to
employees to equip them to facilitate change toward creating a more supportive environment of
inclusion in the workplace and Orange County communities.
It is recommended that training be provided by VISIONS to all County employees over a period
of three years. This includes training opportunities for all employees, as well as specialized, in-
depth training for department heads and a Diversity, Equity and Inclusion Leadership Team. The
training also provides resources for facilitating the process of practicing the skills acquired in the
training within the everyday work of departments and employees. Finally, the third phase allows
for specific focus on taking the learning and experience within the workplace into the
communities and residents that Orange County serves. VISIONS would also provide support in
building a leadership team comprised of diverse representation of County employees to ensure
sustainability to a culturally diverse environment.
Overall, the training and consultancy goals are as follows:
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• Familiarize employees with a working understanding of diversity, equity and inclusions,
including development a common language/terminology that can help facilitate
discussion about issues of difference.
• Deepen awareness regarding bias around class, gender, race, generational differences,
sexual orientation work level and job function and the other categories of historical
exclusion at the personal, interpersonal, institutional and cultural levels.
• Develop skills for addressing the attitudes and conditions (often unconscious and
unintentional) that perpetuate disparities in inclusion, power and access.
• Create effective leadership which supports personal, organizational, and community
change.
FINANCIAL IMPACT: The agreement and training by VISIONS, Inc. is proposed to extend over
a three year period at a cost of $50,000 per year, totaling $150,000 over three years. The
current year budget includes $50,000 to fund training during Year 1. The Manager's
Recommended FY 2019-2020 budget includes $50,000 in funding for Year 2 for Board
consideration and approval. The Manager plans to include the final $50,000 for Year 3 in the
FY 2020-2021 Recommended Budget to be presented to the Board in May 2020.
SOCIAL JUSTICE IMPACT: The following Orange County Social Justice Goals are applicable
to this item:
• GOAL: FOSTER A COMMUNITY CULTURE THAT REJECTS OPPRESSION AND
INEQUITY
The fair treatment and meaningful involvement of all people regardless of race or color;
religious or philosophical beliefs; sex, gender or sexual orientation; national origin or
ethnic background; age; military service; disability; and familial, residential or economic
status.
• GOAL: ENSURE ECONOMIC SELF-SUFFICIENCY
The creation and preservation of infrastructure, policies, programs and funding necessary
for residents to provide shelter, food, clothing and medical care for themselves and their
dependents.
RECOMMENDATION(S): The Manager recommends that the Board authorize the County
Manager to sign and execute the agreement with VISIONS, Inc. upon the County Attorney's
review.
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[Departmental Use Only]
Title Visions, Inc. DEI Training
FY
FY2018/19;FY2019/20;FY2020/21
NORTH CAROLINA
CONSULTING SERVICES AGREEMENT -RFQ-
OVER $90,000 OR BOARD CONSULTANT
ORANGE COUNTY
This Agreement, made and entered into this I st day of June, 2019, ("Effective Date") by
and between Orange County, North Carolina a body politic and corporate of the State of North
Carolina(hereinafter, the "County") and Visions, Inc., (hereinafter, the "Consultant").
WITNESSETH:
That the County and Consultant, for the consideration herein named, do hereby agree as
follows:
ARTICLE 1 SCOPE OF WORK
1.1 Scope of Work
1.1.1 This Services Agreement ("Agreement") is for professional consulting services to
be rendered by Consultant to County with respect to (insert type of project)Diversity, Equity, and
Inclusion Training and Consulting Services.
1.1.2 By executing this Agreement, the Consultant represents and agrees that Consultant
is qualified to perform and fully capable of performing and providing the services required or
necessary under this Agreement in a fully competent, professional and timely manner.
1.1.3 Time is of the essence with respect to this Agreement.
1.1.4 The services to be performed under this Agreement consist of Basic Services, as
described and designated in Article 3 hereof. Compensation to the Consultant for Basic Services
under this Agreement shall be as set forth herein.
ARTICLE 2 RESPONSIBILITIES OF THE CONSULTANT
2.1 Services to be Provided. The Consultant shall provide the County with all services
required in Article 3 to satisfactorily complete the Project within the time limitations set forth
herein and in accordance with the highest professional standards.
2.2. Standard of Care
2.2.1 The Consultant shall exercise reasonable care and diligence in performing services
under this Agreement in accordance with the highest generally accepted standards of this type of
Consultant practice throughout the United States and in accordance with applicable federal, state
and local laws and regulations applicable to the performance of these services. Consultant is
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solely responsible for the professional quality, accuracy and timely completion and submission
of all reports, drawings, specifications, plans, documents and services (hereinafter
"Deliverables") related to the Basic Services.
2.2.2 The Consultant shall be responsible for all errors or omissions in the deliverables
prepared by the Consultant.
2.2.3 The Consultant shall correct at no additional cost to the County any and all errors,
omissions, discrepancies, ambiguities, mistakes or conflicts in any Deliverables prepared by the
Consultant.
2.2.4 The Consultant shall assure that all Deliverables prepared by it hereunder are in
accordance with applicable laws, statutes, and that any necessary or appropriate applications for
approvals are submitted to federal, state and local governments or agencies in a timely manner so
as not to delay the Project.
2.2.5 The Consultant shall not, except as otherwise provided for in this Agreement,
subcontract the performance of any work under this Agreement without prior written permission
of the County. No permission for subcontracting shall create, between the County and the
subcontractor, any contract or any other relationship.
2.2.6 Any and all employees of the Consultant engaged by the Consultant in the
performance of any work or services required of the Consultant under this Agreement, shall be
considered employees or agents of the Consultant only and not of the County, and any and all
claims that may or might arise under any workers compensation or other law or contract on
behalf of said employees while so engaged shall be the sole obligation and responsibility of the
Consultant.
2.2.7 If activities related to the performance of this agreement require specific licenses,
certifications, or related credentials Consultant represents that it and/or its employees, agents and
subcontractors engaged in such activities possess such licenses, certifications, or credentials and
that such licenses certifications, or credentials are current, active, and not in a state of suspension
or revocation.
ARTICLE 3 BASIC SERVICES
3.1 Basic Services
3.1.1 The Consultant shall perform as Basic Services the work and services described
herein and as specified in the County's Request for Qualifications RFQ Number 5257 for Racial
Equity Analysis and Training (the "RFQ") issued December 18, 2018, which is fully
incorporated and integrated herein by reference together with Attachments Request for Proposals
for Professional and Consulting Services, to CONDUCT RACIAL EQUITY ANALYSIS AND
TRAINING DEPARTMENT AT ORANGE COUNTY,NORTH CAROLINA
RFP #5257 (designate all attachments).
3.1.2 The Basic Services will be performed by the Consultant in accordance with the
following schedule: (Insert task list and milestone dates)
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Task Milestone Date
1. Phase One [FY2018/2019]
• Training design and planning—including meetings with key stakeholders to strengthen buy-in
and ensure training meets stated needs within the organization
• Two-day trainings for Department Heads and DEI Leadership Team (selected and formed with
support from VISIONS)
• Begin initial 1/2-day trainings for all Orange County employees—training to be an introduction
to DEI language and concepts with exercises to build skills that can be practiced within the
workplace with the support of Department Heads and the DEI Leadership Team
2. Phase Two [FY2019/2020]—
• Completion of initial phase of/2-day trainings for all Orange County employees
• Coaching of individuals and small groups as needed to ensure DEI learnings from training are
integrated into the culture in all Orange County workplaces
• First 1/2-day follow-up training for Department Heads and DEI Leadership Team
3. Phase Three [FY2020/2021]—
• Continued coaching of individuals and small groups as needed to ensure DEI learnings from
training are integrated into the culture in all Orange County workplaces and extending into the
communities served by Orange County departments
• Second '/2-day follow-up training for Department Heads and DEI Leadership Team
• Second 1/2-day training for all Orange County employees—focus on sharing learnings and
experiences of integrating DEI into four levels (personal, interpersonal, institutional, and
cultural) and begin exploring ideas for sharing DEI learnings and skills within the Orange
County communities, groups, and individuals served
4.
5.
6.
7.
8.
9.
10.
3.1.3 Should County reasonably determine that Consultant has not met the Milestone
Dates established in Section 3.1.2 of this Article, County shall notify Consultant of the failure to
meet the Milestone Date. The County, at its discretion may provide the Consultant seven (7)
days to cure the breach. County may withhold the accompanying payment without penalty until
such time as Consultant cures the Breach. In the alternative, upon Consultant's failure to meet
any Milestone Date the County may modify the Milestone Date schedule. Should Consultant or
its representatives fail to cure the breach within seven (7) days, or fail to reasonably agree to
such modified schedule County may immediately terminate this Agreement in writing without
penalty or incurring further obligation to Consultant. This section shall not be interpreted to
limit the definition of breach to the failure to meet Milestone Dates.
ARTICLE 4 DURATION OF SERVICES
4.1 Scheduling of Services
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4.1.1 The Consultant shall schedule and perform his activities in a timely manner so as
to meet the Milestone Dates listed in Article 3.
4.1.2 Should the County determine that the Consultant is behind schedule, it may require
the Consultant to expedite and accelerate his efforts, including providing additional resources
and working overtime, as necessary, to perform his services in accordance with the approved
project schedule at no additional cost to the County.
4.1.3 The Commencement Date for the Consultant's Basic Services shall be July 1, 2019.
ARTICLE 5 COMPENSATION
5.1 Compensation for Basic Services
5.1.1 Compensation for Basic Services shall include all compensation due the
Consultant from the County for all services under this Agreement except for any authorized
Reimbursable Expenses which are defined herein. The maximum amount payable for Basic
Services is one-hundred forty three thousand seven-hundred fifty one Dollars ($143,751).
Payment for Basic Services shall become due and payable in direct proportion to satisfactory
services performed and work accomplished. Payments will be made as percentages of the whole
as Project milestones as set out in Section 3.1.2 are achieved. (For example, if there are 10
Project Tasks with Milestone Dates then Consultant may invoice for the first 10% of the whole
upon County's acknowledgement of the satisfactory completion of Task one. Upon the County's
acknowledgement that the second Task has been satisfactorily completed Consultant may invoice
for the next 10%of the whole.)
ARTICLE 6 RESPONSIBILITIES OF THE COUNTY
6.1 Cooperation and Coordination
6.1.1 The County has designated Brenda Bartholomew, Human Resource Director to act
as the County's representative with respect to the Project and shall have the authority to render
decisions within guidelines established by the County Manager and the County Board of
Commissioners and shall be available during working hours as often as may be reasonably
required to render decisions and to furnish information.
6.1.2 The County shall be solely responsible for determining whether Consultant as
satisfactorily completed Tasks associated with Milestone Dates. Upon County's written
determination to Consultant that a Task has been satisfactorily completed by its accompanying
Milestone Date Consultant may submit an invoice for payment. It is agreed that County shall not
unreasonably withhold its determination of satisfactory completion of any Task. In the event the
amount of an invoice is disputed County may withhold payment until the dispute is resolved by
the parties. County may also withhold payment on an invoice until the satisfactory completion of
a Task by Consultant.
ARTICLE 7 INSURANCE AND INDEMNITY
7.1 General Requirements
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7.1.1 Consultant shall obtain, at its sole expense, Commercial General Liability
Insurance, Automobile Insurance, Workers' Compensation Insurance, Professional Liability
Insurance, and any additional insurance as may be required by Owner's Risk Manager as such
insurance requirements are described in the Orange County Risk Transfer Policy and Orange
County Minimum Insurance Coverage Requirements (each document is incorporated herein by
reference and may be viewed at
htip://www.oran eg c�tync.gog v/departments/purchasiniz division/contracts.php). If Owner's Risk
Manager determines additional insurance coverage is required such additional insurance shall be
designated here (if no additional insurance required mark N/A as being not applicable).
Consultant shall not commence work until such insurance is in effect and certification thereof
has been received by the Owner's Risk Manager.
7.2 Indemnity
7.2.1 The Consultant agrees, without limitation, to indemnify and hold harmless the
County from all loss, liability, claims or expense, including attorney's fees, arising out of or
related to the Project and arising from property damage or bodily injury including death to any
person or persons caused in whole or in part by the negligence or misconduct of the Consultant
except to the extent same are caused by the negligence or willful misconduct of the County. It is
the intent of this provision to require the Consultant to indemnify the County to the fullest extent
permitted under North Carolina law.
ARTICLE 8 AMENDMENTS TO THE AGREEMENT
8.1 Changes in Basic Services
8.1.1 Changes in the Basic Services and entitlement to additional compensation or a
change in duration of this Agreement shall be made by a written Amendment to this Agreement
executed by the County and the Consultant. The Consultant shall proceed to perform the
Services required by the Amendment only after receiving a fully executed Amendment from the
County.
ARTICLE 9 TERMINATION
9.1 Termination for Convenience of the County
9.1.1 This Agreement may be terminated without cause by the County and for its
convenience upon seven(7) days prior written notice to the Consultant.
9.2 Other Termination
9.2.1 The Consultant may terminate this Agreement based upon the County's material
breach of this Agreement; provided, the County has not taken all reasonable actions to remedy
the breach. The Consultant shall give the County seven (7) days'prior written notice of its intent
to terminate this Agreement for cause.
9.3 Compensation After Termination
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9.3.1 In the event of termination, the Consultant shall be paid that portion of the fees
and expenses that it has earned to the date of termination, less any costs or expenses incurred or
anticipated to be incurred by the County due to errors or omissions of the Consultant.
9.3.2 Should this Agreement be terminated, the Consultant shall deliver to the County
within seven (7) days, at no additional cost, all Deliverables including any electronic data or files
relating to the Project.
9.4 Waiver
9.4.1 The payment of any sums by the County under this Agreement or the failure of
the County to require compliance by the Consultant with any provisions of this Agreement or the
waiver by the County of any breach of this Agreement shall not constitute a waiver of any claim
for damages by the County for any breach of this Agreement or a waiver of any other required
compliance with this Agreement.
9.5 Suspension
9.5.1 County may suspend suspend the work at any time for County's convenience
and without penalty to County upon three (3) days' notice to Consultant. Upon any suspension
by County, Consultant shall discontinue the work and shall not resume the work until notified to
proceed by County.
ARTICLE 10 ADDITIONAL PROVISIONS
10.1 Relationship of Parties
10.1.1 Consultant is an independent contractor of the County. Neither Consultant nor
any employee of the Consultant shall be deemed an officer, employee or agent of the County.
Consultant's personnel shall not be employees of, or have any contractual relationship with the
County.
10.2 Limitation and Assignment
10.2.1 The County and the Consultant each bind themselves, their successors, assigns
and legal representatives to the terms of this Agreement. Neither the County nor the Consultant
shall assign or transfer its interest in this Agreement without the written consent of the other.
10.3 Governing Law
10.3.1 This Agreement and the duties, responsibilities, obligations and rights of
respective parties hereunder shall be governed by the laws of the State of North Carolina.
Consultant shall at all times remain in compliance with all applicable local, state, and federal
laws, rules, and regulations including but not limited to all state and federal anti-discrimination
laws, policies, rules, and regulations and the Orange County Non-Discrimination Policy and the
Orange County Living Wage Policy (both policies are incorporated herein by reference and may
be viewed at hqp://www.oran eg countync. og v/departments/purchasing division/contracts.php).
Any violation of this requirement is a breach of this Agreement and County may immediately
terminate this Agreement without further obligation on the part of the County. This paragraph is
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not intended to limit the definition of breach to discrimination. By executing this Agreement
Consultant affirms that Consultant and any subcontractors of Consultant are and shall remain in
compliance with Article 2 of Chapter 64 of the North Carolina General Statutes. Where
applicable, failure to maintain compliance with the requirements of Article 2 of Chapter 64 of the
General Statutes constitutes Consultant's breach of this Agreement. By executing this
Agreement Consultant affirms Consultant is in compliance with Article 2 of Chapter 64 of the
North Carolina General Statutes. By executing this Agreement, Consultant certifies that
Consultant has not been identified, and has not utilized the services of any agent or subcontractor
identified, on the Iran divestment list created by the State Treasurer pursuant to G.S. 147-86.58
or the Israel boycott list created pursuant to G.S. 147-86.81.
10.4 Dispute Resolution
10.4.1 Any and all suits or actions to enforce, interpret or seek damages with respect to
any provision of, or the performance or non-performance of, this Agreement shall be brought in
the General Court of Justice of North Carolina sitting in Orange County, North Carolina and it is
agreed by the parties that no other court shall have jurisdiction or venue with respect to such
suits or actions. The Parties may agree to nonbinding mediation of any dispute prior to the
bringing of such suit or action.
10.5 Extent of Agreement
10.5.1 This Agreement, together with the RFQ and attachments distributed by the
County and the Consultant's submitted response to the RFQ, all of which constitute the Contract
Documents, represents the entire and integrated agreement between the County and the
Consultant and supersedes all prior negotiations, representations or agreements, either written or
oral. In the event of a conflict among the terms of the Contract Documents, the priority of
documents shall be this Agreement, the County's RFQ, attachments to the County's RFQ, and
the Consultant's response to the RFQ. This Agreement may be amended only by written
instrument signed by both parties. Modifications may be evidenced by facsimile signatures.
10.6 Severability
10.6.1 If any provision of this Agreement is held as a matter of law to be
unenforceable, the remainder of this Agreement shall be valid and binding upon the Parties.
10.7 Ownership of Deliverables
10.7.1 All Deliverables, together with all supporting materials, source documentation,
data collected, field notes, and working drafts, developed in the performance of this Agreement
shall become the property of the County and may be used on any other project without additional
compensation to the Consultant. The use of the Deliverables by the County or by any person or
entity for any purpose other than the Project as set forth in this Agreement shall be at the full risk
of the County.
10.8 Non-Appropriation
10.8.1 Consultant acknowledges that County is a governmental entity, and the validity of
this Agreement is based upon the availability of public funding under the authority of its
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statutory mandate.
In the event that public funds are unavailable and not appropriated for the performance of
County's obligations under this Agreement, then this Agreement shall automatically expire
without penalty to County immediately upon written notice to Consultant of the unavailability
and non-appropriation of public funds. It is expressly agreed that County shall not activate this
non-appropriation provision for its convenience or to circumvent the requirements of this
Agreement, but only as an emergency fiscal measure during a substantial fiscal crisis.
In the event of a change in the County's statutory authority, mandate and/or mandated functions,
by state and/or federal legislative or regulatory action, which adversely affects County's
authority to continue its obligations under this Agreement, then this Agreement shall
automatically terminate without penalty to County upon written notice to Consultant of such
limitation or change in County's legal authority.
10.9 Notices and Signatures
10.9.1 This Agreement together with any amendments or modifications may be executed
electronically. All electronic signatures affixed hereto evidence the consent of the Parties to
utilize electronic signatures and the intent of the Parties to comply with Article I IA and Article
40 of North Carolina General Statute Chapter 66.
10.9.2 Any notice required by this Agreement shall be in writing and delivered by
certified or registered mail, return receipt requested to the following:
Orange County Consultant's Name &Address
Attention: Brenda Bartholomew Visions, Inc.
P.O. Box 8181 1452 Dorchester Avenue, 4t'Floor
Hillsborough,NC 27278 Dorchester MA 02122
[SIGNATURE PAGE TO FOLLOW]
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IN WITNESS WHEREOF, the Parties, by and through their authorized agents, have hereunder
set their hands and seal, all as of the day and year first above written.
ORANGE COUNTY: PROVIDER:
By: By:
Bonnie Hammersley Lisa Fagerstrom, Practice Manager
Orange County Printed Name and Title
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V1S10. 'J) NS .0
Taking Diversity and Inclusion to the Next Level
Proposal for:
Diversity, Equity, and Inclusion
Training and Consulting Services
for
Orange County, North Carolina
Prepared by Lisa Fagerstrom
Practice Manager
March 6, 2019
1452 Dorchester Avenue, 4th Floor
Dorchester, MA 02122
www.visions-inc.org
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OVERVIEW
VISIONS, Inc. is pleased to offer the following proposal for consulting and training for all
departments and employees of Orange County, North Carolina to support their diversity,
equity, and inclusion (DEI) goals. This proposal is based on a request outlining desired
deliverables in conversations between, Brenda Bartholomew, Human Resources Director of
Orange County and Lisa Fagerstrom, Practice Manager for VISIONS, Inc.
Orange County is interested in engaging in a multi-phased approach to their DEI focus spanning
three years. This long-term process and focus will allow Orange County to integrate the
learnings from training and consultation into the everyday work life of County employees, as
well as model effective DEI behaviors and perspectives within the communities that its
employees and departments serve.
Orange County's DEI goals mirror VISIONS, Inc.'s training and consultancy goals:
• Familiarize employees with a working understanding of diversity, equity, and
inclusion, including developing a common language/terminology that can help
facilitate discussions about issues of difference.
• Deepen awareness regarding bias around class, gender, race, generational
differences, sexual orientation, work level and job function, and the other
categories of historical exclusion at each of four levels (personal, interpersonal,
institutional, and cultural).
• Invite employees to deepen their experience of their own cultural identity as well
as their own feelings and behaviors in cross-cultural interactions—within a safe,
non-blaming learning environment that encourages people to take responsibility
for their own attitudes and behaviors.
• Help employees develop skills for addressing the attitudes and conditions (often
unconscious and unintentional) that perpetuate disparities in inclusion, power,
and access.
• Explore the application of VISIONS, Inc.'s models to create effective inclusive leadership
which supports personal, organizational, and community change.
The proposal begins with a brief introduction to VISIONS so that the reader will have some
context for our organization and the approach we take in our work. Next, it outlines the
proposed services to address the desired outcomes expressed by Orange County. Finally, a
work plan with an estimated budget is provided.
INTRODUCING VISIONS
Who we are: VISIONS Inc. is a women and people of color-led nonprofit organization that has
provided training and consultancy in diversity, equity, inclusion, and multiculturalism since
1984. We are proud to have developed a broad client base in the public and private sector, with
extensive experience working within government departments and agencies. For more
information see: http://visions-inc.org/who-we-serve/.
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VISIONS helps to create mindsets, practices, and systems that can navigate similarities and
differences in a culturally sensitive and effective manner. Our process teaches people how to
make sustainable change. It equips individuals and organizations with the knowledge, tools and
confidence to recognize, understand, appreciate, and leverage differences. In accordance with
our mission, we facilitate and support individuals and organizations as they create collaborative
working environments that promote creativity, innovation, productivity, and equity.
Our racially and culturally diverse consultants come from a variety of professional, educational,
and community work experiences. We work with "the head and the heart" in a non-threatening
and supportive manner to examine and appreciate one's own culture and that of others in
order to build enhanced coalitions, cooperation, and teamwork.
Our approach: Informed by years of diversity, inclusion, and social change facilitation and
practice, VISIONS' model is built upon its understanding that change to any system must
occur at multiple levels and address multiple variables of difference. We recognize that it
is not enough to open the door to diversity at the institutional level alone. We have come
to know that organizations must also address barriers to inclusion at the personal,
interpersonal, and cultural levels. This approach reveals the attitudes, unconscious biases,
and behaviors that prevent people from succeeding in organizations. VISIONS' work is
underscored by its unique, research-based, and copyrighted Multicultural Process of
Change and Four Levels of Analysis and Change model and framework. More information
on this process is available at our website: www.visions-inc.org.
PROPOSED SERVICES
1. Training and Consulting
VISIONS has a core training model and consulting services with the flexibility to design
sessions and consulting technical support in accordance with the diversity, equity, and
inclusion needs of the client. VISIONS' training and consulting services can take a variety
of forms and formats based on the needs and resources (funds and time constraints) of
our clients. This training and consulting process will be designed and implemented in
consultation with a leadership team composed of VISIONS consultants and stakeholder
representatives from Orange County.
Utilizing information from initial planning discussions, VISIONS will tailor our training
models/components and consulting technical support to meet the needs of the
organization. Orange County has expressed a desire to spread the training and consulting
services over a period of three years with each employee in every department of the
organization taking part in training and DEI integration activities within their department
and inter-departmentally over several years. Between training sessions, there will be
guidance provided for managers and leaders (including a specially trained DEI Leadership
Team) to utilize modules and skills learned in the trainings in the daily work life of
departments and groups that they lead.
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VISIONS' DEI trainings and consulting services incorporate both didactic and experiential
components based on the assumption that gaining proficiency in addressing the "isms"
requires not only cognitive change, but affective and behavioral change as well. In
designing trainings and consulting services, we emphasize learning through experiential
and interactive models, in a safe, non-blaming learning environment that encourages
people to take responsibility for their own attitudes and behaviors as the context for
learning and growth in leadership effectiveness. Participants' own experiences, views, and
needs serve as the "learning content." In this way, participants decide how they can best
enter the discussion about the impact of cultural differences (e.g. race/ethnicity, gender,
age, disability, sexual orientation, class) without fear or shame.
Based on Orange County's expressed DEI goals and budget constraints, the work quoted
in the plan and estimated budget below will unfold in three phases:
Phase One [FY2019]—
• Training design and planning—including meetings with key stakeholders to
strengthen buy-in and ensure training meets stated needs within the organization
• Two-day trainings for Department Heads and DEI Leadership Team (selected and
formed with support from VISIONS)
• Begin initial %-day trainings for all Orange County employees—training to be an
introduction to DEI language and concepts with exercises to build skills that can be
practiced within the workplace with the support of Department Heads and the DEI
Leadership Team
Phase Two [FY2020]—
• Completion of initial phase of%-day trainings for all Orange County employees
• Coaching of individuals and small groups as needed to ensure DEI learnings from
training are integrated into the culture in all Orange County workplaces
• First Y-day follow-up training for Department Heads and DEI Leadership Team
Phase Three [FY2021]—
• Continued coaching of individuals and small groups as needed to ensure DEI
learnings from training are integrated into the culture in all Orange County
workplaces and extending into the communities served by Orange County
departments
• Second %-day follow-up training for Department Heads and DEI Leadership Team
• Second %-day training for all Orange County employees—focus on sharing
learnings and experiences of integrating DEI into four levels (personal,
interpersonal, institutional, and cultural) and begin exploring ideas for sharing DEI
learnings and skills within the Orange County communities, groups, and individuals
served
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IL Work Plan and Estimated Budget'
Below is a phased work plan that corresponds to the text above. The budget estimates are
based on an onsite consulting fee of$1,750 per day per consultant ($1,000 per day for a junior
consultant and for off-site work). Expenses such as airfare, ground transportation, mileage,
lodging, and meals are in addition to the daily fees. We document expenses with receipts and
bill them at actual cost.
Phase One (Through June—end of FY2019)
Project Management (fee of$1,000 per day)
[Includes supporting staff within Orange County HR in
development of training schedule, and facilitating
formation and initial work of DEI Team and leaders]
1 consultant x 2 days x $1,000 per day $2,000
Planning and Design
Interviews with Selected Managers/Leaders/Employees
1 consultant x 1 day x $1,750 per day $1,750
Customized Design of Training Session and Materials
1 consultant x 2 days x $1,000 per day $2,000
Training
Two-day Training for DEI Leadership Team
1 consultant x 2 days x $1,750 per day $5,500
1 junior consultant x 2 days x$1,000 per day
Two-day Training for Department Heads (28 persons)
1 consultant x 2 days x $1,750 per day $5,500
1 junior consultant x 2 days x$1,000 per day
18 Half-day Sessions (Approx. 1/2 of Employees)
[Two sessions/day, 3 days/week, 25 persons/session]
1 consultant x 9 days x $1,750 per day $24,750
1 junior consultant x 9 days x $1,000 per day
PHASE ONE SUB-TOTAL QUOTE $41,500
Administrative fee $6,225
15% of sub-total cost of services
PHASE ONE TOTAL QUOTE plus expenses $47,725
' Please know that this budget and work plan are negotiable. We are always willing to discuss
fees and/or adjust proposed scope of work to help ensure that clients reach their desired goals
within budget parameters and in the most cost-efficient way possible.
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Phase Two (FY 2020—July 2019-June 2020)
Project Management (fee of$1,000 per day)
[Includes facilitating and planning with DEI Team]
1 consultant x 4 days x$1,000 per day $4,000
Technical Support (fee of$1,750 per day)
[Includes individual and small group coaching]
1 consultant x 3 days x $1,750 per day $5,250
Training
Half-day Training for DEI Leadership Team
1 consultant x 0.5 days x$1,750 per day $1,375
1 junior consultant x 0.5 days x $1,000 per day
Half-day Training for Department Heads (28 persons)
1 consultant x 0.5 days x$1,750 per day $1,375
1 junior consultant x 0.5 days x $1,000 per day
22 Half-day Sessions (Approx. 1/2 of Employees)
[Two sessions/day, 3 days/week, 25 persons/session]
1 consultant x 11 days x$1,750 per day $30,250
1 junior consultant x 11 days x$1,000 per day
PHASE TWO SUB-TOTAL QUOTE $42,250
Administrative fee
15% of sub-total cost of services $6,338
PHASE TWO TOTAL QUOTE plus expenses $48,588
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Phase Three (FY 2021—July 2020-June 2021)
Project Management (fee of$1,000 per day)
[Includes facilitating and planning with DEI Team]
1 consultant x 4 days x $1,000 per day $4,000
Technical Support (fee of$1,750 per day)
[Includes individual and small group coaching]
1 consultant x 4 days x$1,750 per day $7,000
Training
Half-day Training for DEI Leadership Team
1 consultant x 0.5 days x $1,750 per day $1,375
1 junior consultant x 0.5 days x $1,000 per day
Half-day Training for Department Heads (28 persons)
1 consultant x 0.5 days x$1,750 per day $1,375
1 junior consultant x 0.5 days x $1,000 per day
20 Half-day Sessions (All Employees)
[Check-in on DEI progress and challenges and
Planning/Training for Community Outreach]
[Two sessions/day, 3 days/week, 50 persons/session]
$27,500
1 consultant x 10 days x$1,750 per day
1 junior consultant x 10 days x $1,000 per day
PHASE THREE SUB-TOTAL QUOTE $41,250
Administrative fee
15% of sub-total cost of services $6,188
PHASE THREE TOTAL QUOTE plus expenses $47,438
Summary:
VISIONS has a history and proven track record of helping organizations on their
transformational journeys. We believe we are uniquely prepared to partner with Orange
County to assist as you work towards your diversity, equity, and inclusion goals. We welcome
the opportunity to join with you in this work. If you have questions or require further
information about this proposal or VISIONS, Inc. and our work, please feel free to contact Lisa
Fagerstrom at Iagerstrom@visions-inc.org or 617-541-4103. We look forward to hearing from
you soon.
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