Council directs staff to proceed with formal RFP for Live Black Experience program; favors short initial contract term

City management and purchasing staff presented a draft scope of work and procurement approach June 17 to formalize the Live Black Experience program that grew from community-led work beginning in 2020. The program has operated with city funding and community partners; staff proposed an expanded, formal contract to implement the Live Black Experience strategic plan.

Purchasing Director Patrick Brown reviewed proposed scope elements and deliverables that staff drafted from prior contracts and strategic-plan work. The draft scope includes capacity building and board development, training and education, advocacy and policy coordination, community policing and legal education partnerships, cultural preservation and media representation, youth leadership and mentorship programs, health and mental-health supports, and economic inclusion and entrepreneurship programs. Management Services Director Rick Tatter and Patrick Brown said staff want council guidance before issuing the formal solicitation.

Council discussion focused on contract term length and reporting expectations. Several council members favored a procurement structure that allows relatively quick initial review — an initial firm term followed by extensions — so the city can evaluate early performance and retain flexibility. Council Member Garcia recommended an initial two-year term with a three-year extension; Council Member House favored an initial one-year firm term with up to four additional years of extension, noting the program’s multi-year history and existing reporting. Staff recorded council direction to proceed with a contract structure that starts with a short initial firm term and multi-year extension option to allow early assessment and continued continuity if warranted.

Staff also outlined expected deliverables: annual budget reporting for the contract year, a list of programs delivered, grant awards received, and an annual presentation to council on program outcomes. Procurement staff proposed an evaluation weighting that gives 40% to organizational qualifications, 30% to program approach, and 30% to cost. The timeline shown by staff would finalize procurement documents in June, release the solicitation in early July, set a response deadline near July 31, evaluate in August, and plan to return to council with a recommendation for award on Sept. 16.