HomeMy WebLinkAboutHUR 02-21Report to Council
Report Number: HUR 02-21
Date: March 22, 2021
From: Jennifer Eddy
Director, Human Resources
Subject: Diversity & Inclusion Strategy
-Request for Proposal No. RFP 2020-10
-File: A-1440
Recommendation:
1.That Proposal No. RFP 2020-10 submitted by Goss Gilroy Inc. dated November 26, 2020
to facilitate the completion of a Diversity & Inclusion (D&I) Strategy for the Corporation of
the City of Pickering and the Pickering Public Library in the amount of $74,163.31 (HST
included) be accepted; and
2.That the appropriate City of Pickering officials be authorized to take the necessary
actions as indicated in this report.
Executive Summary: The City sought proposals from consulting firms with expertise
in Diversity, Equity, and Inclusion and who have experience working with municipalities
across Canada. While over the years we have engaged in several initiatives to address
the needs of the changing and diverse population, a more fulsome and strategic review of
our practices is required.
With the changes in the demographics of the City’s residents and its workforce, we
continue to acknowledge the need to evaluate the diversity and inclusion of the workforce
to reflect the Pickering community and to better serve our diverse needs. A consultant is
required to facilitate the completion of a Diversity & Inclusion (D&I) Strategy, by conducting
an unbiased third party review of the current state of diversity and inclusion within the
Corporation of the City of Pickering (City) and the Pickering Public Library (PPL).
The D&I Strategy will be a Council approved document that will guide current and future
decisions, to ensure a culture of inclusion for its workforce and for the residents of the City
of Pickering as we serve the needs of the residents, now and in the future. The Strategy
will address the development and implementation of diversity and inclusion policies,
practices, programs and services, and other diversity and inclusion related initiatives and
activities.
Accordingly, Request for Proposal No. RFP 2020-10 was issued on October 28, 2020 calling
for proposals to undertake this endeavour. The closing date for the bid call was November 26,
2020, with the City receiving and evaluating four proposals.
An evaluation committee made up of staff from the City of Pickering (including PPL focused
Human Resources employees) reviewed all proposals against criteria outlined in the RFP. The
HUR 02-21 March 22, 2021
Subject: Diversity & Inclusion Strategy Page 2
RFP allowed for a presentation/interview of which two proponents were invited to participate.
The highest ranking proponent following all stages of the evaluation is Goss Gilroy Inc.
It is therefore recommended that the proposal submitted by Goss Gilroy Inc., in the amount of
$74,163.31 (HST included), be accepted and that Goss Gilroy Inc. be retained to undertake
the development of the Diversity & Inclusion Strategy.
Financial Implications: The cost of retaining a consultant to facilitate the development of a
Diversity & Inclusion Strategy is $74,163.31. These funds have been budgeted for under
consulting in the Human Resources Department budget (2139).
Discussion: On October 28, 2020, the City issued RFP 2020-10 for the facilitation of the
development of a Diversity & Inclusion Strategy. The framework of the D&I Strategy will
include the development and implementation of diversity and inclusion practices which will
encompass a broad cross-section of activities, including, but not limited to:
•Diversity and Inclusion in the Workplace Policy;
•employment opportunities, policies, and practices (recruitment, development,
performance management, training, retention, and succession planning);
•programs and services (delivery and intake models);
•community and civic engagement;
•neighbourhood strengthening initiatives;
•planning and development of community designs and housing opportunities; and
•economic development programs and services.
The D&I Strategy will identify recommendations to ensure all residents have access to City
and PPL employment opportunities, programs, and services, and feel welcomed in
Pickering. It is important that all of our residents are assured inclusivity, access, and
representation in the way we conduct business. Similarly, the D&I Strategy will assist us
as an employer to identify gaps and implement initiatives to ensure our employees
experience inclusion, as well as demonstrate inclusive behaviours as we work together to
serve the diverse needs of the Pickering community.
The intended outcome of the D&I Strategy is to develop and nurture an organizational
culture that consistently:
a.provides a foundational framework that defines a common understanding of what
diversity and inclusion means for City and PPL leaders and employees alike;
b.promotes a respectful, diverse, and inclusive environment where our employees can
embrace the discomfort that comes with introspection and challenging implicit bias;
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Subject: Diversity & Inclusion Strategy Page 3
c.inspires employees to become culturally aware, explore new paradigms and
engender trust with residents as they strive to deliver inclusive, high quality services
to the diverse Pickering community;
d.fosters consideration of alternative views; where people feel empowered to be their
true selves in the workplace and can express their voices and perspectives, leading
to an enhanced mindset of informed risk taking and the weakening of mental silos;
and,
e.creates an environment that values and recognizes the uniqueness of individu als and
respects these individuals for their talents, skills, and abilities.
The Consultant shall complete a final D&I Strategy, outlining the Vision, Mission and
Values developed with and for the City and PPL including the processes used to develop
the Strategy, highlighting the findings from the various inputs, and making
recommendations with associated rationale and costing.
The Consultant will be responsible to:
a.complete an inventory of key data to be reviewed (with support of staff), including,
but not limited to: available employee demographic data, key HR policies and
procedures, practices and market data; develop and implement a custom needs
assessment based on extensive consultation with our workforce and other crucial
partners and community members;
b.create a current state inclusivity report outlining the findings and identifying unique
issues and barriers to diversity and inclusion and proposed recommendations
(Report #1);
c.develop a 10-year comprehensive D&I Strategy with phased/multi-year
implementation action plans, timelines, responsible persons/agencies, and estimated
costs (if any) to address any deficiencies or further improve on our strengths (Report
#2);
d.ensure staff, the community and other stakeholders provide input to the action plan
recommendations within the Strategy document; and,
e.provide overall consulting service as a subject matter expert, and ongoing support in
implementing the D&I Strategy should additional support be required.
The reports submitted, including the Strategy document, will be divided into short-term,
medium-term and long-term goals. The goals will be clearly defined, and include
recommendations, actions, preliminary plans and accountabilities, resources, timelines, and
measurement guidelines, that show how we will move from the current state to the desired
stage by 2030. City Council will receive a final Report from the Consultant documenting the
findings.
An advertisement was placed on the City’s website and social media platforms. The RFP
closed on November 26, 2020, with four proposals being received. An evaluation
committee including City of Pickering staff reviewed the proposal against the criteria
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Subject: Diversity & Inclusion Strategy Page 4
outlined in the RFP (see Attachment 1). The proposal submitted by Goss Gilroy Inc. was
the highest scoring proposal.
Goss Gilroy Inc. is a Canadian company that has been providing quality management
consulting services to all levels of government since 1981. They have worked with
organizations to review their Diversity & Inclusion policies and practices , developing
strategic frameworks for advancing recommendations that will ensure residents, and
external and internal stakeholders have access to opportunities, programs and services
that are diverse and inclusive. Their team includes subject matter expertise in t he areas of
diversity, equity and inclusion and experience working with anti -racism and anti-
oppression in the workplace.
It is recommended that the proposal submitted by Goss Gilroy Inc. in the amount of
$74,163.31 (HST included) be accepted and that Goss Gilroy Inc. be retained to undertake
the facilitation and creation of a Diversity & Inclusion Strategy.
Attachments:
1.Supply & Services Evaluation Memorandum
2.Supply & Services Summary Memorandum
Prepared/Approved/Endorsed By:
Jennifer Eddy
Director, Human Resources
JE:lb
Recommended for the consideration
of Pickering City Council
Marisa Carpino, M.A.
Chief Administrative Officer
Original signed by:
Original signed by:
To: Marisa Carpino
Interim Chief Administrative officer
November 30, 2020
From: Ray Rodrigues
Manager, Supply & Services
Copy: Jennifer Eddy
Director, Human Resources
Subject: Proposal No. RFP2020-10
Diversity and Inclusion Strategy
Closing Date: November 26, 2020
-File: F-5300-001
Terms of Reference for RFP2020-10 were advertised on the City’s website on October 28, 2020.
Four companies have submitted a proposal.
Stage I – Mandatory Submission Requirements – determines which submissions satisfy all the
mandatory submission requirements and provides Proponents the opportunity to rectify
deficiencies, which was not required for this RFP. Four proposals proceed to Stage II –
Evaluation.
Proposals are attached for evaluation along with the evaluation criteria included in the RFP
document. Each member of the evaluation committee shall independently review and score
the submissions on the basis of the rated criteria outlined in Terms of Reference, Part 2, Item D –
Rated Criteria and sign the evaluation form (electronic signature acceptable).
Attachments:
1.Stage I – Evaluation of Submission Requirements
2.Evaluation Form/Pricing Info
3.Copy of the Terms of Reference
4.Copy of the proposals received
Evaluation committee members shall forward the completed evaluation forms to Ray Rodrigues. In
accordance with Purchasing Procedures 14.02 Item 17, committee members’ scores for each
Respondent will be totaled to establish an average score. A summary of average scores will be
prepared by Supply & Services for review and discussion at a meeting set up for the evaluation
committee, if required.
Please direct all enquiries to Supply & Services. Respondents will be advised of the outcome when the
contract has been awarded.
If you require further information, please contact me, or a member of Supply & Services.
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Attachments (7)
Memo
Attachment #1 to Report #HUR 02-21
To: Marisa Carpino
Chief Administrative officer
February 17, 2021
From: Lisa Chang
Buyer, Supply & Services
Copy: Director, Human Resources
Subject: Proposal No. RFP2020-10
Diversity and Inclusion Strategy
Closing Date: November 26, 2020 by 12:00 pm
-File: F-5300-001
Further to memo dated November 30, 2020, four proposals proceeded to Stage II evaluation.
The Evaluation Committee, consisting of City Staff, conducted independent evaluations of the
proposals. A summary of average scores is completed and a copy is attached.
In accordance with Item 2.5 Stage IV – Ranking and Contract Negotiations, all scores from Stage
II and Stage III have been added together, the proponents have been ranked based on their total
scores, and may be selected to enter into contract negotiations. Presentations were conducted for
Munro Strategic Perspective and Goss Gilroy Inc. The Evaluation Committee has confirmed that
presentations for the remaining proponents were not required.
Goss Gilroy Inc. is the highest ranking proponent in the amount of $65,631.25 plus HST.
A budget of $85,000 was provided to Supply & Services for this procurement. If the
recommendation to award exceeds the budgeted amount, refer to Financial Control Policy Item
11 for additional instructions.
As a pre-condition of award, the selected proponent, Goss Gilroy Inc. will be required to
provide the following documents for review:
(a)A copy of the City’s Health and Safety Policy form currently dated and signed;
(b)The City’s certificate of insurance or approved alternative form shall be completed by
the Proponent’s agent, broker or insurer.
Please advise if we are to proceed with this task.
In accordance with Purchasing Policy Item 10.04, where written proposals are obtained by the
Manager in accordance with procedures set out in Section 06 and funds are available in the
approved budget:
(c)An award over $50,000 is subject to the additional approval of Council.
Please include the following items in your Report to Council:
Memo
Attachment #2 to Report #HUR 02-21
RFP2020-10 Page 2 of 2
1.if Item (a) noted above are acceptable to the Co-ordinator, Health & Safety or designate, if
required;
2.if Item (b) is acceptable to the Manager, Budgets & Internal Audit;
3.any past work experience with the highest ranking proponent Goss Gilroy Inc. including
work location;
4.the appropriate account number(s) to which this work is to be charged;
5.the budget amount(s) assigned thereto;
6.Treasurer’s confirmation of funding;
7.related departmental approvals; and
8.related comments specific to the project.
Upon receiving Council’s approval, an approved requisition will be required to proceed.
Do not disclose any information to enquiries during this time. The Proponents will be
advised of the outcome in due course.
If you require further information, please feel free to contact me or a member of Supply &
Services.
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attachments