Fiscal Note
The proposed resolution authorizes a noncompetitive sole source contract with EQT By Design covering the period from March 1, 2023 to December 31, 2023, at a price not to exceed $85,000, to evaluate stakeholder engagement and identify strategies associated with older adult services in Madison. The contract will be funded through a $50,000 allocation of American Rescue Plan Act (ARPA) State and Local Fiscal Recovery Funds (SLFRF) that was previously approved for this purpose and a $35,000 allocation of Community Development Block Grant (CDBG) funds. This funding is included in CDD’s 2023 adopted budget. No additional City appropriation is required to fund the proposed contract for purchased services.
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SUBSTITUTE: Authorizing the sole source purchase of services by the Community Development Division from EQT By Design to conduct and evaluate stakeholder engagement and identify strategies associated with older adult services in Madison, funded by an allocation of American Rescue Plan Act (ARPA) State and Local Fiscal Recovery Funds (SLFRF) and Community Development Block Grant (CDBG) funds.
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WHEREAS, the Community Development Division, in consultation with the Committee on Aging, is responsible for formulating recommendations to the Mayor and Common Council regarding the use of City administered resources budgeted for ensuring the quality and availability of older adult services in Madison; and,
WHEREAS, the direct provision of services to older adults, including a system of high quality case management and senior activities programming, plays an important role in helping many Madison residents age successfully; and,
WHEREAS, the CDD and the Committee have placed a priority on serving older adults who face high barriers to accessing quality services and have further indicated a preference for focusing support on Madison residents with incomes at or below 240% of the Federal Poverty Level, who are aged 60 and older and who are people of color and/or identify as LGBTQ+; and,
WHEREAS, the City of Madison’s older adult population is growing and becoming more diverse and it is important to create a model for service delivery that responds to the increasing diversity within the Madison community; and,
WHEREAS, a racial equity analysis completed in 2021 showed that few older adults in Madison, including those who identify as Black, Indigenous People of Color (BIPOC), Lesbian, Gay, Bisexual, Transgender, and Queer+ (LGBTQ+), are aware of programs, activities, and resources available to them through the City of Madison; and,
WHEREAS, based on that analysis, the Community Development Division established a goal to effectively reach a more diverse group of older adults; and,
WHEREAS, a first step in reaching a more diverse group of older adults is to conduct a comprehensive evaluation of current services and a community stakeholder engagement process to identify barriers that prevent some from accessing opportunities that promote successful aging; and,
WHEREAS, in 2022, the CDD issued a Request for Proposals (RFP) to identify a third party consultant to help evaluate current services, engage community stakeholders and craft strategies designed help reach a more diverse population of older adults; and,
WHEREAS, the RFP was deemed unsuccessful because it elicited only a single response from an out-of-state firm with little experience with or exposure to Madison’s community of older adults; and,
WHEREAS, EQT By Design is a skilled and experienced consultant in Madison that specializes in equity-centered community engagement, strategic planning, change management, and organizational culture design within government, community, and the corporate and nonprofit sectors; and,
WHEREAS, the services sought by the CDD require strong background and experience in elevating historically marginalized voices and perspectives to further equity-centered policy and systems change; and,
WHEREAS, EQT By Design has successfully performed services to gather, analyze and provide recommendations that helped build and implement strategic indicatives focused on equity-centered change for over 25 years; and,
WHEREAS, the CDD desires to enter into a contract with EQT By Design for surveying, and performing data analysis and research services beginning March 1, 2023 to December 31, 2023; and,
WHEREAS, funds to cover costs incurred in this work will be paid from funds authorized in the 2023 Community Development Division’s Operating Budget.
WHEREAS, on July 6, 2021, The Madison Common Council adopted RES-21-00487, accepting and allocating American Rescue Plan Act (ARPA), State and Local Fiscal Recovery Funds (SLFRF) for the City of Madison; and,
WHEREAS, within that adopted resolution, $50,000 was approved to support “Healthy Aging Education and Engagement” to fund a consultant to initiate an evaluation of the Madison Senior Center role in serving the increasing diverse older adult population in Madison; and,
WHEREAS, the remaining $35,000 contract cost can be covered by CDD’s 2023 adopted operating budget for community agency contracts within the Community Development Block Grant (CDBG) fund.
NOW, THEREFORE, BE IT RESOLVED that the Common Council authorizes the Mayor and City Clerk to execute a noncompetitive sole source contract with EQT By Design beginning March 1, 2023, to December 31, 2023 to provide surveying, data analysis, and research services associated with older adult services in Madison; and,
BE IT FURTHER RESOLVED that the Common Council approves the allocation of up to $50,000 of ARPA SLFRF funds and $35,000 in CDBG funds for the contract described above; and,
BE IT FURTHER FINALLY RESOLVED that the contract amount be set at a price not to exceed $85,000, for the purposes and at the price described above.