HomeMy WebLinkAboutC14. Agreement with HDR for Vinsion and Strategic Plan
Commission Memorandum
REPORT TO: Honorable Mayor and City Commission FROM: Chris Kukulski, City Manager
SUBJECT: Professional Services Agreement for Vision & Strategic Plan
MEETING DATE: February 29, 2016
AGENDA ITEM TYPE: Consent
RECOMMENDATION: Approve and authorize the Professional Services Agreement to hire
HDR to conduct the City’s Vision & Strategic Plan (be signed by the City Manager).
BACKGROUND: In the fall of 2015 the City sought proposals to establish a clear vision, and strategic plan to accomplish this vision, for the City of Bozeman through a process involving
significant public engagement. The City of Bozeman looked to establish a contract through
competitive negotiation for the development and implementation of a Strategic Plan that can be
used to guide the City through successful growth, decision-making, budgeting, and resource
allocation.
The selection committee was made up of two elected officials (Mayor Taylor and Deputy Mayor
Andrus), two staff (Chris Kukulski and Wendy Thomas), and two citizens (Mary Ellen Wolfe
and Joe McCarty).
A total of nine proposals were received for this project, with the selection committee choosing
three finalists. In-person interviews with the three finalists took place in early January. HDR was
unanimously ranked number one within the selection committee using the predetermined criteria.
HDR has the appropriate qualifications to provide high quality work and has demonstrated
extensive experience with similar projects. ALTERNATIVES: As suggested by the City Commission.
FISCAL EFFECTS: Total costs shall not exceed $124,044. This includes two contingency tasks for expanding community engagement activities of $7,000 each in Phase Two and Phase Three. Contingency tasks would be activated only at the City’s request. $125,000 was allocated
to this project in the approved FY16 budget.
Attachments: Professional Services Agreement Scope of Work
Report compiled on: February 23, 2016
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PROFESSIONAL SERVICES AGREEMENT
THIS AGREEMENT is made and entered into this 29th day of February, 2016, by and
between the CITY OF BOZEMAN, MONTANA, a self governing municipal corporation organized
and existing under its Charter and the laws of the State of Montana, 121 North Rouse Street,
Bozeman, Montana, with a mailing address of PO Box 1230, Bozeman, MT 59771, hereinafter
referred to as “City,” and, HDR Engineering, Inc., 1001 SW 5th Avenue, Suite 1800 Portland, OR
97204-1134 hereinafter referred to as “Contractor.”
In consideration of the mutual covenants and agreements herein contained, the receipt
and sufficiency whereof being hereby acknowledged, the parties hereto agree as follows:
1. Purpose: City agrees to enter this Agreement with Contractor to perform for City
services described in the Scope of Services attached hereto as Attachment “A” and by this
reference made a part hereof.
2. Term/Effective Date: This Agreement is effective upon the date of its execution
and will terminate on the 1st day of November, 2016.
3. Scope of Work: Contractor will perform the work and provide the services in
accordance with the requirements of the Scope of Services. For conflicts between this Agreement
and the Scope of Services, unless specifically provided otherwise, the Agreement governs.
4. Payment: City agrees to pay Contractor the amount specified in a Scope of
Services. Any alteration or deviation from the described services that involves additional costs
above the Agreement amount will be performed by Contractor after written request by the City,
and will become an additional charge over and above the amount listed in the Scope of Services.
The City must agree in writing upon any additional charges.
5. Contractor’s Representations: To induce City to enter into this Agreement,
Contractor makes the following representations:
a. Contractor has familiarized itself with the nature and extent of this Agreement,
the Scope of Services, and with all local conditions and federal, state and local laws, ordinances,
rules, and regulations that in any manner may affect cost, progress or performance of the Scope
of Services.
b. Contractor represents to City that it has the experience and ability to perform the
services required by this Agreement; that it will perform said services in a professional,
competent and timely manner and with diligence and skill for similar services on similar projects
at the same time and in the same locale; that it has the power to enter into and perform this
Agreement and grant the rights granted in it; and that its performance of this Agreement shall
not infringe upon or violate the rights of any third party, whether rights of copyright, trademark,
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privacy, publicity, libel, slander or any other rights of any nature whatsoever, or violate any
federal, state and municipal laws. The City will not determine or exercise control as to general
procedures or formats necessary to have these services meet this standard of care.
6. Independent Contractor Status/Labor Relations: The parties agree that
Contractor is an independent contractor for purposes of this Agreement and is not to be
considered an employee of the City for any purpose. Contractor is not subject to the terms and
provisions of the City’s personnel policies handbook and may not be considered a City employee
for workers’ compensation or any other purpose. Contractor is not authorized to represent the
City or otherwise bind the City in any dealings between Contractor and any third parties.
Contractor shall comply with the applicable requirements of the Workers’ Compensation
Act, Title 39, Chapter 71, MCA, and the Occupational Disease Act of Montana, Title 39, Chapter
71, MCA. Contractor shall maintain workers’ compensation coverage for all members and
employees of Contractor’s business, except for those members who are exempted by law.
Contractor shall furnish the City with copies showing one of the following: (1) a binder for
workers’ compensation coverage by an insurer licensed and authorized to provide workers’
compensation insurance in the State of Montana; or (2) proof of exemption from workers’
compensation granted by law for independent contractors.
Contractor shall indemnify, defend, and hold the City harmless from any and all claims,
demands, costs, expenses, damages, and liabilities arising out of, resulting from, or occurring in
connection with any labor problems or disputes or any delays or stoppages of work associated
with such problems or disputes.
7. Indemnity/Waiver of Claims/Insurance: For other than professional services
rendered, to the fullest extent permitted by law, Contractor agrees to release, defend, indemnify,
and hold harmless the City, its agents, representatives, employees, and officers (collectively
referred to for purposes of this Section as the City) from and against any and all claims, demands,
actions, fees and costs (including attorney’s fees and the costs and fees of an expert witness and
consultants), losses, expenses, liabilities (including liability where activity is inherently or
intrinsically dangerous) or damages of whatever kind or nature connected therewith and without
limit and without regard to the cause or causes thereof or the negligence of any party or parties
that may be asserted against, recovered from or suffered by the City occasioned by, growing or
arising out of or resulting from or in any way related to: (i) the negligent, reckless, or intentional
misconduct of the Contractor; (ii) any negligent, reckless, or intentional misconduct of any of the
Contractor’s agents; or (iii) the negligent, reckless, or intentional misconduct of any other third
party.
For the professional services rendered, to the fullest extent permitted by law, Contractor
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agrees to indemnify and hold the City harmless against claims, demands, suits, damages, losses,
and expenses, including reasonable defense attorney fees, to the extent caused by the negligence
or willful misconduct of the Contractor or Contractor’s agents or employees.
Such obligations shall not be construed to negate, abridge, or reduce other rights or
obligations of indemnity that would otherwise exist. The indemnification obligations of this
Section must not be construed to negate, abridge, or reduce any common-law or statutory rights
of the indemnities’ which would otherwise exist as to such indemnities’.
Contractor’s indemnity under this Section shall be without regard to and without any right
to contribution from any insurance maintained by City.
Should any indemnity described herein be required to bring an action against the
Contractor to assert its right to defense or indemnification under this Agreement or under the
Contractor’s applicable insurance policies required below the indemnity shall be entitled to
recover reasonable costs and attorney fees incurred in asserting its right to indemnification or
defense but only if a court of competent jurisdiction determines the Contractor was obligated to
defend the claim(s) or was obligated to indemnify the indemnity for a claim(s) or any portion(s)
thereof.
In the event of an action filed against City resulting from the City’s performance under
this Agreement, the City may elect to represent itself and incur all costs and expenses of suit.
Contractor also waives any and all claims and recourse against the City or its officers,
agents or employees, including the right of contribution for loss or damage to person or property
arising from, growing out of, or in any way connected with or incident to the performance of this
Agreement except “responsibility for his own fraud, for willful injury to the person or property of
another, or for violation of law, whether willful or negligent” as per 28-2-702, MCA.
These obligations shall survive termination of this Agreement and the services performed
hereunder.
In addition to and independent from the above, Contractor shall at Contractor’s expense
secure insurance coverage through an insurance company or companies duly licensed and
authorized to conduct insurance business in Montana which insures the liabilities and obligations
specifically assumed by the Contractor in this Section. The insurance coverage shall not contain
any exclusion for liabilities specifically assumed by the Contractor in subsection (a) of this Section.
The insurance shall cover and apply to all claims, demands, suits, damages, losses, and
expenses that may be asserted or claimed against, recovered from, or suffered by the City
without limit and without regard to the cause therefore and which is acceptable to the City and
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Contractor shall furnish to the City an accompanying certificate of insurance and accompanying
endorsements in amounts not less than as follows:
• Workers’ Compensation – statutory;
• Employers’ Liability - $1,000,000 per occurrence; $2,000,000 annual aggregate;
• Commercial General Liability - $1,000,000 per occurrence; $2,000,000 annual
aggregate;
• Automobile Liability - $1,000,000 property damage/bodily injury; $2,000,000
annual aggregate; and
• Professional Liability - $1,000,000 per claim; $2,000,000 annual aggregate.
The above amounts shall be exclusive of defense costs. The City of Bozeman, its officers,
agents, and employees, shall be endorsed as an additional or named insured on a primary non-
contributory basis on both the Commercial General and Automobile Liability policies. The
insurance and required endorsements must be in a form suitable to City and shall include no less
than a thirty (30) day notice of cancellation or non-renewal. The City must approve all insurance
coverage and endorsements prior to the Contractor commencing work. Contractor shall notify
City within two (2) business days of Contractor’s receipt of notice that any required insurance
coverage will be terminated or Contractor’s decision to terminate any required insurance
coverage for any reason.
The City must approve all insurance coverage and endorsements prior to the Contractor
commencing work.
8. Termination for Contractor’s Fault:
a. If Contractor refuses or fails to timely do the work, or any part thereof, or
fails to perform any of its obligations under this Agreement, or otherwise
materially breaches any terms or conditions of this Agreement, the City
may, by written notice provide a reasonable opportunity for the
Contractor to cure and the failure of the Contractor to so cure terminate
this Agreement and the Contractor’s right to proceed with all or any part
of the work (“Termination Notice Due to Contractor’s Fault”). The City may
then take over the work and complete it, either with its own resources or
by re-letting the contract to any other third party.
b. In the event of a termination pursuant to this Section 8, Contractor shall
be entitled to payment only for those services Contractor actually rendered.
c. Any termination provided for by this Section 8 shall be in addition to any
other remedies to which the City may be entitled under the law or at equity.
d. In the event of termination under this Section 8, Contractor shall, under no
circumstances, be entitled to claim or recover consequential, special, punitive, lost
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business opportunity, lost productivity, field office overhead, general conditions costs, or
lost profits damages of any nature arising, or claimed to have arisen, as a result of the
termination.
9. Termination for City’s Convenience:
a. Should conditions arise which, in the sole opinion and discretion of the
City, make it advisable to the City to cease performance under this Agreement City may
terminate this Agreement by written notice to Contractor (“Notice of Termination for
City’s Convenience”). The termination shall be effective in the manner specified in the
Notice of Termination for City’s Convenience and shall be without prejudice to any claims
that the City may otherwise have against Contractor.
b. Upon receipt of the Notice of Termination for City’s Convenience, unless
otherwise directed in the Notice, the Contractor shall immediately cease performance
under this Agreement and make every reasonable effort to refrain from continuing work,
incurring additional expenses or costs under this Agreement and shall immediately cancel
all existing orders or contracts upon terms satisfactory to the City. Contractor shall do
only such work as may be necessary to preserve, protect, and maintain work already
completed or immediately in progress.
c. In the event of a termination pursuant to this Section 13, Contractor is
entitled to payment only for those services Contractor actually rendered on or before the
receipt of the Notice of Termination for City’s Convenience.
d. The compensation described in Section 13(c) is the sole compensation due
to Contractor for its performance of this Agreement. Contractor shall, under no
circumstances, be entitled to claim or recover consequential, special, punitive, lost
business opportunity, lost productivity, field office overhead, general conditions costs, or
lost profits damages of any nature arising, or claimed to have arisen, as a result of the
termination.
10. Limitation on Contractor’s Damages; Time for Asserting Claim:
a. In the event of a claim for damages by Contractor under this Agreement,
Contractor’s damages shall be limited to contract damages and Contractor hereby
expressly waives any right to claim or recover consequential, special, punitive, lost
business opportunity, lost productivity, field office overhead, general conditions costs, or
lost profits damages of any nature or kind.
b. In the event Contractor wants to assert a claim for damages of any kind or
nature, Contractor shall provide City with written notice of its claim, the facts and
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circumstances surrounding and giving rise to the claim, and the total amount of damages
sought by the claim, within ten (10) days of the facts and circumstances giving rise to the
claim. In the event Contractor fails to provide such notice, Contractor shall waive all rights
to assert such claim.
11. Representatives:
a. City’s Representative: The City’s Representative for the purpose of this
Agreement shall be _________________ (insert job title) or such other individual as City
shall designate in writing. Whenever approval or authorization from or communication
or submission to City is required by this Agreement, such communication or submission
shall be directed to James Goehrung as the City’s Representative and approvals or
authorizations shall be issued only by such Representative; provided, however, that in
exigent circumstances when City’s Representative is not available, Contractor may direct
its communication or submission to other designated City personnel or agents as listed
above and may receive approvals or authorization from such persons.
b. Contractor’s Representative: The Contractor’s Representative for the
purpose of this Agreement shall be _____________________ or such other individual as
Contractor shall designate in writing. Whenever direction to or communication with
Contractor is required by this Agreement, such direction or communication shall be
directed to Contractor’s Representative; provided, however, that in exigent
circumstances when Contractor’s Representative is not available, City may direct its
direction or communication to other designated Contractor personnel or agents.
12. Permits: Contractor shall provide all notices, comply with all applicable laws,
ordinances, rules, and regulations, obtain all necessary permits, licenses, including a City of
Bozeman business license, and inspections from applicable governmental authorities, and pay all
fees and charges in connection therewith.
13 Laws and Regulations: Contractor shall comply fully with all applicable state and
federal laws, regulations, and municipal ordinances including, but not limited to, all workers’
compensation laws, all environmental laws including, but not limited to, the generation and
disposal of hazardous waste, the Occupational Safety and Health Act (OSHA), the safety rules,
codes, and provisions of the Montana Safety Act in Title 50, Chapter 71, MCA, all applicable City,
County, and State building and electrical codes, the Americans with Disabilities Act, and all non-
discrimination, affirmative action, and utilization of minority and small business statutes and
regulations.
14. Nondiscrimination: The Contractor will have a policy to provide equal
employment opportunity in accordance with all applicable state and federal anti-discrimination
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laws, regulations, and contracts. The Contractor will not refuse employment to a person, bar a
person from employment, or discriminate against a person in compensation or in a term,
condition, or privilege of employment because of race, color, religion, creed, political ideas, sex,
age, marital status, national origin, actual or perceived sexual orientation, gender identity,
physical or mental disability, except when the reasonable demands of the position require an
age, physical or mental disability, marital status or sex distinction. The Contractor shall be subject
to and comply with Title VI of the Civil Rights Act of 1964; Section 140, Title 2, United States Code,
and all regulations promulgated thereunder. The Contractor shall require these
nondiscrimination terms of its sub-Contractors providing services under this agreement.
15. Intoxicants; DOT Drug and Alcohol Regulations/Safety and Training: Contractor
shall not permit or suffer the introduction or use of any intoxicants, including alcohol or illegal
drugs, by any employee or agent engaged in services to the City under this Agreement while on
City property or in the performance of any activities under this Agreement. Contractor
acknowledges it is aware of and shall comply with its responsibilities and obligations under the
U.S. Department of Transportation (DOT) regulations governing anti-drug and alcohol misuse
prevention plans and related testing. City shall have the right to request proof of such
compliance and Contractor shall be obligated to furnish such proof.
The Contractor shall be responsible for instructing and training the Contractor's
employees and agents in proper and specified work methods and procedures. The Contractor
shall provide continuous inspection and supervision of the work performed. The Contractor is
responsible for instructing his employees and agents in safe work practices.
16. Modification and Assignability: This Agreement may not be enlarged, modified
or altered except by written agreement signed by both parties hereto. The Contractor may not
subcontract or assign Contractor’s rights, including the right to compensation or duties arising
hereunder, without the prior written consent of City. Any subcontractor or assignee will be
bound by all of the terms and conditions of this Agreement.
17. Reports/Accountability/Public Information: Contractor agrees to develop and/or
provide documentation as requested by the City demonstrating Contractor’s compliance with
the requirements of this Agreement. Contractor shall allow the City, its auditors, and other
persons authorized by the City to inspect and copy its books and records for the purpose of
verifying that the reimbursement of monies distributed to Contractor pursuant to this Agreement
was used in compliance with this Agreement and all applicable provisions of federal, state, and
local law. The Contractor shall not issue any statements, releases or information for public
dissemination without prior approval of the City.
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18. Non-Waiver: A waiver by either party any default or breach by the other party of
any terms or conditions of this Agreement does not limit the other party’s right to enforce such
term or conditions or to pursue any available legal or equitable rights in the event of any
subsequent default or breach.
19. Attorney’s Fees and Costs: That in the event it becomes necessary for either Party
of this Agreement to retain an attorney to enforce any of the terms or conditions of this
Agreement or to give any notice required herein, then the prevailing Party or the Party giving
notice shall be entitled to reasonable attorney's fees and costs, including fees, salary, and costs
of in-house counsel to include City Attorney.
20. Taxes: Contractor is obligated to pay all taxes of any kind or nature and make all
appropriate employee withholdings.
21. Dispute Resolution:
a. Any claim, controversy, or dispute between the parties, their agents,
employees, or representatives shall be resolved first by negotiation between senior-level
personnel from each party duly authorized to execute settlement agreements. Upon
mutual agreement of the parties, the parties may invite an independent, disinterested
mediator to assist in the negotiated settlement discussions.
b. If the parties are unable to resolve the dispute within thirty (30) days from
the date the dispute was first raised, then such dispute may only be resolved in a court of
competent jurisdiction in compliance with the Applicable Law provisions of this
Agreement.
22. Survival: Contractor’s indemnification shall survive the termination or expiration
of this Agreement for the maximum period allowed under applicable law.
23. Headings: The headings used in this Agreement are for convenience only and are
not be construed as a part of the Agreement or as a limitation on the scope of the particular
paragraphs to which they refer.
24. Severability: If any portion of this Agreement is held to be void or unenforceable,
the balance thereof shall continue in effect.
25. Applicable Law: The parties agree that this Agreement is governed in all respects
by the laws of the State of Montana.
26. Binding Effect: This Agreement is binding upon and inures to the benefit of the
heirs, legal representatives, successors, and assigns of the parties.
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27. No Third-Party Beneficiary: This Agreement is for the exclusive benefit of the
parties, does not constitute a third-party beneficiary agreement, and may not be relied upon or
enforced by a third party.
28. Counterparts: This Agreement may be executed in counterparts, which together
constitute one instrument.
29. Integration: This Agreement and all Exhibits attached hereto constitute the entire
agreement of the parties. Covenants or representations not contained therein or made a part
thereof by reference, are not binding upon the parties. There are no understandings between
the parties other than as set forth in this Agreement. All communications, either verbal or
written, made prior to the date of this Agreement are hereby abrogated and withdrawn unless
specifically made a part of this Agreement by reference.
**** END OF AGREEMENT EXCEPT FOR SIGNATURES ****
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IN WITNESS WHEREOF, the parties hereto have executed this instrument the day and
year first above written.
CITY OF BOZEMAN, MONTANA HDR ENGINEERING, INC.
____________________________________
CONTRACTOR (Type Name Above)
By________________________________ By__________________________________
Chris Kukulski, City Manager
Print Name:
Print Title:
____________________________
APPROVED AS TO FORM:
By_______________________________
Greg Sullivan, Bozeman City Attorney
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Statement of Non-discrimination – Attachment A
Each entity shall include a provision requiring submitting entity to affirm in writing it will not
discriminate on the basis of race, color, religion, creed, sex, age, marital status, national origin,
or because of actual or perceived sexual orientation, gender identity or disability and recognizing
the eventual contract will contain a provision prohibiting discrimination as described above and
this prohibition on discrimination shall apply to the hiring and treatment or proposer’s employees
and to all subcontracts.
(name of entity submitting) hereby affirms
it will not discriminate on the basis of race, color, religion, creed, sex, age, marital status, national
origin, or because of actual or perceived sexual orientation, gender identity or disability and
recognizing the eventual contract will contain a provision prohibiting discrimination as described
above and this prohibition on discrimination shall apply to the hiring and treatment or bidder’s
employees and to all subcontracts.
Name and title of person authorized to sign on behalf of submitter
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EXHIBIT “B”
Scope of Work
Time of Performance: The project is to be completed by September 31, 2016.
Provider’s Compensation: Provider’s compensation, including all expenses, charges, and reimbursable, shall not exceed $124,044.00. This includes two contingency tasks for expanded community engagement activities of $7,000 each in Phase Two and Phase Three. Contingency
tasks would be activated only at the City’s request.
Tasks: This project includes three phases, which overlap during the seven-month project
timeline.
Phase 1: Project Foundations
Phase 2: Draft Vision Development Phase 3: Final Vision Refinement and Strategic Plan Development
Phase 1: Project Foundations
Phase One establishes the foundation and background upon which to build the organization’s vision. This phase is expected to last no more than six weeks from notice
to proceed.
Task 1.1 Core Team Group Meetings
Consultant will develop the agenda, prepare materials and ongoing
communications and partial travel for two consultant team members to attend up to two Core Team Group Meetings. Consultant will provide meeting summaries
from each meeting.
Assumptions: City will establish the core team (or advisory committee).
Task 1.2 Communications and Outreach Plan
Consultant will develop the Communications and Outreach Plan draft, coordinate with the City and Consultant team, refine and develop the final draft.
Task 1.3 Interviews and Small-Group Discussions
Consultant will conduct up to twelve interviews, up to three group discussions (with community and city staff) and review the 2015 National Citizen Survey
results focused on community strengths, existing conditions, plans, needs,
potential areas of improvement, vision, etc. This task will include department staff discussions about existing plan documents. Consultant will provide
summary of comments as part of an Existing Conditions and Plan Review report.
Assumptions: City will assist in coordinating times and locations for City Staff
interviews and Focus Group Discussions during the first Consultant team visit.
Task 1.4 Plans and Information review
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Consultant will review and assess up to eight existing City plans as part of the existing conditions evaluation.
Assumptions: City will provide existing City plans to Consultant prior to the
kickoff meeting.
Task 1.5 Community Profile (Snapshots) Report Research and Development
Consultant will develop 4-6 fact sheets (Snapshots) that highlight facts and
figures from each focus group for community and City use as background in
providing input about the focus areas. Materials will be derived from the Existing Conditions and Plan Review report.
Task 1.6 Presentations
Consultant will schedule, develop hand-out materials and brief presentations for up to four presentations. These are expected to be short briefing-like presentations (30-45 minutes) to groups such as the Rotary, Chamber of
Commerce, advisory boards, etc. The presentation materials will include a short video derived from interviews and group discussions for potential use at additional meetings hosted by City staff and council. Presentations will be
combined with site visits and complement in-person conversations when possible.
Task 1.7 Branding and Graphics Development
Consultant will derive graphics, logo and templates for project use. Consultant will begin this task after the first round of interviews in task 1.3. Project team will
finalize the project name and establish the graphic templates for use throughout the project.
Task 1.8 Ongoing project management, communications and admin
This task includes phone and email coordination, contract administrations,
schedule weekly updates, invoicing, etc.
Phase 2 Draft Vision Development
In this phase, the consultant team will develop and vet a draft organizational vision. This phase features community-wide activities and outreach as well as continued work with
the core committee and City staff. Phase Two will have a rolling start with some tasks
immediately after the kickoff meeting. It will overlap with both Phase one and three and is expected to last 9-14 weeks.
Task 2.1 Outreach & Awareness Activities and Materials
Consultant will support awareness and community input opportunities as defined
in the Communications and Outreach Plan developed in Task 1.2.
Task 2.2 Vision Focus Area Development
Consultant will evaluate community interests, develop draft focus areas and
provide final refinements. The focus areas provide structure to the Vision conversations and topic development.
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Task 2.3 Vision Focus Area Workshops and Summary
Consultant will conduct up to two Vision Focus Area Workshops. This will provide
Community Activities to assist in the development of vision content. Consultant
and Core Team members or volunteers will conduct the workshops. Roles are likely to be individual table assistance/facilitators with pre-workshop training
provided by Consultant.
Task 2.4 Polling (web)
This is an online version of the community workshop. The poll will be open for four to six weeks.
Task 2.5 Vision Drafting Committee
Consultant will schedule and coordinate two Vision Drafting Committee phone
conferences with the Core Team or representatives identified by the core team.
These discussions provide refinement to consultant team recommended vision statements.
Task 2.6 Vision Ideas Matrix Development
Consultant will develop a matrix of Vision ideas which will include results from all
workshops, polling and community activities. This will be used for City staff
workshops and supplemented with additional City input.
Task 2.7 City Staff Workshop
Consultant will develop an agenda, prepare materials and facilitate up to three workshop to allow City staff to review and provide feedback on draft Vision
Statements. Consultant will derive strategies based on Existing Conditions and Plan Review report and community feedback from community workshops and activities.
Task 2.8 Core Team Group Meetings
Consultant will develop an agenda, prepare materials and facilitate up to two
Core Team Meetings. Meetings will discuss aligning City staff findings with community activity findings as well as focus on structure for strategic planning
with the City.
Task 2.9 Refined Vision Ideas
Consultant will sort City and community input into potential strategic planning
components for consideration.
Assumptions: City staff and department heads will review the Refined Vision
Ideas as part of the preparation for strategic planning sessions.
Task 2.10 Ongoing project management, communications and admin
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This task includes phone and email coordination, contract administrations, schedule weekly updates, invoicing, etc.
Phase 3 Final Vision Refinement and Strategic Plan Development
Phase Three focuses on vetting activities and internal City Strategic Plan development,
though the consultant team will provide additional information to those who have been involved to date and the general Bozeman community about the Vision results during this phase. Phase Three will begin at month three to four, overlap with phase two and
last about nine weeks.
Task 3.1 Outreach & Awareness Activities and Materials
Consultant will coordinate and facilitate a community-wide activity (as defined in
the communications plan) to share vision language and vet potential actions and
strategies.
Task 3.2 City staff Workshop
Consultant will prepare the agenda for one workshop for City staff only. This
workshop would review and refine the Vision and draft Strategic Plan; finalize and prioritize City-led strategies and actions.
Task 3.3 Strategic Action Plan Development
Consultant will prepare the report draft and revisions from City workshops
including a prioritization of the potential actions and strategies for consideration
by the City.
Task 3.4 Council Adoption and Vision Summit
Consultant will develop the materials and deployment plan to conduct an Open
House for the organization and community. This includes an evaluation framework with measurable objectives, measures and actions.
Task 3.5 Ongoing task management, communications and admin This task includes phone and email coordination, contract administrations,
schedule weekly updates, invoicing, etc.
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