The URL can be used to link to this page

Home My WebLink About15.F.3. Visioning Facilitator Contract /6. F. 3. CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Visioning Facilitator Contract DATE: September 16, 2005 INTRODUCTION: The Council is asked to amend the contract of Carroll, Franck and Associates, to increase the total compensation for her services as Visioning facilitator. BACKGROUND: In May, 2004, Anne Carroll was hired to facilitate the community strategic visioning process. The amount of her contract is for $30,000. With the receipt of her most recent invoice, to date she has billed $32,036.17. The Council has previously been made aware that the scope of her services has changed- whereas her quote anticipated that most of the "community conversations" would be facilitated by members of the community, Ms. Carroll in fact performed nearly of them. In addition, she indicates the lack of a steering committee for several months also extended the amount of time that the process has taken, thus increasing her involvement. At this time, it is anticipated that there will be one or two additional meetings with a task force to process the received input, and that Ms. Carroll will then be drafting a document for review by the City Council and advisory boards. I recommend that the amount of her contract be increased to $36,000; whether that will be sufficient will depend in large part upon how much more the City has need of her services; if she is going to be significantly involved with implementation, her costs to go up. If the Council and staff arc going to be more involved, it obviously reduces the amount needed for her services. BUDGET IMPACT: The FY 05 budget is not an issue; $25,000 was included in both FY 04, and FY 05 (she has billed $18,699.43 in 2005). This action is only to amend her contract. RECOMMENDATION: I recommend that the contract with Ms. Carroll be amended to reflect a total of $36,000. ACTION REQUIRED: If the Council concurs, it should, by motion, authorize staff to amend the contract with Anne Carroll, for a total compensation of $36,000. .. vJ..~ Mark McNeill City Administrator MM:th ~ CONTRACT FOR VISIONING ANDSTRATEGICPL~NGSERVICES This agreement, made this / sr day of C;(,AFd / ,2004, by and between The City of Shakopee, Minnesota (hereinafter referre~to as the City), and Carroll, Franck & Associates, Inc. (hereinafter referred to as the Consultant), relating to the employment of Consultant as follows: A. OBJECTIVE AND SCOPE OF SERVICES: The objective of this Agreement and the Scope of Services are set forth in detail in Attachment A, attached hereto. B. AGREEMENT DURATION: This Agreement shall remain in force and effect from 2006 unless modified in writing by both parties, or terminate agreement. C. COST OF SERVICES/TERMS OF PAYMENT: 1. The Consultant shall submit monthly invoices detailing all work performed at an hourly rate of $100. The total contract amount for the work proposed shall not exceed $30,000 unless agreed by both parties. This amount is understood to include paid interpreters, translators, or graduate students ifboth parties agree they would be helpful. Routine expenses such as local travel, phone, fax, and so on will not be billed separately. 2. The City shall pay these invoices in the first billing cycle following receipt, but no later than 30 days after the invoice date. The City will notify the Consultant immediately with any questions or concerns that could delay payments. 3. Because of the significant work required to launch this project, the Consultant will invoice The City $1,500 upon approval of this contract, to be paid according to the terms above. D. RELATIONSHIP OF PARTIES:' . . , : ';I ". . ~ < ~... ,:t t ~ , \. I, ,. <, 1. It is mutually agreed that the Consultant is an independent contractor, and not an employee of the City. 2. It is mutually agreed that this Agreement is not transferable by either party to a third party without the written consent of the other party, except insofar as the provision of services relates to the use of interpreters, translators, or graduate students as noted in the Attachment. , . . ,... .. , . ., .. .. t I", ,I i 'oJ ~! ., ,... . 3. Reports and other materials prepared in the performance of this Agreement remain the property of the City. However, any further distribution of such reports 1 . " by the City must note the Consultant as the source. The Consultant may retain copies of materials and reports for use as examples of the types of work performed by the Consultant. E. TERMINATION OF CONTRACT: 1. Either party delivering to the other party thirty (30) days written notice may terminate this Agreement. 2. In the event of termination of this agreement, within seven (7) days of termination the Consultant will return all works, documentation, or other materials in progress for which the Consultant has received payment. 3. In the event of termination of this agreement, the Consultant may retain works, documentation, or other materials for which payment has not been received. Once the Consultant has received such payment, the Consultant shall surrender retained materials. F. DATA PRIVACY: The City and Consultant acknowledge that this Agreement is governed by Section 13.05, Subdivision 11 of the Minnesota Government Data Practices Act (Minn. Stat. ~ 13.01 et. seq.) ("Act"). Consequently, all of the data created, collected, received, stored, used,. maintained, or disseminated by Consultant in performing its services are subject to the requirements of the Act and that Consultant must comply with those requirements as if it were a governmental entity. Consultant does not, however, have an obligation to provide the public with access to public data if the data is available from the .city. In the course of performance of this Agreement, Consultant may have access to confidential and proprietary information of City. Consultant agrees to use any proprietary or confidential information only for the purposes of this Agreement and not to otherwise use, copy, disclose or disseminate the confidential or proprietary information to any outside source. Notwithstanding, Consultant may disclose part or all of City's confidential or private data as required by law, rule, regulation or court order. Consultant must immediately notify the City in writing if Consultant receives a request for data that Consultant has created, collected, received, stored, used or maintained pursuant to this Agreement. 2 , ~sV22v~OTA I "i-d' 0 r -0 0 SC1ijK ayor Date ~lrllLlU( '7 " ~ ~ -0 r Mark McNeill, City Administrator Date GlJJi, J. (}p- I . J,:!:J -6 r JUdtYx, City Clerk 0 0 · Date CARROLL, FRANCK, & ASSOCIATES t),~v-L~ fal ref ( 0<f Anne Carroll, Owner Date 3 ". Attachment A: Scope of Work and Deliverables Carroll, Franck & Associates (CF&A) will help Shakopee create a community-wide vision and implementation planes) that can be actively communicated, monitored, and changed over time. This is completely custom work, so CF&A will work closely with Shakopee to jointly design, document, and conduct the work at each step. The following provides initial guidance and an outline of the work initially proposed. Develop Scope and Launch Project CF &A will work with Shakopee to establish initial leadership, reach an understanding of project direction with Council members, consider some "branding" options, launch initial communications, identify key champions, and conduct related work. Specific deliverables will be identified and formally agreed upon as the process develops, but may include project scope; process design; membership, description, and role of Steering Committee or equivalent; initial communications options and partners; branding ideas and initial decisions; proposed champions; documentation of follow-up contacts and agreements to participate; next steps; and so on. Identify Stakeholders and Perform Initial Analyses With the advice and guidance of leadership, CF&A will work with,Shakopee to identify and analyze internal and external stakeholders. Probable'dciliverab1es"mclude initial joint process design; stakeholder descriptions and contact information; analyses; communications materials; issues that begin to emerge for further discussion; jointly agreed-upon details for next steps; and so on. Create "Live" Issues and Search for Solutions CF &A will work with Shakopee to devise sensitive and respectful ways. of hearing and listening to Shakopee' s many voices, and will partner and coordinate with the many stakeholder groups to design and facilitate community conversations, focus groups, workshops, vigorous dialogue, and communications opportunities. CF&A will make special efforts to connect with underrepresented communities, communities of color and language, new immigrants, seniors, and youth. There will be a combination of new events, activities within others' scheduled gatherings, and facilitated discussions in collaboration with organizational, institutional, and community partners. CF &A will work with stakeholders on logistics, provide lead or co- facilitation, arrange interpreters and translators, and prepare all documentation. CF&A may provide training and support for stakeholder groups to conduct their own conversations to encourage deeper and broader participation, and Shakopee may wish to consider field trips, open houses, or special events. Deliverables may include process design; documentation of outreach, logistics, events, and participants; detailed stakeholder input on solutions, problems, ideas, concerns, and issues; communications materials; input; strategic workshop results; and details for next steps. 4 . ~ Formulate Vision and Plans Working closely with Shakopee leadership, CF&A will help articulate a comprehensive, community-wide vision through one or more workshops, and then actively communicate and celebrate it through various mechanisms. CF &A will then use an oval mapping or similar technique over several sessions, as well as additional stakeholder and SWOT analyses, to further develop detailed implementation plans. CF&A will work with any additional resources Shakopee may bring to bear on these topics, and the implementation plans will also be broadly communicated. Deliverables may include process design; vision-setting prep materials and decision documentation; process and documentation for goals, strategies, and action steps; information on priorities and resources; communications materials; next steps; and so forth. Monitor, Evaluate, and Evolve Through small group and individual sessions, CF&A will help Shakopee develop internal and external structures to formally monitor and evaluate progress against the goals and toward the vision; these will be openly communicated and broadly shared.CF&A will help develop incentives and consequences to support progress, as well as opportunities to publicly celebrate successes. CF&A will also help design feedback methods and ways to incorporate that into regular plan updates and communications. Deliverables may include recommended monitoring, evaluation, and change structures; documented decisions; communications materials; and so forth. > ~ ' \.hi l' :... .,.1'. 5