HomeMy WebLinkAbout15.C.5. Contract with Carroll, Franck & Associates
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CITY OF SHAKOPEE
Memorandum
TO: Honorable Mayor and City Council CONSENT
Mark McNeill, City Administrator
Gregg V oxland, Acting City Administrator
FROM: R. Michael Leek, Community Development Director
SUBJECT: Contract with Carroll, Franck & Associates (CF & A)
MEETING DATE: June 1,2004
INTRODUCTION:
Previously, the Council directed staff to negotiate and prepare an agreement for consulting
services related to the strategic planning effort. Staff prepared an agreement, which has
been reviewed by City Attorney James Thomson and Anne Carroll. Council is asked to
authorize the appropriate city officials to execute that contract.
ALTERNATIVES:
1. Offer and approve a motion authorize the appropriate city officials to execute the
attached contract with Carroll, Franck & Associates.
2. Do not authorize the appropriate city officials to execute the attached contract with
Carroll, Franck & Associates.
3. Table the matter for additional information.
STAFF RECOMMENDATION:
Staff recommends alternative no. 1.
ACTION REQUESTED:
Offer and approve a motion to authorize the appropriate city officials to execute the
attached contract with Carroll, Franck & Associates. _~d~~~
R. Michael Leek
Community Development
Director
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CONTRACT FOR VISIONING
AND STRATEGIC PLANNING SERVICES
This agreement, made this _ day of , 2004, by and between The City of
Shakopee, Minnesota (hereinafter referred 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 ofthis 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 through March
2006 unless modified in writing by both parties, or terminated as provided for in this
agreement.
C. COST OF SERVICES/TERMS OF PAYMENT:
1. The Consultant shall submit monthly invoices detailing all work performed at an
hourly rate of $1 00. 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 if both 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 ofthis contract, to be paid according
to the terms above.
D. RELATIONSHIP OF PARTIES:
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.
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
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by the City must note the Consultant as the source. The Consultant may retain
copies of materials and reports for use as examples ofthe 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 oftermination ofthis agreement, within seven (7) days oftermination
the Consultant will return all works, documentation, or other materials in progress
for which the Consultant has received payment.
3. In the event oftermination 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 ofthe 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.
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CITY OF SHAKOPEE, MINNESOTA
John Schmitt, Mayor Date
Mark McNeill, City Administrator Date
Judy Cox, City Clerk Date
CARROLL, FRANCK, & ASSOCIATES
Anne Carroll, Owner Date
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Attachment A:
Scope of Work and Deliverables
Carroll, Franck & Associates (CF&A) will help Shakopee create a community-wide
vision and implementation plan(s) 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
communications1 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 deliverables include 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.
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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.
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