Loading...
HomeMy WebLinkAbout15.F.6. Establish Dates to Interview Strategic Planning Consultants IS: 1=.6 . CITY OF SHAKOPEE Memorandum TO: Mayor and City Council FROM: Mark McNeill, City Administrator SUBJECT: Strategic Planning Consultant mterviews DATE: April 16, 2004 INTRODUCTION: The Council is asked to establish a date in which to interview consultants for the community-wide strategic action exercise. BACKGROUND: In March, the Council authorized Request for Proposals (RFP's) to be sent to prospective facilitators of a community-wide strategic planning process. This process may take from 6 to 24 months to complete, and is anticipated to incorporate input from a large number of community representatives representing diverse interests in Shakopee. Invitations to submit proposals were sent to six. As ofthe close of applications on April 14th, two responses were received for the Request for Proposals: Carroll, Franck & Associates - St. Paul Neu & Company - Lakewood, Colorado The RFP stated that interviews would be held on April2ih. However, that date conflicts with the Shakopee Showcase, and coincidentally, was also unavailable for both of the applicants. Both have indicated that they would be available late in the afternoon of Monday, April 26th. Therefore, if the Council would be willing, the interviews could start at 5:00 PM that day. We would schedule the second interview at 5 :45 PM, allowing each applicant an opportunity to state their qualifications, and respond to questions from the Council. I am aware that the Community Center Task Force meets at 6:30 that day. If it is possible, the Strategic Planning interviews might be scheduled to start even earlier than 5 PM, if agreeable to Council. If April 26th is not available, the backups would be Monday, May 3rd (which conflicts with the SPUC meeting for the City Council Chambers, or possibly Wednesday, May 5th. However, only one consultant can come on either of those dates - in other words, each has a conflict on one of those days. After those dates, Mr. Neu is unavailable until May 26th. RECOMMENDATION: I recommend that the Council call for a special meeting on Monday, April 26t\ at 5 :00 or earlier PM to conduct interviews for the Strategic Planning Facilitators. ACTION REQUIRED: If the Council concurs, it should, by motion, direct that a special workshop be held Monday, April 26th at 5 :00 PM or earlier in the City Council Chambers, to consider the candidates for the community-wide strategic planning project. 1hcD-~ Mark McNeill City Administrator MM:th CITY OF SHAKOPEE S COrvrMUNITY PRIDE SINCE 1857 REQUEST FOR PROPOSALS strat plan rfp 2004,doc I REQUEST FOR PROPOSAL CITY OF SHAKOPEE, MINNESOTA Visioning / Strategic Planning Facilitation Services I. Introduction The City of Shakopee is requesting proposals from qualified firms to conduct a visioning and strategic planning process to guide Shakopee into the future. Shakopee has reached a pivotal point in its history with a growing population, a changing economic base, and rising citizen expectations. A key motivating factor in creating this strategic plan is to positively influence the direction and momentum of both growth and change to ensure that Shakopee remains an attractive place to live, work, and play, as well as a community that preserves those essential values that make it an attractive place. II. Background The City of Shakopee is a suburb within the Twin Cities / Minneapolis - St. Paul area facing significant growth challenges. For much of its existence, Shakopee was a freestanding center for growth in a predominantly agricultural area ofthe Twin Cities Metropolitan Area. Shakopee continues to _provide an element of small town character and high quality of life, making it a very attractive location for residents and businesses, and increasing the opportunity for and challenges of long-term growth. Shakopee is one of Minnesota's first incorporated cities and has evolved from a trading center to a regional entertainment center. Shakopee is also a major employment center as a result of having the state's largest business / industrial park, and is one ofthe fastest growing communities in the Twin Cities Metropolitan Area. The city provides small town character and high quality of life within the Twin Cities Metropolitan Area making it a very attractive location for residents and businesses alike, thereby increasing the opportunity for and challenges oflong-term growth. As a result, Shakopee faces continued significant growth challenges. The Cityprojects a population of 40,653 (with current corporate boundaries), by the year 2020, which is a 100 percent increase over the 2000 Census population of20,568. The 1990 Census reported a population of 11,739. The number of housing units has increased from 4,340 in 1990 Census to 7,805 in the 2000 Census (a 72 percent increase). In undertaking this strategic planning project, the City Council understands the need to carefully plan for growth and develop specific goals and objectives to direct the City's decision-making and future actions to ensure that the quality of life and character of the City are enhanced in the process. strat plan rfp 2004.doc 2 Obi ectives of Strategic Planning The City Council wants the strategic planning process to provide an opportunity for community discussion about the future, a framework to guide allocation of City resources, and a means to identify goals and track progress. The strategic planning process will assist in A.) Identification of and response to critical issues, which determine Shakopee's future quality oflife B.) Ensuring that the City gives adequate attention and response to critical issues C.) Ensuring a coordinated approach to major issues across all departments, and achieving greater focus of resources D.) Providing a clear framework for evaluation of City efforts, assuring accountability to all of Shakopee's citizens E.) Recognizing that the City's efforts, including undertaking and successfully implementing a number of new projects and programs, has to be prioritized III. Scope of Services The purpose ofthis visioning / strategic planning process will be to: A.) Develop a clear and compelling vision for the community; B.) Identify community or organizational strengths, challenges and opportunities; C.) Establish consensus through identifying and prioritizing community issues and concerns; D.) Successfully planning for the future through developing goals, objectives, strategies and action plans to address the identified issues and concerns; and E.) Create a vision / strategic plan document that will serve as a framework for decision- making and the allocation of limited resources to achieve the goals set forth by the community. The strategic plan will be a "working" document to be revised on a regular basis. The firm should have substantial experience in assisting communities in the facilitation of the visioning / strategic planning process, knowing and proposing many. techniques (nominal group technique, force field analysis, etc.) that can help to make the process move more quickly and effectively. The firm should also act as a "referee" on issues that are subject to disagreement within the community, and when a particular course of action within the process may benefit some members ofthe community more so than another. In addition to strategic planning, the firm should also have expertise in the fields of urban / city planning, community planning, zoning, economic development, real estate development and landscape architecture. The firm should keep the participants focused on what should be strat plan rfp 2004.doc 3 accomplished, and caution participants about and steer them away from potential missteps. The firm should bring to the project state-of-the-art knowledge of how to bring about the end results that the participants prefer. Great emphasis is placed on the last item above--the firm must provide expertise as to what specific implementation steps must be followed to accomplish the desired vision. The services provided by the facilitator should include, but are not limited to, the following: 1.) Preparing a plan to involve the community in the visioning / strategic planning process 2.) Assist in motivating the community to become involved in the process 3.) Educate the community on how the process works; explain the process and answer questions 4.) Defining, assembling and presenting appropriate visioning / strategic planning questions 5.) Arrange, conduct and moderate meetings/sessions 6.) Facilitate: a.) Brainstorming b.) Consensus building c.) Identification of priorities d.) Identification and analysis of goals e.) Identification of strategic action 7.) Recommend strategies / tasks (that may not be identified by participants) to achieve identified goals 8.) Assemble the input received from the community-The "community" from which input will be sought is intended to include residents and property owners from Shakopee, but also adjacent townships and cities. A diverse representation of the community will be sought-homeowners, renters, business people, and education, religion, athletic interests. 9.) Document and distribute the shared vision/strategic plan 10.) The document should: a.) Contain the views of the participants b.) Define a specific course of action to reach the vision 11.) Facilitate the public presentation of the completed visioning/strategic planning document 12.) Conduct implementation follow-up meetings The firm is encouraged to be creative in assisting the community through the visioning / strategic planning process. As noted above, the services that should be offered are not limited to the above list. The list is merely outlining a basic scope of services. strat plan rfp 2004.doc 4 IV. Content of RFP A. Title page (name, address, phone, contact person, date) B. Table of contents C. Statement of the proposal (work, timetable, availability) D. Consultant's profile/history, experience and client references E. Total Fee to be charged and method of payment F. Other pertinent information V. Proposal Evaluations The evaluation of the submitted RFP's will be based upon responses to the following: . How does the respondent propose to establish a Vision Statement? . Once the Vision Statement is established, how will specific issues be identified that must be addressed in order to achieve the Vision? . How will the respondent develop a consensus on the priorities of the issues identified? . Once the issues have been_prioritized, how will the respondent propose to establish the goals, objectives, and strategies necessary to resolve those issues? . How will the goals, objectives and strategies be incorporated into a workable Action Plan? . Does the respondent propose a schedule and/or method for1egularly updating the Action Plan? . What are the respondent's fees, and the anticipated schedule to complete? VI. Timetable The timetable for the selection process is as follows: April 15, 2004: Proposals opened / reviewed April 27, 2004: Interviews May 4, 2004: Recommendation to City Council; selection decision made. strat plan rfp 2004.doc 5 IV. Instructions to Proposers Ten (10) copies of the proposal must be in writing and must be received by: 10:00 a.m. on Thursday, April 15, 2004. All proposals, questions and correspondence should be directed to: Mark McNeill City Administrator City of Shakopee 129 Holmes Street South Shakopee, MN 55379 Phone: (952) 496-9662 Fax: (952) 233-3801 E-Mail: mmcneill@ci.shakopee.mn.us In order to ensure a fair review and selection process, consultants submitting proposals are prohibited from contacting any other city staff or council members regarding these proposals, unless directed by the City Administrator. Changes or clarifications: Any new information that is relevant to the RFP will be sent to those parties who received the initial RFP solicitation, or any other parties who requested the RFP or otherwise subsequently identified themselves to the City of Shakopee, not later than five business days prior to the April 15th submittal date. Requests for clarifications received after that date will not be considered, unless of a nature that will not disadvantage other potential proposers. strat plan rfp 2004.doc 6