Loading...
HomeMy WebLinkAboutM3 PLANNING, INC. dba ONSTRATEGYNil FS U? lti/ol i1v2° _.. DATE U•,k'w,o(P`,l k�Arl. AL,tvg/.s THIS AGREEMENT is made and entered into on this 17`h day of March, 2020 by and between M3 Planning, Inc. dba OnStrategy, ("Contractor"), and the City of Santa Ana, a charter city and municipal corporation organized and existing under the Constitution and laws of the State of California ("City"). N-2020-072 ,I .� RECITALS N O CONSULTANTAGREEMENT CITY OF SANTA ANA A. The City desires to retain a Consultant having special skill and knowledge in the field of strategic planning and goal setting. B. Consultant represents that Consultant is able and willing to provide such services to the City. C. In undertaking the performance of this Agreement, Consultant represents that it is knowledgeable in its field and that any services performed by Consultant under this Agreement will be performed in compliance with such standards as may reasonably be expected from a professional consulting firm in the field. NOW THEREFORE, in consideration of the mutual and respective promises, and subject to the terms and conditions hereinafter set forth, the parties agree as follows: SCOPE OF SERVICES Consultant shall perform during the term of this Agreement, the tasks and obligations including all labor, materials, tools, equipment, and incidental customary work required to fully and adequately complete the services described and set forth in Scope of Services - Exhibit A, attached hereto and incorporated by reference. 2. COMPENSATION a. City agrees to pay, and Consultant agrees to accept as total payment for its services for City, the rates and charges identified in Compensation - Exhibit B, attached hereto and incorporated by reference. The total amount to be expended during the term of this Agreement shall not exceed $50,000. b. Payment by City shall be made within forty-five (45) days following receipt of proper invoice evidencing work performed, subject to City accounting procedures. Payment need not be made for work which fails to meet the standards of performance set forth in the Recitals which may reasonably be expected by City. 3. TERM This Agreement shall commence on "the date first written above" for a six-month term, and may be extended for an additional six month term exercisable in writing by the City Manager Page 1 of 8 and the City Attorney, unless terminated earlier in accordance with Section 15, below. 4. INDEPENDENT CONTRACTOR Consultant shall, during the entire term of this Agreement, be construed to be an independent Consultant and not an employee of the City. This Agreement is not intended nor shall it be construed to create an employer -employee relationship, a joint venture relationship, or to allow the City to exercise discretion or control over the professional manner in which Consultant performs the services which are the subject matter of this Agreement; however, the services to be provided by Consultant shall be provided in a manner consistent with all applicable standards and regulations governing such services. Consultant shall pay all salaries and wages, employer's social security taxes, unemployment insurance and similar taxes relating to employees and shall be responsible for all applicable withholding taxes. 5. OWNERSHIP OF MATERIALS This Agreement creates a non-exclusive and perpetual license for City to copy, use, modify, reuse, or sublicense any and all copyrights, designs, and other intellectual property embodied in plans, specifications, studies, drawings, estimates, and other documents or works of authorship fixed in any tangible medium of expression, including but not limited to, physical drawings or data magnetically or otherwise recorded on computer diskettes, which are prepared or caused to be prepared by Consultant under this Agreement ("Documents & Data"). Consultant shall require all subcontractors to agree in writing that City is granted a non-exclusive and perpetual license for any Documents & Data the subcontractor prepares under this Agreement. Consultant represents and warrants that Consultant has the legal right to license any and all Documents & Data. Consultant makes no such representation and warranty in regard to Documents & Data which were provided to Consultant by the City. City shall not be limited in any way in its use of the Documents and Data at any time, provided that any such use not within the purposes intended by this Agreement shall be at City's sole risk. 6. INSURANCE Prior to undertaking performance of work under this Agreement, Consultant shall maintain and shall require its subcontractors, if any, to obtain and maintain insurance as described below: a. Commercial General Liability Insurance. Consultant shall maintain commercial general liability insurance naming the City, its officers, employees, agents, volunteers and representatives as additional insured(s) and shall include, but not be limited to protection against claims arising from bodily and personal injury, including death resulting therefrom and damage to property, resulting from any act or occurrence arising out of Contractor's operations in the performance of this Agreement, including, without limitation, acts involving vehicles. The amounts of insurance shall be not less than the following: single limit coverage applying to bodily and personal injury, including death resulting therefrom, and property damage, in the total amount of $1,000,000 per occurrence, with $2,000,000 in the aggregate. Such insurance shall (a) name the City, its officers, employees, agents, and representatives as additional insured(s); (b) be primary and not contributory Page 2 of 8 with respect to insurance or self-insurance programs maintained by the City; and (c) contain standard separation of insureds provisions. b. Business automobile liability insurance, or equivalent form, with a combined single limit of not less than $1,000,000 per occurrence. Such insurance shall include coverage for owned, hired and non -owned automobiles. C. Worker's Compensation Insurance. In accordance with the provisions of Section 3700 of the Labor Code, Contractor, if Consultant has any employees, is required to be insured against liability for worker's compensation or to undertake self- insurance. Prior to commencing the performance of the work under this Agreement, Consultant agrees to obtain and maintain any employer's liability insurance with limits not less than $1,000,000 per accident. d. If Consultant is or employs a licensed professional such as an architect or engineer: Professional liability (errors and omissions) insurance, with a combined single limit of not less than $1,000,000 per claim with $2,000,000 in the aggregate. e. The following requirements apply to the insurance to be provided by Consultant pursuant to this section: i. Consultant shall maintain all insurance required above in full force and effect for the entire period covered by this Agreement. ii. Certificates of insurance shall be furnished to the City upon execution of this Agreement and shall be approved by the City. iii. Certificates and policies shall state that the policies shall not be canceled or reduced in coverage or changed in any other material aspect without thirty (30) days prior written notice to the City. iv. Where the amounts or coverage provided by the certificates of insurance provides coverage greater than those listed by this Agreement, the amounts provided by the certificates of insurance shall be incorporated by reference into the Agreement. V. Consultant shall supply City with a fully executed additional insured endorsement. f. If Consultant fails or refuses to produce or maintain the insurance required by this section or fails or refuses to furnish the City with required proof that insurance has been procured and is in force and paid for, the City shall have the right, at the City's election, to forthwith terminate this Agreement. Such termination shall not affect Contractor's right to be paid for its time and materials expended prior to notification of termination. Consultant waives the right to receive compensation and agrees to indemnify the City for any work performed prior to approval of insurance by the City. 7. INDEMNIFICATION Consultant agrees to defend, and shall indemnify and hold harmless the City, its officers, agents, employees, contractors, special counsel, and representatives from liability: (1) for personal injury, damages, just compensation, restitution, judicial or equitable relief arising out of claims for personal injury, including death, and claims for property damage, which may arise from the Page 3 of 8 negligent operations of the Contractor, its subcontractors, agents, employees, or other persons acting on its behalf which relates to the services described in section I of this Agreement; and (2) from any claim that personal injury, damages, just compensation, restitution, judicial or equitable relief is due by reason of the terms of or effects arising from this Agreement. This indemnity and hold harmless agreement applies to all claims for damages, just compensation, restitution, judicial or equitable relief suffered, or alleged to have been suffered, by reason of the events referred to in this Section or by reason of the terms of, or effects, arising from this Agreement. The Consultant further agrees to indemnify, hold harmless, and pay all costs for the defense of the City, including fees and costs for special counsel to be selected by the City, regarding any action by a third party challenging the validity of this Agreement, or asserting that personal injury, damages, just compensation, restitution, judicial or equitable relief due to personal or property rights arises by reason of the terms of, or effects arising from this Agreement. City may make all reasonable decisions with respect to its representation in any legal proceeding. Notwithstanding the foregoing, to the extent Contractor's services are subject to Civil Code Section 2782.8, the above indemnity shall be limited, to the extent required by Civil Code Section 2782.8, to claims that arise out of, pertain to, or relate to the negligence, recklessness, or willful misconduct of the Contractor. 8. INTELLECTUAL PROPERTY INDEMNIFICATION Consultant shall defend and indemnify the City, its officers, agents, representatives, and employees against any and all liability, including costs, for infringement of any United States' letters patent, trademark, or copyright infringement, including costs, contained in the work product or documents provided by Consultant to the City pursuant to this Agreement. 9. RECORDS Consultant shall keep records and invoices in connection with the work to be performed under this Agreement. Consultant shall maintain complete and accurate records with respect to the costs incurred under this Agreement and any services, expenditures, and disbursements charged to the City for a minimum period of three (3) years, or for any longer period required by law, from the date of final payment to Consultant under this Agreement. All such records and invoices shall be clearly identifiable. Consultant shall allow a representative of the City to examine, audit, and make transcripts or copies of such records and any other documents created pursuant to this Agreement during regular business hours. Consultant shall allow inspection of all work, data, documents, proceedings, and activities related to this Agreement for a period of three (3) years from the date of final payment to Consultant under this Agreement. 10. CONFIDENTIALITY If Consultant receives from the City information which due to the nature of such information is reasonably understood to be confidential and/or proprietary, Consultant agrees that it shall not use or disclose such information except in the performance of this Agreement, and further agrees to exercise the same degree of care it uses to protect its own information of like importance, but in no event less than reasonable care. "Confidential Information" shall include all nonpublic information. Confidential information includes not only written information, but also information transferred orally, visually, electronically, or by other means. Confidential Page 4 of 8 information disclosed to either party by any subsidiary and/or agent of the other party is covered by this Agreement. The foregoing obligations of non-use and nondisclosure shall not apply to any information that (a) has been disclosed in publicly available sources; (b) is, through no fault of the Consultant disclosed in a publicly available source; (c) is in rightful possession of the Consultant without an obligation of confidentiality; (d) is required to be disclosed by operation of law; or (e) is independently developed by the Consultant without reference to information disclosed by the City. 11. CONFLICT OF INTEREST CLAUSE Consultant covenants that it presently has no interests and shall not have interests, direct or indirect, which would conflict in any manner with performance of services specified under this Agreement. 12. NON-DISCRIMINATION Consultant shall not discriminate because of race, color, creed, religion, sex, marital status, sexual orientation, age, national origin, ancestry, or disability, as defined and prohibited by applicable law, in the recruitment, selection, training, utilization, promotion, termination or other employment related activities. Consultant affirms that it is an equal opportunity employer and shall comply with all applicable federal, state and local laws and regulations. 13. EXCLUSIVITY AND AMENDMENT This Agreement represents the complete and exclusive statement between the City and Contractor, and supersedes any and all other agreements, oral or written, between the parties. In the event of a conflict between the terms of this Agreement and any attachments hereto, the terms of this Agreement shall prevail. This Agreement may not be modified except by written instrument signed by the City and by an authorized representative of Contractor. The parties agree that any terms or conditions of any purchase order or other instrument that are inconsistent with, or in addition to, the terms and conditions hereof, shall not bind or obligate Consultant or the City. Each party to this Agreement acknowledges that no representations, inducements, promises or agreements, orally or otherwise, have been made by any party, or anyone acting on behalf of any party, which is not embodied herein. 14. ASSIGNMENT Inasmuch as this Agreement is intended to secure the specialized services of Contractor, Consultant may not assign, transfer, delegate, or subcontract any interest herein without the prior written consent of the City and any such assignment, transfer, delegation or subcontract without the City's prior written consent shall be considered null and void. Nothing in this Agreement shall be construed to limit the City's ability to have any of the services which are the subject to this Agreement performed by City personnel or by other Contractors retained by City. Page 5 of 8 15. TERMINATION This Agreement may be terminated by the City upon thirty (30) days written notice of termination. In such event, Consultant shall be entitled to receive and the City shall pay Consultant compensation for all services performed by Consultant prior to receipt of such notice of termination, subject to the following conditions: a. As a condition of such payment, the Executive Director may require Consultant to deliver to the City all work product(s) completed as of such date, and in such case such work product shall be the property of the City unless prohibited by law, and Consultant consents to the City's use thereof for such purposes as the City deems appropriate. b. Payment need not be made for work which fails to meet the standard of performance specified in the Recitals of this Agreement. 16. WAIVER No waiver of breach, failure of any condition, or any right or remedy contained in or granted by the provisions of this Agreement shall be effective unless it is in writing and signed by the party waiving the breach, failure, right or remedy. No waiver of any breach, failure or right, or remedy shall be deemed a waiver of any other breach, failure, right or remedy, whether or not similar, nor shall any waiver constitute a continuing waiver unless the writing so specifies. 17. JURISDICTION - VENUE This Agreement has been executed and delivered in the State of California and the validity, interpretation, performance, and enforcement of any of the clauses of this Agreement shall be determined and governed by the laws of the State of California. Both parties further agree that Orange County, California, shall be the venue for any action or proceeding that may be brought or arise out of, in connection with or by reason of this Agreement. 18. PROFESSIONAL LICENSES Consultant shall, throughout the term of this Agreement, maintain all necessary licenses, permits, approvals, waivers, and exemptions necessary for the provision of the services hereunder and required by the laws and regulations of the United States, the State of California, the City of Santa Ana and all other governmental agencies. Consultant shall notify the City immediately and in writing of its inability to obtain or maintain such permits, licenses, approvals, waivers, and exemptions. Said inability shall be cause for termination of this Agreement. 19. NOTICE Any notice, tender, demand, delivery, or other communication pursuant to this Agreement shall be in writing and shall be deemed to be properly given if delivered in person or mailed by first class or certified mail, postage prepaid, or sent by fax or other telegraphic communication in Page 6 of 8 the manner provided in this Section, to the following persons: To City: Cleric of the City Council City of Santa Ana 20 Civic Center Plaza (M-30) P.O. Box 1988 Santa Ana, CA 92702-1988 Fax: 714- 647-6956 With courtesy copies to: Executive Director, Finance City of Santa Ana 20 Civic Center Plaza (M-17) P.O. Box 1988 Santa Ana, California 92702 To Contractor: Nancy D. Olsen Co -Founder, Authorized Officer M3 Planning dba OnStrategy 527 Lander Street Reno, Nevada 89509 A party may change its address by giving notice in writing to the other party. Thereafter, any communication shall be addressed and transmitted to the new address. If sent by mail, communication shall be effective or deemed to have been given three (3) days after it has been deposited in the United States mail, duly registered or certified, with postage prepaid, and addressed as set forth above. If sent by fax, communication shall be effective or deemed to have been given twenty-four (24) hours after the time set forth on the transmission report issued by the transmitting facsimile machine, addressed as set forth above. For purposes of calculating these time frames, weekends, federal, state, County or City holidays shall be excluded. 20. MISCELLANEOUS PROVISIONS a. Each undersigned represents and warrants that its signature herein below has the power, authority and right to bind their respective parties to each of the terms of this Agreement, and shall indemnify City fully, including reasonable costs and attorney's fees, for any injuries or damages to City in the event that such authority or power is not, in fact, held by the signatory or is withdrawn. b. All Exhibits referenced herein and attached hereto shall be incorporated as if fully set forth in the body of this Agreement. Page 7 of 8 IN WITNESS WHEREOF, the parties hereto have executed this Agreement the date and year first above written. ATTEST: ,eaisy Gomez c Council APPROVEDAS TO FORM: City Attorney RECOMMENDED FOR APPROVAL: Executive Director Finance & Management Services Agency CITY OF SANTA ANA '.', 6 I Kristirfe Ridge City Manager CONSULTANT: Nancy D. Olsen Co -Founder, Authorized Officer Tax ID# 87-0710517 Page 8 of 8 EXHIBIT B COMPENSATION Compensation Rates and Charges Add,Ofth, RESPONSE TO RFP NO. 20-006 T City of Santa Ana Revised March 13, 2020 COST PROPOSAL PROJECT COST & ESTIMATED HOURS Project fee includes pre -planning, teleconferences, facilitation, onsite and offsite consultation and deliverables as stated in the proposal. S-Year Strategic Plan Facilitation & Design Cost n Phase 1: Gain Insights (-102 hrs) $17,850 O Phase 2: Design Strategy (-110 hrs) $19,040 n Phase 3: Build the Plan (-52 hrs) $9,000 n Travel expenses/supplies — 2 trips (as detailed below) $4,110 Total Estimate of Investment - USD $50,000 10% Contingency Fund (only if needed) OnStrategy has included as part of the proposed total an OnStrategy 10% $4,600 contingency fund; it is for client -approved work that exceeds or is outside of the original scope. See Terms for additional information. HOURLY RATES Names / Titles Lorna Shepard, Senior Strategist Tasks Planning Lead Hourly Rates $200 Erica Olsen, COO/Senior Strategist Planning Support $200 Kim Perkins, Senior Strategist Planning Support $200 Kamryn Mock, Strategist Planning Support $150 PRODUCED 8V OnStrategy 16 RESPONSE TO RFP NO. 20-006 City of Santa Ana Revised March 13, 2020 ESTIMATED EXPENSES Estimated expenses are as follows and based on online estimates as of 1/24/20: Onsite#1(1 Day —4/10/20) Estimated Rate Number Cost Airfare —RT 2people $600 Hotel (online estimate) $200/night (Inc. taxes) 1 night x 2 $ 400 Per Diem for Meals and Incidentals $75/day 2 days x 2 $ 300 Ground Transportation/Rental Car/Fuel $100/day 1.5 days $150 Airport Parking $15/day 2 days x 2 $ 60 Copies/Supplies for facilitation $ 250 Total Estimated Cost $1,760 Onsite #2 (2 Days —4/23 & 4/24) Estimated Rate Number Cost Airfare —RT 2people $600 Hotel (online estimate) $200/night (Inc. taxes) 2 nights x 2 $ 800 Per Diem for Meals and Incidentals $75/day 2.5 days x 2 $ 375 Ground Transportation/Rental Car/Fuel $100/day 2.5 days $ 250 Airport Parking $15/day 2.5 days x 2 $ 75 Copies/Supplies for facilitation $250 Total Estimated Cost $ 2,350 TERMS Billing/Payments: Project will be invoiced net 30 based on the following: Phase 1-25%of contract upon phase completion/early April Phase 2-50%of contract upon phase completion/early May Phase 3—Final 25%of contract upon phase completion/early June Contingency Fund: OnStrategy has included as part of the proposed total an OnStrategy 10% contingency fund; it is for client -approved work that exceeds or is outside of the original scope. Any need to expend more than the 10%contingency amount will be discussed prior to work commencing and shall be in writing. Cancellations: If at any point client wishes to terminate the contract before completion of the final strategic plan, OnStrategy requires a 30-day written notice of such cancellation. Client agrees to pay all fees and expenses associated with consulting services provided until cancellation. Travel Expenses/Supplies: All project supplies/materials, as well as travel, lodging and meals to be paid for by the City. Estimated travel fees include expenses for travel to and from the defined service area for the purpose of conducting the strategic planning session(s), transportation, and living expenses associated with each onsite visit. Advisory Support Services + Software Annual Licensing Subscription: Agreements are for 12 months. Fee can be charged to your credit card or invoiced annually. This Agreement is an annual commitment. Cancellation of the annual plan or PRODUCEDBY OnStrategy 17 RESPONSE TO RFP NO. 20-006 City of Santa Ana Revised March 13, 2020 services will result in no refunds. For additional information see our Terms of Service Agreement at htti3://onstrategvhq.com/licensing-agreement/"`. PRODUCED BY OnStrategy 18 EXHIBIT A SCOPE OF SERVICES RESPONSE TO RFP NO. 20-006 ®9City of Santa Ana Revised March 13, 2020 PROPOSED WORK PLAN: 5-YEAR STRATEGIC PLAN FACILITATION & DESIGN OnStrategy is pleased to submit the following proposal to the City of Santa Ana (City) to provide services to facilitate the creation, collaboration and execution of your organization's strategy for FY21 through FY 25. CITY OF SANTA ANA'S EXPECTED RESULTS Upon successful completion of the OnStrategy consulting and facilitation services, the City of Santa Ana can expect to achieve the following results: • Clarity & Focus: Sharply focus your efforts on the most important and impactful core strategies for the City of Santa Ana and its community. • Structure: A complete Strategic Plan resulting in strategic objectives, goals and steps that will drive and shape the activities over the next 5-year horizon. • Purpose: A strategic roadmap that lays out the strategy for the City and their team. A plan that clearly communicates each individual's roles and responsibilities and links individual contributions to the larger picture. • Engagement: A plan that applies the best practices in strategic planning to the entire organization with everyone working in a coordinated effort to produce results. A plan that aligns activities with the overall strategic objectives. • Agility: An agile format for the plan that is referenced for work and decision -making. TIMELINE OnStrategy understands and respects the City of Santa Ana's proposed project schedule, which follows our standard approach. To ensure our team adheres to the schedule outlined in the RFP, we will prepare a project plan noting the party responsible for the task, the approach, and the timeframe/deadline. We also propose having weekly check -in calls with the team/project lead to ensure that both parties are in communication, collaborating effectively, and making sure that any task delays that begin to appear are addressed and managed before it's too late. See Timeline in Engagement Overview and Approach on the following pages. PRODUCED BY OnStrategy w�r ENGAGEMENT OVERVIEW RESPONSE TO RFP NO. 20-006 City of Santa Ana Revised March 13, 2020 OnStrategy follows a common, best -practice framework required for the successful creation, collaboration and execution of Strategy. These practices have been organized into the following strategic phases that are detailed here in our approach: Multi -year Council Perspective Mission & Values Organizational Objectives EMT, Staff Perspective Vision & Strategic Annual Initiatives Direction SWOT Summary Council Interviews Staff survey Discussion Guide for Strategy Session Strategic Opportunity Identification Organizational Goals Milestone Roadmap Public Perspective KPIs/Scorecard 112-Day Strategy Session Organizational -Level Public Portal/Workshops Strategic Plan March/early April I April ENGAGEMENT APPROACH Phase 1: Gain Insights Determining City of Santa Ana's core Strategic Position starts with creating clarity and focus to your external market orientation and internal dynamics. OnStrategy will guide the process of gathering and reviewing existing strategic information and documents. We recommend the following approach to getting started: PRODUCED BY OnStrategy 10 RESPONSE TO RFP NO. 20-006 J City of Santa Ana Revised March 13, 2020 Discovery and Project Planning • Kickoff Meeting with the City Manager to discuss your organization's Strategy, essential elements of the strategic process, clarify expectations and establish timelines. OnStrategy will gather information, insights and recommendations that will be integrated into your plan. • Gather Information, Data and Planning Documents: The City of Santa Ana will provide OnStrategy with any organizational information that is relevant to effectively facilitate the planning process. Information should also include (if available) materials such as the current 5-Year Strategic Plan, situational analysis, current surveys, budget, and other related documents. This information may also include any customer, market and agency operational plans. • Analyze, Synthesize, Interpret All Documents: OnStrategy will review, analyze and synthesize all current plans, surveys, research and related documents to gain an understanding of the community, services provided by the City, and current topics of interest. The OnStrategy team will discuss with leadership if additional work is required. Internal & External Analysis - Determine Position An understanding of the City's internal and external environments is essential to the strategy development process. OnStrategy will perform the following activities to gather additional information necessary to draft the strategic goals: • City Council Member Interviews (Week of March 23): One-on-one interviews will be conducted by OnStrategy with the City Mayor and each of the six City Council Members (7 people) to understand their goals and vision for the City. These interviews greatly accelerate the effectiveness of our work and are invaluable in determining the strategic direction needed to move the City toward its vision. Outcome is the collection of information on key elements of the strategic plan, including mission, vision, values, SWOT, and strategic issues. Interviews will be about 30 minutes each. City staff will schedule the interviews. OnStrategy will compile responses, evaluate and synthesize the results, and produce a summary report of the draft Strategic Goals that reflect the feedback of the City Council. • EMT Survey: OnStrategy will design, implement and synthesize an online survey among the City of Santa Ana's EMT and their immediate reports (approximately 25 people). Mostly open-ended, qualitative questions will provide the staff perspective of the vision and goals for the City. Deliverables: • Project Plan: Develop a complete Project Plan for the engagement, including task timeframes and responsible party. • Council Member Interview Report: OnStrategy will synthesize the data from the interviews and develop a report. • EMT Survey Report: OnStrategy will compile the themes and direction from the staff survey into a report. • Strategic Goals Summary: OnStrategy will capture the common priorities from the interviews and survey. Phase 2: Design Strategy Strengthening the City's Strategy is an essential element of the strategic process. Information gathered from Phase 1 is used to facilitate the onsite 6-hour Strategy Development Session with the Executive Management Team (EMT). During the process, we will review all information and feedback previously received, discuss strategic issues and develop consensus around the draft Strategic Goals as part of the 5-year strategic direction. PRODUCED BY OnStrategy 11 RESPONSE TO RFP NO. 20-006 City of Santa Ana Revised March 13, 2020 Pre -Planning for Strategy Session OnStrategy will perform the following pre -planning session activities: • Develop an Agenda for the Strategy Session, which will be approved by the City Manager. • Finalize the Discussion Guide - Strategic Analysis Summary featuring vital elements, insights, themes, opportunities, and considerations for the strategy sessions, as well as a draft strategic framework based on data review, information collected from the interviews and the EMT survey. • Prepare for Strategy Development Session including develop facilitation process and materials. • Pre -Planning Teleconference with the City's Management Team OnStrategy will hold a 1-hour teleconference to synthesize the proposed strategic goals and discuss the process for the full -day retreat. Strategy Session — Six -Hour EMT Retreat: Create Strategy (Onsite #1 - April 10) OnStrategy will facilitate a %-day strategic planning session on Friday, April 10, with the Executive Management Team (up to 25 members). We will focus on making strategic decisions around the following with an end goal of developing measurable objectives and key performance measures to support the Strategic Goals: • Mission, Vision, Values: Validating the City's mission, vision and values. • Processing the SWOT: Review information provided from the data collection. Define what is happening internally and externally that will affect the City. • Determine Long-term Organizational Goals and Objectives with key performance measures that address key strategic objectives we need to focus on to achieve the strategic direction that defines where the City is headed (the WHAT we expect to accomplish). Deliverables: • Session Agenda • Discussion Guide • Retreat Summary Report: OnStrategy will capture essential and actionable components of your organization's Strategic Process, including strategic action items, decisions, desired outcomes and metrics for measurement needed to build the plan. Public Input — Online Portal and Onsite Public Workshops • Strategic Goals Summary for Online Portal (Portal Open April 16 — April 29, content due to City April 15): OnStrategy will utilize the Strategic Goals Summary to develop the necessary questions for an online portal that will seek public feedback on the goals. OnStrategy will prepare all content for the online portal. The City will be responsible for developing the online portal based on content provide to them as well as marketing the portal availability to the public. • Facilitate Onsite Workshops to Gather Additional Public Input (April 23 —April 24—Onsite #2): OnStrategy will facilitate three 1-to 2-hour workshops to gather in -person, additional public feedback on the draft Strategic Goals. Workshop participants will be educated about the project, the process, and their role in it as community members. OnStrategy proposes a 2-day onsite timeframe for the workshops. To obtain comprehensive participation via the workshops, OnStrategy will perform the following activities: o Set the context: Determine the facilitation approach and discussion points for collecting feedback on the draft Strategic Goals. PRODUCED BY OnStrategy 12 RESPONSE TO RFP NO. 20-006 U City of Santa Ana IKRevised March 13, 2020 o Develop engaging questions that matter: OnStrategy will develop powerful questions for participation and involvement focusing on the outcomes desired. The questions will attract collective energy, insight, and action. Knowledge emerges in response to compelling questions. The questions will be simple and clear, thought - provoking, and seek what the public deems important as the City prepares their Strategic Plan. o Prepare materials: OnStrategy will prepare all workshop materials (handouts, agendas, etc) and review with the City. The City will provide graphic design for workshop materials, workshop scheduling (date, time and location), public notice and advertising, and audio-visual and translation services as necessary. Deliverables: • Strategic Goals Summary for the online portal. • Public Input Report: OnStrategy will synthesize the data from the online portal and the onsite workshops and develop a report. Phase 3: Build the Plan Post -Session Final Strategic Plan Development OnStrategy will synthesize and organize all information developed from the onsite retreat, develop the Strategic Plan and submit the plan to the City. The plan will contain all the elements of a strategic plan. Objectives will support the goals or focus areas of the plan. Measures and targets will be indicated where appropriate. OnStrategy will perform the following activities: • Finalize Proposed Strategic Goals: Based on feedback received via City Council Member interviews, EMT Strategy Session, and public input, OnStrategy will prepare a strategic framework of the proposed goals and related performance measures for the 5-year Strategic Plan. • Remotely Facilitate One Follow -Up Meeting (April 29): OnStrategy will facilitate one post -session meeting with City Management to validate and verify the Strategic goals, objectives and supporting initiatives, and finalize the measures and targets. • Develop Draft Strategic Plan (Due to the City by May 4): After synthesizing all information from the strategy session, OnStrategy will develop a draft strategic plan and coordinate its review with the City. Once the draft plan has been reviewed and approved, OnStrategy will produce a revised Strategic Plan inclusive of any required changes. Specifically, OnStrategy will draft a Strategic Plan inclusive of the following: o Organization -Level Objectives with Measures and Performance Targets: Establish and prioritize organization - level annual goals. Identify measurable metrics, performance targets and key performance indicators required to support the execution of your organization's Strategy. o Annual Initiatives with Measures and Performance Targets: Establish and prioritize supporting quarterly initiatives that are in alignment with the annual goals. We'll identify measurable metrics, performance targets and key performance indicators required to support the execution of your Strategy. o Develop 3-Year Milestone Roadmap: Facilitate a collaborative exercise to initiate the development of the City's 3- year Strategy. Establish SMART short-term and mid-term goals for measuring performance. o Build Organizational Scorecard with KPis: OnStrategy will work with the team to build a Balanced Corporate Scorecard that incorporates best -practice metrics, internal and external performance indicators and measurable performance targets tailored to your organization's Strategy and Strategic Process. PRODUCED BY OnStrategy 13 w RESPONSE TO RFP NO. 20-006 '+ �r 1♦ City of Santa Ana Revised March 13, 2020 • Final Strategic Plan (Due to City by May 7): OnStrategy will produce and deliver a final report in digital format for submittal to the City. The plan will be holistic and ready for implementation. Two -Page Public Communication Document: OnStrategy will produce the copy for the City's graphics department that to design a 2-page summary communication document for internal or community stakeholders that communicates the strategic plan. Final Deliverables: • Final Strategic Plan: The Strategic Plan Report is the entire strategic plan from mission to vision including strategic objectives, goals, and action items with measures and targets. It is an actionable strategic blueprint outlining the essential components required of your organization's strategy. For an example go to "Strategic Plan Report" at: http://onstratepvhci.com/strategic-plan-reports/`. • Two -Page Public Communication Document Copy: OnStrategy will summarize the Strategic Plan and provide the copy for a 2-Page Summary in digital format to the City's graphics department so it's ready for design/layout. ENGAGEMENT ASSUMPTIONS The cost proposal for 5-Year Strategic Plan Facilitation & Design project/Phases 1 through 3 is based on these assumptions: • Up to 7 1:1 City Council interviews. City staff will schedule the interviews. • EMT survey will survey both the members of the EMT and their direct -reports —up to 25 people. • Online Portal — OnStrategy responsible for all content production; the City will develop the online portal and provide marketing to the public. • Onsite Workshops — OnStrategy will facilitate over a 2-day period the 3 sessions. Sessions must be held on consecutive evenings. The City will manage all session logistics and advertising. • Includes 1 pre -retreat teleconference with City's Management Team. • Six -Hour facilitated session onsite with up to 25 people. OnStrategy will provide 1 professional facilitator and 1 support staff for the session. • Includes 1 post -session follow-up call with the City Manager to finalize the strategic plan. Should follow-up work go beyond this, we will enact a scope extension to cover additional time needed to complete the strategic plan. • Scope does not include individual follow up to build out section plans. • Final Strategic Plan delivered digitally with plan built to include organizational goals and supporting action items. PROJECT RECOMMENDATIONS - COST TO BE ESTIMATED IF INTERESTED Phase 1: Gain Insight - Onsite Workshops + Facebook/YouTube Live Video Feeds Gathering public feedback is very important and can help provide a solid foundation for a Strategic Plan. Another option to gain additional input from as many community individuals as possible is to include a Facebook Live or YouTube Live video PRODUCEDBY OnStrategy 14 RESPONSE TO RFP NO. 20-006 City of Santa Ana J Revised March 13, 2020 feed from the onsite workshops for each ward. Providing for increased equity and access to the workshops, this option will allow additional individuals the chance to join in on the workshops from wherever they are. Phase 2: Strategy Session — 1-Day EMT Retreat --Create Strategy In lieu of one of the post -session meetings (noted on pg. 13), OnStrategy recommends facilitating a full -day retreat with the EMT. This will provide us additional time in -session to finalize the goals, assign responsibility and determine measures and targets. Phase 3: Build the Plan — Plan Presentation to the City Council OnStrategy can make a formal presentation to the City Council at their regular meeting to present the updated Strategic Plan. Presentation to include up to 1 hour of presentation time. Next Steps/Phase 4: Implementation/Manage Performance Strategy execution is the heartbeat of a strategic management process. The end goal is to have a long-term strategic plan that is implemented and becomes part of the City's culture. It involves integrating the results of strategic planning with daily, weekly and monthly routines. In an effort to strengthen the City's execution management process and embed it into the organization's culture, OnStrategy can provide either of the following optional services for Implementation Management: Option 1 — Implementation Support Services + OnStrategy Platform OnStrategy will provide ongoing support for a 1-year period as you move through the implementation management process. A dedicated OnStrategy Advisor with years of experience in developing and implementing strategy will work with your Strategic Plan Manager, setting up your strategic plan in our online platform, developing the performance management process, checking in monthly and answering your questions so you can lead a successful planning process for your team. As part of establishing a rhythm of strategic planning for your group, OnStrategy will facilitate your first Quarterly Business Review and will provide coaching support of the Strategy Leader for the balance of meetings. Option 2 — Managed Services + OnStrategy Platform OnStrategy will provide a dedicated team member to provide consulting services to establish and support an effective implementation management process within your company. Services can include getting your plan set up in our online Platform, team training, managing and facilitating your monthly strategic updates and quarterly business reviews, reviewing monthly analytics on plan performance, and providing data entry for metric updates. Quick Tour of the OnStrategy Platform • OnStrategy Platform: http://onstrateuha.com/strategic-planning-software/ Visual Performance Dashboard Video Tour: htti3://onstrategvhg.com/virtual-strategy-dashboard-tour/ PRODUCED BY OnStrategy 15 ACC))?& CERTIFICATE OF LIABILITY INSURANCE 111.�0311312020 DAIS IMMNOIVYVYI THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING INSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. IMPORTANT: If the certificate holder is an ADDITIONAL INSURED, the policy(ies) must have ADDITIONAL INSURED provisions or be endorsed. If SUBROGATION IS WAIVED, subject to the terms and conditions of the policy, certain policies may require an endorsement. A statement on this certificate does not confer rights to the certificate holder in lieu of such endomement(s). PRODUCER CONTACT Terns Caner -Prince NAME: RAI Insurance Richled BAssoclates. Inc. PNONN (775)786-2731 AC No: (775)786-1308 gDDRE99: iPnnce®rai-insuranoe.cem 10425 Double R Blvd Rena NV 89521 INSURERS AFFORDING COVERAGE NAIL a INSURERA: Hartford insurance Company 34690 INSURED INSURER B: Philadelphia Insurance Co. 18058 M3 Planning, Inc. DBA: OnStralegy INSUREac: PO Box 8021 INSURER O: INSURER E : Reno NV 89507-8021 INSURER F: COVERAGES CERTIFICATF NIIMRFR• 1BrLU UL PtO1 NUM ocvlcrnu uuumcm. THIS IS TO CERTIFY THAT THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUEDTO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATED. NOTWITHSTANDING ANY REQUIREMENT TERM OR CONDITION OF ANY CONTRACTOR OTHER DOCUMENT WITH RESPECT TO WHICH THIS CERTIFICATE MAY BE ISSUED OR MAY PERTAIN, THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECT TO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES. LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS ,"am LTR TYPE OF INSURANCF D WVD POLICY NUMBER MNVIDWYYYY MMIp01YYYY LMRS x COMMERCNLGENERALLIABILRY 1.000.000 FACHOCCURRENCE S PR MIS Ea ocw s 11000,000 CUIMSMAOE ©OCCUR MEDEXP An ane Nbn s 10,000 PERSONALSAOVINJURY S 1.000.000 A 53 SBAAK4067 12/01/2019 12/0112020 GENLAGGREGATE LIMRAPPLIES PER GENERAL AGGREGATE 5 2.000,000 PRODUCTS-COMPIGPgGG $ 2.000.000 POLICY JERC LOC OTHER. Employee Benefits s 50,000 AUTOMOBILE LIABILITY COMBINED LIMIT ac e i s ANY AUTO BODILYINUURYIPerpelsvll s A OWNED F7 SCHEDULEO AUTOS ONLY AUTOS 53 SBA AK4067 1VOV2019 12/0112020 BODILY INJURY (Per sixWenO 5 HIRED NOROWNED AUTOS ONLY AUTOS ONLY PROPERTY DAMA E par s �''11 'r �r W Combined Single Umit s 1.000.000 U V - UMBRELLA LIAR OCCUR EACH OCCURRENCE S AGGREGATE s EXCESS UAB CUIMSMAOE DEO I I RETENTION 5 S WORKERSCOMPENSATION STATUTE ANDEMPLOYERWLIABRITY YIN ERTM EL EACHACCIDEM s 1.000.000 A ANY PROPRIETORMARINERIEXECUTIVE OFFICEWMEMBER EXCLUDED? ❑ NIA 53WECAB9ENN 12/01/2019 12O112020 if Y", atory Indixret NNl El. DISEASE - EA EMPLOYEE s 1.000.000 E.L. DISEASE-POUCYunAT s 1,000.000 DESCEawltw OF O DESCRIPTION OF OPERATIONS MImV Professional Liability Limit Limit $1.000,000 B 08/0512019 08/05/2020 Deductible $5,000 DESCRIPTION OF OPERATIONS I LOCATIONS I VEHICLES LACORD 101, Atl4Blnnel RamMha Schedule. may be auacha4 N more apaw M reWNaei City of Santa Ana is included as additional insured with respect to General Liability REVIFWED & APPROVED Y Risk NA(1(MLNI DIVISION SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF, NOTICE WILL BE DELIVERED IN City of Santa Ana MA A M. LAMBERT ACCORDANCE WITH THE POLICY PROVISIONS. 20 Qvic Center Plaza AUTHORIZED REPRESENTATIVE Santa Ana CA 92701 U All Nahts AUUKU ZD (LUI bIU3) The ACORD name and logo are registered marks of ACORD