Loading...
Strategic Planning Consulting PROPOSAL FOR STRA TEGIC PLANNING CONSULTING SERVICES CITY COMMISSION SALINA, KANSAS INTRODUCrION Strategic planning: is a process in which participants (stakeholders) establish a shared vision of a desired future by systematically assessing where they are now, the uture environment in which the organization will contend, and a set of strategic goal that will promote the established vision. The strategic goals must be supported by acti n plans and a frame work for accountability. The strategic plan will work with a time rame of seven to ten years in the future. I I Stakeholders and Participants: It is understood that the Salina City Commission wishes to engage in the strategic planning process as a commission. This recognizes their role as the governing body of the city in which they are accountable to the public for plans and programs implemented and decisions made. However, it is also und~rstood that the commission desires to have available to it, data from the citizen survey that is being conducted independently of the strategic planning process and input from a couple of "focus groups" of Salina citizens. Focus Groups: It is proposed that three focus groups be formed. These three groups will be asked to spend an evening going through an exercise that has the outcome of collecting their concepts of a vision for the future of Salina. The work product of the focus groups will be brought into the strategic planning sessions of the city commission by the facilitator in a format that will allow the results to be used by the commissioners. The focus groups should be limited to 12-15 pm1icipants. It is suggested that each city commissioner "nominate" three persons to participate in each of two citizen groups. The persons asked to participate might come from any part of community life or fram members of existing city boards and commissions. The third group will be composed of Salina city staff. The focus groups will be asked to do their work prior to the city commission strategic planning session so that their work product may be used by the commissioners much as they will the results of the citizen survey. Strategic Planning Format: It is proposed that the city commission spend approximately a day and a half in a "retreat" like mode. This may be a long evening followed by a full day or some other similar time configuration depending on commissioner's availability. The Bi-Center or some similar facility away from the Strategic Planning Proposal February 1, 2006 Page Two of Three municipal building is desirable as a location. Meals should be available on site and commissioners should make a commitment to participate in the entire process. Following, the strategic planning "retreat" there will be action plans and steps [hat will require execution and follow up. While it is impossible to know what those plans will be or might require, it is reasonable to assume that they will involve comnllÌssioners, staff, and perhaps, others. A reasonable follow-up mechanism will be establisbed as a part of each action plan. A commission meeting should occur 60-90 days after plans are established to assess progress and to insure accountability. That meeting should not consume more than a couple of hours at a maximum. The persons responsible for the action plans should be in attendance at that meeting. At approximately a six month interval the city commission should spend another two to three hours assessing the progress toward the strategic goals which have been set and making any adjustments that are required to action plans. Report The consultant will prepare a final written report of the Strategic Planning Ret~eat that will contain all conclusions, goals, and action plans adopted by the city commißsion. The report will also contain the deliberations of the city commission as they worked through the strategic planning process. SCOPE OF SERVICES 1. The consultant will plan and design a strategic planning process that is consistent with that outlined above. The consultant will coordinate the process with the mayor, commissioners and city manager. 2. The consultant will design and facilitate three "focus groups" and prepare the results of those focus groups to be used by the city commission in their strategic planning "retreat". ,.., -'. The consultant will facilitate a strategic planning retreat for the city commission consisting of at least a day and a half duration. It is understood that how that time is put together will depend on the availability of commissioners. However, it is expected that sessions will be within a two day period. 4. The consultant will prepare a written and bound report of the conclusions and deliberations of the strategic planning process and will deliver ten such copies to the mayor and commissioners ,.. Strategic Planning Proposal February 1, 2006 Page Three of Three and will deliver ten such copies to the mayor and commissioners within twenty one days. 5. The consultant will design, plan. and facilitate three report me~tings 6. The consultant will design, plan, and facilitate three report meetings to maintain accountability and momentum of progress with action plans over the next six months following the strategic planning retreat of the city commission. 7. The consultant will remain available by telephone, email, or other contact To be of counsel to the person (s) designated by the mayor and commissioners or city manager about any aspect of the strategic planning process. CONSULTING FEES The above scope of services is offered to city of Salina, Kansas for a total sum of Eleven Thousand Two Hundred Fifty Dollars ($11,250.00) plus out of pocket travel expenses. (It is anticipated there will be at least six trips to Salina which may require overnight stays). Payment of one half the consulting fee in the amount of Five Thousand Six Hundred Twenty Five Dollars ($5, 625.00) will be due and payable upon completion of the city commission strategic planning retreat. The remainder of the consultin¡g fee will be due and payable upon completion of the first action plan follow-up reporting session. Expenses associated with the activities will be billed upon completion of that activity. ~. PROPOSAL STRATEGIC PLANNING CONSULTING SERVICES CITY COMMISSION SALINA, KANSAS Submitted by: Robert J. Saunders ORGANIZATION CONSULTANTS 1542 Merit Lane Liberty, Missouri 64068 Tel: 816.781.5329 Fax: 816.781.9851 email: www.orç¡conslts@aol.com ORGANIZATION CONSULTANTS ROBERTJ.SAUNDERS 1542 MERIT LANE LIBERTY, MISSOURI 64068 TEL: 816-781-5329 FAX: 816-781-9851 Email: www.orqconslts@aol.com March 16, 2006 Mr. Jason Gage City Manager Municipal Building P. O. Box 736 Salina, Kansas 67402 Dear Jason: I am pleased to respond with this letter of agreement for Strategic Planning Consulting Services between Robert J. Saunders Organization Consultants and the city of Salina, Kansas. This letter of agreement will outline the scope of services to be provided as detailed in a proposal previously submitted to the City Commission through you. Scope of Services I. The consultant will plan and design a strategic planning process that is consistent with that outlined in the proposal. The consultant will coordinate the process and a time line with the mayor, commissioners and city manager. 2. The consultant will design and facilitate three "focus groups" and prepare the results of those focus groups to be used by the city commission in their strategic planning "retreat" . 3. The consultant will facilitate a strategic planning retreat for the city commission consisting of at least a day and a half duration. It is understood that how that time is put together will depend on the availability of commissioners. However, it is expected that sessions will be within a two day period. 4. The consultant will prepare a written and bound report of the conclusions and deliberations of the strategic planning process and will deliver ten such copies to the mayor and commissioners. The consultant will facilitate a strategic planning retreat for the city commission consisting of at least a day and a half duration. It is understood that how that time is put together will depend on the availability of commissioners. However, it is expected that sessions will be within a two day period. 5. The consultant will prepare a written and bound report of the conclusions and deliberations of the strategic planning process and will deliver ten such copies to the mayor and commissioners , ~. Mr. Jason Gage City Manager Letter of Agreement for Strategic Planning Services Page Two of Two 6.The consultant will design, plan, and facilitate three report meetings to maintain accountability and momentum of progress with action plans over the next six months following the strategic planning retreat of the city commission. 5. The consultant will remain available by telephone, email, or other contact To be of counsel to the person (s) designated by the mayor and commissioners or city manager about any aspect of the strategic planning process. If this letter is agreeable, please execute and return a copy. ~,. /.<--- Robert J. Saunders Organization Consultants Attest, City Clerk