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HomeMy WebLinkAboutMANAGEMENT PARTNERS, INC. (2006 Fire Strategic Plan and Teambuilding)AGREEMENT TERMINATION Please complete this form when the attached agreement is no longer in effec€W22' 1` ; "' r N 2- 11 Return form to the Sr. Deputy Clerk of the Council (M-30). Call 647-5238'afy4u',have any questions. -- -1_ ----------------------------------------------------------------- The agreement with`��ncP2 � idAa" NOJ—,4+ &—Oy ((A) was completed on �� and final payment has been made. R- 2.005- Oq5 (I) COre Department: C Signature: Date: 2 City of Santa Ana Revised 8-7-03 Clerk of the Council INSURANCE ON FILL WORK MAY PROCEED UNTIL INSURANCE EXPIRES CLERK OF COUNCIL )ATE: 5 -.;t -o to 0: 15� (& U ) A-2006-081 FIRST AMENDMENT TO CONSULTANT AGREEMENT THIS FIRST AMENDMENT TO CONSULTANT AGREEMENT is entered into on April 3, 2006, by and between Management Partners, Inc., a California corporation ("Consultant") and the City of Santa Ana, a charter city and municipal corporation of the State of California ("City"). RECITALS: A. The parties entered into Agreement A-2005-295 dated December 19, 2005, (hereinafter "said Agreement") by which Consultant has prepared a feasibility study for a Joint Fire Dispatch Facility. B. In accordance with the terms and conditions of said Agreement, the parties wish to amend said Agreement to provide additional services and compensation to pay for those additional services. WHEREFORE, in consideration of the covenants contained in said Agreement, and subject to all the terms and conditions of said Agreement, except those amended in this First Amendment to Consultant Agreement, the parties agree as follows: 1. Section 1, SCOPE OF SERVICES, shall be deleted in its entirety and replaced with the following: "Consultant shall: a) perform those services as set forth in Exhibit A to said Agreement. b) assist in preparation of a staff report relating to the discussion and outcomes of the Captains' Symposium c) prepare a strategic plan and provide team building exercises for the Santa Ana Fire Department, as set forth in Exhibit A- 1, attached hereto and incorporated by reference." 2. Section 2.a., COMPENSATION, shall be deleted in its entirety and replaced with the following: "a. City agrees to pay, and Consultant agrees to accept as total payment for 1) its services in relation to the feasibility study, a total fee of $29,000; 2) preparation of a staff report regarding the Captains' Symposium, a total sum of $2,500; and 3) its services in relation to the preparation of a strategic plan and teambuilding exercises, a total sum of 42, 870. The total sum to be expended pursuant to said Agreement and this First Amendment shall not exceed $74,500.00 during the term of said Agreement." 3. Except as herein amended, all terms and conditions of said Agreement shall remain in full force and effect. IN WITNESS WHEREOF, the parties hereto have executed this First Amendment to Consultant Agreement on the date and year first written above. ATTEST: PATRICIA E. gHfEAL*Y Clerk of the Council APPROVED AS TO FORM: JOSEPH W.FLETCHER City Attorney Laura Sheedy Assistant City Attorney CITY OF SANTA ANA 4-14� If R DA ID N. REAM City Manager MANAGEMENT PARTNERS, INC. �L (NAME)- (Title)S, �„(- February 20, 2006 Fire Chief Phillip M. Garcia City of Santa Ana 1430 South Broadway Santa Ana, CA 92707 Dear Chief Garcia: Thank you for the opportunity for Jan Perkins of our firm to meet with you to discuss providing assistance with developing a framework for a strategic plan and conducting teambuilding for your staff in the Santa Ana Fire Department. Management Partners is pleased to provide this proposal for your consideration. We understand your focus is establishing a clear vision for the Fire Department, setting goals that can be achieved with the available resources, creating a statement of values for your team to use as a foundation for its work, and establishing team agreements about communication practices that will foster effective work within the organization. Management Partners specializes in helping local government leaders improve the way in which their organizations serve the public. We know that successful organizations have clear systems for planning and managing work. Their staffs are well supported by good leadership and sound management in their everyday relationships. We bring a strong understanding of local government, with a bias toward implementation of best - practice ideas that are tailored to the unique circumstances of the individual client. Proposed Work Plan Management Partners has designed a work plan that has several activities, as described below. The process we envision includes three half -day facilitated goal -setting and teambuilding workshops with your management staff, development of prioritized goals and projects, and development of resource worksheets for each of the priority goals and projects. The work done in this engagement will be the foundation for a strategic plan for the Fire Department, which can be updated annually. Written deliverables will include a report setting forth the mission and vision of the Fire Department, strategic goals for the department, goals for each division, and priority projects for the Fire Department. Additionally, the process will produce a statement of values for the department, and specific communication practices to put in place. Throughout the engagement, we will be working collaboratively with you and others you designate, to ensure the desired results are achieved. In addition, we will facilitate discussions at the workshops about communicating the progress and results of this planning effort to other Fire Department employees. Activity l: Start Project and Review Background Materials We will begin the project with an initial planning session with you. We will review background materials about the department such as existing goals, the department's operating and capital budgets, previous reports prepared about the department, the report on the department's Captains' Symposium, results of the City's recent visioning process and anything else that will help us learn about and understand the Fire Department. Activity 2: Conduct Interviews We will interview each member of the Fire Department's management staff. The opportunity to speak confidentially on an individual basis is an important step to understand individual goals for the planning process. This information sets the stage for goal -setting and teambuilding activities. Activity 3: Facilitate First Workshop The first session will be a combination of visioning and a SWOT (strengths, weaknesses, opportunities, threats) analysis. In this workshop, the Fire Department management staff will identify the values of the department, and begin the process of articulating a vision for it. We will help identify critical success factors to achieve goals. We also will facilitate the process of identifying the strengths, weaknesses, opportunities and threats facing the department. Together, we will do a preliminary prioritization of the issues identified. The information from the SWOT analysis serves as the basis for goal setting. Following the workshop, a subgroup of staff will be asked to draft several vision statements. Management Partners will provide guidance for that staff work. Activity 4: Conduct Focus Groups with Department Employees Following the first workshop, Management Partners will conduct two focus groups of Fire Department employees. The purpose of the focus groups is to solicit opinions about department priorities that need attention. Management Partners will produce aggregated focus group results for the department. Activity 5: Facilitate Second Workshop The second workshop will begin with discussion of the draft vision statements. The intended outcome is reaching preliminary agreement on one vision statement. The remaining portion of the workshop will focus on goal setting. The results of the employee focus groups and the SWOT analysis from the first workshop will be the primary sources of input for this session. Management Partners will plan and facilitate a process through which management staff identifies goals and projects. We suggest that the department establish several multi- year goals, and specific projects to achieve each of the goals. We assist staff in prioritizing projects that fit department resources and are within the scope of its responsibilities. Activity 6. Coordinate Resource Worksheets for Each Goal and Project Because achievement of goals and projects depends in large part on resources available, this activity is crucial. Management Partners will provide a template to the management team to be used to think through resource identification. The template will prompt staff to identify resources needed to carry out priority goals and projects, determine if those resources are currently available, and identify other information relevant to accomplishing goals. In this step, the management team will identify which of the goals and projects are currently under way, which are aligned with other work that is being done, what work may need to shift to make way for the new priorities, and other aspects of aligning goals to the ongoing work of the Fire Department. Activity 7: Facilitate Third Workshop The third facilitated session will focus on the resources needed and the department environment that must be in place for the goals and projects to be achieved. In this session, we will discuss the values of the management team, identify the communication practices desired, and discuss other norms and behaviors needed for team effectiveness. The management team also will make final decisions about goals and projects, and discuss how all of this will be communicated to the rest of the Fire Department employees. Activity 8: Prepare Document Management Partners will produce a document that contains the framework for the Fire Department's strategic plan. It will include the agreed -upon mission and vision statements, the values of the management team, the priority goals and projects, the SWOT analysis, and the results of the employee focus groups. Activity 9: Prepare Implementation Plan Management Partners will prepare a plan for implementing the Strategic Plan which will establish performance measures for the goals, action steps and timelines, assignments, how the plan will be integrated into other business processes (such as budget process, other planning processes), and a communication plan. Project Timeline The process is anticipated to take nine months to complete. The following is a sample timeline that provides perspective on the sequencing of activities. If the process can begin in early April, the principal work can be completed by mid -November, which we understand is an important date for Fire Department activities. • April: Start project, review background materials, and conduct interviews • May: Facilitate first workshop with management team • June: Conduct focus groups with department employees • July: Facilitate second workshop with management team • August — September: Coordinate the management staff's preparation of resource worksheets for each goal and project • October: Facilitate third workshop with management team • November — December: Prepare strategic plan and implementation plan Project Team Jan Perkins, a Partner with our firm, will manage this project. Rebekka Hosken, Senior Management Advisor, will provide assistance. Jan Perkins has 30 years of management experience in local government. She was City Manager of both Fremont and Morgan Hill, California. She also served the cities of Santa Ana, California, Grand Rapids and Adrian, Michigan, in executive management positions. Jan provides expert assistance to government leaders in facilitation, leadership development, coaching, strategic planning, visioning and goal setting, community engagement, teambuilding, organizational analysis, policy board/staff effectiveness, and executive performance evaluation. She is currently completing a similar project for the City of Huntington Beach. Other recent clients include the City of La Palma, City of Garden Grove, County of San Mateo, Contra Costa Transportation Authority, City of Sunnyvale and City of San Jose. Rebekka Hosken is an experienced facilitator and trainer in process analysis, group facilitation, quality improvement, and strategic planning processes. While knowledgeable about general municipal operations, she has particular expertise in information technology, development review (planning/building), and performance measurement. She was a key staff member on two Management Partners' strategic planning projects. As project manager, Rebekka was responsible for completing a Strategic Business Plan for the City of Shoreline's Public Works Department. She also assisted the City of Norwalk, California, during the development of its community Strategic Plan. Prior to joining Management Partners, she was Assistant Village Manager in La Grange Park, Illinois, and Executive Assistant to the Mayor of Appleton, Wisconsin. Recent clients include County of San Mateo, City of North Las Vegas, County of Santa Barbara, and City of Surprise, Arizona. Cost Proposal We anticipate that the scope of this work will require 232 hours of staff time to complete. It is important to Management Partners that the client is pleased with the quality of our work, and so the hours reflected above are the minimum committed by the firm to the project, although the price proposed is a fixed amount. The total fee for the project is $42,870 including expenses. If the implementation plan is not included, the total fee for the project would be $36,900. Optional: We would recommend that the Fire Department engage a graphic recorder to enhance the visioning and goal -setting experience and final strategic plan report. This component is not included in our proposal, but Management Partners can recommend individuals with this expertise that the department could hire for this task. The approximate cost is $2,000 per session. Conclusion We are excited about the possibility of working with you and the Santa Ana Fire Department on this important project. If you have any questions, please feel free to call either Jan Perkins (949.202.8870) or me. Sincerely, ,a < V Andrew S. Belknap Regional Vice President Accepted for the City of Santa Ana by: Name: Title: Date: ACORD, CERTIFICATE OF LIABILITY INSURANCE MAN-P-1 08 O1/06 oP ID LA DATE (MMI/06) : PRODUCER THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE THE HAUSER GROUP HOLDER. THIS CERTIFICATE DOES NOT AMEND, EXTEND OR 8260 Northcreek Dr. Suite 200 ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. Cincinnati OR 45236 Phone:513-745-9200 Fax:513-745-9219 > INSURERS AFFORDING COVERAGE INAIC# iNsuRERA The Hartford 22357 tltl NSURERB Gerald Management Partners, Inc.f'`-�-i�U�' �8.-_ . -- -- -- -_---' Gerald Madison Roe INSURER 1730 Madison Road .._... ...... ..._ .... . . . .......... ....... Cincinnati OR 45206 INsuRERD .KIa:I4ltf a.'i THE POLICIES OF INSURANCE LISTED BELOW HAVE BEEN ISSUED TO THE INSURED NAMED ABOVE FOR THE POLICY PERIOD INDICATE,. NOTWITHSTANDING ANY REpUIDEMENT. TERM OR CONCFRON OE ANY CONTRACT OR OTHER DOCUMENT WITH RESPECT TO WHYGM THIS GERI IF ICAYE MAY BE ISSUED OR MAY PERTAIN. THE INSURANCE AFFORDED BY THE POLICIES DESCRIBED HEREIN IS SUBJECTTO ALL THE TERMS, EXCLUSIONS AND CONDITIONS OF SUCH POLICIES- AGGREGATE LIMITS SHOWN MAY HAVE BEEN REDUCED BY PAID CLAIMS. --. ,__-_—. _--. 'PDEICY'EEPEOTfVE"'P'OC1DV €BPIkA"C'rONI `CON MMfDCVYY OATE MMlDO'D SITR INSR TYPEOFINSURANCE POLICYNUMBER LIMITS IGENERAL LIABILITY S 1, OOO, OOO X ROIAt A X COMMF. GENERAL LIABILITY 33SBALU7089 09/28/06 'il 09/28/07 =,OCCURRENCE DR::AETORENTEO PREMISES too _Ea wren N S 300,000 CLAIMS MADE IX',. OCCUR i,. ',. MED EXP(Any we MARINI _ $ jOrOOO X,� Conrractur�? R ONol. 8-C I INJ IRY 1 S 1 , 000, 000 Liability GENERAL AGGREGATE I52,000,000 GEN'L AGGREGAT& LIMIT APPLIES PER. - -..:.... PRODUCTS -COMP OP AGO ! $ 2, OOO, OOO POLICY X PRO ' JECT LOC ! _. AUTOMOBILE LIABILITY COMBINED SINGLE LIMIT $ 1 OOO OOO A X'. ANY ALTO':, 33UECTI2490 09/28/06 09/28/07 :'., {Ea acdeenq ___�_ r r " ALL OWNED AU IDS ......_ ,_-. - BODILY INJURY $ X SCHEDULED AUTOS (Per person} X FIRED AUTOS —� - BODILY INJURY S t X NON OWNEDAUTOS -- -- — 'PROPERTY DAMAGE S � i (Per eccaer.Ct : !GARAGE LIABILITY AUTO ONLY-EAACCIDENT -S MANY AUTO 1 HAN EA ACC ; S _ . AUTO ON AUTO ONLY AGO ':,5 EXCESSAIMBRELLA LIABILITY '.,. EACH OCCURRENCE ':$21000,000 A iX '.00CUR CLAIMS MADE 33SBALU7069 09/28/06 09/28/07 AGGREGATE ... '.,12, 000, 000 X RETENTION 510,000 S ._. WORKERS COMPENSATION AND '',. I_; TORYLIMITS, FR EMPLOYERS' LIABILITY ANY PRgPWLTpRfPARTNEFREXECC`rVE EL EACH ACCIDENT S OPPICER/M£MSTI ENCL!}DED1 E L DISEASE - FA EMPLOYEE!. S SPECIAL PROVISIONS O?`nw EL OISEASE-POIUCYLIMr $ OTMER I OTHE':" - DESGRIPTION OF OPERATIONS (LOCATIONS / VEHICLES t EXCLUSIONS ADDED BY ENDORSEMENT 1 SPECIAL PROVISIONS The City of Santa Ana and the Santa Ana Fire Department (M-BO) are listed as Additional Insureds as respects to liability with regards to Normal Operations of the Named Insured. neo`TI n11 .-.r... ...r•., CITY SA SHOULD ANY OF THE ABOVE DESCRIBED POLICIES BE CANCELLED BEFORE THE EXPIRATION DATE THEREOF. THE ISSUING INSURER WILL ENDEAVOR TO MAIL 30 _ OAYSWRITTEN City OE Santa Ana NOTICE TO THE CERTIFICATE HOLDER NAMED TO THE LEFT. BUT FAILURE TO DO $O SHALL Attn: William Watson Santa Ana Fire Dept., (M-80) IMPOSE NO OBLIGATION OR LIABILITY OF ANY BIND UPON THE INSURER ITS AGENTS OR 1439 S Broadway Avenue REPRESENTATIVES. Santa Ana CA 92707 AUTHORIZED REPRESENT A