ACTION REQUESTED:
Title
Communication from the City Manager with a Request to APPROVE a PROFESSIONAL SERVICES AGREEMENT with BERRY DUNN MCNEIL & PARKER, LLC, (BerryDunn) for the Development of the City of Peoria STRATEGIC PLAN, in an Amount Not to Exceed $74,900.00, Plus Reimbursable Costs. (All Council Districts)
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BACKGROUND:
The City intends to undertake a comprehensive strategic planning process to update established priorities, outcome objectives, and measurements. RFP 03-23: Strategic Plan Development was issued, and seven (7) responses were received. Two (2) firms were then interviewed, and references were checked. BerryDunn is the recommended firm to contract for strategic planning services.
BerryDunn headquartered in Portland, Maine, is a nationally recognized firm with a dedicated local government practice group with more than 30 years of experience conducting strategic planning for local government organizations. The City will benefit from having a five-member team supporting the strategic planning development.
The BerryDunn team comprise of:
• Project Principal,
• Project Manager/Facilitator
• Facilitator
• Facilitator and Community Engagement Expert
• Research Analyst
Planning Process Phases and Deliverables:
BerryDunn outlined four (4) phases in developing the strategic plan, with an optional phase five that the City may consider once the plan is completed. The timeline presented is tentative; a planning calendar will be shared with the City Council and the public once finalized.
Phase 0: Project Initiation, Planning and Ongoing Project Management
Deliverables: Project Work Plan and Schedule; Weekly or Bi-weekly Status Meetings
Purpose: Project Manager will provide status meetings to the City’s project manager and project team on an ongoing basis throughout the strategic planning process. These reports will provide the activities and accomplishments for the reporting period; plans for the upcoming month; risks or issues encountered during the reporting period; and anticipated problems that might impact project deliverables. The reports will also highlight work products and approaches contributing to deliverable development.
Timeline: Ongoing (Beginning in April)
Phase 1: Current Environmental Assessment and City Stakeholder Engagement
Deliverables: Draft Service Gap Analysis
Purpose: Phase 1 is to understand the current environment and needs of the City by reviewing adopted plans, documents, and data, conducting stakeholder interviews, and identifying gaps in service and opportunities for service delivery partnerships and collaboration. These inputs will be summarized and compiled in a Draft Service Gap Analysis.
Tentative Timeline: 3 Months (April - June)
Phase 2: Community Engagement and Visioning
Purpose: Phase 2 is to train volunteer community facilitators to assist in the community visioning process, facilitate community forums, and analyze survey outcomes. These inputs will be summarized and compiled in an Environmental Scan and inform a final Service Gap Analysis.
Deliverables:
ü Volunteer Community Facilitator Training
ü Environmental Scan
ü Community Engagement Forums
ü Service Gap Analysis
Tentative Timeline: 2 Months (May - June)
Phase 3: Strategic Planning Sessions
Purpose: Phase 3 is to work with the City to develop key components of the Final City of
Peoria 2023 Strategic Plan. This will include facilitating two Strategic Planning Sessions with City leadership to develop its mission, vision, principles, priorities, goals, outcome measures, key performance indicators (KPIs), and associated timelines.
Deliverables: Documentation of Strategic Planning Session Results
Tentative Timeline: 1 Month (July)
Phase 4: Strategic Plan Development, Implementation Action Plan, and Recommendation
Purpose: Phase 4 is to develop the Final City of Peoria 2023 Strategic Plan and help ensure the City has the tools needed to implement and sustain the plan. This will include an Implementation Action Plan and Recommendations for organizational structure based off the Service Gap Analysis, Final Strategic Plan, and Implementation Matrix.
Deliverables:
ü Final City of Peoria 2023 Strategic Plan
ü Implementation Action Plan Recommendation
ü Annual Report Template
Tentative Timeline: 2 Months (August - September)
**Optional Phase 5: Ongoing Implementation, Reporting, and Plan Update Support
Phase 5 assists the City in developing a process for recurring Plan evaluation and updates.
Cost: $28,992 for three (3) years of support.
BerryDunn will meet with the City’s project team twice a year for three years to discuss challenges and successes encountered during the implementation of the Strategic Plan. They will also assist the City with preparing and presenting mid-year and annual reports to the Mayor, City Council, and community over the course of three (3) years. This will help the City evaluate its performance and promote sustainable results. Once the strategic planning effort is complete, BerryDunn will perform closeout activities, including providing the City with documentation developed and collected during the process and conducting lessons learned and knowledge-sharing activities.
FINANCIAL IMPACT: The Strategic Planning process is a budgeted expense for Fiscal Year 2023. The updated Strategic Plan will guide the city budget process and department goals.
NEIGHBORHOOD CONCERNS: N/A
IMPACT IF APPROVED:
IMPACT IF DENIED:
ALTERNATIVES: N/A
EEO CERTIFICATION NUMBER:
WHICH OF THE GOALS IDENTIFIED IN THE COUNCIL’S 2017 - 2032 STRATEGIC PLAN DOES THIS RECOMMENDATION ADVANCE?
1. Financially Sound City
2. Grow Peoria
3. Safe Peoria
WHICH CRITICAL SUCCESS FACTOR(S) FROM THE COMPREHENSIVE PLAN DOES THIS RECOMMENDATION IMPLEMENT?
1. Reinvest in neighborhoods.
2. Have an efficient government.
DEPARTMENT: City Manager's Office