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HomeMy WebLinkAboutItem 06.fNovember 15, 2012 PROFESSIONAL SERVICES AGREEMENT WITH CRAIG RAPP, LLC FOR THE PREPARATION AND FACILITATION OF THE LAKEVILLE VISION PLAN Proposed Action Staff recommends adoption of the following motion: Move to approve an agreement for professional services with Craig Rapp, LLC. Passage of this motion will result in retaining Craig Rapp, LLC to prepare and facilitate the completion of a vision plan for the City of Lakeville. Overview The City sent a request for proposals, (RFP) to twelve firms with experience in preparing vision plans for public organizations. The City received proposals from three of the firms. The City Council reviewed and compared each of the proposals at their October 15 work session including each firm's methodology, process, timeline, public involvement initiative and their past experience in preparing visioning plans as well as each firm's references. It was determined the Craig Rapp, LLC proposal met the requirements outlined in the Request for Proposals, (RFP) and is the most comprehensive in obtaining input from all segments of the community. Mr. Rapp's references also indicated his skill in facilitating community workshops, task forces and public meetings while completing visioning projects for communities within budget. Mr. Rapp's proposal includes the creation of a vision plan task force that would be involved in a three phase process. Each phase consists of several task force meetings at various milestones in the vision plan process, as well as meetings with City Council, advisory groups and City departments. The proposal also includes a community survey, seven community focus groups, four town hall forums and two educational sessions. The project is proposed to be completed within eight months at a cost not to exceed $58,950. Primary Issues to Consider • What is the purpose of the visioning process and plan? Supporting Information • Staff Analysis of Primary Issues to Consider • Professional Services Agreement • Craig Rapp, LLC Vision Plan Proposal Ally G. Kuennen, AICP Associate Planner Item No. Financial Impact: $58,950 Budgeted: Y/N Y Source: $30,000 from CDBG Funds and $28,950 from the Communications Fund Related Documents (CIP, ERP, etc.): Notes: Staff Analysis of Primary Issues The purpose of the visioning process is to help the community and City Council establish an informed, reasoned and cohesive picture upon which to build consensus regarding Lakeville's common future. Visioning is a process where a community defines the future it wants, it's strategic objectives and it's measures of success. Through public involvement, communities identify their purpose, core values and vision for the future and seek to understand the answers to important question such as - where are we now, where are we going, where do we want to be in the future and how do we get there? In an era where funding for private and public improvements are limited and major population and demographic changes are occurring, a good visioning process can help residential, commercial and industrial property owners as well as governmental and non - governmental organizations understand the future goals and needs of the community and potentially align interests and limited resources to meet those needs or to make those goals more achievable. 2 PROFESSIONAL SERVICES AGREEMENT AGREEMENT made this day of , 2012, by and between the CITY OF LAKEVILLE, a Minnesota municipal corporation ( "City ") and CRAIG RAPP, LLC ( "Consultant "). IN CONSIDERATION OF THEIR MUTUAL COVENANTS, THE PARTIES AGREE AS FOLLOWS: 1. CONTRACT DOCUMENTS. The Contract consists of the following documents. In the event of conflict among the documents, the conflict shall be resolved by the order in which they are listed, with the document listed first having the first priority and the document listed last having the last priority: A. This Professional Services Agreement; B. City of Lakeville Request for Proposals: Community Vision Plan; and C. Consultant's Proposal: Community Vision Plan City of Lakeville ( "Proposal "). 2. SCOPE OF SERVICES. The City retains Consultant to provide the professional services described in the Proposal. 3. COMPENSATION. Consultant shall be paid Fifty -eight Thousand Nine Hundred Fifty and no /100 Dollars ($58,950.00) by the City, which fee is inclusive of reimbursables. The fee shall not be adjusted if the estimated hours to perform a task, the number of estimated required meetings or any other estimate or assumption are exceeded. Consultant shall invoice the City monthly for work performed. The City will normally pay an invoice within 35 days of receipt. 4. CHANGE ORDERS. All change orders, regardless of amount, must be approved in advance and in writing by the City. No payment will be due or made for work done in advance of such approval. 5. DOCUMENTS. The City shall be the owner of all documents, reports, studies, analysis and the like prepared by Consultant in conjunction with this Contract. 6. COMPLIANCE WITH LAWS AND REGULATIONS. In providing services hereunder, Consultant shall abide by all statutes, ordinances, rules and regulations pertaining to the provisions of services to be provided. 7. STANDARD OF CARE. Consultant shall exercise the same degrees of care, skill, and diligence in the performance of the services as is ordinarily possessed and exercised by a professional consultant under similar circumstances. No other warranty, expressed or implied, Doc. #167060v.2 1 RNK: 10/29/2012 is included in this Agreement. City shall not be responsible for discovering deficiencies in the accuracy of Consultant's services. 8. INDEMNIFICATION. Consultant shall indemnify and hold harmless the City, its officers, agents, and employees, of and from any and all claims, demands, actions, causes of action, including costs and attorney's fees, arising out of or by reason of the execution or performance of the work or services provided for herein and further agrees to defend at its sole cost and expense any action or proceeding commenced for the purpose of asserting any claim of whatsoever character arising hereunder. 9. INSURANCE. Consultant shall secure and maintain such insurance as will protect Consultant from claims under, automobile liability, and from claims for bodily injury, death, or property damage which may arise from the performance of services under this Agreement. Such insurance shall be written for amounts not less than: Commercial General Liability $1,000,000 each occurrence /aggregate Automobile Liability $1,000,000 combined single limit The City shall be named as an additional insured on the general liability policy. Consultant shall secure and maintain a professional liability insurance policy. Said policy shall insure payment of damages for legal liability arising out of the performance of professional services for the City, in the insured's capacity as Consultant, if such legal liability is caused by a negligent act, error or omission of the insured or any person or organization for which the insured is legally liable. The policy shall provide minimum limits of One Million Dollars ($1,000,000.00), with a deductible maximum of One Hundred Thousand Dollars ($100,000.00). Before commencing work, Consultant shall provide the City a certificate of insurance evidencing the required insurance coverage in a form acceptable to City. Consultant represents to the City that it is not required to have workers' compensation liability coverage because it has no employees covered by the law. 10. INDEPENDENT CONTRACTOR. The City hereby retains Consultant as an independent contractor upon the terms and conditions set forth in this Agreement. Consultant is not an employee of the City and is free to contract with other entities as provided herein. Consultant shall be responsible for selecting the means and methods of performing the work. Consultant shall furnish any and all supplies, equipment, and incidentals necessary for Consultant's performance under this Agreement. City and Consultant agree that Consultant shall not at any time or in any manner represent that Consultant or any of Consultant's agents or employees are in any manner agents or employees of the City. Consultant shall be exclusively responsible under this Agreement for Consultant's own FICA payments, workers compensation payments, unemployment compensation payments, withholding amounts, and/or self-employment taxes if any such payments, amounts, or taxes are required to be paid by law or regulation. Doc. #167060v.2 2 RNK: 10/29/2012 11. SUBCONTRACTORS. With the exception of the individuals identified in the Proposal, Consultant shall not enter into subcontracts for services provided under this Agreement without the express written consent of the City. Consultant shall comply with Minnesota Statutes §471.425. Consultant must pay subcontractors for all undisputed services provided by subcontractors within ten (10) days of Consultant's receipt of payment from City. Consultant must pay interest of one and five - tenths (1.5 %) percent per month or any part of a month to subcontractors on any undisputed amount not paid on time to subcontractors. The minimum monthly interest penalty payment for an unpaid balance of One Hundred Dollars ($100.00) or more is Ten Dollars ($10.00). 12. ASSIGNMENT. Neither party shall assign this Agreement, nor any interest arising herein, without the written consent of the other party. 13. WAIVER. Any waiver by either party of a breach of any provisions of this Agreement shall not affect, in any respect, the validity of the remainder of this Agreement. 14. ENTIRE AGREEMENT. The entire agreement of the parties is contained herein. This Agreement supersedes all oral agreements and negotiations between the parties relating to the subject matter hereof as well as any previous agreements presently in effect between the parties relating to the subject matter hereof. Any alterations, amendments, deletions, or waivers of the provisions of this Agreement shall be valid only when expressed in writing and duly signed by the parties, unless otherwise provided herein. 15. CONTROLLING LAW/VENUE. This Agreement shall be governed by and construed in accordance with the laws of the State of Minnesota. In the event of litigation, the exclusive venue shall be in the District Court of the State of Minnesota for Dakota County. 16. COPYRIGHT. Consultant shall defend actions or claims charging infringement of any copyright or patent by reason of the use or adoption of any designs, drawings or specifications supplied by it, and it shall hold harmless the City from loss or damage resulting there from. 17. PATENTED DEVICES, MATERIALS AND PROCESES. If the contract requires, or Consultant desires, the use of any design, devise, material or process covered by letters, patent or copyright, trademark or trade name, Consultant shall provide for such use by suitable legal agreement with the patentee or owner and a copy of said agreement shall be filed with the City. If no such agreement is made or filed as noted, Consultant shall indemnify and hold harmless the City from any and all claims for infringement by reason of the use of any such patented designed, device, material or process, or any trademark or trade name or copyright in connection with the services agreed to be performed under the contract, and shall indemnify and defend the City for any costs, liability, expenses and attorney's fees that result from any such infringement. 18. RECORDS. Consultant shall maintain complete and accurate records of time and expense involved in the performance of services. Doc. #167060v.2 RNK: 10/29/2012 3 19. MINNESOTA GOVERNMENT DATA PRACTICES ACT. Consultant must comply with the Minnesota Government Data Practices Act, Minnesota Statutes Chapter 13, as it applies to (1) all data provided by the City pursuant to this Agreement, and (2) all data, created, collected, received, stored, used, maintained, or disseminated by Consultant pursuant to this Agreement. Consultant is subject to all the provisions of the Minnesota Government Data Practices Act, including but not limited to the civil remedies of Minnesota Statutes § 13.08, as if it were a government entity. In the event Consultant receives a request to release data, Consultant must immediately notify City. City will give Consultant instructions concerning the release of the data to the requesting party before the data is released. Consultant agrees to defend, indemnify, and hold City, its officials, officers, agents, employees, and volunteers harmless from any claims resulting from Consultant's officers', agents', city's, partners', employees', volunteers', assignees' or subcontractors' unlawful disclosure and/or use of protected data. The terms of this paragraph shall survive the cancellation or termination of this Agreement. 20. TERMINATION OF THE AGREEMENT. The City may terminate this Agreement or any part thereof at any time, upon written notice to Consultant, effective upon delivery including delivery by facsimile or email. In such event, Consultant will be entitled to compensation for work performed up to the date of termination based upon a pro rata basis. Dated: , 2012. CITY OF LAKEVILLE BY: AND BY: Doc. #167060v.2 4 RNK: 10/29/2012 Mark Bellows, Mayor Dated: November 14_, 2012. CRAIG RAPP, LLC Charlene Friedges, City Clerk Craig R. Rapp, President Proposal Community Vision Plan City of Lakeville Craig Rapp, LLC 'Connecting the Purpose and the Possibilities' November 14, 2012 Allyn G. Kuennen Associate Planner City of Lakeville 20195 Holyoke Avenue Lakeville, MN 55044 Dear Mr. Kuennen, Craig Rapp, LLC 'Connecting the Purpose and the Possibilities" RE: Proposal to facilitate and prepare a Community Vision Plan I am pleased to present the attached proposal in response the City of Lakeville's request for proposals to facilitate and develop a Community Vision Plan. As our credentials reflect, our team has significant experience leading and facilitating community visioning processes as well as conducting community outreach and survey research. Our experience includes projects in Minnesota and around the country assisting local governments with community visions, strategic direction and the alignment of community expectations with local government service delivery. We have worked in a wide range of communities from fast growth settings like the City of Savage, MN, Scott County, MN and Pasco County, FL, to mature communities like Bloomington, MN, Waukesha County, WI and Eau Claire, WI. In addition, our team designed, facilitated and delivered the Dakota County HiPP process- including all surveys, focus groups and facilitated community meetings. We look forward to the opportunity to assist you in this important undertaking. Yours truly, Craig R. Rapp, President Craig Rapp, LLC 750 North Rush Street Suite 2203 Chicago, IL 60611 312.212.1754 craie@craigrapp.com Proposal The following sections describe our process for the development of a Community Vision Plan. Craig Rapp, LLC has assembled a multi- faceted team of consultants for this effort. A detailed description of team qualifications is provided beginning on page 12. Our team will perform as follows: Craig Rapp will lead the project, perform all facilitation work, function as liaison to the City's project team and will support the efforts of the City Council and Visioning Task Force. Mark Hugunin will conduct focus groups, demographic research and be a key resource for community outreach. Tom McElveen will provide support on the demographic research, future outlook and vision analysis. Dr. Jim Lynn will conduct staff interviews; provide general support regarding the effective positioning of city departments, and SWOT analysis. Moss Cairns will provide the audience participation technology and support for the Town Hall Forums, including a summary report. The National Research Center will conduct the community survey, including a summary report and comparative analysis. The following process and deliverables conform to the concepts identified in the Request for Proposal document and are within the budget specified. The meetings identified are estimates based upon the desired eight -month process. The actual timing of meetings will be determined by consensus of the duly empowered decision makers, whether that is the Visioning Task Force, City Council or some combination thereof. Additionally, because this project spans the holiday period, no public meetings have been programmed during this time, and project coordination and other project tasks may be affected by the availability of key people. We believe that a timeframe for the process should be established to maintain focus and discipline, however flexibility should be built into the schedule to accommodate the realities of acquiring broad community input and scheduling the time of volunteer committee members. Project Approach The City has outlined a clear set of expectations for the development of a Community Vision Plan. Our beliefs about visioning, which correspond to many of the City's expectations, are summarized in the following principles: • A commitment by community leaders is essential • A belief in the value of the process is necessary • It is better not to pursue visioning than to pursue it half-heartedly • It is important to know where you are before you can determine where to go • A vision is a reflection of its community, not merely its leaders • Uncontrollable events influence direction- being prepared is essential Based upon these principles and beliefs, our approach to visioning, and to the Lakeville Community Vision Plan specifically includes the following elements: A. Formal review and commitment to the process by governing board B. Formation of a broad -based Visioning Task Force to guide the process C. Extensive community input - using multiple techniques D. A specific time horizon for the vision, plus strategic objectives and success factors The project is divided into three distinct phases: 1. Leadership /Commitment /Design/ Initiation- includes all initial activities to establish common direction, deliverables and context for subsequent activities 2. Community Outreach /Feedback /SWOT- includes community engagement, identification of current conditions /desired future, and assessment of the organization's readiness 3. SWOT /Analysis/ Vision Plan Development- brings together all data collection and analysis, culminating in a series of facilitated meetings for the development of a Community Vision Plan. Phase I - Leadership Commitment / Process Design & Initiation I. November 20 - December 10, 2012- Meeting with the City Administrator /Project Leadership The first step in the process is to hold an initial meeting with the City Administrator and designated project team. The purpose of this meeting is to review and agree upon project deliverables and the necessary support from city staff. In addition, the scheduling and agenda for an initial meeting with the City Council will be finalized, along with survey and interview sessions with city departments and advisory groups. a. Prepare for session /review background materials. b. Meet with City Administrator /project leadership i. Prepare agenda ii. Conduct meeting iii. Establish common agreement on process and deliverables iv. Set Council meeting agenda and date v. Set process for survey and review of departments and advisory groups vi. Establish schedule and process for project communication /updates vii. Discuss the "Then and Now" presentations by staff to Visioning Task Force (see later steps) Team: Craig Rapp Hours: 8- including background reading program design /preparation, meeting, travel time (local) II. November 19 - December 10, 2012- Meeting with the City Council A meeting with the City Council early in the schedule is necessary to establish ownership of the process and to define clear consensus on the desired outcome. At this meeting the Council will also determine the makeup of a Visioning Task Force, and will define its recruitment and selection process, including whether the City Council should be members of the committee. a. Prepare for meeting /develop background materials b. Present to Council /facilitate session i. Present overview of process with options for action ii. Facilitate decision - making iii. Establish commitment on overall process iv. Determine specifics of Visioning Task Force - makeup, selection, duties Team: Craig Rapp Hours: 8 - including preparation, meeting attendance, travel time (local) II1. November 19, 2012- January 10, 2013 -- Recruit and Select Visioning Task Force Recruitment of Visioning Task Force members will occur immediately following the City Council meeting. Approximately forty -five days should be allotted for this process in order to accommodate the need for official City Council appointment of members. This activity is primarily a city staff / City Council collaborative effort. The consultant will play a support and advisory role. The tasks listed below reflect this division of labor. a. Prepare prospect list for recruitment -by predetermined criteria a. Roles and Responsibilities of member summarized b. Outreach to prospective members c. Central coordination /clearinghouse for process b. City Council appointment a. Generate list of candidates b. Appoint at City Council meeting Team: Craig Rapp, Marc Hugunin Hours: 8— includes preparation of materials support of staff and Council via phone and two meetings IV. December 2012 - January 31, 2013 - Survey City department& Advisory Boards, conduct demographic research Following the meeting with the project leadership, the consultant will interview and survey city departments and Advisory Boards to discover their vision of the future as well their opinions on Lakeville's ability to thrive over the long -term. This will include a combination of direct interviews and surveys. Data generated from this effort will be analyzed by the consultant, and considered by the Visioning Task Force during the Vision development process. In addition, demographic research and analysis will be undertaken to understand trends that may impact the future of the community and educational system a. Meeting with City project team a. Determine direct interview and survey scope and focus b. Develop survey c. Conduct interviews- staff and advisory board members d. Administer survey- staff and advisory boards- as determined e. Conduct demographic research and produce analysis f. Summarize results Team: Jim Lynn, Tom McElveen, Marc Hugunin Hours: 40- includes interviews, development of survey, summaries V. Mid - February, 2013- Meeting #1 with Visioning Task Force - process planning /orientation The first meeting of the Visioning Task Force will include a background presentation by the consultant on community visioning, an explanation of the Committee's charge /expected outcomes from the City Council, and the adoption of a work plan and meeting schedule. In addition, initial decisions regarding the community outreach efforts will be made, including location of Town Hall Forums, composition of focus groups, timing of community survey and use of social media. Final decisions on these matters may be continued to the Committee's second meeting. Depending upon the speed of the appointment process, this meeting could take place in December. a. Prepare for meeting /develop background materials. a. Present background on community visioning b. Explain Council expectations and desired outcomes c. Facilitate meeting- develop work plan and meeting schedule d. Develop and present outreach options Team: Craig Rapp Hours: 20- includes preparation, facilitation, staff discussion, summary, travel (local) VI. March 2013 - Meeting #2 with Visioning Task Force - process planning /review The second meeting of the Visioning Task Force will focus on providing context and background for the Committee's future work creating a Community Vision Plan. Three primary activities will occur at this meeting: (1) A presentation by staff on "Then and Now " - an historical look at Lakeville 25 years ago and Lakeville today - from a variety of perspectives - development, demographics, facilities, workforce, transportation, etc. This will set a context for projecting possibilities into the future (2) Presentation of the results of the department and advisory board interviews and surveys. This will provide insights into the current condition (3) Final decisions on community outreach efforts - including appointment of subgroups for each type of outreach. Subgroups will work with the consultants to develop outreach content and finalize arrangements. City staff, with guidance and input from the consultant, will develop and deliver the "Then and Now" presentation. a. Prepare for meeting /develop background materials a. Facilitate workshop b. Presentation of "Then and Now" information c. Generate consensus outreach activities d. Appoint outreach subgroups for each outreach activity e. Confirm /revise schedule as appropriate Team: Craig Rapp Hours: 24 - includes background, coordination with staff, facilitation, travel (local) Phase II - Community Outreach- Feedback -SWOT Community input and feedback is critical to the successful development and acceptance of the Community Vision Plan. To ensure the greatest number of opportunities for comment across a broad spectrum of people and community stakeholders, a four -part process is recommended: (1) Community Survey (2) Focus Groups (3) Educational Sessions with Town Hall Forums (4) Social media outreach and engagement. Each of the options is designed to acquire useful input within the budget allocated for this project- by making use of city staff and Task Force, in some cases. I. December 2012- February 2013 - Community Outreach preparation Following the approval of the form and content of each outreach effort, the consultants will prepare the necessary content and logistics associated with each type of outreach. The consultants will work with both the staff leadership team and the Visioning Task Force (and possible subgroups) to gain approval on content and implementation details. The following activities will be occurring simultaneously: a. Community Survey - a community survey administered by the National Research Center, using the National Citizen Survey (NCS) as the survey instrument. The NCS is the most widely used survey of local governments nationally. The NCS is a statistically validated, random sample survey. It consists of questions related to citizen satisfaction with current services, but also allows for custom questions to be added for specific purposes. The NCS for Lakeville envisions development of customized questions about a future vision, possible barriers, and how respondents see that future in the context of today's service delivery. The consultant, working with the Visioning Task Force and city staff, will develop questions. The National Research Center will administer the survey during late March -April 2013 and summarize the results. a. Prepare survey questions /process b. Review survey with Task Force and city staff c. Refine and finalize survey Team: Craig Rapp, National Research Center Hours: 8- includes coordination between city/Task force and NRC b. Focus Groups - A series of seven focus groups will be conducted to elicit comments from specific interest groups within the community. The Visioning Task Force will identify the groups, such as: seniors, businesses, education, etc. The focus groups will be conducted by Marc Hugunin, who is a trained facilitator with over thirty years experience conducting focus group for industry and public policy groups. The city and Visioning Task Force will provide support to the consultant by identifying specific groups and the recruitment of participants. a. Prepare background materials, questions- present to Task Force b. Set dates /times /locations of focus groups c. City recruitment of focus group participants d. Serve as resource to Task Force, city staff Team: Marc Hugunin Hours: (see hours in delivery section below) includes preparation, coordination with Task Force /staff c. Educational Sessions and Town Hall Forums - The third approach for acquiring community input is a set of four Town Hall Forums and two educational sessions. The forums are proposed both as a way to reach the community and as a chance for open dialogue about the issues. The process includes four forums or "comment" sessions- ideally located in geographically dispersed areas to make it convenient for people to attend. Prior to the forums, two "educational" sessions will be conducted. The educational sessions will include the "Then and Now" presentation, along with general background on the City of Lakeville. The purpose of these sessions is to provide a modest education on past and current conditions - so that SWOT and visioning discussions at the Town Hall Forums can be informed dialogues. The four forums will employ the use of Audience Participation Technology (APT). APT is a flexible technology that enables audience members to "vote" on preplanned questions as well as spontaneous issues and questions that arise during the session. Craig Rapp has used APT many times, including community forums that were part of the Dakota County HiPP process. Moss Cairns will provide technical support. Moss Cairns delivers APT based workshops across the country and was the involved with Craig Rapp in the original Dakota County HiPP project. The consultant, in collaboration with the Task Force and city staff will develop forum questions. a. Prepare background on process- work with Task Force, staff b. Develop and Forum questions and educational session outline c. Set dates /times /locations of sessions- working with Task Force & staff d. Serve as resource to city staff and Task Force Team: Craig Rapp, Moss Cairns Hours: 30 - includes background preparation, coordination with Task Force and staff, design of sessions, coordination of Then and Now presentation, multiple meetings, travel (local) d. Social Media outreach and engagement - to capture the input of stakeholders who use social media as their most frequent communication and information channel, a social media outreach and engagement process is suggested. How and whether this will be used will be determined by the city's use and familiarity with social media options, but at a minimum, the use of the City's Facebook page for describing the visioning effort, providing background information and eliciting comments is recommended. a. Meet with staff to discuss options b. Determine and develop strategy c. Prepare background information, questions - with staff and Task Force Team: Craig Rapp, Marc Hugunin Hours: 8 - includes discussion of approach, coordination with staff II. Late March -April 2013 - Administer Community Survey The community survey will take place over a three -week period in late March -April 2013 and be administered by the National Research Center. The consultant will prepare a summary report of the results. a. Create customized questions to add to NCS -based upon consultation with Task Force, staff b. Administer survey c. Report results Team: Craig Rapp, National Research Center Hours: 6 - coordination between NRC and Task Force /staff III. Late March- April 2013 - Conduct Focus Groups Focus groups will take place in late February or early March, depending upon the process for selecting groups, participants and venues. Marc Hugunin will facilitate the focus groups. The purpose of the focus groups will be to elicit detailed information from specific stakeholder groups on future vision, barriers and other issues deemed important by the Committee and /or the City. a. Prepare for focus group sessions b. Conduct /facilitate focus groups c. Coordinate efforts /serve as resource to Task Force and City Team: Marc Hugunin Hours: 60 - includes preparation (section above), conducting groups, summary, travel (local) IV. Late March- April 2013 - Conduct Educational Sessions and Town Hall Forums In late February or March- concurrent with the other outreach activities- the education and Town Hall Forum sessions will occur. The educational sessions will occur on different days of the week and different weeks to provide people a better opportunity to participate. The educational sessions will be promoted as a "package" with the Forums as a way of developing an informed discussion about the future of the community, therefore participants will be asked to make a two meeting commitment. The four Town Hall Forum sessions will be scheduled two each week on consecutive weeks. This will enable people to choose a convenient session and also to compress the timeframe for delivery. The consultant will use audience participation technology (APT)- allowing participants to vote on questions and to suggest items for voting- at forums. A summary of all sessions will be generated from the digital database of responses created at the meetings. a. Prepare questions and format for Town Hall Forums b. Coordinate educational session development with city staff c. Facilitate sessions d. Summarize results Team: Craig Rapp, Tom McElveen Hours: 60 - includes delivery /facilitation, coordination w/ Task Force and staff, summaries, and travel (local) V. February- March 2012- Social Media outreach and engagement In February and March, an outreach and engagement process using social media will be undertaken. How, and whether to use this approach will be determined by the City's current level of use and familiarity with social media options. At a minimum, the use of the city's Facebook page for describing the process, posing questions and eliciting comments is recommended. a. Meet with city staff to review social media options b. Develop approach using social media to elicit community input c. Prepare content for social media campaign d. Summarize results Team: Craig Rapp, Marc Hugunin Hours: 8 - includes support to city staff Phase III - SWOT / Analysis/ Vision Plan Development I. Late April -May 2013 - Meeting #3 with Visioning Task Force - Review community input In late March or early April the Visioning Task Force will hold its third meeting. The meeting will focus exclusively on reviewing community input. The consultant will present summaries of the community survey, focus groups, town hall forums and social media comments. The goal of the session will be to clarify information, debrief the process, and identify general themes. In addition, the Committee will prepare for the subsequent meetings where the SWOT process and Vision development will occur. a. Prepare background materials and agenda a. Community survey report b. Focus group summaries c. Town Hall Forum summaries b. Prepare future meeting plan /schedule a. Develop action steps /proposed agendas c. Facilitate meeting Team: Craig Rapp, Marc Hugunin, and Tom McElveen Hours: 20- includes background preparation, facilitation, summary, travel (local) I1. Ma une 2013 - Meetin #4 with Visionin Task Force - Grou ) SWOT At the fourth Visioning Task Force meeting, the group will engage in a SWOT process. The consultant will facilitate this process. The result of this effort will be the identification of strategic challenges and the development of an initial community vision. Included in the process will be a discussion of community values, aesthetics and competing community interests. The group process will draw upon all of the source material generated to date: community input, the organizational analysis, the "Then and Now" information, and detailed demographic and community profile information compiled by staff. a. Prepare background material and meeting agenda a. Assemble source documentation b. Discuss information with city leadership team b. Facilitate meeting a. SWOT process b. Strategic challenges c. Barriers d. Community Values e. Competing Interests f. City positioning- issues to address g. Vision of the future- success factors Team: Craig Rapp, Jim Lynn Hours: 20 - includes background preparation, facilitation, summary, travel (local) III. Tune -July 2013 - Meeting #5 with Visioning Task Force - Refinement- Vision Plan The final meeting of the Visioning Task Force will be a continuation and refinement of work developed at meeting #4. The consultant will facilitate a process that will yield a draft Community Vision Plan that will include: A vision of a desired future state for Lakeville based upon a set of guiding principles /community values, a set of strategic challenges facing the community and organization, long range strategies for achieving the vision and a set of critical success factors. a. Prepare background material and meeting agenda a. Present drafts from previous meeting b. Develop process for reaching consensus b. Facilitate meeting a. Refine future vision b. Agree upon community values /principles c. Establish community success factors Team: Craig Rapp Hours: 20 - includes background preparation, facilitation, summary, travel (local) IV. July - August 2013 - Submittal of Community Vision Plan Based upon the work of the Visioning Task Force, the consultant will prepare a final summary report documenting the proceedings as well as the specific Community Vision Plan. Proposed Fee a. Prepare and submit final report and Community Vision Plan a. Summarize Committee work b. Transmit final document i. Twenty printed bound copies in color ii. One unbound reproducible original copy iii. Electronic file- of the text and graphics The fee for this project is $58, 950.00. This fee includes all reimbursable expenses. The Consultant will invoice the City monthly for work performed. Payment is due upon receipt. This fee is distributed as follows: Team: Craig Rapp, Marc Hugunin, Tom McElveen, Jim Lynn, NRC, and Moss Cairns Hours: 20- includes team discussion, coordination with city staff, draft reviews, final preparations 1. Data collection and compilation - $ 27,500 a. Includes some Phase 1, all Phase II and some Phase III activities, including community survey (NCS cost- $10,300), focus groups, educational and town hall forums and all preparation and summarization 2. Findings, priorities and recommendations - $ 8,100 a. Includes some Phase I and all Phase III activities related to findings and recommendations 3. Meetings and presentations - $23,350 a. Includes all meetings and presentations identified in each Phase and includes travel The total fee includes hourly rates ranging from $80- $150 /hour as well as fixed fees for specific components Submitted, Craig R. Rapp, President Craig Rapp, LLC Consultant Qualifications Craig R. Rapp is Owner and President of Craig Rapp, LLC. Craig has worked for over thirty years as a senior executive in the public, private and non - profit sectors, formerly holding the positions of City Manager in three Minnesota cities, Community Development Director at the Metropolitan Council, Vice President of a national consulting firm, and Director of Consulting for the International City -County Management Association. Craig focuses on assisting individuals and organizations to "connect the purpose and the possibilities ". He has extensive experience as a facilitator, trainer and consultant, working with organizations of all sizes on strategic planning /visioning, community engagement and complex organizational improvement efforts. In addition to his experience as a consultant, Craig's experience with visioning and strategic planning includes his time as a local government executive. While serving as City Manager of Brooklyn Park, Craig led efforts to create a community vision- including a community engagement process attended by over 250 community stakeholders. At the time, Brooklyn Park was a city of approximately 58,000 and was one of the fastest growing communities in the twin cities. As Director of Community Development at the Metropolitan Council, he led the effort to develop Metro 2040 - which at that point, was the Council's first long -term vision document in over twenty years. Craig has also served in numerous leadership capacities in local government in Minnesota including President of the Association of Metropolitan Municipalities, President of the Sensible Land Use Coalition, President of the North Hennepin Community College Advisory Board and President of the Metropolitan Area Management Association. He has a M.A. in Public Administration and a B.A. in Urban Studies. Marc Hugunin is Principal at Pepin Hugunin & Associates, a research, analysis, marketing, and communications firm serving the public, non - profit and corporate sectors. Marc has more than 25 years experience as a policy and business strategist, with special emphasis on research and analysis- the field of study for work on his Ph.D. Marc has been self - employed continuously since 1998 and he regularly conducts policy, public opinion, marketing, communications, customer and web usability research- both qualitative and quantitative. He delivers policy, communications and marketing recommendations to his clients. Recent clients include several units of the State of Minnesota (including the Minnesota Department of Health) and the University of Minnesota, City of St. Paul, Twin Cities Public Television. Clients with Craig Rapp include: - City of St. Paul, City of Eau Claire WI and Dakota County. Marc has a long history of public service including: Metropolitan Council- Councilmember, 1999 -2003; City of Grant - Councilmember, 1996 -1999; Friends of Washington County- Founder /Executive Director, 2006- present, Washington County Commissioner- Candidate, 2004. Dr. James J. Lynn is a consulting psychologist and the President of Lynn & Associates, a management development and consulting company. The mission of Lynn & Associates is to assist organizations in Making Performance Matter by improving organizational effectiveness. Consulting assignments are typically geared towards comprehensive role clarity and performance improvement efforts that significantly change the way people work in an organization. Prior to forming his own organization in 1981, Dr. Lynn held senior management consulting positions with Tarkenton & Company and worked with Hay Associates in providing a wide variety of management consulting services. Dr. Lynn has served as an Examiner for the 2006 Minnesota Quality Award -which follows the Malcolm Baldrige criteria. Dr. Lynn earned a Bachelor of Science in Psychology from Columbia University in the City of New York, and a Doctorate in Educational and Counseling Psychology from the University of the Pacific. He served in the U.S. Army, as an Intelligence Officer, commanding an Intelligence Unit in South Vietnam. He is a licensed psychologist in the State of Minnesota and works with both private and public organizations, including a long - standing relationship with Dakota County. Dr. Lynn and his public service practice partner, Craig Rapp, collaborate on a variety of engagements with local government agencies. Tom McElveen - Tom McElveen has over thirty years experience in public, private and non - profit sectors, serving at the city, county and metropolitan levels of government, as president of a housing and land development company, and public policy director for the Builders Association of the Twin Cities (BATC). Tom has been at the forefront of land development policy creation and implementation throughout his career. In addition to his position at BATC, he is a former City Administrator and HRA Director (Waconia and Scott County), former Community Development Director at the Metropolitan Council, President of Hans Hagen Homes and Chief Operating Officer of the American Indian Community Development Corporation. Tom uniquely understands the development trends of the twin cities and has been directly involved in analyzing and creating public policy and private development to responses those trends. Tom has a an MBA from St. Thomas University, a BA in Political Science and Geography from Gustavus Adolphus College and is a licensed Real Estate Broker. He lives in Apple Valley. Tom and Craig Rapp worked together at the Metropolitan Council on the Metro 2040 plan and implementation of the Livable Communities Act. Moss Cairns - Moss Cairns provides interactive formats and computerized response technologies to dramatically increase audience participation and improve the quality of conversation between attendees and conveners. Moss Cairns works with corporations, organizations and public policy groups to help them design and manage interactive meetings and projects that are launching pads to concrete actions. Moss Cairns helps clients effectively engage their important stakeholders - internal and external- creating dynamic two -way conversations that benefit everyone. Sonia Cairns is co- founder and principal of Moss Cairns. She leads projects that bridge the gap between business and society such as Building Talent for Minnesota's New Economy, Rethinking Work in America, and the Metropolitan Council's Smart Growth Twin Cities. She is on the board of the American Refugee Committee, the Plymouth Church Neighborhood Foundation and is a member of the National Association of Women Business Owners. Prior to Moss Cairns she founded Marecek and Cairns and was manager of Public Affairs for Honeywell. Steve Moss is co- founder and principal of Moss Cairns. He has over ten years' experience with Moss Cairns and its predecessor firm, working on all aspects of managing and growing the business. A writer, program consultant and facilitator, Moss has created designed and managed dozens of projects and meetings on business, economic and public policy issues for organizations around the country. Prior to Moss Cairns he was a technical writer and worked with a national environmental research organization in New York. A sample of Moss Cairns clients in the Public Affairs and Government sector include: Hubert H. Humphrey Institute of Public Affairs, Metropolitan Council of the Twin Cities, Citizens League City of Phoenix, City of Plymouth, Greater Minneapolis Chamber of Commerce, Greater Phoenix Economic Council, Local Support Initiatives Corporation, Ramsey County Planning, St. Louis 2004, Minnesota Dept. of Economic Security, Minnesota Dept. of Employee Relations, Minnesota Technology, Inc., Minneapolis Foundation, Tennessee Valley Authority, Volunteers of America Minnesota. Clients with Craig Rapp include Dakota County and Metropolitan Council. National Research Center, Inc. (NRC)- The National Research Center, Inc. is a research firm specializing in performance measurement and evaluation. NRC conducts survey research by mail, phone, in- person and on the Internet. NRC analyzes new and existing data sets using sophisticated inferential techniques or simple descriptive statistics. In addition to quantitative analyses, NRC designs and conducts focus groups and other qualitative assessments. Clients are often are local governments, foundations and not- for -profit human service agencies. NRC assists them with tracking resident or client opinion about service delivery. NRC helps them measure program or policy outcomes and conducts assessments of community or client needs. In 2001, NRC partnered with the International City/County Management Association (ICMA) to create The National Citizen Survey' (The NCSTM), to create a uniform survey tool used widely by diverse local jurisdictions across the country to assess resident satisfaction with community amenities and government service provision. The NCS embodies NCR's extensive experiences by offering a customizable turnkey survey. NCS have administered the survey over 200 times in 41 states. Elected officials, staff and other stakeholders use the survey for community planning and resource allocation, program improvement policymaking and tracking performance. Related Projects- Comparable Work Performed by the Consultant City of Savage, MN - City Visioning (Envision Savage) Nine -month city visioning process designed and facilitated by Craig Rapp when he was working for Springsted, Inc. Process included work with an Advisory Committee, City Council and staff, multi -phase community engagement process, and facilitation of multiple meetings to develop a 20 -year community vision. Contact: Barry Stock, City Administrator- 952 -882 -2660, BStock@ci.savagc.rnn.us. Scott County, MN - 2030 Comprehensive Plan Visioning Countywide visioning program in support of the 2030 Comprehensive Plan - designed and implemented by Craig Rapp when he was working for Springsted, Inc. Process included community education and outreach, meeting facilitation with Advisory group, public meeting facilitation to gather feedback, facilitated meetings to reconcile polarized community factions. Contact: Brad Davis, Planning Manager- 952 - 496 -8654, bdavis @co.scott.mn.us. Dave Unmacht, former County Administrator- 651- 223 -3047, dunmacht @springsted.com Dakota County, MN - HiPP Program 2004 & 2011 The Dakota County High Performance Partnerships Program (IIiPP) is a collaborative program between Dakota County and thirteen communities within the county. It was originally designed, developed and implemented by Craig Rapp and Marc Hugunin in 2004. It included extensive community engagement, group facilitation and prioritization. Contact: Brandt Richardson, County Administrator- 651- 438 -4528, brandt .rchardson @co.dakota.mn.us Pasco County, FL - Strategic Plan /Facilitation/ Community Engagement Pasco County Florida (pop. 480,000) was one of the ten fastest growing counties in the country prior to the housing crash. Craig Rapp directed a comprehensive strategic planning process for the County- including a broad citizen engagement process that included town hall forums using audience participation technology. He also facilitated numerous sessions with the County Board and various stakeholder groups. Contact: Michele Baker, Chief Deputy County Administrator- 727 -847 -8115, mbaker @pascocountvfl.net Waukesha County, WI - Strategic Plan/ Facilitation / Community Engagement Craig Rapp, while working for Springsted, Inc. led a strategic planning and visioning effort for Waukesha County WI (pop. 475,000). The project included work with a diverse advisory group, facilitation of community education and feedback forums and the development of a strategic plan for the County. Contact: Allison Bussler- Director of Public Works (former Chief of Staff)- 262- 548 -7740, abussier@waukeshacounty.gov City of Bloomington, MN- Strategic Plan- Community Vision Craig Rapp, while working for Springsted, Inc. designed and facilitated a process to identify a community vision, guiding principles as well as conducting an overarching SWOT process. The process involved a diverse group of community stakeholders over multiple meetings. Contact: Mark Bernhardson, City Manager- 952 - 563 -8782, Mark. Bernhardson @ci.bloomington.mn.us Metropolitan Counties - Metropolitan Council Craig Rapp facilitated a series of workshops with the seven metropolitan twin cities counties for the purpose of generating a consensus county position on the future structure, powers and role of the Metropolitan Council. The group consisted of twenty-one members: seven County Administrators and two County Commissioners from each county. The process included development of background research, presentations of options, facilitated discussion and development of a consensus position. Contact: David Hemze- Carver County Administrator- 952- 201 -9872, dhemze @co,carver.mn.us.