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Home My Public Portal About08) 7E Designation of Voting Delegate & Alternate for League of Calif CitiesDATE: June 4, 2013 MANAGEMENT SERVICES DEPARTMENT MEMORANDUM TO: The Honorable City Council FROM: Jose E. Pulido, City Manager By: Giselle Corella, Executive Assistant to the City Manage AGENDA ITEM 7.E. SUBJECT: CONTRACT SERVICES AGREEMENT WITH LILLEY PLANNING GROUP RECOMMENDATION: The City Council is requested to: a) Award a Contract Services Agreement with Lilley Planning Group for Strategic Plan consultant services (Attachment "A") not to exceed $40,000; and b) Authorize the City Manager to finalize and execute the Contract Services Agreement with Lilley Planning Group. BACKGROUND: 1. On May 8, 2010, the City Council directed the City Manager to proceed with changing the City organization from status quo to a high performance organization during a Goal Setting and Strategic Planning discussion. 2. On June 19, 2012, the City Council approved the Fiscal Year (FY) 2012-13 City Budget, which included a $30,000 appropriation for Strategic Planning. 3. On February 19, 2013, the City Council approved the FY 2012-13 Mid -Year General Fund Budget Review Report, which appropriated an additional $10,000 (i.e., totaling in $40,000) for Strategic Planning. 4. On February 6, 2013, the City issued a Request for Proposals (RFP) (Attachment "B") for a Local Government Strategic Planning Consultant to assist the City in the development of a City Strategic Plan. 5. On March 11, 2013, the City received seven proposals from: RBF Consulting, Novak Consulting Group, Corporate Leadership Group, Y -Change Group, Lilley City Council June 4, 2013 Page 2 of 4 Planning Group, Mejorando Group, and Mercer Group. Staff (i.e., City Manager Jose Pulido, Administrative Services Director Tracey Hause, Community Development Director Mark Persico, Assistant to the City Manager Brian Haworth, and Executive Assistant to the City Manager Giselle Corella) completed a review of the proposals, and selected the three most qualified firms (i.e., Lilley Planning Group, Mejorando Group, and Mercer Group) for interviews. 6. On March 28, 2013, the City's selection committee (i.e., City Manager Jose Pulido, Administrative Services Director Tracey Hause, Community Development Director Mark Persico, and Executive Assistant to the City Manager Giselle Corella) interviewed representatives from the selected firms. The selection committee determined that the proposal from Lilley Planning Group (Attachment "C") offered the most innovative and personalized approach to developing a City Strategic Plan. 7. On April 19, 2013, the Strategic Planning Ad Hoc Committee (i.e., Mayor Pro Tem Blum and Councilmember Yu) met with the City Manager and Community Development Manager to discuss the firms interviewed and the recommendation made by the selection committee. ANALYSIS: Over the past three years, the City Council has met early each year to identify the City's goals for the upcoming fiscal year. The goals identified help dictate the budget priorities and objectives included in the City's annual operating budget. Over the past few years, these goals have focused on tackling a backlog of unmet infrastructure needs, ensuring financial sustainability, providing public safety, improving environmental stewardship, and fostering improvement in community engagement. As a result, staff has worked diligently toward meeting these goals and has accomplished some successes including: the Rosemead Boulevard Safety Enhancement and Beautification Project; Las Tunas Drive Beautification and Safety Enhancement Project; Gateway Project; Bicycle Master Plan; and Comprehensive Downtown Parking Strategic Plan; Traffic Calming Master Plan; and the Parks and Open Master Plan. However this year, it is the City Council's goal to develop and implement an inaugural City Strategic Plan that will articulate a clear vision of its future that guides City Council actions, as well as staff's actions, for its successful implementation. The inaugural City Strategic Plan will include benchmarks or milestones that measure the City's progress toward achieving its strategic goals/City Initiatives (e.g., City initiatives: General Plan Update, Development of a Historic Preservation Ordinance, etc.). Much like the goals the City Council develops each year to identify its goals for the upcoming fiscal year, a City Strategic Plan will indentify the community's vision and goals for the City in the next 20 years. The City Strategic Plan will help the City Council and staff to recognize what the community identifies as priorities among the City's various strategic goals/initiatives. City Council June 4, 2013 Page 3 of 4 The inaugural City Strategic Plan will become a living document that will periodically change to accommodate the City's changing needs, but ultimately the City Strategic Plan will solidify short term (five year), intermediate term (six to 10 year), and long term (10 to 20 year) goals as identified by the community, City Council, and staff. To develop the City Strategic Plan, the Strategic Plan Consultant services will include consultant preparatory meetings with the City Council and the City Manager, facilitation of workshops, a public outreach campaign, and deliverables (i.e., Strength Weakness Opportunity Threat (SWOT) Analysis, compilation of Community Outreach input, City Strategic Plan, and Implementation Plan). Upon award of contract, the length of contract and timeline of events will be determined and finalized after preparatory meetings with the City Council and the City Manager. Furthermore, the development of the City Strategic Plan is crucial in providing a roadmap for the completion of the various City Initiatives. Based on the City's main objectives for the development of a successful City Strategic Plan, it is staff's assessment that Lilley Planning Group consistently met the City Council's expectations for the delivery of Strategic Plan consultant services. The following qualifications supports why Lilley Planning Group is the best firm to provide Strategic Planning Consultant services: 1. Communitv Enaaaement The City Council is interested in having its City Strategic Plan completed proactively and transparently with community considerable participation. As indicated in the RFP, the community engagement process needs to allow for both active and passive involvement to ensure diverse and extensive multi- lingual community participation. Lilley Planning Group is well versed in various community engagement techniques including facilitation of public workshops, incorporating social media outlets and new web -based tools (i.e., MindMixer) to reach various ethnic and age groups. Temple City is a multilingual community and the Lilley Planning Group displayed the most experience in understanding Temple City's needs from their staff's previous work experience in the San Gabriel Valley. 2. Innovation Lilley Planning Group has proposed alternative approaches to developing a City Strategic Plan. Unlike most Strategic Planning Consultant firms (that have a generic strategic planning toolbox in their approach), the Lilley Planning Group displayed a "personalized" approach to developing the City's Inaugural Strategic Plan. Their proposed approach included branding the City Strategic Plan to bring the plan alive during the outreach process, as well as incorporating a plethora of community engagement tools, rather than committing to one method of community outreach. City Council June 4, 2013 Page 4 of 4 3. Flexibility Lilley Planning Group is a local firm (i.e., Fullerton, California). As a local firm, the Lilley Planning Group can be readily available and accommodating to potential changes in the City Council/ City Manager preparatory meetings and public workshops. Lilley Planning Group has also displayed the most "flexibility" in the timeline for the community engagement process, understanding that "quality" community engagement may take more than three public meetings in a one to two month span. Additionally, the Lilley Planning Group has presented the ability to be "flexible" and "personalized" in the format for its deliverables, rather than committing to a generic format for deliverables. The aforementioned qualifications are among the most desirable qualifications the City Council has identified as needed from the Strategic Planning Consultant to change the City organization from status quo to a high performance organization. CONCLUSION: The City Council is recommended to approve a Contract Service Agreement with Lilley Planning Group for Strategic Planning Consultant Services as they offer the most innovative community engagement processes and flexibility as it pertains to scheduling of meetings, workshops and formatting of deliverables. FISCAL IMPACT: On June 19, 2012, the City Council approved the Fiscal Year (FY) 2012-13 City Budget which included a $30,000 appropriation for strategic planning services. Subsequent to the February 19, 2013 City Council Meeting, the City Council approved the FY 2012-13 Mid -Year General Fund Budget Review Report, which appropriated an additional $10,000 (i.e., totaling in $40,000) for strategic planning services. Therefore, staff is recommending a total agreement amount not to exceed $40,000. Sufficient funds have been appropriated in the current year's adopted budget (i.e., FY 2012-13). ATTACHMENTS: A. Draft Contract Services Agreement between the City of Temple City and Lilley Planning Group B. Request for Proposals (RFP) for Local Government Strategic Planning Consultant C. Lilley Planning Group proposal (dated March 11, 2013)