HomeMy WebLinkAboutHaun & Associates 2009-01-12CITY OF UKIAH
AMENDMENT NO. 1
TO AGREEMENT FOR PROFESSIONAL COSULTING SERVICES
DATED JANUARY 12, 2009
TERMS AND CONDITIONS
All terms and conditions of the Agreement for Professional Consulting Services Contract
dated May 21St, 2008 and the Amendment dated January 7t", 2009 shall remain in force
and effect except as modified by a second amendment.
AUTHORIZATION
Upon execution of this amendment, service provider is authorized to provide the service
described under the Scope of Additional Work identified in this Amendment No. 1.
SCOPE OF ADDITIONAL WORK
Work authorized by this amendment shall include incorporation of Strategic Planning
efforts to include the addition of the Ukiah Fire Department as specified in the Amended
Scope of Work document prepared by Haun and Associates on December 2, 2008,
which encompasses all of Public Safety for the City of Ukiah. A copy of the Amended
Scope of Work is included in this Amendment. No. 1.
COMPENSATION
Compensation for the performance of the additional work shall be made on a time and
expense basis at Consultant's customary fees. Expenses shall not exceed a maximum
total cost of $13,000.00.
HAUN AND ASSOCIATES
BY: 1Av z m
M. SUSAN HAUN, M.A.
Consultant
Amendment NO. 1 to Agreement for
Professional Consulting Services
ITEM NO.:
MEETING DATE:
City a} ZIk .ah
AGENDA SUMMARY REPORT
7b
January 7, 2008
SUBJECT: AUTHORIZE THE CITY MANAGER TO APPROVE A PROFESSIONAL SERVICES
CONTRACT WITH HAUN AND ASSOCIATES FOR PUBLIC SAFETY IN THE AMOUNT
NOT TO EXCEED $13,000.
Background: On May 21 s`, 2008 the Ukiah City Council authorized the City Manager to execute a
professional services contract with Haun and Associates to assist the Police Department in preparing a 5
year strategic plan. Since that time, staff has made a number of presentations to the City Council to report
significant milestones the department has achieved as work is completed in the strategic planning process.
These milestones include developing the department's annual report, surveying police employees, and
surveying the Ukiah community on ways to improve police services.
In August of 2008, the Director of Public Safety position was created, and Chief Dewey assumed
responsibility for managing Police, Fire and Dispatch. Working with the City Manager, staff expanded the
strategic planning efforts to include the Fire Department. Because of expanded work, an amended Scope of
Work must be authorized by the City Council.
Discussion: Staff desires to design and create a strategic planning process and long-term strategic plan,
which incorporates views from staff, management, other City departments and City leaders, elected officials
and community customers, resulting in a broad-based commitment to the future direction and priorities of
the public safety department.
This strategic plan is focused on ways the department can improve existing public safety services with our
limited resources, and improve the delivery of these public safety services within our community. Through
this plan, staff desires to strengthen public safety ties with the community, and enhance communication and
teamwork among the entire public safety team.
Fiscal Impact:
1-1 Budgeted FY 08/09F] New Appropriation X❑ Not Applicable F~ Budget Amendment Required
Amount Bud eq ted Source of Funds (title and # Account Number Addit. Appropriation Requested
Asset Forfeiture 200.2001.250.000
Recommended Action(s): Authorize the City Manager to sign an amended Professional Services
Contract with Haun and Associates for Public Safety Strategic Planning services in an amount not to
exceed $13,000 from fund 200.2001.250.000.
Alternative Council Option(s): Provide staff with alternate direction
Citizens advised:
Requested by: Chris Dewey, Director of Public Safety
Prepared by: Chris Dewey, Director of Public Safety
Coordinated with: Jane Chambers, City Manager
Attachments: 1 - Amended Scope of Work; Strategic Plan Roadmap
Approved:
Jane Chambers, Executive Director
Subject: Extend Strategic Planning Services
Meeting Date: January 7th, 2009
Page 2 of 2
Over the summer and fall of 2008, staff has been working closely with Haun and Associates in the
development of this plan. Staff has reported back to the City Council as it has achieved a number of key
milestones. These milestones have included;
® Development of an annual report, highlighting the activity of the Police Department and services the
department provides;
® Conducting an internal employee survey to capture ways to increase efficiency and the delivery of
police services, and
® Surveying the Ukiah community to obtain feedback and suggestions on improving police services by
asking the community what are the most important issues which impact their safety and the quality
of life of those who work and live within our community.
With the inclusion of the Fire Department and Police Department into a Public Safety budget strategy, staff
felt that it was vital to include the Fire Department in creating this long-term strategic plan on how the City's
public safety services are provided.
This strategic, service delivery plan, staff felt was needed to expand upon the Fire Department's current Fire
Protection Master Plan, to include both Police and Fire in a strategic plan centered on the services public
safety provides, how efficiencies can be obtained, communication and partnerships with the community can
be increased, and allow both departments to prioritize services in a fiscally responsible manner.
To assist in obtaining this goal, staff has prepared a "roadmap" of how future strategic planning will take
place, what areas will be studied, and 'now the Community and City Council will be included in the
development of the plan. Staff's ultimate desire is to create a strong list of specific Goals, Measures of
Success, and Action Steps which will take place to improve public safety services in the future, and prioritize
those services in a fiscally responsible manner. (This roadmap is attached for reference.)
To assist us in the process, staff has retained the services of Haun and Associates. Haun and Associates
has 16 years experience working with organizations in strategic planning, and has the experience the
department desires working with key community partners in our community including, Nuestra Casa, and
the city's strategic planning partner Steve Zuieback.
To expand our planning process, Haun and Associates has prepared an Amended Scope of Work to
complete the strategic planning process, which would increase the cost of the project by $13,000 dollars.
Funding for these expanded services will come from the department's Asset Forfeiture account, fund
200.2001.250.000.
Recommendations:
Staff recommends that the City Council authorize the City Manager to sign an amended Professional
Services Contract with Haun and Associates for Public Safety Strategic Planning services in an amount not
to exceed $13,000 from fund 200.2001.250.000.
-Irv
a Associates Organization Development Consulting
300 Laws Ave. • Ukiah, CA 95482 o P/F: 707.468.5139
December 2, 2008
Chief Chris Dewey
Ukiah Police and Fire Department
300 Seminary Ave.
Ukiah, CA 95482
Dear Chris,
Thank you for the opportunity to submit a Scope of Work amendment to reflect the addition of the Fire
Department's strategic planning process. What follows is a summary description of this modification.
Amended Scope of Work
The amended scope of work presented here includes the planning, preparation and facilitation of
Strategic Planning sessions with you and the Fire Department Executive Team, in addition to the work
with the Police Department Executive Team, as well as community and staff forums designed to gather
information specific to the SWOT Analysis (Strengths, Weaknesses, Opportunities, Threats). The process
and outcome goals related to this effort include the following:
® Enhancing the partnership with the community (individuals, businesses, community groups,
agencies and other partners)
® Increasing the visibility of the Ukiah Police and Fire Departments
® Involving staff and getting input from staff as to organizational strengths and weaknesses
® Involving the community and gathering input from the community as to concerns, needs and
expectations of the Ukiah Police and Fire Departments
® Creating a Five-year Strategic Plan for each the Ukiah Police and Fire Departments
In terms of the original Scope of Work dated April 29, 2008, the amendment consists of adding a
separate strategic planning process specific to the Fire Department. The Fire Department's strategic
planning process will run concurrent and parallel to the Police Department's planning process. Further
description of the Amended Scope of Work is provided in table format below and includes Key
Steps/Approach, Timeline and the approximate number of additional hours (based on the original scope
of work).
FD
ET Meeting: Define Annual Report and Other Data Collection Needs
December
8
PD
Analysis of CS & SWOT Development
January
15
PD
ET Meeting: CS SWOT Matrix
January
8
FD
SWOT Analysis Development (ES, CS & AR)
January
25
FD
ET Meeting: Review SWOT Analysis
February
8
PD
Planning w/Chief Dewey for PD KLF
February
1
FD
Planning w/Chief Dewey for FD KLF
February
1
PD
KEY LEADER FORUM: Data Analysis & Forces of Change Assessment
April
15
FD
KEY LEADER FORUM: Data Analysis & Forces of Change Assessment
April
15
PD
Planning w/Chief Dewey for CCW _
May
1
FD
Planning w/Chief Dewey for CCW
May
1
PD
CITY COUNCIL WORKSHOP: Data Analysis & Forces of Change
May
10
Assessment
_
FD
CITY COUNCIL WORKSHOP: Data Analysis & Forces of Change
May
10
Assessment
_
Re: Ukiah Police Dept. Strategic Planning Process - Amended Scope of Work (Including The Fire Dept.)
December 2, 2008 N Page 2
{ , .
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-46
PD
Planning w/Chief Dewey for SP Sessions
June _
FD
Planning w/Chief Dewey for SP Sessions
June 1
PD
SP Session #1
June 20
Present SWOT Analysis
Data Analysis/Concerns & Issues
Potentially, Forces of Change Assessment
Preliminary Ranking within Safety, Professionalism & Community
Service Theme Areas
i Define Measures (of Success)
Preliminary Action Planning
Potentially, Define/Amend Vision & Mission
FD
SP Session #1
June 20
Present SWOT Analysis
Data Analysis/Concerns & Issues
Potentially, Forces of Change Assessment
Preliminary Ranking within Safety, Professionalism & Community
Service Theme Areas
Define Measures (of Success)
Preliminary Action Planning
Potentially, Define/Amend Vision & Mission
PD
SP Session #2 Finish Action Planning/Define Implementation Plan
July 20
Review Draft Plan
Finish Action Planning
Define Implementation Plan
FD
SP Session #2 Finish Action Planning/Define Implementation Plan
July 20
Review Draft Plan
Finish Action Planning
Define Implementation Plan
PD /
ET Meeting and/or Meeting with the Chief: Debrief
August 0
FD
Total
Additional Hours 200
Total Additional Cost @a $65 per hour $13,000
Should preparing for and conducting the process take less time than anticipated, you would be billed for
actual, not estimated, hours at an hourly rate of $65.
Summary reports of each meeting and/or a final document can be provided at an additional charge.
Reviewing draft documents developed by your staff will be provided at no additional charge.
Meeting facilities, food and accommodations for participants, and meeting materials are the
responsibility of the Ukiah Police Department. However, as part of our work, I will provide an easel,
easel paper, pens, tape, art craft paper, spray adhesive, agenda packets, name tags, etc. for all working
sessions with you and your Executive Team.
Chris, again, thank you for the opportunity to submit this amendment. Should you have questions,
please do not hesitate to contact me at 468.5139 or shaun@pacific.net.
Sincerely,
M. Susan Haun, M.A.
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