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CONTRACT 6302 Professional Services Agreement CLOSEDAgreement No. 6302 Agreement No. [City Clerk assigns]_ PROFESSIONAL SERVICES AGREEMENT BETWEEN xµ THE CITY OF EL SEGUNDO AND MANAGEMENT PARTNERS CORPORATION This AGREEMENT is made and entered into this 2nd day of March, 2022, by and between the CITY OF EL SEGUNDO, a municipal corporation and general law city ("CITY") and MANAGEMENT PARTNERS, an OHIO corporation ("CONSULTANT"). The parties agree as follows: 1. CONSIDERATION, A, As partial consideration, CONSULTANT agrees to perform the work listed in the SCOPE OF SERVICES, below; B. As additional consideration, CONSULTANT and CITY agree to abide by the terms and conditions contained in this Agreement; C. As additional consideration, CITY agrees to pay CONSULTANT a sum not to exceed Forty-nine thousand, nine hundred dollars ($49,900) for CONSULTANT's services. CITY may modify this amount as set forth below. Unless otherwise specified by written amendment to this Agreement, CITY will pay this sum as specified in the attached Exhibit "A," which is incorporated by reference. 2. SCOPE OF SERVICES.. A. CONSULTANT will perform services listed in the attached Exhibit "A," which is incorporated by reference. B. CONSULTANT will, in a professional manner, furnish all of the labor, technical, administrative, professional and other personnel, all supplies and materials, equipment, printing, vehicles, transportation, office space and facilities, and all tests, testing and analyses, calculation, and all other means whatsoever, except as herein otherwise expressly specified to be furnished by CITY, necessary or proper to perform and complete the work and provide the professional services required of CONSULTANT by this Agreement. 3. PERFORMANCE STANDARDS. While performing this Agreement, CONSULTANT will use the appropriate generally accepted professional standards of practice existing at the time of performance utilized by persons engaged in providing similar services. CITY will continuously monitor CONSULTANT's services. CITY will notify CONSULTANT of any deficiencies and CONSULTANT will have fifteen (15) days after such notification to City of El Segundo Professional Services (REV 2018.05) Page 1 of 11 Agreement No. 6302 Agreement No. [City Clerk assigns]_ cure any shortcomings to CITY's satisfaction. Costs associated with curing the deficiencies will be borne by CONSULTANT. 4. PAYMENTS. For CITY to pay CONSULTANT as specified by this Agreement, CONSULTANT must submit an invoice to CITY as the tasks are completed, as described in Exhibit A. 5. NON -APPROPRIATION OF FUNDS. Payments due and payable to CONSULTANT for current services are within the current budget and within an available, unexhausted and unencumbered appropriation of the CITY. In the event the CITY has not appropriated sufficient funds for payment of CONSULTANT services beyond the current fiscal year, this Agreement will cover only those costs incurred up to the conclusion of the current fiscal year. 6. FAMILIARITY WITH WORK. A. By executing this Agreement, CONSULTANT agrees that it has:: i, Carefully investigated and considered the scope of services to be performed; ii. Carefully considered how the services should be performed; and iii. Understands the facilities, difficulties, and restrictions attending performance of the services under this Agreement. B. If services involve work upon any site, CONSULTANT agrees that CONSULTANT has or will investigate the site and is or will be fully acquainted with the conditions there existing, before commencing the services hereunder. Should CONSULTANT discover any latent or unknown conditions that may materially affect the performance of the services, CONSULTANT will immediately inform CITY of such fact and will not proceed except at CONSULTANT's own risk until written instructions are received from CITY. 7. TERM. The term of this Agreement will be from January 10, 2022, to June 30, 2022. Unless otherwise determined by written amendment between the parties, this Agreement will terminate in the following instances: A. Completion of the work specified in Exhibit "A"; B. Termination as stated in Section 15. 8. TIME FOR PERFORMANCE. City of El Segundo Professional Services (REV 2018.05) Page 2 of 11 Agreement No. 6302 Agreement No. [City Clerk assigns]_ A. CONSULTANT will not perform any work under this Agreement until: CONSULTANT furnishes proof of insurance as required under Section 22 of this Agreement; and ii. CITY gives CONSULTANT a written notice to proceed, B. Should CONSULTANT begin work on any phase in advance of receiving written authorization to proceed, any such professional services are at CONSULTANT's own risk. 9. TIME EXTENSIONS. Should CONSULTANT be delayed by causes beyond CONSULTANT's control, CITY may grant a time extension for the completion of the contracted services. If delay occurs, CONSULTANT must notify the Manager within forty-eight (48) hours, in writing, of the cause and the extent of the delay and how such delay interferes with the Agreement's schedule. The Manager will extend the completion time, when appropriate, for the completion of the contracted services. 10. CONSISTENCY. In interpreting this Agreement and resolving any ambiguities, the main body of this Agreement takes precedence over the attached Exhibits; this Agreement supersedes any conflicting provisions. Any inconsistency between the Exhibits will be resolved in the order in which the Exhibits appear below: A. Exhibit: A: Scope of Work. 11. CHANGES. CITY may order changes in the services within the general scope of this Agreement, consisting of additions, deletions, or other revisions, and the contract sum and the contract time will be adjusted accordingly. All such changes must be authorized in writing, executed by CONSULTANT and CITY. The cost or credit to CITY resulting from changes in the services will be determined in accordance with written agreement between the parties. 12.TAXPAYER IDENTIFICATION NUMBER. CONSULTANT will provide CITY with a Taxpayer Identification Number. 13. PERMITS AND LICENSES. CONSULTANT, at its sole expense, will obtain and maintain during the term of this Agreement, all necessary permits, licenses, and certificates that may be required in connection with the performance of services under this Agreement. 14. WAIVER. CITY's review or acceptance of, or payment for, work product prepared by CONSULTANT under this Agreement will not be construed to operate as a waiver of any rights CITY may have under this Agreement or of any cause of action arising from CONSULTANT's performance. A waiver by CITY of any breach of any term, covenant, or condition contained in this Agreement will not be deemed to be a waiver of any City of El Segundo Professional Services (REV 2018.05) Page 3 of 11 Agreement No. 6302 Agreement No. [City Clerk assigns]_ subsequent breach of the same or any other term, covenant, or condition contained in this Agreement, whether of the same or different character. 15.TERMINATION. A. Except as otherwise provided, CITY may terminate this Agreement at any time with or without cause. B. CONSULTANT may terminate this Agreement at any time with CITY's mutual consent. Notice will be in writing at least thirty (30) days before the effective termination date. C. Upon receiving a termination notice, CONSULTANT will immediately cease performance under this Agreement unless otherwise provided in the termination notice. Except as otherwise provided in the termination notice, any additional work performed by CONSULTANT after receiving a termination notice will be performed at CONSULTANT's own cost; CITY will not be obligated to compensate CONSULTANT for such work. D. Should termination occur, all finished or unfinished documents, data, studies, surveys, drawings, maps, reports and other materials prepared by CONSULTANT will, at CITY's option, become CITY's property, and CONSULTANT will receive just and equitable compensation for any work satisfactorily completed up to the effective date of notice of termination, not to exceed the total costs under Section 1(C). E. Should the Agreement be terminated pursuant to this Section, CITY may procure on its own terms services similar to those terminated. F. By executing this document, CONSULTANT waives any and all claims for damages that might otherwise arise from CITY's termination under this Section. 16.OWNERSHIP OF DOCUMENTS. All documents, data, studies, drawings, maps, models, photographs and reports prepared by CONSULTANT under this Agreement are CITY's property. CONSULTANT may retain copies of said documents and materials as desired but will deliver all original materials to CITY upon CITY's written notice. CITY agrees that use of CONSULTANT's completed work product, for purposes other than identified in this Agreement, or use of incomplete work product, is at CITY's own risk. 17. PUBLICATION OF DOCUMENTS. Except as necessary for performance of service under this Agreement, no copies, sketches, or graphs of materials, including graphic art work, prepared pursuant to this Agreement, will be released by CONSULTANT to any other person or public CITY without CITY's prior written approval. All press releases, including graphic display information to be published in newspapers or magazines, will City of El Segundo Professional Services (REV 2018.05) Page 4 of 11 Agreement No. 6302 Agreement No. [City Clerk assigns]_ be approved and distributed solely by CITY, unless otherwise provided by written agreement between the parties. 18.INDEMNIFICATION. A. CONSULTANT agrees to the following: ii. Indemnification for Professional Services. CONSULTANT will save harmless and indemnify and at CITY's request reimburse defense costs for CITY and all its officers, volunteers, employees and representatives from and against any and all suits, actions, or claims, of any character whatever, brought for, or on account of, any injuries or damages sustained by any person or property resulting or arising from any negligent or wrongful act, error or omission by CONSULTANT or any of CONSULTANT's officers, agents, employees, or representatives, in the performance of this Agreement, except for such loss or damage arising from CITY's sole negligence or willful misconduct. i. Indemnification for other Damages. CONSULTANT indemnifies and holds CITY harmless from and against any claim, action, damages, costs (including, without limitation, attorney's fees), injuries, or liability, arising out of this Agreement, or its performance, except for such loss or damage arising from CITY's sole negligence or willful misconduct. Should CITY be named in any suit, or should any claim be brought against it by suit or otherwise, whether the same be groundless or not, arising out of this Agreement, or its performance, CONSULTANT will defend CITY (at CITY's request and with counsel satisfactory to CITY) and will indemnify CITY for any judgment rendered against it or any sums paid out in settlement or otherwise. B. For purposes of this section "CITY" includes CITY's officers, officials, employees, agents, representatives, and certified volunteers. C. It is expressly understood and agreed that the foregoing provisions will survive termination of this Agreement. D. The requirements as to the types and limits of insurance coverage to be maintained by CONSULTANT as required by Section 22, and any approval of said insurance by CITY, are not intended to and will not in any manner limit or qualify the liabilities and obligations otherwise assumed by CONSULTANT pursuant to this Agreement, including, without limitation, to City of El Segundo Professional Services (REV 2018.05) Page 5of11 Agreement No. 6302 Agreement No. [City Clerk assigns]_ the provisions concerning indemnification. MASSIGNABILITY. This Agreement is for CONSULTANT's professional services. CONSULTANT's attempts to assign the benefits or burdens of this Agreement without CITY's written approval are prohibited and will be null and void. 20.INDEPENDENT CONTRACTOR. CITY and CONSULTANT agree that CONSULTANT will act as an independent contractor and will have control of all work and the manner in which it is performed. CONSULTANT will be free to contract for similar service to be performed for other employers while under contract with CITY. CONSULTANT is not an agent or employee of CITY and is not entitled to participate in any pension plan, insurance, bonus or similar benefits CITY provides for its employees. Any provision in this Agreement that may appear to give CITY the right to direct CONSULTANT as to the details of doing the work or to exercise a measure of control over the work means that CONSULTANT will follow the direction of the CITY as to end results of the work only. 21.AUDIT OF RECORDS. CONSULTANT will maintain full and accurate records with respect to all services and matters covered under this Agreement. CITY will have free access at all reasonable times to such records, and the right to examine and audit the same and to make transcript therefrom, and to inspect all program data, documents, proceedings and activities. CONSULTANT will retain such financial and program service records for at least three (3) years after termination or final payment under this Agreement. 22.INSURANCE. A. Before commencing performance under this Agreement, and at all other times this Agreement is effective, CONSULTANT will procure and maintain the following types of insurance with coverage limits complying, at a minimum, with the limits set forth below: Type of Insurance Commercial general liability Professional Liability Business automobile liability Workers compensation Limits $2,000,000 $1,000,000 $1,000,000 Statutory requirement B. Commercial general liability insurance will meet or exceed the requirements of the most recent ISO-CGL Form. The amount of insurance set forth above will be a combined single limit per occurrence City of El Segundo Professional Services (REV 2018.05) Page 6 of 11 Agreement No. 6302 Agreement No. [City Clerk assigns]_ for bodily injury, personal injury, and property damage for the policy coverage. Liability policies will be endorsed to name CITY, its officials, and employees as "additional insureds" under said insurance coverage and to state that such insurance will be deemed "primary" such that any other insurance that may be carried by CITY will be excess thereto. Such endorsement must be reflected on ISO Form No. CG 20 10 11 85 or 88, or equivalent. Such insurance will be on an "occurrence," not a "claims made," basis and will not be cancelable or subject to reduction except upon thirty (30) days prior written notice to CITY. C. Professional liability coverage will be on an "occurrence basis" if such coverage is available, or on a "claims made" basis if not available. When coverage is provided on a "claims made basis," CONSULTANT will continue to renew the insurance for a period of three (3) years after this Agreement expires or is terminated. Such insurance will have the same coverage and limits as the policy that was in effect during the term of this Agreement and will cover CONSULTANT for all claims made by CITY arising out of any errors or omissions of CONSULTANT, or its officers, employees or agents during the time this Agreement was in effect. D. Automobile coverage will be written on ISO Business Auto Coverage Form CA 00 01 06 92, including symbol 1 (Any Auto). E. CONSULTANT will furnish to CITY duly authenticated Certificates of Insurance evidencing maintenance of the insurance required under this Agreement and such other evidence of insurance or copies of policies as may be reasonably required by CITY from time to time. Insurance must be placed with insurers with a current A.M. Best Company Rating equivalent to at least a Rating of "A:VII." F. Should CONSULTANT, for any reason, fail to obtain and maintain the insurance required by this Agreement, CITY may obtain such coverage at CONSULTANT's expense and deduct the cost of such insurance from payments due to CONSULTANT under this Agreement or terminate pursuant to Section 15. 23. USE OF SUBCONTRACTORS. CONSULTANT must obtain CITY's prior written approval to use any consultants while performing any portion of this Agreement. Such approval must approve of the proposed consultant and the terms of compensation. 24.INCIDENTAL TASKS. CONSULTANT will meet with CITY monthly to provide the status on the project, which will include a schedule update and a short narrative description of progress during the past month for each major task, a description of the work remaining and a description of the work to be done before the next schedule update. City of El Segundo Professional Services (REV 2018.05) Page 7 of 11 Agreement No. 6302 Agreement No. [City Clerk assigns]_ 25. NOTICES. All communications to either party by the other party will be deemed made when received by such party at its respective name and address as follows: If to CONSULTANT: Management Partners Corporation 1730 Madison Rd. Cincinnati, OH 45206 Attention: Jan Perkins Phone: (949) 202-8870 Email: jperkins@managementpartners.com If to CITY: City of El Segundo 350 Main Street El Segundo, CA Attention: Joseph Lillio Phone: (310) 524-2318 Email: jlillio@elsegundo.org Any such written communications by mail will be conclusively deemed to have been received by the addressee upon deposit thereof in the United States Mail, postage prepaid and properly addressed as noted above. In all other instances, notices will be deemed given at the time of actual delivery. Changes may be made in the names or addresses of persons to whom notices are to be given by giving notice in the manner prescribed in this paragraph. 26. CONFLICT OF INTEREST. CONSULTANT will comply with all conflict of interest laws and regulations including, without limitation, CITY's conflict of interest regulations. 27. SOLICITATION. CONSULTANT maintains and warrants that it has not employed nor retained any company or person, other than CONSULTANT's bona fide employee, to solicit or secure this Agreement. Further, CONSULTANT warrants that it has not paid nor has it agreed to pay any company or person, other than CONSULTANT's bona fide employee, any fee, commission, percentage, brokerage fee, gift or other consideration contingent upon or resulting from the award or making of this Agreement. Should CONSULTANT breach or violate this warranty, CITY may rescind this Agreement without liability. 28. THIRD PARTY BENEFICIARIES. This Agreement and every provision herein is generally for the exclusive benefit of CONSULTANT and CITY and not for the benefit of any other party. There will be no incidental or other beneficiaries of any of CONSULTANT's or CITY's obligations under this Agreement. 29.INTERPRETATION. This Agreement was drafted in and will be construed in accordance with the laws of the State of California, and exclusive venue for any action involving this agreement will be in Los Angeles County. 30. COMPLIANCE WITH LAW. CONSULTANT agrees to comply with all federal, state, and local laws applicable to this Agreement. City of El Segundo Professional Services (REV 2018.05) Page 8 of 11 Agreement No. 6302 Agreement No. [City Clerk assigns]_ 31. ENTIRE AGREEMENT. This Agreement, and its Exhibit(s), sets forth the entire understanding of the parties. There are no other understandings, terms or other agreements expressed or implied, oral or written. This Agreement will bind and inure to the benefit of the parties to this Agreement and any subsequent successors and assigns. 32. RULES OF CONSTRUCTION. Each Party had the opportunity to independently review this Agreement with legal counsel. Accordingly, this Agreement will be construed simply, as a whole, and in accordance with its fair meaning; it will not be interpreted strictly for or against either Party. 33.SEVERABILITY. If any portion of this Agreement is declared by a court of competent jurisdiction to be invalid or unenforceable, then such portion will be deemed modified to the extent necessary in the opinion of the court to render such portion enforceable and, as so modified, such portion and the balance of this Agreement will continue in full force and effect. 34.AUTHORITY/MODIFICATION. The Parties represent and warrant that all necessary action has been taken by the Parties to authorize the undersigned to execute this Agreement and to engage in the actions described herein. This Agreement may be modified by written amendment. 35.ACCEPTANCE OF ELECTRONIC SIGNATURES. The Parties agree that this Agreement, agreements ancillary to this Agreement, and related documents to be entered into in connection with this Agreement will be considered signed when the signature of a party is delivered by electronic (.pdf) or facsimile transmission. Such electronic or facsimile signature will be treated in all respects as having the same effect as an original signature. 36. CAPTIONS. The captions of the paragraphs of this Agreement are for convenience of reference only and will not affect the interpretation of this Agreement. 37.TIME IS OF ESSENCE. Time is of the essence for each and every provision of this Agreement. 38. FORCE MAJEURE. Should performance of this Agreement be prevented due to fire, flood, explosion, acts of terrorism, war, embargo, government action, civil or military authority, the natural elements, or other similar causes beyond the Parties' reasonable control, then the Agreement will immediately terminate without obligation of either party to the other. 39.STATEMENT OF EXPERIENCE. By executing this Agreement, CONSULTANT represents that it has demonstrated trustworthiness and possesses the quality, fitness and capacity to perform the Agreement in a manner satisfactory to CITY. City of El Segundo Professional Services (REV 2018.05) Page 9 of 11 Agreement No. 6302 Agreement No. [City Clerk assigns]_ CONSULTANT represents that its financial resources, surety and insurance experience, service experience, completion ability, personnel, current workload, experience in dealing with private consultants, and experience in dealing with public agencies all suggest that CONSULTANT is capable of performing the proposed contract and has a demonstrated capacity to deal fairly and effectively with and to satisfy a public CITY. [Signatures on next page] City of El Segundo Professional Services (REV 2018.05) Page 10 of 11 Agreement No. 6302 Agreement No. [City Clerk assigns]_ IN WITNESS WHEREOF the parties hereto have executed this Agreement the day and year first hereinabove written. Y OF EL SEGUNDO Darrell George, Interim City Manager A,TT S po Tracy Weaver, City Clerk APPROVED AS TO FORM: Joaquiw Vazquez, .. Deput City Attorney INSURANCE REVIEW: Hank Lu, Risk Manager City of El Segundo Professional Services (REV 2016.05) Page 11 of 11 MANAGEMENT PARTNERS CORP. Jerry N._ ewfrmer, President/CEO Agreement No. 6302 Exhibit A PartnersManagement a „y December 13, 2021 Mr. Scott Mitnick City Manager City of El Segundo 350 Main Street El Segundo, CA 90245 Dear Mr. Mitnick: Management Partners is pleased to provide this proposal to develop a multi -year strategic plan for El Segundo. This will build on the past strategic planning work, which Management Partners assisted with. Given significant changes in the economy, workforce, and region, it is timely to set a new path for the future. Our approach is to work collaboratively with the Council and executive team in developing a strategic plan. Our team members have helped many organizations develop strategic plans and would welcome the opportunity to assist El Segundo again. Our proposal describes the approach we suggest to help you create a strategic plan that is implementable and practical, while providing a strong vision for the future. There are different ways to accomplish the outcomes you are seeking, and we are amenable to refining the work plan to meet your needs. Our Understanding of This Engagement The current strategic plan covers a three-year period between FY 2019-20 and FY 2021-22. It contains five multi -year goals and associated objectives and activities. A new strategic plan will begin with FY 2022-23 and may continue as a three-year plan or could potentially be a five-year plan, as many strategic plans are. The length will be determined once we begin the process. The strategic planning process will result in a strategic plan document and an implementation plan that will provide City leaders with a "road map" to capture opportunities and address challenges over the coming years. Elements of Strategic Planning Strategic planning is fundamental to successful work planning. It enables the goals of the organization to be aligned with the annual budget processes and helps use resources intelligently. Periodic review and updating of a strategic plan ensures that current realities (internal and external) are taken into consideration and appropriately factored into the operations of the organization. The key elements of a strategic plan are described below. a A vision is a clear and concise statement of where the organization wants to be in the future. The current vision statement is: A hub for innovation where big ideas take off. 1730 MADISON ROAD • CINCINNATI, OH 45206 • 513 8615400 • FAx 513 8613480 MANAGE MENTPARTNERS.COM 2107 NORTH FIRST STREET, SUITE 470 • SAN JOSE, CALIFORNIA 95131 • 408 437 5400 • FAx 408 453 6191 3152 RED HILL AVENUE, SUITE 210 • COSTA MESA, CALIFORNIA 92626 • 949 222 1082 • FAx 408 453 6191 Mr. Scott Mitnick Agreement No. 6302 Page 2 The mission states the purpose of the organization. It defines what the organization stands for and what it will do. The current mission statement is: Provide a great place to live, work and visit. Values are the core operating principles of an organization. They govern the actions and behaviors of policy makers and employees. Goals state the desired outcomes to be achieved over a period of years. They provide the "why" of the specific actions the organization will take. Typically, a strategic plan has four to six goals. El Segundo's current goals are: * Enhance customer service, engagement and communications. Support community safety and preparedness. d Vision Develop as choice employer and workforce. rR,1_ m Mission Develop quality infrastructure and technology. Champion economic development and fiscal Values �r���d�d������ad sustainability. Goals Strategies are the means to achieve multi -year goals.. Generally, several strategies are established for each AStrategies goal. Implementation Action Plan Reporting on progress in implementing the strategic plan is a key element. As part of the process, a reporting structure and timeline is created. It can range from a quarterly update of each goal and strategy, to a semi-annual review, once as part of the budget process and again in six months, with adjustments made to reflect changing conditions and accomplishments. Proposed Work Plan Based on our experience and our understanding of the needs of El Segundo, we have prepared the following detailed plan of work that will result in a strategic plan document and draft Implementation Action Plan template. Our proposal also includes the option of assessing and providing recommendations on the key performance indicators (KPIs) that have been part of the City's strategic plan for several years. M Mr. Scott Mitnick Agreement No. 6302 Page 3 The process will involve the City Council and senior management team, with the option to include board and commission members. The process will begin with City Council interviews and will include two workshops, as described below. First workshop: Will include you and the department head team, after data gathering. Outcome: Feedback on the data gathered in advance, to prepare for the Council workshop. Second workshop: With Council, you and the department head team. Outcomes: Feedback and direction on draft strategic plan goals and strategies; Council priorities for the first two years of the strategic plan. We have also provided an optional third workshop which would be held with the management team to develop an implementation action plan with milestones, timelines, resources and assignments. Our pre - work will be conducted remotely. Workshops will be held onsite if pandemic conditions allow. City staff will be integrally involved in developing the strategic plan. The table below shows the anticipated roles of the City and Management Partners. o + u nrrr J f i r ,r iir�r «ffr rr r rrrf lll�if11U111����»1�»1 ��lllllll��IIUI»»»)I1111111»»»1��Uf�f �1................ tal1'����`�///�/l///////���1/�lllllll���llliil��lili��k Guide process >> Provideguidance Prepare>> Schedule meetings and handle workshop logistics >> Design and administer questionnaires .nmental scan >> Facilitate workshops stakeholders>> Manage communications with stakeholders >> Provide advice about communications with Participate. .•Prepare Council>) Present strategic plan to City • • • • I ate TIT the kickoff meeting, we will discuss the City's objectives for the initiative, the process and detailed This initial planning meeting will afford the opportunity to share information, establish communication protocols and refine the schedule and approach so it is comfortably integrated with staffs other work demands during the project. In addition, we will discuss key stakeholders that should be involved in creating the City's strategic plan. Next, we will gather information through a variety of methods as described below. Gap Analysis. We will design a questionnaire to be completed by each department head (or designee). This questionnaire will seek information about strengths, weaknesses/limitations, opportunities and threats (SWOT); planned projects, identified needs, potential new initiatives, and priorities for the future. Through this questionnaire we will also seek feedback from the executive team about the vision, mission, values and broad goals. Review Status Update of Existing Strategic Plan. We will review the status of the items in the current strategic plan. If desired, we can create a matrix for City staff to use in creating a status report on those items. This information will be important context going for the two workshops. M Mr. Scott Mitnick Agreement No. 6302 Page 4 Environmental Scan. City staff will prepare an environmental scan with advice from Management Partners. An environmental scan will provide important information for discussions in the workshop described in Activity 3. Types of information that could be gathered for the environmental scan include: a Budget information (revenue and expenditure trends over the past five years and any forecasts available for the next several years for the City); a Service demand drivers; * Demographic trends and projections; Infrastructure needs profile; and * Regional and state mandates. We will provide examples of environmental scans to staff. After staff prepares the scan, we will review it and provide feedback. We suggest staff present the information in a PowerPoint format. It will be an important part of discussions in the first workshop. We will summarize the results of the data gathering, for use in the first strategic planning workshop as described in Activity 3 below. Optional Activity A. Design and Administer a Questionnaire to seek Input from Board and Commission members If desired, we will design a questionnaire to seek input from the City's advisory board and commission members regarding strengths, weaknesses, threats and opportunities (SWOT), and possible goals for the future in an online format. We will design it and provide a link for City staff to distribute. Responses will be returned directly to Management Partners. We will analyze and summarize the results and incorporate them into materials presented during the two workshops. ,Activity rl:tesiln and Facilitate cilltatc Staff tratc�.l�° ���lrg Workshop During this activity, we will prepare for and facilitate a one -day workshop with you and the department head team. Workshop Preparation. To prepare for the workshop, we will complete the following tasks. Prepare draft agenda. We will prepare a detailed agenda for the workshop and review it with you. Prepare workshop materials. Management Partners will prepare a PowerPoint slide deck, and a workbook, which will include the results of information gathered in Activities 1 and 2 (and the optional activity, if chosen). The workbook and other handouts will be provided to the City to be copied for the workshop. During the workshop we will engage staff in a discussion about the following items: Results of the data gathering (strategic planning questionnaires, gap analysis, and environmental scan); a Review the vision, mission, and values; Long-range goals; and, r Strategies to meet the goals. Our strategic planning workshops are engaging and interactive and include teambuilding activities. We will work in a combination of small and large groups to ensure full participation and meaningful dialogue. Following the workshop, Management Partners will prepare a summary of the outcomes. Mr. Scott Mitnick Agreement No. 6302 Page 5 Activity A ...... Ae ig17 and Facilitate Coy ncil Strategic Plonning 1ptorks °pop During this activity we will prepare for and facilitate a one -day strategic planning workshop with the Council, you, and department head team. Workshop Preparation. To prepare for the workshop, the following tasks will be completed. Prepare draft agenda. We will prepare a detailed agenda for the workshop and review it with you. Prepare workshop materials. Management Partners will prepare a PowerPoint slide deck and workshop materials to aid in discussions. These will be provided to the City to be copied. During this workshop we will engage all workshop participants in a discussion about the following items: a Review the vision, mission, and values; Reach consensus on several broad, multi -year goals; Reach consensus on strategies for each broad goal; and Determine how the strategic plan will be rolled out to internal and external stakeholders. After this workshop, Management Partners will prepare a draft strategic plan document. Actloltl 5 — Prepare Ftrateglc Alan Next, Management Partners will prepare the draft strategic plan. It will contain the following components, subject to discussion with you to ensure we are capturing the elements you wish to have in the document. Background on the strategic planning process; Vision, mission, values; Multi -year goals; Several strategies for each goal; Reporting and accountability mechanisms for the strategic plan; Environmental scan; and Other information desired (such as key information about the City and its services). We will seek photos from the City for inclusion in the strategic plan. We will review the draft strategic plan with you and make modifications based on your input. A final strategic plan document will be prepared for your review and approval. City staff will present the strategic plan to the City Council. Activity 6 — Create lolerne tatl rn Action Alan .7.°6°nplote and Guidelines elloec Once the strategic plan is approved, Management Partners will create a template for an Implementation Action Plan. Having a comprehensive Implementation Action Plan is the best way to ensure that the content of the strategic plan gets integrated into the work of El Segundo and into future budgets. The Implementation Action Plan template will contain the following elements, subject to modification based on discussion with staff: 0 Key tasks, a Timeline (start and completion dates), v Resources needed and currently available (and sources), " Staff assigned (including a lead person), and a Milestones. We will place the goals and strategies into the template. We will also prepare guidelines for City staff to use in completing the details of the Implementation Action Plan. It should be considered a "living" document, to be used in ongoing reporting and accountability. Mr. Scott Mitnick Agreement No. 6302 Page 6 Optional Activity B. Facilitate Implementation Action Plan Workshop If desired, Management Partners will conduct a workshop with City staff and use the template to determine the implementation details for each of the strategies in the new strategic plan. This would consist of a half -day session with you, department heads and other key managers. It would be a "hands on" session during which the milestones, assignments and resources would be identified for the strategies in the first two years. Optional Activity C. Conduct Assessment of Key Performance Indicators The City has key performance indicators (KPIs) in its current strategic plan. If desired, Management Partners will assess those KPIs and provide recommendations for next steps to optimize the utility of performance measures. Our tasks for this optional activity would include the following: 2 Review the existing KPIs to understand the range of measures in place; Develop a matrix spreadsheet and place the KPIs into the spreadsheet to gather information about whether the KPIs are currently being tracked, whether data are available, how the data are being used, and other information; Conduct interviews with each City department head or designee to review the KPIs and to complete information on the spreadsheet; Consolidate information on the KPIs; Prepare for an onsite half -day session with department directors to review the gathered information; and Prepare a memorandum containing our observations and recommendations. Optional Activity C2. Facilitate Discussion with City Council about KPIs Upon completion of Optional Activity C1, if desired, Management Partners will present the results of our work and facilitate a discussion with the City Council about key performance indicators. Project Team Management Partners has a strong project team that is well qualified to complete this work for El Segundo. This project will be a top priority for Management Partners. The individuals on the team all have experience with strategic planning. Jan Perkins will serve as project manager and will be responsible for execution of the project. She will be supported by Jarrod Burguan and Jessica Oliphant. If the optional activity pertaining to key performance indicators is desired, our lead consultant will be Amy Paul, an expert in performance measurement. She will be supported by Sam Lieberman and Jessica Oliphant. The project team member's qualifications are briefly summarized below. Other Management Partners team members will be available as needed. RIIIh IeII lm`"IIIII"his, Vice PII'esideII"iPt: Provides assistance to government leaders in organizational analysis, leadership development, facilitation, strategic planning, teambuilding, executive performance evaluation, and policy board/staff effectiveness. 0 30 years of management experience in local government. a Before joining Management Partners in 2005, served in several California and Michigan jurisdictions, including as city manager in Fremont and Morgan Hill, California. a Also served the cities of Santa Ana, California; Grand Rapids, Michigan; and Adrian, Michigan. Consulting clients include the counties of Monterey, Orange, Santa Barbara and Ventura; the California cities of Anaheim, Stockton, Santa Clara, Fremont, Union City, Seal Beach, Beverly M Mr. Scott Mitnick Agreement No. 6302 Page 7 Hills, El Segundo, Victorville, Pasadena, Tustin, Pleasanton, Garden Grove, Santa Ana, Laguna Beach, Newport Beach, Orange, Huntington Beach, Del Mar, Encinitas, Fullerton, Santa Maria, Martinez, Vallejo, Concord, Hayward, Indian Wells, and San Jose; Dallas, Texas; and Reno and Las Vegas, Nevada. Frequent speaker at professional conferences and has received awards from professional and civic associations. Honored by ICMA with its Distinguished Service Award in 2016. Author of a number of articles on leadership, executive performance evaluation, ethics and successful hiring strategies. Completed the Program for Senior Executives in State and Local Government from Harvard University and is an ICMA Credentialed Manager. Joined Management Partners following a 29-year career in local law enforcement, most recently as Chief of Police for the City of San Bernardino. Managed the department through a number of critical incidents, including the 2015 San Bernardino terror attack and the municipal bankruptcy process. a Served a term as the San Bernardino's Acting City Manager. Started his career as a civilian employee with the Riverside County Sheriff's Department and joined the San Bernardino Police Department as a sworn officer in 1992, where he worked a variety of assignments and ascended the ranks of the department. Graduate of The California Command College, The Senior Management Institute for Police at Boston University, and the FBI's Law Enforcement Executive Development Seminar in Quantico, Virginia. Jessica Wp�1111,iiiit, Manageimeirit Aria Experienced in many facets of local government management, including budget preparation and analysis, process improvement, community engagement, and understanding the fiscal impacts of policy changes. Served as a budget analyst in the Finance Department of the City of Kansas City, Missouri and was a Cookingham-Noll City Management Fellow in Kansas City's City Manager's Office. Duties included analyzing large fiscal datasets, developing fixed cost rates, analyzing historical budget trends, and improving the process of applying to the City's Board and Commissions. is Won an All -America City award based on her research of innovative programs in response to the Covid-19 pandemic. Also served in the AmeriCorps VISTA program, as a research assistant examining management techniques, and as an intern in the ACLU's Women's Rights Project. Received a master's degree in public administration from New York University's Wagner Graduate School of Public Service and a Bachelor of Arts degree in public policy, also from New York University. M Mr. Scott Mitnick Agreement No. 6302 Page 8 rii ii Co ia(? ria F)a lV, (Moii,ICaoii mvti,? Vace 16����awr e sadVe il Has more than 30 years of experience in local government management, performance measurement and strategic planning. Assists public agencies in developing strategic and business plans, conducting organization reviews, implementing organizational improvements, identifying alternative service delivery methods, and designing and implementing performance management systems. Was one of the original management team of the International City/County Management Association's Center for Performance Measurement and helped produce ICMA's training materials on outcome measurement. Editor of the book Managing for Tomorrow: Global Change and Local Futures and is the author of many articles in professional publications, including The Municipal Year Book. Has assisted a wide variety of cities, counties, special districts and individual government departments and agencies with visioning, strategic planning, goal setting, public engagement activities and other large- and small-scale facilitations. Sani LieIllber a Seiiiior Manageir Provided consulting assistance to local governments for the past 11 years. Facilitates strategic planning and process improvement workshops, develops and analyzes strategic planning community input surveys and > �� employee satisfaction and internal services surveys, conducts research ; v and analyses, assists in the development of performance measurement systems, and directs benchmarking research. Facilitated or assisted with the following strategic planning projects in the last several years: Village of McFarland, Wisconsin; Monte Vista Water District, California; Madison, Connecticut; Davie and Wilton Manors, Florida; Roswell, Georgia; Tinley Park and Wheaton, Illinois; Florence, Kentucky; Cass County, Michigan; Rochester, Minnesota; Las Cruces, New Mexico; and Green Township Fire Department, Ohio. Conducts complex financial and operational analyses to support many different types of clients including organization reviews, process improvement studies, service sharing projects, and financial planning and budgeting studies. Co-authored an article on how government can take advantage of data analytics programs that appeared in PM Magazine. Worked on the following strategic planning projects in the last three years: Village of McFarland, Wisconsin; Monte Vista Water District, California; Madison, Connecticut; Davie and Wilton Manors, Florida; Roswell, Georgia; Tinley Park and Wheaton, Illinois; Florence, Kentucky; Cass County, Michigan; Rochester, Minnesota; Las Cruces, New Mexico; and Green Township Fire Department, Ohio. Assisted with development review projects in Delray Beach, Largo, North Port and St. Augustine, Florida; Fernley, Nevada; Aurora, Colorado; Missouri City, Texas; Mequon, Wisconsin; Dona Ana County, New Mexico; Gilroy, Redwood City and Santa Cruz, California; Norman, Oklahoma; and Saint Paul, Minnesota. M Mr. Scott Mitnick Agreement No. 6302 Page 9 Our Experience and Qualifications Management Partners specializes in providing quality strategic planning and facilitation to local government clients. In addition to the references below, our website, managementpartners.com, has information about our past clients, which includes hundreds of jurisdictions in 44 states. You are welcome to contact any of them about our performance. We believe our track record completing similar projects on time and on budget, with quality deliverables specifically designed to be implemented, makes Management Partners well qualified to successfully complete this work for El Segundo. References Management Partners has facilitated and prepared numerous strategic plans for agencies of all sizes. The following are a few of our references representing a variety of projects, for your information. City of Union City, California „>Strategic �)Iaiiiliiilflri g II°acfll!itatioi,i The City engaged Management Partners to develop a five-year strategic plan. It included an updated vision, mission, organizational values, five-year goals and related strategies for each goal. Management Partners designed several questionnaires to gather input from Council, the City's advisory boards and commissions and each City department. We designed two highly interactive workshops involving Council and staff and a third workshop for staff to develop an implementation action plan. A year later, we facilitated a day -long workshop to update the strategic plan and establish priorities for the following year. Contact: Ms. Joan Malloy, City Manager City of Union City 34009 Alvarado -Niles Road, Union City, CA 94587 (510)675-5327 joa,nm@u.nioncity.org City o� Pleasanton, California a �1.., nw, St"rateg6C a tl���➢Il�ill9 Management Partners has been engaged to facilitate several strategic plans for the City of Pleasanton. These have included the Alviso Adobe Community Park, Operations Services Department, Community Development Department and Library and Recreations Department. For the Alviso Adobe Community Park strategic plan, a significant amount of stakeholder input was involved, including a task force appointed by the City Council. For the Operations Services Department, Community Development Department, and Library and Recreation Department, Management Partners worked closely with the newly appointed directors and their teams to develop their first strategic plans for their departments. Each process involved deploying a confidential online employee survey, analyzing a gap analysis questionnaire completed by department managers, and facilitating workshops. Management Partners prepared the strategic plan for review by staff. Management Partners is currently facilitating a strategic planning process for recreation and civic arts. Contact: Mr. Nelson Fialho, City Manager 200 Old Bernal Avenue, Pleasanton, CA 9456 (925) 931-5002 nfialho ci, Wsanton.ca.us Agreement No. 6302 Mr. Scott Mitnick Page 10 County of Ill ionteilre , California i...G>Stil aitill"gi F'l°Iiai iriifirt Management Partners has carried out numerous strategic planning projects for the County of Monterey, as briefly described below. • Monterey County Human Resources Department Strategic Plan. Management Partners recently completed a strategic plan for the Human Resources Department (HRD). The process involved conducting an online survey of departments and interviews with department heads, administering a gap analysis to HRD managers, and facilitating several retreats. The result was a comprehensive strategic plan setting a new vision, mission, values, goals, strategies, performance measures and a description of department responsibilities. • Multi-yearstrotegic plan for the Parks Department. Management Partners conducted research, designed and administered two confidential online surveys, conducted focus groups, interviewed a wide variety of stakeholders and prepared an environmental scan. We facilitated strategic planning workshops and worked with County staff and an ad hoc committee of the Board of Supervisors. The result was a comprehensive strategic plan including a vision, mission, values, goals, strategies and action plan. Cannabis Program Strategic Plan. Management Partners recently facilitated the development of a strategic plan for the County's new cannabis program. This involved working with ten County departments, including elected officials. Annual Board of Supervisors/executive retreats. Management Partners has designed and facilitated several annual one -day retreats. The early retreats were used to develop the County's strategic initiatives and subsequent retreats have been to discuss progress on the initiatives, along with other policy and organizational effectiveness interests. Contact: Mr. Nick Chiulos, Assistant County Administrative Officer 168 West Alisal Street, 3rd Floor, Salinas, CA 93901 (831) 755-5145 ChiulosN co,montere .ca.us Project Cost Management Partners will complete the project scope described in Activities 1 through 6 above for a fee of $49,900, which includes our expenses. The costs of the optional activities are shown in the following table. The ultimate test of a quality project is that the client is pleased with the results, and we are committed to achieving that goal. Mr. Scott Mitnick Agreement No. 6302 Page 11 Conclusion We look forward to working with you on this important project. Please let me know if we can provide any additional information. Accepted for the City of El Segundo by: Name: Title: Date:. Optional Activity A for $3,200 Yes [ Optional Activity B for $8,000 Yes [ Optional Activity C1 for $18,500 Yes [ Optional Activity C2 for $4,900 Yes [ ] No[ ] l No [ �I ] No[ ] No[ Sincerely, Jerry Newfarmer President and CEO