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HomeMy WebLinkAboutFS 2015-10-06 Item 2A - Contract Amendment - Human Resources Operations and Strategic Plan with The Futures CorporationCity of Tukwila Jim Haggerton, Mayor INFORMATIONAL MEMORANDUM TO: Mayor Haggerton Finance and Safety Committee FROM: Stephanie Brown, Human Resources Director DATE: October 6, 2015 SUBJECT: Contract Amendment ISSUE In April of this year, the City hired consultant John Luthy, of the Futures Corporation to work with the Technology Services Department to develop an operations and strategic plan. The contract also provides for other departments to work with John Luthy for the same purpose, if requested. The funding for this contract was not to exceed $25,000, and expenditures have reached this amount. BACKGROUND The Human Resources Department provides internal services to all City departments and recognized the value of what the Technology Services Department developed and wanted to also create an operations and strategic plan to help guide our work now and into the future in alignment with the City's Strategic plan. In addition, the Finance and Parks & Recreation Departments have also expressed interest and this additional funding will also support their efforts. FINANCIAL IMPACT The request is to amend the contract for an additional $25,000, with not to exceed $50,000. Each department utilizing the services of John Luthy have funding allocated in their budget to cover his expenditures. RECOMMENDATION The Committee is being asked to approve the contract amendment and forward this item to the October 19, 2015, Consent Agenda. ATTACHMENTS Contract for Services Amendment (Draft) Exhibit A -1 Scope of Work (Draft) 2 That portion of Contract No. 15-079 between the City of Tukwila and John Luthy of the Futures Corporation, is amended as follows: CA: 2012 A. payment for the work provided by the Consultant shall be made as provided on Exhibit "A-l" attached hereto, provided that the total amount of payment to the Consultant for Lhe new scope of work shall not exceed $25,000 without express written modification of the Agreement signed by the City. The total contract amount shall not exceed $50,000.00. B. The Consultant may submit vouchers to the City once per month during the progress of the work for partial payment for that portion of the project completed to date. Such vouchers will be checked by the City and, upon approval thereof, payment shall be made to the Consultant in the amount approved. C. Final payment of any balance due the Consultant of the total contract price earned will be made promptly upon its ascertainment and verification by the City after the completion of the work under this Agreement and its acceptance by the City. 10 City of Tukwila Agreement Number: 15-079(a) 6200 Southcenter Boulevard, Tukwila WA 98188 D. Payment as provided in this section shall be full compensation for work pet-formed, services rendered, and for all materials, supplies, equipment and incidentals necessary to complete the work. E The Consultant's records and accounts pertaining to this Agreement are to be kept available for inspection by representatives of the City and the state of Washington for a period of three (3) years after final payments. Copies shall be made available upon request, All other provisions of the contract shall remain in full force and effect. Dated this - day of CITY OF TUKWILA Jim Haggerton, Mayor ATTEST/AUTHENTICATED CA: 2012 El 91 CONTRACTOR Printed Name/Title: City Attorney City of Tukwila Contract Number: 6200 Southcenter Boulevard, Tukwila WA 98188 EXHIBIT A-1: SCOPE OF WORK *This proposal is focused on the Duman Resources (HR) department, in addition to providing support to other departments in the development of an operation and strategic plan if desired. EsSENTIAL PROJECT METHODOLOGY The following sections provide a brief review of the project as stated in initial conversations, and presents essential planning and proposed project deliverables. The Futures Corporation will provide a strategic planning overview/ basic training to as many City departments as possible. It will provide a precise introduction to the planning process that offers a straightforward path to plan development. 2. A published planning guide and the book, planning the Future will be provided to City personnel at cost and will be used as the basis for plan development along with other materials written by John Luthy and published by the International City/County Management Association (ICMA). This is a proven system that has received. considerable acclaim. Individual planning 'how to' handouts will be provided for to help facilitate HIV's planning as required. Provide additional training to HR staff to help them understand the planning process and key actions moving forward. 9 4. Examples of well- conceived HR plan formats from other applicable cities or counties will be provided. These will expedite HR's deliberation regarding how to format its plan and what content is essential. Review existing mission, vision and values statements (if available) and amend as necessary. 6. Facilitate an organization and operational analysis that will help determine internal issues and challenges that need to be considered in long -term HR planning. 7. Conduct analysis to determine external technical/ communications issues/ challenges that impact the user community (City agencies) and develop a list of those issues and challenges that are negatively impacting the City's (or an agency's) overall efficiency, effectiveness, productivity, quality or cost. 8. Help establish HR's long -term overarching goals. What MAJOR achievements or milestones does HR wish to accomplish for its internal operation and its user community (city government) and what issues or challenges are driving them? 9. After analysis in both the HR department and with user agencies, Identify Major Challenge Areas (MCAs) that involve communications, including service issues that impact efficiency, effectiveness, productivity, quality and cost. Summation: Ultimately the HR department will have a properly articulated mission, vision and values statement, a listing of major internal issues and challenges that impact its ability to achieve its mission, as well as broader issues and challenges that impact the City's user community (other departments) and their ability to provide efficient, effective and high quality services. Benchmark Deliverables The HR department will have a clear mission as well as a vision of perceived future challenges and a statement of values or operating philosophy - The process will review existing vision and mission statements and help the department articulate a current and accurate vision and mission. 2. Identify key issues and challenges — The process will identify both tangible and intangible issues and challenges the department and city user community faces. These will provide the basis for long- term goals and strategic initiatives adopted by the department and establish a platform for setting priorities based on impact and consequence. 3. Link with current initiatives - The Mayor's, Council's and City Administrator's current and preferred long -term focus areas will be reviewed and will be established as essential parameters for all departmental core programs. The Futures Corporation Consultant Agreement 2015 0 Page 2 4. Performance Measurement & Reporting — Done properly, the strategic plan will naturally identify accurate and meaningful performance measures that can be used to gauge progress 5. Connect user community/ departmental expectations — The plan will use existing data plus input from either meetings with key stakeholders or partnering/ collaborating agencies to assess needs, expectations and issues related to the perceived state of IT. BUDGET AND COST SUMMARY Knowing the talent that exists in the HR department and City, we assume that some information gathering, writing, formatting, and final plan publishing may be accomplished by management staff and department personnel. We also assume that John Luthy's best role is to introduce a clear, streamlined approach and conduct analysis that can be used to develop a clear, issue -based strategic plan. However, John Luthy is typically asked to undertake much of the writing to create samples and this time is factored into this budget. Also, other departments have suggested that they would like some time to discuss their planning and plan development, so at least some additional time is assumed for that as well. The project budget is established as a not -to- exceed amount that includes travel and expenses associated with that travel. For the total project, other than some aspects of full implementation that may require more or possibly less time, the following represents the cost summation. A maximum of two trips to Tukwila is anticipated with an average of three to four lodging nights (minimum trip is 3 days to maintain efficiency). Airfare is calculated at $370 per trip and lodging at $130 /night. If transportation can be provided to and from the airport, car rental can be avoided and food would be the only other expense, cost are estimated at $1,000. On -site time is calculated at 3 days and another 20 to 30 days off -site for the amount of plan drafting that is typically done. Total budget estimate is not to exceed $25,000. The Futures Corporation Consultant Agreement 2015 Page 3 7