HomeMy WebLinkAboutReg 2015-10-19 Item 5D - Contract Amendment #1 - Human Resources Strategic Plan with The Futures Corporation for $50,000COUNCIL AGENDA SYNOPSIS
- - - -1 nitials
Meetin Date P- Pared by Mgyor 'j- m)ie) Council review
10/19/15 sb
ITEM INFORMATION
ITEM NO.
5.D.
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Srnrl� SPONSOR: STEPHANIE BROWN
10/19/15
A(II;N1).\ I'll :nn TI, rj,i Contract Amendment with the Futures Corporation
Cx n?CiORY ❑ Di cUs'lion
Mtg Dale
® Motion
Mtg Date 10119115
❑ Resolution
Mtg bate
❑ Ordinance
Mtg Date
❑ I3id,,Iivard
Ivltg Date
❑ Public Hearin,
Mtg Date
❑ Other
Mtg Date
SPONSOR ❑ Counczl ❑ Mayor ® I -IR ❑ DCD ❑ .Finance [],Fire ❑ 17' ❑ P &R ❑ Police ❑ PWI
SPONSOR'S Amend the current contract for services agreement ( #15 -079) between the City of
SU 'III' \RY Tukwila, and John Luthy of the Futures Corperation to assist with the development of
operation and strategic plans for the Human Resources Department and other City
departments as requested.
RI.vIT;WED BY ❑ COW Mtg. ❑ CA &P Cmte ® F &S Cmte ❑ Transportation Cmte
❑ Utilities Cmte ❑ Arts Comm. ❑ Parks Comm. ❑ Planning Comm.
DATE: 10/6/15 COMMI YEE CHAIR: HOUGARDY
RECOMMENDATIONS:
SPONsoR /AI)MIN. Human Resources Department
CONINIFI FI , Unanimous approval; forward to Consent Agenda
COST IMPACT / FUND SOURCE
Exi,i NDITURI REQUIRED AMOUNT' BUDGETED APPROPRIATION REQUIRED
$25,000 $25,000 $0
Fund Source:
Comments:
MTG. DATE
RECORD OF COUNCIL ACTION
10/19/15
MTG. DATE
ATTACHMENTS
10/19/15
Informational Memorandum dated 10/6/15 (revised after the 10/6/15 FS Meeting)
Draft contract amendment
Minutes from the Finance and Safety Committee meeting of 10/6/15.
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City of Tukwila
Jim Haggerton, Mayor
TO: Mayor Haggerton
Finance and Safety Committee
FROM: Stephanie Brown, Human Resources Director
DATE: October 6, 2015
SUBJECT: Contract Amendment
( Updated memo after FS Committee in strike -thru underlined format)
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. John Luthy
has extensive experience in local and state government in the areas of strategic planning and
organizational development. 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 Goal Four of the -the City's Strategic plan. The outcome of this work will be to
improve capabilities and efficiencies within the City on the path to developing a high performing
and effective organization. In addition, the Finance and Parks & Recreation departments have
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)
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City of Tukwila Agreement Number: 15-079(a)
6200 Southcenter Boulevard, Tukwila WA 98188
CONTRACT FOR SERVICES
Amendment # 1
Between the City of Tukwila and John Luthy, of the Futures Corporation.
That portion of Contract No. 15-079 between the City of Tukwila and John Luthy of the Futures
Corporation, is amended as follows:
The Consultant agrees to perform the services, identified on Exhibit "A -1" attached hereto, for the
Human Resources Department, and potentially other City departments as requested.
1. Project Designation. The Consultant is retained by the City to perform operation and
strategic planning services for the Human Resources, and other City departments as
requested.
2. Scope of Services. The Consultant agrees to perform the services, identified on Exhibit
"A-l" attached hereto, including the provision of all labor, materials, equipment and
supplies.
3. Duration of Agreement; Time for Performance. This Agreement shall be in full force
and effect for a period commencing upon execution and ending December 31, 2016, unless
sooner terminated under the provisions hereinafter specified. Work under this Agreement
shall commence upon written notice by the City to the Consultant to proceed. The
Consultant shall perform all services and provide all work product required pursuant to this
Agreement no later than December 31, 2016 unless an extension of such time is granted in
writing by the City.
4. Payment. The Consultant shall be paid by the City for completed work and for services
rendered under this Agreement as follows:
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
the 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.
CA: 2012
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.
Page I of 2
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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 performed,
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 , 20
CITY OF TUKWILA CONTRACTOR
Jim Haggerton, Mayor
ATTEST/AUTHENTICATED
City Clerk
CA: 2012
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Printed Name/Title:
APPROVED AS TO FORM
City Attorney
Page 2 of 2
City of Tukwila
6200 • Southcenter Boulevard, Tukwila WA 98188
EXHIBIT A-1: SCOPE OF WORK
City of Tukwila Departmental Strategic Planning Project
Contract Number:
*This proposal is focused on the Human Resources (HR) department, in addition to providing support
to other departments in the development of an operation and strategic plan if desired.
It is important to restate that The Futures Corporation, and John Luthy specifically, began pioneering
a total strategic planning process for public agencies over forty years ago after training with the
RAND Corporation in 1974. In 2002, this simple process was selected and published in a guide by
the International City/County Management Association and has been introduced throughout the
country. Developed over many years, the process combines traditional strategic planning, operations
planning, financial planning, and organization improvement planning into a comprehensive process
designed to make public agencies more collaborative, efficient, productive, and accountable.
It is generally an inclusive process, with involvement by the City Administrator and Mayor. In the case of
the HR department, department directors and key personnel from each department that utilizes HR services
will be included in analysis and planning. One of the central concepts of this integrated approach is to
TEACH it to as many people as possible, so participants will begin to understand planning and use it
in everything they do. Therefore, long-term strategic thinking, inclusion, and cooperative planning are all
essential elements.
I ESSENTIAL PROJECT METHODOLOGY I
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.
3. Individual planning 'how to' handouts will be provided for to help facilitate HR's planning as
required. Provide additional training to HR staff to help them understand the planning process and key
actions moving forward.
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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.
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
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
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
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,951
Cit j o I Tukwila
Finance and Safety Committee
FINANCE AND SAFETY COMMITTEE
Meeting Minutes
October 6, 2015 — 5:30 p.m.; Hazelnut Conference Room
PRESENT
Councilmembers: Kathy Hougardy, Chair; De'Sean Quinn, Joe Duffie
Staff: Stephanie Brown, Derek Speck, Mary Miotke, Brandon Miles, Vicky Carlsen,
Laurel Humphrey
CALL TO ORDER:
Chair Hougardy called the meeting to order at 5:30 p.m.
I. PRESENTATIONS No presentations.
II. BUSINESS AGENDA
A. Contract Amendment: Human Resources Operations and Strategic Plan
Staff is seeking Council approval of a contract amendment with John Luthy of the Futures
Corporation to fund his services toward operations and strategic plan development for the
Human Resources, Finance, and Parks and Recreation Departments. The request is to amend
the contract for an additional $25,000, not to exceed $50,000. The departments each have
funding available to cover this cost. Committee members were supportive of this ongoing work,
citing the successful partnership between Mr. Luthy and the Technology Services Department,
and requested that staff expand the informational memo to include detail on his qualifications
and the expected outcomes. UNANIMOUS APPROVAL. FORWARD TO OCTOBER 19, 2015
REGULAR CONSENT AGENDA.
B. Ordinances and Resolution: Fee Deferral Program
Staff is seeking Council approval of a fee deferral program to be implemented in the Transit
Oriented Development (TOD) area of the Southcenter zone in order to encourage residential
development. Council gave direction at the May 11, 2015 Committee of the Whole meeting for
staff to prepare the legislation that would support this program, which comprises three
ordinances and one resolution.
A fee deferral program is an option that allows developers to pay certain fees, normally due
upon permit issuance, closer to the time when revenues can be collected from the project. If
approved by Council, the program would apply to the Washington Place project currently under
construction as well as future residential developments in the TOD area. Staff explained the
terms and provisions applicable to impact fee deferral and building permit fee deferral as
outlined in the memo and the draft legislation. Under this program, revenues will not be
reduced. Interest will be charged on all fees deferred, based on the ten year US Treasury note
for impact fee deferral and the two year US Treasury note for building permit fee deferral.
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