HomeMy WebLinkAboutPR 23841: CONTRACT WITH BERRYDUNN, STRATEGIC PLANNING SERVICES City of
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www.PortArthurTx.gov
OFFICE OF THE CITY MANAGER
INTEROFFICE MEMORANDUM
Date: July 10, 2024
To: The Honorable Mayor and City Council
Through: Ronald "Ron" Burton, City Manager
From: Shane!! Perkins, Assistant to the City Manager—Special Projects
RE: P.R. NO. 23841 — A resolution authorizing contract with BerryDunn of
Portland, Maine for Strategic Planning services.
Introduction:
This Agenda Item intends to request authorization forthe City Manager to enter into a
contract with BerryDunn of Portland, Maine to provide strategic planning services for
the City of Port Arthur, located at 444 4th Street, Port Arthur,Texas. BerryDunn was the
highest rated and most responsive bidder of the seven (7) proposals received, with a
budgetary impact of$125,000.00.
Background:
The city advertised for proposals for strategic planning services on February 14, 2024,
and February 21, 2024. Seven (7) vendors responded, with BerryDunn of Portland,
Maine being scored by a panel consisting of city staff members the highest ranking and
most responsive bidder.
This contract is for an approximate 18-month term. A specified workplan and project
timeline will be provided by BerryDunn once the notice to proceed has been issued.
Budget Impact:
Funding is available in City Manager/Other Contractual Services Account:001-01-005-
5470-00-10-000/Project MA0042.
"Remember, we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
Recommendation:
It is recommended that City Council approve P.R. No. 23841, authorizing the City
Managerto enter into a contract with BerryDunn of Portland, Maine to provide strategic
planning services for the City of PortArth u r,located at444 4th Street, Port Arthu r,Texas.
BerryDunn was the highest ranked and most responsive bidder of the seven (7)
proposals received, with a budgetary impact of $125,000.00.
"Remember, we are here to serve the Citizens of Port Arthur"
P.O.Box 1089 X Port Arthur,Texas 77641-1089 X 409.983.8101 X FAX 409.982.6743
P.R.NO.23841
07/9/2024 SP
PAGE 1 OF 3
RESOLUTION NO.
A RESOLUTION AUTHORIZING THE EXECUTION OF A CONTRACT
BETWEEN THE CITY OF PORT ARTHUR AND BERRY DUNN, MCNEIL
& PARKER, LLC (BERRYDUNN) OF PORTLAND, MAINE, FOR THE
DEVELOPMENT OF A CITYWIDE FIVE-YEAR STRATEGIC PLAN,WITH
A PROJECTED BUDGETARY IMPACT OF $125,000.00. ACCOUNT NO.
001-01-005-5470-00-10-000/PROJECT MA0042.
WHEREAS, the City desires to engage the services of BERRY DUNN to perform
a citywide assessment and develop a five-year Strategic Plan; and
WHEREAS, on February 14, 2024, and February 21, 2024, the city advertised for
proposals for the assessment and development of a strategic plan that will serve as a
vital tool in addressing the needs of the community and achieving the long-range vision
of transforming Port Arthur into a desirable place of residence and business as
delineated in Exhibit"A"; and
WHEREAS, seven (7) proposals were received on February 28, 2024, and
evaluated by a review committee, providing Berry Dunn as the highest rated and most
responsive bid, as delineated in Exhibit"B"; and
WHEREAS, it is in the best interest of the City of Port Arthur to enter into an
agreement with Berry Dunn of Portland,Maine,in substantiallythe same form as attached
hereto as Exhibit"C"; now, therefore,
NOW THEREFORE, BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY
OF PORT ARTHUR:
That, the facts and opinions in the preamble are true and correct; and,
That, the City Council hereby authorizes the City Manager to execute a contract
between the City of Port Arthur and Berry Dunn for the citywide assessment and the
P.R.NO.23841
07/9/2024 SP
PAGE 2 OF 3
development of a five-year citywide Strategic Plan,with a projected budgetary impact of
$125,000.00, in substantially the same form as attached hereto as Exhibit"C".
Thatfunding is available in the City Manager's Other Contractual Services Account
001-01-005-5470-00-10-000/Project MA0042.
That, a copy of the caption of this Resolution shall be spread upon the minutes of
the City Council.
READ, ADOPTED, AND APPROVED, this day of July 2024 A.D., at a
RegularMeeting of the City Council of the City of Port Arthur,Texas by the following vote:
AYES:
Mayor:
Councilmembers:
Noes:
Thurman Bill Bartie, Mayor
ATTEST:
Sherri Bellard, TRMC, City Secretary
APPROVED AS TO FORM:
am s Black, City Attorney
APPROVED FOR ADMINISTRATION:
P.R.NO.23841
07/9/2024 SP
PAGE 3 OF 3
3 /2„(V-71.-
Ronald "Ron" Burton, City Mager, CPM
APPROVED AS FOR AVAILABILITY OF FUNDS:
, ) &A42
Lyn Boswel,'F inance Direct
Clifton Williams, CPPB, Purchasing Manager
Exhibit A
City of Port Arthur, Texas
Professional Services Agreement
CITY OF PORT ARTHUR
Request for Bids
Strategic Plan for the City of Port Arthur
February 14, 2024 February 21, 2024
PUBLIC NOTICE
CITY OF PORT ARTHUR,TEXAS
INVITATION FOR BIDS
NOTICE IS HEREBY GIVEN THAT sealed Bids,addressed to the City of Port Arthur,will be received
at the Office of the City Secretary, City Hall 444 4th Street or P.O. Box 1089, Port Arthur, Texas
77641 no later than 3:00 P.M.,Wednesday,February 28,2024.Applicant names will be read aloud
beginning at 3:15 P.M.,Wednesday,February 28,2024 on this date in the City Council Chambers,
City Hall,5th Floor for certain services briefly described as:
STRATEGIC PLAN FOR THE CITY OF PORT ARTHUR
Bids received after the deadline stated above,regardless of method of delivery,will not be considered
and returned unopened.
Copies of the Specifications and other Contract Documents are on file in the Purchasing Office,444
4th Street, City of Port Arthur,and are open for public inspection without charge.They can also be
retrieved from the from the City's website at www.portarthurtx.gov/bids.aspx www.publicpurchase.
com
The City of Port Arthur reserves the right to reject any and all bids and to waive informalities.
Per Chapter 2 Article VI Sec. 2-262(C)of the City's Code of Ordinance, the City Council shall not
award a contract to a company that is in arrears in its obligations to the City.
Clifton illiams
Purchasing Manager
PUBLIC NOTICE
CITY OF PORT ARTHUR.TEXAS
INVITATION FOR BIDS
NOTICE IS HEREBY GIVEN THAT sealed Bids.addressed to the City of Port Arthur.will be received
at the Office of the City Secretary. City Hall 444 4th Street or P.O. Box 1089, Port Arthur, Texas
77641 no later than 3:00 P.M.,Wednesday,February 28,2024.Applicant names will be read aloud
beginning at 3:15 P.M.,Wednesday,February 28,2024 on this date in the City Council Chambers,
City Hall,5th Floor for certain services briefly described as:
STRATEGIC PLAN FOR THE CITY OF PORT ARTHUR
Bids received after the deadline stated above,regardless of method of delivery.will not be considered
and returned unopened. •
Copies of the Specifications and other Contract Documents are on file in the Purchasing Office.444
4th Street, City of Port Arthur,and are open for public inspection without charge.They can also be
retrieved from the from the City's website at www.portarthurtx.gov/bids.aspx www.publicpurchase.
com
The City of Port Arthur reserves the right to reject any and all bids and to waive informalities
Per Chapter 2 Article VI Sec. 2-262(C)of the City's Code of Ordinance. the City Council shall no
award a contract to a company that is in arrears in its obligations to the City.
Clifton VCtil!iams
Purchasing Manager
Exhibit B
City of Port Arthur, Texas
Professional Services Agreement
City of Port Arthur
Strategic Plan for the City of Port Arthur
Agenda Total Including Interview
P24-028
Sandy County
Weight Studios Berry Dunn
Lexington KY. Portland, ME
Vendor Qualificadons for
all staffworking with the
project 90 84 90
Experience with Similar
projects 75 60 65
Work Plan 75 75 70
Cost 45 43 35
Local Business (located
within Port Arthur city
limits) 15 0 0
Interviews 30 24 29
Total 330 286 289
Yamola BScupiof-Goriaeal 6/7/2024
Yolanda Scypion-Goudeaux, Purchasing Assistant Date:
City o f r
NS
1100.1
ort rthu�ur~s'`^
Texa.ti
Exhibit C
City of Port Arthur, Texas
Professional Services Agreement
STATE OF TEXAS § CITY OF PORT ARTHUR,TEXAS
§ AGREEMENT FOR PROFESSIONAL SERVICES
COUNTY OF JEFFERSON §
This Agreement for Professional Services ("Agreement")is made by and between the City
of Port Arthur,Texas, a Texas home-rule municipality located in Jefferson County,Texas("City"),
and BerryDunn, McNeil & Parker, LLC ("Professional") (individually, each a "Party" and
collectively, "Parties"), acting by and through the Parties' authorized representatives.
Recitals:
WHEREAS, City desires to engage the services of Professional as an independent
contractor and not as an employee in accordance with the terms and conditions set forth in this
Agreement; and
WHEREAS, the Professional desires to render professional services in accordance with
the terms and conditions set forth in this Agreement.
NOW, THEREFORE, in exchange for the mutual covenants set forth herein and other
valuable consideration, the sufficiency and receipt of which is hereby acknowledged,the Parties
agree as follows:
Article I
Employment of Professional
Professional will perform as an independent contractor for all services under this
Agreement to the prevailing professional standards consistent with the level of care and skill
ordinarily exercised by members of the Professional's profession, both public and private,
currently practicing in the same locality under similar conditions including but not limited to the
exercise of reasonable, informed judgments and prompt, timely action. If the Professional
represents that it has special expertise in one or more areas to be utilized in this Agreement, then
the Professional agrees to perform those special expertise services to the appropriate local,
regional, and national professional standards.
Article II
Term
2.1 The term of this Agreement shall begin on the last date of execution hereof by all
parties hereto (the "Effective Date") and shall continue thereafter until the eighteen (18) month
anniversary of the Effective Date.
2.2 Professional may terminate this Agreement by giving thirty(30) days prior written
notice to City. In the event of such termination by the Professional, the Professional shall be
entitled to compensation for services satisfactorily completed in accordance with this Agreement
prior to the date of such termination.
2.3 City may terminate this Agreement by giving ten(10) days prior written notice to
Professional. In the event of such termination by the City, the Professional shall be entitled to
compensation for services satisfactorily completed in accordance with this Agreement prior to the
date of such termination. Upon receipt of such notice from City, Professional shall immediately
terminate working on,placing orders, or entering into contracts for supplies, assistance, facilities,
or materials in connection with this Agreement and shall proceed to promptly cancel all existing
contracts insofar as they are related to this Agreement.
2.4 Upon notice of termination by the Professional or City, the Professional shall
immediately surrender all project documents produced by the Professional and its subcontractors
up to and including the date on which the termination notice was given.
Article III
Scope of Services
3.1 Professional shall perform the services specifically set forth in Exhibit A, attached
hereto and incorporated herein by reference, entitled"Scope of Services." In case of conflict with
the language of Exhibit A and the provisions of this Agreement,the provisions of this Agreement
shall control. Any additional services require the prior approval of the City Council of the City.
3.2 The Parties acknowledge and agree that any and all opinions provided by the
Professional represent the best judgment of the Professional.
Article IV
Schedule of Work
4.1 Professional agrees to commence services upon written direction from City and to
complete the tasks set forth in Exhibit A, Scope of Services, in accordance with a work schedule
established by City(the"Schedule"),which is attached hereto and incorporated as Exhibit A.
4.2 In the event Professional's performance of this Agreement is delayed or interfered
with by acts of City or others,Professional may request an extension of time for the performance
of same as hereinafter provided,and City shall determine whether to authorize any increase in fee
or price or to authorize damages or additional compensation as a consequence of such delays,
within a reasonable time after receipt of Professional's request.
4.3 No allowance of any extension of time, for any cause whatsoever, shall be claimed
or made by Professional unless Professional shall have made a written request upon City for such
extension not later than five(5)business days after the occurrence of the cause serving as the basis
for such extension request, and unless City and Professional have agreed in writing upon the
allowance of such additional time.
Article V
City of Port Arthur, Texas
Professional Services Agreement
Compensation and Method of Payment
5.1 City shall pay Professional for the services specifically as set forth in Exhibit B and
in accordance with the Rate Schedule in an amount not to exceed $125,000.00.
5.2 Each month, the Professional shall submit to the City an invoice supporting the
amount for which payment is sought. Each invoice shall also state the percentage of work
completed on the Project through the end of the then-submitted billing period, the total of the
current invoice amount, and a running total balance for the Project to date.
5.3 Within thirty(30)days of receipt of each such monthly invoice, the City shall make
monthly payments in the amount shown by the Professional's approved monthly invoice and other
documentation submitted.
5.4 Professional shall be solely responsible for the payment of all costs and expenses
related to the services provided pursuant to this Agreement, including, but not limited to,travel,
copying, and facsimile charges, reproduction charges, and telephone, internet,e-mail, and postage
charges, except as set forth in Exhibit B.
5.5 Nothing contained in this Agreement shall require City to pay for any services that
are unsatisfactory as determined by City or which is not performed in compliance with the terms
of this Agreement, nor shall failure to withhold payment pursuant to the provisions of this section
constitute a waiver of any right, at law or in equity, which City may have if Professional is in
default,including the right to bring legal action for damages or for specific performance of this
Agreement. Waiver of any default under this Agreement shall not be deemed a waiver of any
subsequent default.
Article VI
Devotion of Time,Personnel, and Equipment
6.1 Professional shall devote such time as reasonably necessary for the satisfactory
performance of the services under this Agreement. City reserves the right to revise or expand the
scope of services after due approval by City as City may deem necessary, but in such event, City
shall pay Professional compensation for such services at mutually agreed upon charges or rates, a
copy of the Rate Schedule is attached hereto as Exhibit B,and within the time schedule prescribed
by City, and without decreasing the effectiveness of the performance of services required under
this Agreement. In any event, when the Professional is directed to revise or expand the scope of
services under this Agreement,the Professional shall provide the City a written proposal for the
entire costs involved in performing such additional services. Prior to the Professional undertaking
any revised or expanded services as directed by the City under this Agreement, the City must
authorize in writing the nature and scope of the services and accept the method and amount of
compensation and the time involved in all phases of the Project.
6.2 It is expressly understood and agreed to by the Professional that any compensation
not specified in this Agreement may require approval by the City Council of the City of Port Arthur
and may be subject to current budget year limitations.
City of Port Arthur, Texas
Professional Services Agreement
6.3 To the extent reasonably necessary for the Professional to perform the services
under this Agreement, the Professional shall be authorized to engage the services of any agents,
assistants, persons, or corporations that the Professional may deem proper to aid or assist in the
performance of the services under this Agreement. The cost of such personnel and assistance shall
be borne exclusively by the Professional.
6.4 Professional shall furnish the facilities, equipment,telephones, facsimile machines,
email facilities, and personnel necessary to perform the services required under this Agreement
unless otherwise provided herein.
Article VII
Relationship of Parties
7.1 It is understood and agreed by and between the Parties that in satisfying the
conditions and requirements of this Agreement, the Professional is acting as an independent
contractor, and the City assumes no responsibility or liability to any third party in connection with
the services provided by the Professional under this Agreement. All services to be performed by
the Professional pursuant to this Agreement shall be in the capacity of an independent contractor
and not as an agent, servant,representative, or employee of the City. Professional shall supervise
the performance of its services and shall be entitled to control the manner, means,and methods by
which Professional's services are to be performed, subject to the terms of this Agreement. As
such, City shall not train Professional, require Professional to complete regular oral or written
reports, require Professional to devote his full-time services to City, or dictate Professional's
sequence of work or location at which Professional performs Professional's work, except as may
be set forth in Exhibit A.
Article VIII
Insurance
8.1 Before commencing work, the Professional shall, at its own expense, procure, pay
for,and maintain during the term of this Agreement the following insurance written by companies
approved by the state of Texas and acceptable to the City. The professional shall furnish the City
Manager with certificates of insurance executed by the insurer or its authorized agent stating
coverages, limits, expiration dates, and compliance with all applicable required provisions.
Certificates shall reference the project/contract number and be addressed as follows:
City of Port Arthur, Texas
Attention: Ron Burton, City Manager
444 4th Street
Port Arthur, Texas 77640
A. Commercial General Liability insurance, including, but not limited to
Premises/Operations, Personal & Advertising Injury, Products/Completed Operations,
Independent Contractors and Contractual Liability, with minimum combined single limits
of $500,000 per occurrence, $500,000 Products/Completed Operations Aggregate, and
$500,000 general aggregate. Coverage must be written on an occurrence form. The
General Aggregate shall apply on a per project basis.
City of Port Arthur, Texas
Professional Services Agreement
B. Workers' Compensation insurance with statutory limits; and Employers'
Liability coverage with minimum limits for bodily injury: 1) by accident,$100,000 each
accident, and 2) by disease, $100,000 per employee with a per policy aggregate of
$500,000.
C. Business Automobile Liability insurance covering owned,hired and non-
owned vehicles, with a minimum combined bodily injury and property damage limit of
$500,000 per occurrence.
D. Professional Liability Insurance to provide coverage against any claim
which the Professional and all professionals engaged or employed by the Professional
become legally obligated to pay as damages arising out of the performance of professional
services caused by error, omission or negligent act with minimum limits of$1,000,000 per
claim, $1,000,000 annual aggregate
NOTE:If the insurance is written on a claims-made form, coverage shall be continuous(by
renewal or extended reporting period) for not less than thirty-six (36) months
following completion of this Agreement and acceptance by City.
8.2 With reference to the foregoing required insurance, Professional shall endorse
applicable insurance policies as follows:
A. A waiver of subrogation in favor of City, its officials, employees, and
officers shall be contained in the Workers' Compensation insurance policy.
B. The City, its officials, employees and officers shall be named as additional
insureds on the Commercial General Liability policy, by using endorsement CG2026 or
broader.
C. All insurance policies shall be endorsed to the effect that City will receive
at least thirty(30) days notice prior to cancellation, non-renewal, termination, or material
change of the policies.
8.3 All insurance shall be purchased from an insurance company that meets a financial
rating of B+VI or better as assigned by A.M. Best Company or equivalent.
Article IX
Right to Inspect Records
9.1 Professional agrees that City shall have access to and the right to examine any
directly pertinent books, documents, papers and records of Professional involving transactions
relating to this Agreement. Professional agrees that City shall have access during normal working
hours to all necessary Professional facilities and shall be provided adequate and appropriate work
City of Port Arthur, Texas
Professional Services Agreement
space inorder to conduct audits in compliance of this section. City with provisions shall give
Professional reasonable advance notice of intended audits.
9.2 Professional further agrees to include in subcontract(s), if any,a provision that any
subcontractor agrees that City shall have access to and the right to examine any directly pertinent
books, documents,papers and records of such subcontractor involving transactions related to the
subcontract, and further, that City shall have access during normal working hours to all such
subcontractor facilities and shall be provided adequate and appropriate work space, in order to
conduct audits in compliance with the provisions of this section. City shall give any such
subcontractor reasonable advance notice of intended audits.
Article X
Miscellaneous
10.1 Entire Agreement. This Agreement and any and all Exhibits attached hereto
constitutes the sole and only agreement between the Parties and supersedes any prior or
contemporaneous understandings,written agreements or oral agreements between the Parties with
respect to the subject matter of this Agreement.
10.2 Authorization. Each Party represents that it has full capacity and authority to grant
all rights and assume all obligations granted and assumed under this Agreement.
10.3 Assignment. Professional may not assign this Agreement in whole or in part
without the prior written consent of City. In the event of an assignment by Professional to which
the City has consented, the assignee shall agree in writing with the City to personally assume,
perform, and be bound by all the covenants and obligations contained in this Agreement.
10.4 Successors and Assigns. Subject to the provisions regarding assignment, this
Agreement shall be binding on and inure to the benefit of the Parties and their respective heirs,
executors, administrators, legal representatives, successors and assigns.
10.5 Governing Law and Exclusive Venue. The laws of the State of Texas shall govern
this Agreement, and exclusive venue for any legal action concerning this Agreement shall be in a
District Court with appropriate jurisdiction in Jefferson County, Texas. The Parties agree to
submit to the personal and subject matter jurisdiction of said court.
10.6 Amendments. This Agreement may be amended only by the mutual written
agreement of the Parties.
10.7 Severability. In the event any one or more of the provisions contained in this
Agreement shall for any reason be held to be invalid, illegal, or unenforceable in any respect by a
court of competent jurisdiction, such invalidity, illegality, or unenforceability shall not affect any
other provision in this Agreement, and this Agreement shall be construed as if such invalid, illegal,
or unenforceable provision had never been contained in this Agreement.
10.8 Survival of Covenants and Terms. Any of the representations, warranties,
covenants,and obligations of the Parties, as well as any rights and benefits of the Parties,pertaining
City of Port Arthur, Texas
Professional Services Agreement
to a period of time following the termination of this Agreement, shall survive termination,
including,but not limited to, Section 3.3,Article X, and, in particular, Sections 10.13 and 10.14.
10.9 Recitals. The recitals to this Agreement are incorporated herein.
10.10 Notice. Any notice required or permitted to be delivered hereunder may be sent by
first class mail, overnight courier, or by confirmed telefax or facsimile to the address specified
below or to such other Party or address as either Party may designate in writing and shall be
deemed received three(3)days after delivery set forth herein:
If intended for City:
City of Port Arthur, Texas
444 4th Street
Port Arthur,Texas 77640
Attn: Ron Burton, City Manager
Copy to:
City of Port Arthur, Texas
444 4th Street
Port Arthur,Texas 77640
Attn: City Attorney
If intended for Professional:
BerryDunn
Attn: Seth Hedstrom, Project Principal
2211 Congress Street
Portland, ME 04102
10.11 Counterparts. This Agreement may be executed by the Parties hereto in separate
counterparts, each of which, when so executed and delivered, shall be deemed an original, but all
such counterparts shall together constitute one and the same instrument. Each counterpart may
consist of any number of copies hereof each signed by less than all, but together signed by all of,
the Parties hereto.
10.12 Exhibits. The exhibits attached hereto are incorporated herein and made a part
hereof for all purposes.
10.13 Professional's Liability. Acceptance of the Project Documents by City shall not
constitute nor be deemed a release of the responsibility and liability of Professional, its employees,
associates, agents, or subcontractors for the accuracy and competency of their designs, working
drawings, specifications, or other documents and work; nor shall such acceptance be deemed an
City of Port Arthur, Texas
Professional Services Agreement
assumption of responsibility by City for any defect in the Project Documents or other documents
and work prepared by Professional, its employees, associates, agents or sub-consultants.
10.14 Indemnification. PROFESSIONAL AGREES TO INDEMNIFY AND HOLD
HARMLESS CITY FROM AND AGAINST ANY AND ALL LIABILITIES,DAMAGES,
CLAIMS,SUITS,COSTS(INCLUDING COURT COSTS,REASONABLE ATTORNEY'S
FEES,AND COSTS OF INVESTIGATION),AND ACTIONS BY REASON OF INJURY
TO OR DEATH OF ANY PERSON OR DAMAGE TO OR LOSS OF PROPERTY TO THE
EXTENT CAUSED BY PROFESSIONAL'S NEGLIGENT PERFORMANCE OF
SERVICES UNDER THIS AGREEMENT OR BY REASON OF ANY ACT OR OMISSION
ON THE PART OF PROFESSIONAL, ITS OFFICERS, DIRECTORS, SERVANTS,
AGENTS, EMPLOYEES, REPRESENTATIVES, CONTRACTORS,
SUBCONTRACTORS, LICENSEES, SUCCESSORS OR PERMITTED ASSIGNS
(EXCEPT WHEN SUCH LIABILITY,CLAIMS, SUITS, COSTS, INJURIES, DEATHS
OR DAMAGES ARISE FROM OR ARE ATTRIBUTED TO THE NEGLIGENCE OF
THE CITY). IF ANY ACTION OR PROCEEDING SHALL BE BROUGHT BY OR
AGAINST THE CITY IN CONNECTION WITH ANY SUCH LIABILITY OR CLAIM,
THE PROFESSIONAL, ON NOTICE FROM THE CITY, SHALL DEFEND SUCH
ACTION OR PROCEEDINGS AT THE PROFESSIONAL'S EXPENSE BY OR
THROUGH ATTORNEYS REASONABLY SATISFACTORY TO THE CITY.
PROFESSIONAL'S OBLIGATIONS UNDER THIS SECTION SHALL NOT BE
LIMITED TO THE LIMITS OF COVERAGE OF INSURANCE MAINTAINED OR
REQUIRED TO BE MAINTAINED BY PROFESSIONAL UNDER THIS AGREEMENT.
IF THIS AGREEMENT IS A CONTRACT FOR ENGINEERING OR ARCHITECTURAL
SERVICES,THEN THIS SECTION IS LIMITED BY,AND TO BE READ AS BEING IN
COMPLIANCE WITH, THE INDEMNITY SPECIFIED IN § 271.904 OF THE TEXAS
LOCAL GOVERNMENT CODE, AS AMENDED. THIS SECTION SHALL SURVIVE
TERMINATION OF THIS AGREEMENT
10.15 Conflicts of Interests. Professional represents that no official or employee of the
City has any direct or indirect pecuniary interest in this Agreement. Any misrepresentation by a
Professional under this section shall be grounds for termination of this Agreement and shall be
grounds for recovery of any loss, cost,expense, or damage incurred by the City as a result of such
misrepresentation.
10.16 Default. If at any time during the term of this Agreement, Professional shall fail to
commence the services in accordance with the provisions of this Agreement or fail to diligently
provide services in an efficient, timely, and careful manner and in strict accordance with the
provisions of this Agreement or fail to use an adequate number or quality of personnel to complete
the services or fail to perform any of Professional's obligations under this Agreement,then City
shall have the right, if Professional shall not cure any such default after thirty (30) days written
notice thereof,to terminate this Agreement. Any such act by the City shall not be deemed a waiver
of any other right or remedy of City. If after exercising any such remedy due to Professional's
nonperformance under this Agreement, the cost to City to complete the services to be performed
under this Agreement is in excess of that part of the contract sum which as not theretofore been
paid to Professional hereunder, Professional shall be liable for and shall reimburse City for such
excess costs.
City of Port Arthur, Texas
Professional Services Agreement
Pr
10.17 Confidential Information. Professional hereby acknowledges and agrees that its
representatives may have access to or otherwise receive information during the furtherance of
Professional's obligations in accordance with this Agreement, which is of a confidential, non-
public or proprietary nature. Professional shall treat any such information received in full
confidence and will not disclose or appropriate such Confidential Information for Professional's
own use or the use of any third party at any time during or subsequent to this Agreement. As used
herein, "Confidential Information"means all oral and written information concerning the City,its
affiliates and subsidiaries, and all oral and written information concerning City or its activities,
that is of a non-public, proprietary or confidential nature including,without limitation, information
pertaining to customer lists, services, methods,processes and operating procedures,together with
all analyses, compilations, studies or other documents,whether prepared by Professional or others,
which contain or otherwise reflect such information. The term"Confidential Information" shall
not include such information that is or becomes generally available to the public other than as a
result of disclosure to Professional, or is required to be disclosed by a governmental authority
under applicable law.
10.18 Remedies. No right or remedy granted or reserved to the Parties is exclusive of
any other right or remedy herein by law or equity provided or permitted;but each right or remedy
shall be cumulative of every other right or remedy given hereunder. No covenant or condition of
this Agreement may be waived without written consent of the Parties. Forbearance or indulgence
by either Party shall not constitute a waiver of any covenant or condition to be performed pursuant
to this Agreement.
10.19 No Third Party Beneficiary. For purposes of this Agreement, including the
intended operation and effect of this Agreement, the Parties specifically agree and contract that:
(1) this Agreement only affects matters between the Parties to this Agreement, and is in no way
intended by the Parties to benefit or otherwise affect any third person or entity notwithstanding the
fact that such third person or entity may be in contractual relationship with City or Professional or
both;and(2)the terms of this Agreement are not intended to release,either by contract or operation
of law, any third person or entity from obligations owing by them to either City or Professional.
[The Remainder of this Page Intentionally Left Blank]
EXECUTED this day of , 2024.
CITY:
CITY OF PORT ARTHUR,TEXAS,
A Texas home-rule municipality,
By:
Ronald "Ron"Burton, City Manager,CPM
City of Port Arthur, Texas
Professional Services Agreement
ATTEST:
Sherri Bellard, City Secretary
APPROVED AS TO FORM:
City Attorney
EXECUTED this day of July, 2024.
PROFESSIONAL:
BerryDunn,
By:
Name:
Title:
City of Port Arthur, Texas
Professional Services Agreement
EXHIBIT "A"
I
r
E . WORK PLAN
Project Approach and Methodology
i
Project management
As part of every project, we provide our clients with an established project management methodology based on
best practices to help ensure our work is completed on time and within scope and budget. Our team applies
proven project management processes,tools, and techniques using principles in the Project Management
Institute®'s A Guide to the Project Management Body of Knowledge®(PMBOK®Guide). We apply standard
processes across the project management life cycle and scale them to fit our clients' specific needs. Of note to
the City, our proposed project principal, Seth Hedstrom is a certified Project Management Professional®(PMP®)
and has served in a project leadership role on dozens of engagements. His role involves overseeing project
progress and helping to ensure a high-quality consulting experience is delivered to the clients the firm serves.
With that said, the City can trust that we have the qualifications and expertise necessary to lead this strategic
planning effort efficiently,effectively,and successfully.
Guiding methodologies
Overview
Planning takes on many forms, and if done well, can effectively drive progress and enhance quality of life for
communities at large. With BerryDunn,the City will be served by a firm that not only understands the intricacies
of the plan types described below but also their interrelationships and interdependencies.
-
=ifs
Economic Comprehensive Strategic
Development
Creates a vision and Captures the vision and Assesses where an
roadmap to proactively recommends a roadmap enterprise-or department-
0 guide growth and for the physical wide organization is now.
development through development of a sets a vision for where it
actionable policies and community through wants to go.and defines
strategies future land use how it will get there
Population fluctuations land use and zoning Organizational direction
711 Job creation and retention Population growth Resource alignment
Market stability Housing
Collective impact and
o Partnership and investment Transportation/Mobility stewardship in decision-
Workforce attraction and Economic development making.policies,plans.
attraction Environmental stewardship programs.and policies
c
3-5 years 10-20 years 3-5 years
bBerryDunn E. Work Plan , 16
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Having led dozens of planning projects with varying focuses, we bring a proven yet customizable process for
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developing each plan type. We are experts in information-gathering, stakeholder engagement,visioning, policy
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and program development,fiscal responsibility,trust building, and actionable plan development.The breadth
and depth of our skills lend well to our ability to capture the true wants and needs of our clients and their
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communities and partners and chart the right path to achieve their visions for the future.Our support extends
beyond the plan development process, as clients often retain BerryDunn to guide the plan implementation Ir
process.
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As the City's trusted advisor,we will accompany the organization at every step of its planning journey and
help ensure strategic planning success and optimal outcomes for its stakeholders. It
Achieving Consensus and Moving Groups to Action lir
1
Inclusive Participation We will design and conduct a well-facilitated strategic planningIC
Invites and sustains engagement of process that uses data and personal knowledge to assess the City's
all members of a group Ourproject team will use the ICA ToP®
J current environment. IC
facilitation methodology to help ensure strategic planning sessions
r are highly collaborative and inclusive of all stakeholders. The ToP° or
Teamwork and Collaboration emphasizes structured participation that pulls
methodologyem has p p
p
Gets tasks done in the most effective, sr
efficient,and economical way possible information into the group's thinking process and creates a clear
intention, helping members of the group align with one another and
reach consensus. Structured participation encourages the values
Individual/Group Creativity shown to the left.
Brings out the best of each person's
rationale and intuitive capabilities Encouraging Crossing Boundaries and Strengthening
Interdependencies it
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Action and Ownership Strategies are themes for action, and successful strategies will often
Positions the group to act on decisions cross organizational and community boundaries and appeal to
owned and supported by the group several environmental factors. We will help stakeholders recognize
_/ these interrelationships and critical interdependencies, identifying le
how they align with overall strategic goals.
Reflection and Learning 12
Applying Effective Tools
Confirms individual/group resolve and pr.
helps ensure appreciation of the value 'its
and importance of collective action Another key to success is aligning financial resources of the
organization with strategic priorities. When groups have difficultyIC
agreeing on priorities or selecting just a few to focus on,we use a cost-benefit scoring sheet that helps the
group score the impacts, risks, level of difficulty, and effort for each strategy or objective to determine the onesIt
to prioritize.We can customize this tool for use with the City if the group is having difficulty achieving
consensus.
Developing Clear and Compelling Plans That Articulate a Business Case
We will write strategic goals, initiatives, and actions in a common language to evoke a clear picture of success
to serve as a useful tool for the City's decision-making. Our project team has facilitated clear,compelling
strategic plans for 70 public-sector entities and system-level plans involving multiple levels of government, y
jurisdictions, and agencies. Our clients use these plans to drive budget decisions, execute strategies, and
publish the results to communicate with stakeholders and the public.
Focusing on DEI
BerryDunn's approach focuses on and reflects our firm's commit to DEI. We recognize how important it is that
we assemble a project team that understands what the City needs to do to conduct a sound strategic planning
bBerryDunn E. Work Plan 1 17
process. We will work with the City—as well as DEI resources—to help ensure its work effort is conducted
through an equity lens and effectively reaches traditional marginalized communities.
With the City serving as a backbone organization, we will engage current partners to facilitate an authentic,
inclusive, and accessible planning process. We have found great success in this collaborative approach to
assembling the ideal team.As an example, after being selected to lead the City of Wausau, Wisconsin, in the
development of their strategic plan,the City connected us with a local member of the Hmong community to
provide valuable perspective and considerations in the process.
Together, we will exhibit care and respect for others, allowing individuals to speak for themselves and teach us
through their own authentic experiences; build trust with the City's diverse stakeholders and establish mutual
buy-in this process;and learn as much from you all as you will learn from us, as we all chart the best path
toward the organization's future. We look forward to coming together to make the City's stakeholders feel
heard, respected, and partnered with in this strategic planning process.
Effectively Engaging the Public
We will utilize several strategies to effectively engage and collect data and information from the public,
including developing communications, conducting interviews and focus groups, and creating an interactive
project landing and engagement website via Social Pinpoint.
Social Pinpoint is a customizable community engagement platform that is used to inform stakeholders of
project goals, objectives, and progress, and provide opportunities to interact and gather information. This tool
has several features that we use frequently and as needed throughout strategic planning projects, such as
forums, mapping, an ideas wall, and surveys. It is also important to note that Social Pinpoint is mobile friendly
and has Google Translate interface, helping us reach a broader range of the Port Arthur community.
With this tool, we will easily be able to set up a landing page and sub-pages for the City to capture the culture
of the stakeholders it serves—providing opportunities for participants to contribute to the City's mission, values,
vision, and strategic priorities. We will also be able to track analytics and progress in real-time, promote
participation, and set up email notifications to help ensure that, even in a remote environment, effective
strategic planning and community engagement activities can take place.
We recently developed fully customized Social Pinpoint sites to support the following clients as well as others:
City of Ennis,Texas City of Groveland, Florida
Strategic Plan Social Pinpoint Site Strategic Plan Social Pinpoint Site
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Work plan
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Summary
BerryDunn strives to be flexible when it comes to development and execution of an effective work plan. We
understand that no two projects are exactly alike and believe that one of the primary reasons we have been
successful with similar projects is our willingness to be flexible in adapting to our clients' unique needs.
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Figure 2 presents an overview of our work plan intended to achieve the City's goals and objectives for this
important initiative. ir
ure 2; Work Plan Overview lig
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Project Initiation Community Strategic Plan OPTIONAL
and Management Engagement and Development Implementation g
Strategic Analysis Action Planning
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Details le
We are pleased to present details of our proposed work plan on the following pages for the City's further review
and consideration. We remain flexible to the City's needs and would welcome further discussion to help ensure IC
our approach aligns with the City's vision and needs for this project. IC
Phase 1: Project Initiation and Management 9Li Prepare for and conduct an initial virtual project planning meeting. Upon conducting
background research to gain more familiarity with the City, we will conduct initial project RE
planning with the City's project team and City Manager to identify project milestones and
expectations for stakeholder engagement in the strategic planning process. We will
introduce key team members, clarify project goals and objectives, identify known project constraints, and
refine dates and/or tasks, as appropriate. We will discuss our approach for managing communications
between BerryDunn and the City, as well as our approach to scope, risk, and resource management. We will C
also review possible formats for the Final City of Port Arthur Strategic Plan. These discussions will help us to
refine our currently proposed Project Work Plan and Schedule.
1.2 Prepare an information request sheet and compile documents and data.We will prepare an information
request sheet for the City's project team to guide document and data gathering activities.The purpose of this
effort is for BerryDunn to gain a preliminary understanding of the current environment and inform upcoming C
engagement activities. It is important to note that we will only request existing documents and data;the City
will not be asked to create items to fulfill the request. "
Items we may request include:
• Key performance metric data • Previous surveys of City stakeholders and staff
bBerryDunn E. Work Plan 119 .
• Program descriptions and data • Demographic, economic, and community data
• Past internal and external assessments and forecasted trends from the U.S. Census
• Past and current planning and policy Bureau,the U.S. Bureau of Labor Statistics,
documents, organizational charts, staffing, and American Community Survey, U.S. Department
budgeting details of Education,the Opportunity Index, and other
federal, state and local data sources
• Data from any previous community and
stakeholder engagement efforts that are
relevant to development of the Strategic Plan
Once provided, we will review the documentation and data and later combine associated findings with
engagement outcomes to help us produce an Environmental Scan and Strategic Analysis that will inform
engagement activities.
1.3 Develop a Project Work Plan and Schedule. Based on the information gathered from our initial project
planning meeting, document and data review activities, and those details enclosed in this proposal, we will
develop the Project Work Plan and Schedule, which will outline the tasks and timelines for the strategic
planning process. The Project Work Plan and Schedule will also include agreed-upon procedures between
BerryDunn and the City related to project control, including quality management and deliverable
submission/acceptance management.After providing draft versions of these materials in advance, we will
facilitate a videoconference with the City's project team to review the drafts and solicit feedback. This
videoconference will introduce the City's project team to our document review process and provide an
opportunity for the City to share input on a critical step in the process. We will incorporate the City's feedback
and finalize the documentation before distributing it in final form.
0 Deliverable 1 - Project Work Plan and Schedule
1.4 Develop internal communications and kickoff presentations. We will collaborate with the City's project
team in developing communications to connect and engage with the City's internal stakeholders. We will
customize these communications to align with the communication needs and preferences of individuals and
groups with the intention of building awareness for the process, its intended outcomes, and opportunities for
them to get involved. Communications will also be developed to keep the City's leadership,staff, and
community members informed about the strategic planning project status. In addition to developing these
communications, we will develop kickoff presentations to support an orientation held for the City's project
team, City Manager, City Council, leadership, and staff.The presentations will introduce participants to the
BerryDunn team, our approach and methodologies, project goals and objectives, and how we intend to involve
them and others in the process and the development of the City of Port Arthur Strategic Plan.We will review
communications and the kickoff presentations with the City's project team before finalizing and distributing
them.
1.5 Conduct Biweekly Project Status Meetings. Our project manager and lead facilitator, Michelle Kennedy,
will conduct virtual Biweekly Project Status Meetings with the City's project manager on an ongoing basis
throughout the strategic planning process. We will use these meetings to describe the activities and
accomplishments for the reporting period; plans for the upcoming month; risks or issues encountered during
the reporting period; and anticipated problems that might impact project deliverables. We will also use these
meetings to highlight any work products and approaches that will contribute to deliverable development.
QDeliverable 2 - Biweekly Project Status Meetings
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Phase 2: Community Engagement and Strategic Analysis
2.1 Coordinate stakeholder engagement logistics. We will coordinate with the City to
schedule and handle logistics for community engagement activities, including interviews,
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focus groups, and community forums.All logistics will focus on helping to ensure we create
accessible involvement, promote participation, and build trust with participants in our
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activities.
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2.2 Develop and administer the City's Social Pinpoint site.We will use a virtual engagement platform called
Social Pinpoint to encourage collaboration with the City and its stakeholders. We will customize a Social
Pinpoint site with the City's project team to reflect its project details and align with its organizational culture.
The site will create accessible community engagement in the strategic planning process and gain broad
stakeholder input.That input will be used to inform development of the eventual City of Port Arthur Strategic
Plan. Within this landing page, City stakeholders will have access to an idea wall and other engagement tools
that will help gather information related to the current environment and the community's desired vision for the
future.
2.3 Review and analyze City-provided documents and data. We will review and analyze the documents and
data requested earlier in Task 1.2. Findings from this activity will be used to help us produce a Draft
Environmental Scan and Strategic Analysis and inform upcoming engagement activities.
2.4 Conduct interviews with City stakeholders. We will conduct on-site individual and group interviews andlit
focus groups with City Councilmembers, leadership, and staff deemed appropriate,to thoroughly review and
assess services and the needs of the City and the Port Arthur community. Working with these diverse
stakeholder groups,we will help ensure alignment and cohesion for the City's strategic direction, as well as
generate excitement, promote consensus and buy-in, and encourage participation and involvement in the
process.
2.5 Design and administer a statistically valid community survey.We will work with an existing subcontracting
partner to design and administer a statistically valid community survey to better understand the City's C
residents' needs and desires as it relates to the strategic needs and priorities. Surveys will be distributed to a
random sample of residents throughout the City using a combination of mail and online survey administration. C
2.6 Synthesize information gathered and develop a Draft Environmental Scan and Strategic Analysis. We will
synthesize information gathered through quantitative and qualitative research, document and data review,
Social Pinpoint, and interviews and focus groups to develop a Draft Environmental Scan and Strategic Analysis. C
This will include identifying internal and external factors that will be considered during the development of the
Strategic Plan, as well as a thorough review of information such as finances, infrastructure,staff,
demographics,socioeconomics, education, business development, housing, arts,culture, history, recreation,
natural features, geography, entertainment, and technology. The format will be a highly visual and compelling
slide deck and will be used to inform the upcoming community forums and strategic planning sessions.The
presentation will provide an overview of the City's current environment and discovery outcomes. This will be
presented to the City's project team to solicit input and gain consensus.
Deliverable 3 - Draft Environmental Scan and Strategic Analysis
2.7 Design, prepare for, and conduct community forums. Using information gathered to date and the ICA ToP®
facilitation methodology, we will design a community forum format that is structured to educate, inform, and
engage all participants in developing a vision for the City. We will make creative use of digital applications to
help ensure forums are engaging and effective. Once prepared, we will facilitate community forums to gather
perspectives and ideas from the community.Should the City wish for additional forums or an in-person option,
we are happy to discuss that with the City. We will use the Draft Environmental Scan and Strategic Analysis to
educate the community about the current environment of the City.
bBerryDunn E. Work Plan 121
2.8 Update the Draft Environmental Scan and Strategic Analysis to final. We will incorporate community forum
outcomes in our Draft Environmental Scan and Strategic Analysis—as well as a detailed strengths, weaknesses,
opportunities, and challenges analysis—and review it with the City's project team to solicit feedback before
updating it to final. The Final Environmental Scan and Strategic Analysis will guide and inform strategic
planning sessions, as well as generate excitement for the process among stakeholders, encourage new ideas,
and foster a sense of cohesion and optimism for the future.
Deliverable 4 - Final Environmental Scan and Strategic Analysis
Phase 3: Strategic Plan Development
F ' 3.1 Develop the meeting design and agendas for strategic planning sessions one and two.
We will design and develop agendas for strategic planning sessions one and two with the
`✓ intent of guiding strategic planning progress.This will also include developing a
presentation of the Final Environmental Scan and Strategic Analysis to provide participants
with a shared understanding of the current environment, the trends that are affecting it, opportunities for the
future, and key takeaways from engagement activities. Each in-person session will focus on building
consensus and refining the strategic priorities identified, as well as the City's vision and key results. We will
review the meeting designs and agendas for each session with the City's project team before updating to final.
3.2 Facilitate strategic planning session one.Strategic planning session one will focus on developing the City's
vision, mission, guiding principles, and strategic goals and priorities, as well as a policy statement with the City
Council.This session will be guided by the previously developed meeting design and agenda, as well as the
Final Environmental Scan and Strategic Analysis. We will use the ICA ToP®facilitation methodology, designed to
produce group consensus,to address and resolve any conflicting values or visions. We will document the
outcomes of this session to review with the City's project team and plan for next steps.
3.3 Facilitate strategic planning session two.Strategic planning session two will be conducted with City
leadership and staff and will focus on refining the City Council-developed strategic plan components and
creating objectives and performance measures, as well as a policy statement. It will be guided by the
previously developed meeting design and agenda, outcomes of strategic planning session one, and the Final
Environmental Scan and Strategic Analysis. We will document outcomes of this session and review with the
City's project team.
3.4 Finalize objectives and performance measures.We will use the outcomes of strategic planning sessions
one and two as the basis to finalize objectives and performance measures with the City's project team.The
measures will be quantifiable in terms actual progress made toward meeting the objectives and appropriate.
We will document outcomes, as well as a process and schedule for progress reporting and performance
evaluation to help ensure effective tracking and monitoring.
3.5 Develop the Initial City of Port Arthur Strategic Plan Draft.We will develop the Initial City of Port Arthur
Strategic Plan Draft in an agreed-upon format for the final document.This plan document will include an
executive summary, as well as a detailed plan that identifies the City's shared vision, mission, guiding
principles, strategic priorities, strategic goals, objectives, performance measures,and policy statement. We will
review this draft with the City's project team and City Manager to collect feedback and prepare for work
sessions with interdepartmental working groups.
3.6 Conduct work sessions with interdepartmental working groups. We will facilitate work sessions with
interdepartmental working groups to further refine the strategic objectives and performance measures
developed in Task 3.4.The focus will be to help ensure the Strategic Plan is actionable and progress made is
measurable. It is critical that the City's individual departments are committed to the success of the Strategic
Plan, as their collective efforts will directly contribute to achieving the City's vision for the organization.As such,
bBerryDunn E. Work Plan 122
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involving them at this stage of the strategic planning process will help ensure that buy-in is generated and
support is present. IC
Deliverable 5 - Initial City of Port Arthur Strategic Plan Draft
3.7 Develop the Final City of Port Arthur Strategic Plan and present it to the City Council. We will incorporate
the requested edits and develop a graphically designed, Final City of Port Arthur Strategic Plan for final or
approval and adoption. In addition to the content described in Task 3.5, the final document will include a
description of the Strategic Plan development process and the plan for progress monitoring and reporting, as
well as a one-page "Plan at a Glance" document that can serve as a standalone high-level summary of the Final
City of Port Arthur Strategic Plan.The"Plan at a Glance"document will align with the design and branding of
the full Final City of Port Arthur Strategic Plan and include mission and 10-year vision statements, guiding Et
principles/values, and strategic priorities and goals, and a link to the City's website where the full plan can be
reviewed or downloaded.
Deliverable 6 - Final City of Port Arthur Strategic Plan Ir
3.8 Conduct project closeout activities. Once the strategic planning effort is complete, we will perform closeout
activities, including providing the City with documentation developed and collected during the process and
conducting lessons learned and knowledge-sharing activities. We will also prepare an implementation plan
template, orient City staff with it,and educate them on how to complete it.The implementation plan template
that will identify resources, partners, department and division leads, anticipated timelines, interdependencies,
actions, and other information to help enable the plan implementation and progress reporting process.This
template will be customized to the City's needs and will serve as a tool to delegate responsibilities,track
progress, and assist in the overall longevity and sustainability of the Final City of Port Arthur Strategic Plan.
Conducting this task will equip the City with the tools needed to continue to progress toward its vision and C
successfully implement its plan even after the project is complete.
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OPTIONAL Phase 4: Implementation Action Planning
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BerryDunn is committed to preparing our clients for successful Strategic Plan
implementation and providing the level of implementation support deemed necessary. To
that end, we are pleased to provide an Optional Implementation Action Planning phase.We
find that thoughtful implementation planning helps to ensure that the Strategic Plan
remains a living document and is not put on a shelf. We intentionally involve key stakeholders in
implementation planning activities as they will be the ones responsible for daily plan management, and it is
critical to foster their buy-in and support.
4.1 Facilitate Implementation Action Plan development meetings and develop supporting material. We will
facilitate implementation action plan development meetings to outline the steps necessary to execute on plan
objectives, describe potential progress reporting options, and discuss appropriate communications that may be
shared over the life span of the plan. Outcomes from these meetings will inform the development of an
Implementation Action Plan containing all key findings and recommendations for the Final City of Port Arthur
Strategic Plan.We will review the Implementation Action Plan with the City's project team to solicit feedback
before preparing a presentation to the City Council.
4.2 Present the Implementation Action Plan to the City Council. We will present outcomes from
implementation action planning to the City Council to inform them of plans to execute on the Final City of Port
Arthur Strategic Plan.Additionally,this presentation will provide an opportunity for City Councilmembers to ask ,
questions and share their input before concluding the implementation action planning effort.We will consider
input gathered and incorporate it before updating the Implementation Action Plan to final.
Deliverable 7 - Implementation Action Plan
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EXHIBIT " B "
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Hourly rates
Table 1 presents hourly rates for our proposed project team members for the City's further review and
consideration.
, Table 1.: Project Team Hourly Rates
Project Team Member Role Hourly Rate
Seth Hedstrom, Principal Project Principal $525
Michelle Kennedy, Manager Project Manager and Lead Facilitator $340
' Jen Ferguson, Senior Consultant Facilitator $290
Maddison Powers Spencer, Consultant Research Analyst $210
Various Subject Matter Experts $290
Total cost
Our total proposed fixed-fee cost for the City's requested work effort is $84,900;this total excludes the cost of
i optional Phase 4 and estimated travel expense. Our costs are based on our experience conducting projects of
similar size and scope, and the assumption that satisfying a deliverable is based on the City's signed
acceptance. That said,the City will not incur any additional costs associated with the process of reaching
deliverable acceptance.
We will utilize our hybrid methodologies through collaborative planning with City to limit travel expense to the
t City as appropriate.
To provide additional context, we outline our costs by phase in Table 2 below.
Phase Hours Cost
Phase 1: Project Initiation and Management 74 $18,300
Phase 2: Community Engagement and Strategic Analysis 150 $35,200
Phase 3: Strategic Plan Development 146 $36,400
Total Cost 370 $89,900
OPTIONAL Phase 4: Implementation Action Planning 88 $19,800
Estimated Travel Expense(only billed as incurred) - $10,000
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