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HomeMy WebLinkAboutRobert Bell & AssociatesDocuSign Envelope ID: 6A19F833-9528-4EFA-B02D-8A973F663F8E Proposal For The Town of Los Altos Hills To Provide Planning and Facilitation Assistance For the City Council Priority Session The Town of Los Altos Hills is seeking services of a professional consultant to assist with the design, planning and facilitation of the City Council's Priority Setting Session. This includes the following components: • Work with the Town Manager, Council and Staff in developing good governance models and guidelines related to council, committee and staff relations. • Conduct one-on-one interviews with members of the Town Council and staff to identify desired outcomes and process for the annual goal setting session. • Design and facilitate the initial goal and priority setting session that has been scheduled for January 25, 2022, tentatively scheduled from 9:00 am — 3:00 pm at a location TBD. • Preparation of a report to the Town Manager which captures the agreement, priorities and next steps of decisions reached at the January 25, 2022 session. This proposal is organized as follows: • Project Scope • Consultant Qualifications • Proposed Workplan Phases o Planning o Design o Completion Phase • Project Timeline • Fees and Expenses I. PROJECT SCOPE Under the direction of the Town Manager of Los Altos Hills, Robert Bell & Associates shall create a Town Council priority setting session that will be a continuation of other organizational development and priority identification work being performed in the organization. Robert Bell & Associates will perform the following duties: • Assist in developing an agenda and process for the January 25, 2022 priority session. • Recommend approaches for developing good governance models between the Town Human Resource & Workforce Development Consulting www.robertbellandassociates.com 9 (760) 253-1489 DocuSign Envelope ID: 6A19F833-9528-4EFA-B02D-8A973F663F8E Council, staff and other committees that exist in the Town of Los Altos Hills. • Interview stakeholders as it relates to desired outcomes of the session and also to ascertain if the Town Council is amenable to undergo the DISC Style Inventory Assessment. • Lead and oversee the performance of the DISC Assessment by identified stakeholders. • Lead and/or assist with meeting preparation and facilitation of the January 25, 2022 priority setting session. It is anticipated that this will be a six hour session. • Develop a report and recommendations from the January 25, 2022 session and present it to the Town Manager and other staff as directed by the Town Manager. • Perform other duties related to this project and as assigned by the Town Manager and agreed to by Robert Bell & Associates. II. CONSULTANT QUALIFICATIONS The Managing Partner of Robert Bell& Associates, Dr. Robert Bell, has broad and extensive experience and education in group facilitation, public administration and the DISC style inventory. Dr. Bell utilizes human -centered design processes; principled and interest -based negotiations; and program evaluation techniques and practices in this type of work. In addition to his work, in group facilitation and meeting design, Dr. Bell served as Human Resource Director and City Manager for the City of Redwood City. In these roles, Dr. Bell established strategic plans that were based on Council's priorities and alignment of staff work with those priorities. Earning his Doctorate in Education with an emphasis on Organizational Leadership, Dr. Bell has completed advanced courses in group dynamics, applied statistics, curriculum design and advanced research methods. This knowledge base, skillset, experiences, and familiarity with the San Francisco Bay Area region, make Robert Bell & Associates uniquely qualified for this consulting assignment. III. PROPOSED WORKPLAN Robert Bell & Associates will perform the following work to meet project objectives. The work will be done in three phases that include: The Planning Process; The Design Process; and The Completion Process. A human -centered design approach will be used in all phases. This method will include engaging the Town Council, Manager and other employees as it relates to the priority setting session. This approach will include the following: Planning/Design Phase List of Stakeholders: Consultant will partner with the Town Manager and/or his designee in identifying who the consultant should interview as part of the planning process for the priority setting session. Stakeholder Interviews: Consultant will interview stakeholders and get a sense of their Human Resource & Workforce Development Consulting www.robertbellandassociates.com . (760) 253-1489 DocuSign Envelope ID: 6A19F833-9528-4EFA-B02D-8A973F663F8E desired outcomes, willingness to participate in the DISC assessment and also suggestions and what good governance looks like for the Town. Meeting Design: Based on these interviews and under the direction of the Town Manager, the consultant will propose a meeting design for the January 25, 2022 priority setting session. Meeting Facilitation: The consultant will facilitate the in-person priority setting session of January 25, 2022. In addition, the consultant will be prepared to report back to the Town Council at a subsequent meeting of the Council as directed by the Town Manager. It is anticipated that at the end of the January 25, 2022 meeting, the Town Council will have identified two to three major priorities that staff should focus on during the 2022 calendar year. Completion Phase The completion of this project will be the preparation of a final report that captures both working agreements as they relate to good governance and also the priorities agreed upon by the Town Council at the January 25, 2022 session. The report will be prepared in draft form and given to the Town Manager. Input from the Town Manager will incorporated into the final report. IV. PROJECT TIMELINE • November 15 — December 31 Planning/Design Phase • January 25, 2022 Meeting Facilitation • February 11, 2022 Completion Process It is anticipated that the consultant will spend no more than 60 hours in the planning and design phase with an additional 20 hours being allocated for the meeting and preparation of a draft and final report. V. PROJECT FEES AND COSTS It is anticipated that the fees for this project will not exceed $14,000 for all services reflected in this proposal. Fees are based on a total of hours not to exceed 80 hours during the performance period at a billable rate of $175 per hour. Robert Bell & Associates will pay the first $1,000 in any expenses associated with this project. That includes travel and accommodations to be present for the in-person meeting. After the first hluman Resource & Workforce Development Consulting www.robertbellandassociates.com • (760) 253-1489 DocuSign Envelope ID: 6A19F833-9528-4EFA-B02D-8A973F663F8E $1,000 of expenses, Robert Bell & Associates will bill the Town for all other expenses associated with this project not to exceed an additional $1,000. If total expenses are anticipated to exceed more than $2,000 for this project, Robert Bell & Associates will seek approval for additional expense reimbursement from the Town Manager before any additional expenses are incurred. Hours and expenses will be billed at the end of each phase as outlined in the project timeline. For Robert Bell & Associates: DocuSigned by: Fb� ba qhQ8Rabewbik11 Managing Partner For the Town of Los Altos Hills: 11/15/2021 /at Z f Date Dr. Peter Pirnejad Town Manager Human Resource & Workforce Development Consulting www.robertbellandassociates.com • (760) 253-1489