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HomeMy WebLinkAboutORDINANCE 6004113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Ordinance: 6004 File Number: 2017-0569 INVERITAS RESEARCH & CONSULTING, LLC: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A CONTRACT WITH INVERITAS RESEARCH & CONSULTING, LLC IN THE AMOUNT OF $3,500.00 TO CONDUCT A WORKSHOP FOR THE CITY MANAGEMENT TEAM TO DEVELOP AN IMPLEMENTATION PLAN BASED ON THE INVERITAS STRATEGIC PLANNING FINAL REPORT SUBMITTED TO THE CITY COUNCIL AFTER THEIR SPRING WORKSHOP WHEREAS, on February 20, 2017, Mayor Jordan entered in a contract with InVeritas Research & Consulting, LLC for the City Council Facilitated Strategy and Planning Session in the amount of $19,000.00 which led to a revision of the City's Strategic Plan; and WHEREAS, the cost of the next phase of implementing the revised strategic plan would require competitive bidding unless waived by the City Council; and WHEREAS, because of its previous work with the Mayor and City Council, InVeritas has all of the relevant background material necessary to economically assist the City in completing the implementation plan based on the Strategic Planning Final Report prepared by InVeritas after the spring workshop. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines that the facts shown above establish that an exceptional situation exists in which competitive bidding is not feasible or practical and therefore waives the requirements of formal competitive bidding and approves a contract with InVeritas Research & Consulting, LLC in the amount of $3,500.00 to conduct a workshop for the City management team to develop an implementation plan based on the InVeritas Strategic Planning Final Page 1 Printed on 10/18/17 Ordinance: 6004 File Number: 2017-0569 Report submitted to the City Council after their Spring workshop. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to the agenda memo. PASSED and APPROVED on 10/17/2017 Attest: t Sondra E. Smith, City Clerk Treasurer �a«isrfttrrr ; f AYETTEVILLL . l -n r1. kA �V,y '+ r0, Page 2 Printed on 10118117 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Text File File Number: 2017-0569 Agenda Date: 10/17/2017 Version: 1 Status: Passed In Control: City Council Meeting File Type: Ordinance Agenda Number: C. 3 INVERITAS RESEARCH & CONSULTING, LLC: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A CONTRACT WITH INVERITAS RESEARCH & CONSULTING, LLC IN THE AMOUNT OF $3,500.00 TO CONDUCT A WORKSHOP FOR THE CITY MANAGEMENT TEAM TO DEVELOP AN IMPLEMENTATION PLAN BASED ON THE INVERITAS STRATEGIC PLANNING FINAL REPORT SUBMITTED TO THE CITY COUNCIL AFTER THEIR SPRING WORKSHOP WHEREAS, on February 20, 2017, Mayor Jordan entered in a contract with InVeritas Research & Consulting, LLC for the City Council Facilitated Strategy and Planning Session in the amount of $19,000.00 which led to a revision of the City's Strategic Plan; and WHEREAS, the cost of the next phase of implementing the revised strategic plan would require competitive bidding unless waived by the City Council; and WHEREAS, because of its previous work with the Mayor and City Council, InVeritas has all of the relevant background material necessary to economically assist the City in completing the implementation plan based on the Strategic Planning Final Report prepared by InVeritas after the spring workshop. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines that the facts shown above establish that an exceptional situation exists in which competitive bidding is not feasible or practical and therefore waives the requirements of formal competitive bidding and approves a contract with InVeritas Research & Consulting, LLC in the amount of $3,500.00 to conduct a workshop for the City management team to develop an implementation plan based on the InVeritas Strategic Planning Final Report submitted to the City Council after their Spring workshop. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to the agenda memo. City of Fayetteville, Arkansas Page 1 Printed on 1011812017 P City of Fayetteville Staff Review Form 20170569 Legistar File ID 10/17/2017 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Susan Norton 9/29/2017 COMMUNICATIONS/MARKETING (055) Submitted By Submitted Date Division / Department Action Recommendation: The administration recommends a waiver of bid requirements and approval of a contract for $3500.00 to work with inVeritas to prepare and conduct a half-day workshop for the city's management team to development the implementation plan for the City's revised Strategic Plan and approve a budget adjustment. 1010.090.6600.5315.00 Account Number Project Number Budgeted Item? Yes Does item have a cost? Yes Budget Adjustment Attached? Yes Previous Ordinance or Resolution # Original Contract Number: Comments: Budget Impact: Fund Approval Date: V20140710 Project Title Current Budget $ 500.00 Funds Obligated $ - Current Balance $ 500.00 Item Cost $ 3,500.00 Budget Adjustment $ 3,000.00 Remaining Budget $ j Approval Date: V20140710 CITY OF FAYETTEVILLE ARKANSAS TO: Mayor Lioneld Jordan THRU: Don Marr, Chief of Staff FROM: Susan Norton, Communications Director DATE: September 29, 2017 SUBJECT: Request for Bid Waiver for inVeritas Workshop STAFF MEMO RECOMMENDATION: The administration recommends a waiver of bid requirements and approval of a contract for $3500.00 to work with inVeritas to prepare and conduct a half-day workshop for the city's management team to development the implementation plan for the City's revised Strategic Plan. BACKGROUND: In the first quarter of 2017, inVeritas worked with Mayor Lioneld Jordan and the City Council to develop and update the City's Strategic Plan. As a follow up, the Mayor is asking for inVeritas to work with the City's management team to review highlights from the plan and develop further strategy for implementation of the Council and Mayor's goals. DISCUSSION: Because of its previous work with the Mayor and City Council, inVeritas staff has all the relevant background material in order to complete the implementation schedule of the strategic plan. inVeritas is therefore the sole source and a bid waiver will be needed to continue to utilize their services. BUDGET/STAFF IMPACT: There is no budget impact. This item has been budgeted under strategic planning. Attachments: New contract with inVeritas for management workshop and original contract and PO for first round of strategic planning workshops with the Mayor and City Council. Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 s n fli t a .5' nVedtsrs Research & Consulting, LLC. Services Agreement This Services Agreement ("Agreement") is entered into as of the date set forth below by and between Ruth Whitney, inVeritas Research and Consulting, 650 S. Shackleford, Suite 305, Little Rock, AR 72211 (".InVeritas"), and the City of Fayetteville ("City"), with its principal office at the address set forth below. For good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, inVeritas and City do hereby agree as follows: Section I rn�pg rnL It. City engages inVeritas to perform those services set Forth in Section 2 and inVeritas accepts such engagement. Section 2. Deliverables for Various Services. The services to be delivered shall include. Strategic Planning. Research and Consultation. In furtherance o9'this effort. hi Veritas shall provide for the fo11 ing services and deliverables: Presentation of Strategic Plan to City Management In the first quarter of 2017, inVeritas worked with Mayor Lioneld Jordan and the city council to develop and update the City 's strategic plan. As a follow up, inVeritas X011 work with E.he City's management team to review highlights from_the plan and develop further strare(ly to iMplemcnt the plan. To prepare for this meeting. inVeritas will have one or more meetings with the Cily to develop goals and an agenda for the meeting. Upon approval of the agenda, inVeritas will conduct a half -clay (3-4 hour) session on one of the City's regularly scheduled Monday morning management team meetings. The proposed date for the session is Monday, Noveirnber 6: 2017. Section 3. Fees of inVeritas. For Services identified in Section 2 and outlined below, City's fees are as follows: Pre-hlanninb Meetin-,(s) with Mayor Jordan TBD: October 2017 Develo>ment and Approval of Agenda TBD: October 2017 Half -Day Session November 6, 2017 Follow -Up p November 2017 Tota] Cost 53,500.00 Section_ 4._I_'avoicni of Other Ch nroes In addition to the fees referred to in Section 's, City shall pay InVeritas's out of pocket expenses in connection with the Services, as approved in advance by City. InVeritas shall furnish City +vith statements setting forth such charges in reasonable detail. i nVer�tas` Section 5. Commencement of Services; Conti n Liat ion Thereof. (a) InVeritas shall net commence any work hereunder Instil City has instructed InVeritas to do so. (b) InVeritas shall not be required to commence any work hereunder until City has paid all anIOUnt(S) required pursuant to Section 3 to be paid prior to the commencement of work. InVeritas shall not be required to continue to perform Lwrk hereunder in the event that any statement for expenses or charges pad able pursuant to Section 4 shall remain unpaid for more than 30 days or, with respect to Services performed to in Section 2 ,Ind in Section 3 in the event that any monthly retainer fee shall not have been paid when due. Section 6. Arkansas Freedom of Information Act. InVeritas agrees and understands that this Agreement and documents submitted to the City pursuant to this Agreement are subject to disclosure pursuant to the Arkansas hreedom of Information Act (A,C.A. ti1-5-19-101. et sect). Section 7. Term. The term of this agreement shall be 1`or twelve nmrtths beginning on October- [T. 2017 and thereafter shall renew at the end of the terra unless otherwise terminated in writing, by the City. Section 8. Standard Terms and Conditions. (a) (i)(a) In the event that City shall terminate this Agreement, then. except as otherwise provided in the next sentence, inVeritas shall retain all fees theretofore paid hereunder and City shall pay- inVeritas any amounts accrued pursuant to Section 4 hereof through the date of termination. (b) in the event that inVeritas shall terminate this Agreement, then fl-orm the fetes theretofore: paid to inVeritas an appropriate amount shall be refunded to City (based upon the amount of work performed by inVeritas prior to termination by InVeritas). (b) Relationship between the Parties. Nothing in this Agreement shall be constI-Lied to constitutc inVeritas the partner, employee or anent of City. it being intended that inVeritas shat) be an independent contractor responsible only for its own actions. (c) Entire Agreement. This Agreement represents the entire and complete agreement between the parties hereto with respect to the subject matter hereof and supersedes all prior oral and written understandings and agreements between the parties hereto with respect to such subject matter. (d) (Joverninp L.aw- submission to Jurisdiction_ This Agreementstrall be governed by and construed in accordance with the laws of the State of Arkansas applicable to agreemonts made and to be performed wholly within the State ofArkansas. 2 inVer'itas(5 In Witness Whereof, the undersigned ltave executed this Ag Bement as o the following date: October _-. 2017 Cit} hivrtteyillc By: I.it+ eId jcsr n„ Ma or I 1: Mountain Street Fayetteville, AR 72701 lnVc•r"iuv, Researeh &Consulting l By: T. T Ruth Il ` lliLney President & CEO 650 S. Shackleford. Suite 3£15 Little [dock, AR ?2212 3 Don Marr Submitted By v�rlI �5eareh LLC City of Fayetteville Staff Review Form 2017-0108 Legistar File ID N/A City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item 2/16/2017 Chief of Staff Submitted Date Division / Department Action Recommendation: Aproval of Services Agreement with InVeritas Research & Consulting, LLC for Fayetteville City Council Facilitated Strategy and Planning Session (s) for $19,000.00 1010.090.6600-5315.00 Account Number Project Number Budgeted Item? Yes Budget Impact: Current Budget Funds Obligated Current Balance Does item have a cost? Yes Item Cost Budget Adjustment Attached? No Budget Adjustment Fund Project Title $ 19,000.00 I9,Oiiti,00 $ 19,000.00 Remaining Budget V20140710 Previous Ordinance or Resolution # Original Contract Number: Approval Date: _ �— Comments: CITY OF � ARK�ANSAS TO: Mayor Lioneld Jordan FROM: Don Marr, Chief of Staff DATE: February 16, 2017 STAFF MEMO SUBJECT: Authorize Services Agreement with InVeritas for Facilitated Strategy and Planning Session(s) RECOMMENDATION: City Staff recommends the Mayor sign the attached Services Agreement with InVeritas Research & Consulting, LLC for Fayetteville City Council Facilitated Strategy and Planning Session (s) for $19,000.00 BACKGROUND: The City staff followed the purchasing guidelines for 3 written quotes for expenditures below $20,000. We received three responses. One was a no bid -response (Gallagher and Company). The other two proposals submitted were by InVeritas, and Mitchell Communications Group. Mitchell Communications Group submitted a proposal of $14,725.00 and InVeritas submitted a proposal of $19,000.00. Even though InVeritas submitted a higher proposal than Mitchell Communications Group, City staff selected InVeritas due to their extensive government experience and specific government experience within the State of Arkansas. BUDGET/STAFF IMPACT: Funds are budgeted for 2017. Attachments: 1. Staff review form 2. InVeritas Research & Consulting, LLC. Services Agreement 3. InVeritas Research & Consulting Request for Proposal Mailing Address: 113 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 inVer­ita!� InVeritas Research & Consulting, LLC. Services Agreement This Services Agreement ("Agreement") is entered into as of the date set forth below by and between Ruth Whitney, InVeritas Research and Consulting, 650 S. Shackleford, Suite 305, Little Rock, AR 72211 ("InVeritas"), and the City of Fayetteville ("City"), with its principal office at the address set forth below. For good and valuable consideration, the receipt and sufficiency of which are hereby acknowledged, InVeritas and City do hereby agree as follows: Sectio Li Fn Ta City engages inVeritas to perform those services set forth in Section 2 and inVeritas accepts such engagement. Section 2. Deliverables for Various Services. The services to be delivered shall include Strategic Planning, Research and Consultation. In furtherance of this effort, InVeritas shall provide for the following services and deliverables : Questionnaire The inVeritas team will work with City to develop a questionnaire that will be used as the framework for the in-depth interviews (IDIS) conducted with council members prior to the strategic planning session. A draft questionnaire will be circulated to City for comments and final approval prior to implementation. Due Date: February 2017 In -Depth Interviews (IDIS) inVeritas will conduct one-on-one in=depth interviews with Fayetteville's eight council members. Using the approved questionnaire as the guide, inVeritas' skilled moderators will identify the goals and priorities of each city council member from his or her unique perspective. All interviews will be recorded and will last approximately one hour. Due Date: February 2017 Initial Report inVeritas will prepare an initial report with details from each of the eight interviews. The report will rate the City's priorities in order of importance and will be used to create overarching themes to be discussed during the strategic planning session(s). Due Date: February 2017 Strategic Planning Session(s) inVeritas will organize and facilitate the City's strategic planning retreat. The first session will take place over a day and a half and will identify focus areas, objectives and deliverables for 2017. We will draft an initial agenda and session topics for approval by the City. As discussed above, the sessions will be developed using the details from the initial IDI report. Due Date: March 2017 Final Report A final report will be submitted to the administration based on the strategic planning sessions and will include recommendations for prioritizing next steps. This report will be updated with any relevant information from subsequent sessions. Due Date: March/April 2017; Updates TBD Additional Planning Sessions: As needed, InVeritas will schedule one or more follow-up sessions to provide additional information, address outstanding issues or engage on additional issues of importance to the City. Section 3. Fees of InVeritas. For Services identified in Section 2, City's fees are as follows Planning & Development of Questionnaire $5,000 Individual Interviews $5,000 Initial Report - $1,000 Strategic Planning Session $7,000 Final Report K1.000 Subtotal $19,000 *Additional Sessions and Final Report Updates $10,000/session Total (up to 4 sessions) $49,000 Section 4. Payment oftJther_ Charge. In addition to the fees referred to in Section 3, City shall pay inVeritas's out of pocket expenses in connection with the Set -vices, as approved in advance by City. InVeritas shall furnish City with statements setting forth such charges in reasonable detail. Section 5. Commencement of Services- Continuation Thereof, (a) InVeritas shall not commence any work hereunder until City has instructed InVeritas to do so (b) InVeritas shall not be required to commence any work hereunder until City has paid all amount(s) required pursuant to Section 3 to be paid prior to the commencement of work. InVeritas shall not be required to continue to perform work hereunder in the event that any statement for expenses or charges payable pursuant to Section 4 shall remain unpaid for more than 30 days or, with respect to Services performed to in Section 2 and in Section 3 in the event that any monthly retainer fee shall not have been paid when due. inVe.­rfta!� Section 6. Arkansas Freedom of Information Act. InVeritas agrees and understands that this Agreement and documents submitted to the City pursuant to this Agreement are subject to disclosure pursuant to the Arkansas Freedom of Information Act (A.C.A. §25-19-101, et seg). Section 7. Term. The term of this agreement shall be for 12 months beginning on February—, 2017 and thereafter shall renew at the end of the term unless otherwise terminated in writing by the City. Section 8. Standard Terms and Conditions. (a) (i)(a) In the event that City shall terminate this Agreement, then, except as otherwise provided in the next sentence, inVeritas shall retain all fees theretofore paid hereunder and City shall pay inVeritas any amounts accrued pursuant to Section 4 hereof through the date of termination. (b) In the event that inVeritas shall terminate this Agreement, then from the fees theretofore paid to inVeritas an appropriate amount shall be refunded to City (based upon the amount of work performed by inVeritas prior to termination by InVeritas). (b) Relationship between the Parties. Nothing in this Agreement shall be construed to constitute inVeritas the partner, employee or agent of City, it being intended that inVeritas shall be an independent contractor responsible only for its own actions. (c) Entire Agreement. This Agreement represents the entire and complete agreement between the parties hereto with respect to the subject matter hereof and supersedes all prior oral and written understandings and agreements between the parties hereto with respect to such subject matter. (d) Governing Law; Submission to Jurisdiction. This Agreement shall be governed by and construed in accordance with the laws. of the State of Arkansas applicable to agreements made and to be performed wholly within the State of Arkansas. In Witness Whereof, the undersigned have executed this Agreement as of the following date: February, 2017 Mountain Street ei'lle, AR 72701 11nVexit s Research &Consulting By: Ruth H. WI it ey President & CEO 650 S. Shackleford, Suite 305 Little Rock, AR 72212 REQUEST FOR PROPOSAL (479) 802-6677 www.inveritasinfo.com Northwest Arkansas Little Rock Washington D.C. � � . i ! .'', baa. d 11 4 :ski i n`��eitas" January 10, 2017 City of Fayetteville Chief of Staff Don Marr dmarr@fayetteville-ar.gov Re: RFP - Facilitated Strategy and Planning Session Dear Mr. Marr: inVeritas is pleased to submit this updated response to the City of Fayetteville's facilitated a strategy and planning session RFP. We remain enthusiastic about the opportunityto help your T ] city council develop a comprehensive strategic plan through facilitated planning sessions, We believe we have the experience to guide the city council through this process within your budget and timeline. inVeritas focuses its practice in four main sectors: management consulting, public relations, research, and government relations. Our firm is a recognized advisor and trusted resource for delivering critical intelligence and proven solutions to address complex business challenges. We represent a wide range of clients, from Fortune 500 companies to nonprofit organizations. In addition, we have direct experience with the policies and procedures of government on local, state, and federal levels. We look forward to the opportunity to discuss our proposal with you further. Thank you for your consideration. Sincerely, I Ruth Whitney NORTHWESTAR 3300 Market Street, Suite 438 Rogers, AR 72758 479.802.6677 PA"' --)P 1 LITTLE ROCK 650 South Shackleford, Suite 305 Little Rock. AR 72211 501.954.7878 WASHINGTON D.C. 2 Wisconsin Circle, Suite 520 Chevy Chase, MD 20815 301.951,8451 STMEMENT OF QUALIFICATIONS inVeritas is a global public affairs firm specializing in corporate and brand management, public relations, government relations, market research and intelligence. With decades of experience, inVeritas is the firm of choice for global companies — a recognized advisor and trusted resource for delivering critical intelligence and proven solutions to address complex business challenges. FORM SPECIALTIES © Accurate information is the cornerstone of an effective, winning strategy. = Without it, critical decisions are uninformed and time and money are wasted. I - At inVeritas, each element of our research is carefully customized to meet our clients' objectives. We arm our clients with the intelligence crucial to A C CURA'i T. market expansion, asset protection, and risk mitigation. Our research covers a wide range of offerings: Research + State-of-the-art market research (focus groups, in-depth interviews, and polling) • Legal analysis (government and regulatory intelligence, legislative tracking) • Due diligence (merger and acquisition analysis, executive and board due diligence, professional assessments) • Juror intelligence and litigation support At inVeritas, we are proud to offer insight and help inform decisions for our nation's leading companies, law firms, non -profits and state and federal governments. 'SAG 12 Successful organizations constantly search for ways to effectively and E� efficiently meet their mission and achieve their vision. Our team of Lam— J professionals develops a deep understanding of -our clients' business, their culture and unique challenges. We evaluate performance, assess business iw,,AANAGE;MJENT practices, develop critical capabilities and deliver value to constituents, Consulting customers and shareholders. inVeritas helps organizations develop solutions through; • Corporate intelligence • . Competitor analysis Business evaluation and planning + Talent management • Organizational design Leadership development © Accurate information is the cornerstone of an effective, winning strategy. = Without it, critical decisions are uninformed and time and money are wasted. I - At inVeritas, each element of our research is carefully customized to meet our clients' objectives. We arm our clients with the intelligence crucial to A C CURA'i T. market expansion, asset protection, and risk mitigation. Our research covers a wide range of offerings: Research + State-of-the-art market research (focus groups, in-depth interviews, and polling) • Legal analysis (government and regulatory intelligence, legislative tracking) • Due diligence (merger and acquisition analysis, executive and board due diligence, professional assessments) • Juror intelligence and litigation support At inVeritas, we are proud to offer insight and help inform decisions for our nation's leading companies, law firms, non -profits and state and federal governments. 'SAG 12 A strong communications and public relations operation is integral to ®� 9 success in every arena and every sector. Our award winning team helps clients through the various stages of their public relations needs, from crisis management to message development. PUBLIC Our services include: Relations • Custom branding and marketing campaigns • Digital media strategy • Rapid response • Press relations (media training, video analysis, press releases) • Meeting preparation and speech writing ,11` The inVeritas team has worked at the highest levels of government and has the expertise to guide companies through the nuances of the regulatory, legislative, and administrative arenas. We have a proven track record for passing legislation, securing funding, building coalitions and providing cost GOVERNMENT containment on disputes. Our comprehensive approach delivers sound results through: Relations • Strategic relationship development • Legislative and regulatory analysis Coalition building and political engagement Issue advocacy Grassroots campaigns inVeritas has extensive experience in a number of industry and service sectors including economic development, education, energy, finance, health care, information technology, local government, nanotechnology, pharmaceuticals, telecommunications, and transportation. PAGE 3 inVeritas has a dedicated team of professionals with the necessary expertise to meet the objectives of this project and create a successful product for FCC. Included below are the bios of the team members who would be responsible for your project. H �"'� �y�� pper* ,p ��,s R 1 H ITN T, Ruth H. Whitney is the founder and CEO of inVeritas. Ruth serves as a strategic advisor to clients based on over 25 years of expertise in law, government, politics and public opinion. She has been privileged to advise Global 500 companies, prominent professional services firms, state and federal governments, law firms, nonprofit corporations and industry associations. Ruth earned her Juris Doctor from the University of Arkansas at Little Rock and graduated Phi Beta Kappa from the University of Arkansas at Fayetteville. She is a member of the Arkansas Bar Association and is admitted to practice in Arkansas and the U.S. District Courts in Arkansas. Ruth has also been admitted pro hac vice in various jurisdictions in the course of her service as a national jury consultant. Before founding inVeritas, Ruth built and managed the Arkansas office of Global Strategy Group where she specialized in executing winning campaigns in the public and private sectors. Prior tojoining GSG, Ruth served as counsel and chief of staff to Attorney General Mike Beebe and developed professional relationships with attorneys general across the country. Ruth ha' extensive legal and management experience, including over 10 years as a healthcare and administrative lawyer with the Arkansas Department of Human Services and as Counsel to Mitchell, Williams, Selig, Gates & Woodyard. Ruth has served as a guest writer to Talk Business and currently serves on a number of boards of directors including the Little -Rock Chamber of Commerce; the Arkansas Hunger Relief Alliance; New Design School and the Little Red River Foundation. Ruth serves as advisory board member to NanoMech, Inc. and serves her state and community as a member of Leadership Arkansas, Accelerate Arkansas and the Arkansas State Chamber of Commerce. fiCE4 PAGE 5 NATHAN Ta GRE N1 Nathan I Green serves as vice president of public relations, leading the public relations and strategic communications practice for the firm. In this role, Nathan manages communications strategy, digital media, and press relations for corporations, nonprofits and politicai candidates. Nathan has served as a strategic advisor for clients, including ACCESS, the Learning Disabilities Association of Arkansas, A.D. Maddox, Compsys, Presbyterian College and NanoMech, Inc. Prior to joining inVeritas, Nathan worked in private law practice, specializing in business, tax, and estate planning. He also served in the office of U.S. Sen. Blanche Lincoln (AR). Nathan earned his bachelor's degree in -economics from Saint Louis University and his JD from UALR William H. Bowen School of Law. He is licensed to practice law in Arkansas. A long-time advocate for individuals with special needs, Nathan has served as president and treasurer of the board of the Learning Disabilities Association of Arkansas (LDAA). He has served on numerous fundraising committees for ACCESS Group, Inc., a school and resource center for individuals with developmental disabilities. Nathan is also a member of the Public Relations Society of America and Northwest Arkansas Emerging Leaders. SARAHTERRY, Sarah Terry is a senior account executive on inVeritas' public relations team. She recently joined the inVeritas from Geometry Global where she led strategic thinking for Kimberly Clark's marketing in Walmart stores. Her previous work has ranged from national clients, such as Tyson Foods, Sea Best Foods, Universal Music and Goody to local clients, such as Northwest Arkansas Regional Airport and the Northwest Arkansas Council. She has received accolades for her marketing campaigns, including a national Effie Award. Sarah's career in the communications industry, including five years as a newspaper reporter covering the City of Fayetteville and her roles in public relations and advertising, has made her an invaluable part of the inVeritas team. Sarah currently serves as the account lead for inVeritas' clients ACCESS Group, Inc., LDAA, A.D. Maddox and Arkansas Hunger Relief Alliance. SUMMARY WORK PLAN The Fayetteville City Council (hereinafter "FCC") leads the largest city in the growing and vibrant Northwest Arkansas region. In addition to the state's flagship university, Fayetteville is home to a variety of businesses, an arts and entertainment district and an influx of residents drawn to the area for its natural beauty and strong local economy. The strategic plan requested in FCC's RFP will enable you to better promote these and other assets and determine community need for other amenities. Our goal is to approach work for all clients strategically, with thorough pre -planning meetings taking place before a project begins, and regular meetings by phone and in person to monitor the progress of ongoing projects. At inVeritas, we establish collaborative partnerships between our firm and our clients, and we look forward to cultivating a dynamic relationship with FCC. inVeritas' methodological and technical skills are the most advanced of any research firm in the country, Our questionnaires and analytical techniques ensurethe highest possible degree of accuracy and reliability. We employ the most sophisticated statistical techniques available, searching constantly for better and more informative approaches. Our experience with various alternative methods allows us to choose the best possible and most appropriate methodologies. At the same time, we appreciate the importance of using common sense and sound judgment in translating those numbers into strategic and tactical advice. We work closely with each client to design research that best provides the information they need. Our methodological expertise is matched only by our experience in the types of campaigns that separate good research firms from exceptional ones. We bring the hard-earned day-to-day experience of numerous branding campaigns, Our success is recognized by peers, clients, and the media. We continue to do everything possible to improve the product and the services we provide. _Even with our broad experience in the pertinent categories, we are sensitive to the unique elements of each client's needs. We pride ourselves in our commitment and focus on the project at hand, using our experience to inform our research and analysis. The results of our work tell our clients not only what respondents -believe, but also identify the messages and approaches that will be most effective in shaping public opinion. We integrate this information into strategies that will bring real results. - Prior to the strategic planning session, the inVeritas team will work with Fayetteville City Leadership to develop a questionnaire that will be used as the framework for the in-depth interviews (IDIs) conducted with council members. A draft questionnaire will be circulated to FCC leadership for comments and final approval prior to implementation. The questionnaire will be designed to identify each City Council member's goals and priorities and will address the following areas: economic development, budget priorities, capital infrastructure, workforce development, attainable housing, revenue stream, code changes and other matters of significance to FCC. We have studied and are familiar with the City's previous and current strategic and master plans, including Fayetteville First and Fayetteville Forward. IN -DEPT" INTERVIEWS (101s) inVeritas will conduct one-on-one in-depth interviews with Fayetteville's eight council members. Using the approved questionnaire as the guide, inVeritas' skilled moderators will identify the goals and priorities of each city council member from his or her unique perspective. All interviews will be recorded and will last approximately one hour. inVeritas has conducted hundreds of forums with individuals and groups and has the skill needed to put interviewees at ease in order to garner the most significant and insightful information in an efficient manner inVeritas will prepare an initial report with details from each of the eight interviews. The report will rate FCC's priorities in order of importance and will be used to create overarching themes to be discussed during the strategic planning session(s), STRATEGIC PLANNING SESSION inVeritas will organize and facilitate FCC's strategic planning retreat. The first session will take place over a day and a half and will identify focus areas, objectives and deliverables for 2017. We will draft an initial agenda and session topics for approval by FCC leadership. As discussed above, the sessions will be developed using the details from the Initial IDI report. If needed, inVeritas will schedule one or more follow-up sessions to cover any outstanding issues or delve further into other issues of importance. A final report will be submitted to the administration that captures the consensus of the council and includes recommendations for prioritizing next steps. This report will be updated with any relevant information from subsequent sessions. PAGE 7 COSH` PROP SAL, DELIVERABLES & TIMELINE We want to help FCC develop an annual planning framework to determine strategic priorities. We will work with you to help prioritize the deliverables to work within your budget. Below is an estimated summary timeline for completion of each phase of the project along with the total cost proposal. We believe this is a realistic cost proposal and timeline if scheduling and feedback from the FCC are prompt. Planning & Development of Questionnaire January 2017 In -Depth Interviews (IDIs) January 2017 Initial Report January/February 2017 Strategic Planning Session February 2017 Final Report March 2017 Additional Sessions* May, August, November 2017 Planning & Development of Questionnaire ...............................................$5,000 Individual Interviews.................................................................................. $5,000 InitialReport..................................................................... ...................... $1,000 Strategic !Planning Session. .............................................. ...................... $7,000 FinalReport...................................................................I.................I............ $1,000 Subtotal........................................................................................................ $19,000 *Additional Sessions and Final Report Updates ..................................... $10,000/session Total (up to 4 sessions)......................................................................... $49,000 PAGE 8 EXPERIENCE inVeritas has experience with the development of deliverables requested in your RFP. The following page shows a few examples of our comparable work - from focus groups and surveys to corporate due diligence and management consulting. You'll find our team has the skills to deliver a high quality product with sound recommendations to provide clear direction for decision makers. It should be noted many of our clients are private entities and our agreements with these clients prevent us from disclosing particular details of such projects. We will make every effortto include all relevant information to demonstrate our experience with this type of work. As part of a comprehensive marketing and public relations plan campaign, inVeritas conducted in-depth interviews with community leaders to identify strengths and weaknesses of the Arkansas Blood Institute (ABI) brand, its competitors, potential community partners and collaborators to help this organization improve services to the target community. -Based on the information obtained from the research, inVeritas helped craft a recommended branding and public relations strategy for ABI. Chesapeake Energy Corporation engaged inVeritas to conduct I Dls with countyjudges who worked with the natural gas industry in the Fayetteville Shale Play. Our team developed a questionnaire and conducted an hour-long interview with each official. The judges were asked their impressions and perceptions of the industry players (strengths and weaknesses), the issues each judge was experiencing with the industry, and their challenges and recommendations to the industry. inVeritas produced a report and presented its findings to Chesapeake executives as part of their strategic planning for future engagement in the Fayetteville Shale Play.. In anticipation of its move to Little Rock's Creative Corridor, CJRW sought to continue to develop and understand the strengths and challenges of its brand. As a result, CJRW's leadership reached out to inVeritas to assist with brand research and strategic planning. inVeritas conducted IDIS with key stakeholders and clients, strategy sessions with key leadership, and prepared a series of recommendations to help frame the future development of CJRW. PACF 9 invrentas 2017 Fayetteville City Council Strategic Priorities Questionnaire Intro/Icebreaker Our firm was hired by the City of Fayetteville to conduct a strategic planning retreat for city council members and city leadership. In order to prepare for this session, we are conducting one-on-one sessions with each city council member to ascertain your individual priorities and goals for the city. Answers to your questions are confidential and will not be presented on an identifiable basis. We will use this information to generate the framework and topics for the session or sessions. Where are you from? What got you interested in city government? Review of Mission Statement (date unknown): To protect and -improve our quality of life by listening to and serving the people with pride and fairness. General • SWOT Question o City's Biggest Strengths (Internal) o City's Biggest Weaknesses (Internal) o City's Biggest Opportunities (External) o City's Biggest Threats (External) • What are some specific successes achieved by the City in the past 5 years that you would like to see continue or expand? Some examples include: o Properly managing taxpayer's money with balanced budgets o Paying down the debt o Enhancing physical infrastructure such as Walton Arts Center, Regional Park, Kessler Mountain Preservation, the Flyover, Crossover Road, Rupple Road and Van Asche Extensions, Historic Bridges Preservation, College Avenue improvements, miles of road overlays, new sidewalks, trails and connectivity to Razorback Greenway, drainage projects, investment in solar array o Social infrastructure such as civil rights ordinance, increase in fire and police staffing for improved response times and increased safety, top 5 best place to live in the country, most affordable, best city to found a company outside Silicon Valley and New York, winner of green/energy 0 nVeritas"' conservation initiatives, silver bicycle friendly, water utility of the future, open space planning o Digital infrastructure: replacement of core financial system, web services, online payments, broadband planning, upgrade to digital video o Other, Explain • What are some areas or projects that missed the mark and need to be addressed? + What are some community or organizational issues, concerns, or trends that have, or will have an effect on future City Services? Some examples include: o Workforce and talent recruitment o Flexible workplace and workspace needs o Climate Change/Energy Impacts o Regulatory items (water) o Impacts of technology on daily operations o Smart City Design o Economic Development Plan o Water/Sewer Rate Studies o Implementation of Mobility and Parking Master Plans o Master Recycling and Trash Plan o Economic Development Plan/Startup City of the South (incentive opportunities and funding mechanisms, entrepreneurial support) o Update to City Plan 2030 o Welcoming Cities Plan o Other, Explain • Are there new initiatives, programs, projects, or policies that the City should consider? • What are some initiatives that the City can do to improve organizational effectiveness, decision making, communications, teamwork and ability to accomplish goals? o Planning and Development Lean Government and Customer Services o Improved communications and online citizen services • What are your top 5 goals for the city, in order? (List even if it's a "pie in the sky" goal) inILeritas" • What are the top 5 problems, issues or concerns you believe the city faces, in order? + If you had authority and resources for just two hours, what is the one thing you would change that would have the biggest positive impact on Fayetteville citizens? What is your long-term vision for the city? • Do you believe the city's current annual operating budget process works well? Do you believe the city's current capital planning budget process works well? Any room for improvement? Review of the 2003-2008 Strategic Plan "Fayetteville Vision: 2020" Please take a moment to review the -guiding principles from the last City Council 2020 Strategic Plan. Please circle the principles that YOU believe are still relevant. Please put an "x" next to those you don't believe are relevant. For those still relevant, please rank how important each of these principles are on a scale of 1 to 10 with 1 being the most important and 10 being the least important. o A Naturally Beautiful City - Our Mountains and Hills, Our Creeks, Our - Open Greenspaces o Well -Maintained City Infrastructure and Facilities o A Diverse, Growing Local Economy o A Financially Sustainable City Government Providing Top -Quality, Responsive Services o A Revitalized South Fayetteville o Greater Ease of Mobility through an Effective Transportation System o Home of a Nationally -Recognized University with Educational and Research Excellence o Dickson Street / Downtown Area Developed as a "Cultural Entertainment" District o Housing Choices for All Income Levels o Reputation as a "Safe Community" o Quality Public School System o A Fun City in which to Live + What other principles would you like to consider? Where do they belong in the order of importance? + Identify which goals from the Fayetteville Vision 2020 plan still are relevant today and those that are no longer relevant or important to you. inVeFftas @ For those still relevant, rank in order of importance with 1 being the most important and 10 being the least important. o A Strong, Diverse Local Economy o Planned and Managed Growth o Development of Our Crown Jewel: The Square, Dickson Street, University o Improved Mobility and Street Quality o Strong Partnerships with the University of Arkansas o A Beautiful City: Clean and Green In addition to the Fayetteville Vision 2020 plan, the City's comprehensive land use plan, City Plan 2030, was adopted unanimously by the Fayetteville City Council in July 2011. The goals from this land use plan state that we will: o Make appropriate infill and revitalization our highest priorities o Discourage suburban sprawl o Make traditional town form the standard o Grow a livable transportation network o Assemble an enduring green network o Create opportunities for attainable housing - Which goals and objectives from the current City Plan 2030 need to be continued or expanded upon? • What other goals would you like to consider? Where do they belong in the order of importance? Economic Development You have approved Fayetteville First, the five-year economic development strategic plan. Of the 7 focus areas, which aspects of the plan are most important to you on a scale of 1-10, with 1 being the most important and 10 being the least important, Arts and Culture (support the cultural arts district development; encourage public art) Business Retention and Attraction (improve business perception, meet property needs of targeted businesses, research and develop incentive opportunities) Education/Workforce (continue to partner with Fayetteville Schools and UA, strengthen lines of communication with UAMS and improve health care profession talent pool, develop Welcoming City and Welcoming Region plan) inVerltas' • Entrepreneurship and Innovation (Create Startup City of the South, support startup companies and culture to retain them, increase high tech job growth, create collaborative spaces, create Fayetteville Innovation Council and Millennial Advisory Panel) • Lifestyle Quality (support attainable housing, enhance and support public transportation, energize downtown Fayetteville, explore redevelopment opportunities) • Marketing and Communications (new web sites, Startup City of the South brand and trademark, pursue recognition in key rankings, increase publicity about economic development efforts, develop placemaking and marketing materials) • Sustainability (economic, environmental, and social policy development, involvement with local, state, and national organizations on environmental protection and energy issues, develop Entergy Action Plan, pursue 4 -STAR community rating, designate Fayetteville as solar friendly for development, community bike share, expansion of recycling programs) Are there any aspects of the plan that you disagree with or find to be unattainable? Please explain. On a scale of 1-10, with 1 being the most important and 10 being the least important, how would you rank the following economic development initiatives? ■ Creating and maintaining a vibrant downtown • Expanding and bolstering incubator space for start-up companies ■ Recruiting new companies • Retaining existing companies • Embracing new, innovative technology • Establishing a strategy for drawing young families to the community (quality of life initiatives) • Leveraging relationships with University of Arkansas to foster community growth • Sharing information on development projects in an effective and efficient manner ■ Workforce training/development ■ Tourism • Marketing and communications • Other, Explain inVCritas@ Budget Priorities & Revenue Stream On a scale of 1-10, with 1 being the most important and 10 being the least important, how would you rank the following budget priorities? • Developing a plan with funding mechanisms for the maintenance, improvement or replacement of City equipment • Identifying and stabilizing revenue sources for operational costs Identifying sustainable funding for streets and infrastructure improvements • Identifying sustainable funding for City employee salaries and benefits • Increasing the levels of public safety by adding personnel • Providing exceptional services to citizens • Funding capital improvements Presenting balanced General Fund operating budget • Updating fiscal policy guidelines • Identifying and utilizing grants • Other, explain Capital Infrastructure On a scale of 1-10, with 1 being the most important and 10 being the least important, how would you rank the following capital infrastructure priorities? • Improving sidewalks and overall City walkability • Implementing a program for street repair, rehabilitation and reconstruction • Addressing aesthetic problems on streets - • Adopting future streets master plans and creating cross-town through routes • Developing a long-term plan to improve the efficiency and upkeep of all City facilities • Improving playgrounds and park and trail infrastructure • New Facility for Fayetteville Police Department ■ Creating a hotel and convention center • Public wi-fi in public parks and on trails • Other capital projects, explain Workforce Development On a scale of 1-10, with 1 being the most important and 10 being the least important, how would you rank the following workforce development priorities? 0 Attracting skilled workers to the City i in%eritaso • Improving education within public schools • Training and education initiatives for current workforce • Strategic partnerships with the private sector • Programs within high schools • Partnerships with the University of Arkansas and other local higher education institutions • Other, explain Attainable Housing On a scale of 1-10, with 1 being the most important and 10 being the least important, how would you rank the following housing priorities? • Encouraging developers to build affordable housing • Encourage more downtown housing r Improving the quality of rental housing • Developing smart rules that outperform current zoning and attract desirable development • Incentives For development • Public/private partnerships • Other, explain - Citizen Services I would like to get your perception of the quality of citizen services. On a scale of 1 to 10, please rank these services where 1 indicates high quality and needs little improvement and 10 indicates poor quality and needs the most improvement. • RecycIing and Trash • Libraries • Parks, trails, and recreation • Public safety • Water and sewer • Parking ■ Public access and transparency • Streets and infrastructure • Other intermodal transportation • Community events • Arts and leisure • Public Art inVe-r'itas' • Performing Arts • Activities for children and teens • Aesthetics • Other, explain Community Engagement & Communications I would like to get your perception of the quality of Fayetteville's community engagement and communications. On a scale of 1 to 10, please rank these services, where 1 indicates high quality and needs little improvement and 10 indicates poor quality and needs the most improvement. • Social media outreach • ]Newsletter and print outreach • Website • Other technology • Customer service within city staff • Commuter engagement • City facility hours of operation ■ Neighborhood association activities • Working relationships with community organizations • Projectprogress education • Programming and encouraging attendance * Communication with new residents (welcome packets) • Regional media coverage • User-friendly methods of obtaining information • Transparency • Other, explain Organizational Effectiveness What is your perception of the quality of Fayetteville's organizational effectiveness. On a scale of 1 to 10, please rank these services where 1 indicates high quality and needs little improvement and 10 indicates poor quality and needs the most improvement. • Internal communications • Committee efficiency • Resources for staff training workshops and seminars • Encouraging environment for employees (recognition events and career development goals) i n��ritas" • Performance evaluation systems for employees • Creating a culture of collaborative decision making • Technology and software • Data Storage • Disaster or crisis plan • Other, explain 7ftl- ri4�� A./ Fayetteville ARKANSAS 4 Don Marr, City of Fayetteville Facilitated Strategy and Planning Session October 8, 2015 Presented by I 7j fi COMMUNICAI IONS CROUP im len"sentation Mitchell can provide all needed support services to ensure implementation of new processes, training or other actions are done in both an efficient and cost effective manner. Evaluation Evaluation of process and results is a critical step in the method. It requires setting clear measures of success on the front side of a project. Such measures may include key performance indicators, desired outcomes and results in both qualitative and quantitative metrics. Our team assists in providing analytics and insights, as well as working directly with clients to establish the most relevant metrics and measures. Reinforcement A final step in our process is reinforcement. This relates most closely to training and organizational change, but can have value to other efforts as well. Often reinforcement designed specifically for executives and media training can be refining messaging post -interview and additional role play for message delivery and polishing of nonverbal cues. More information about The Center can be found at www<profoundskitis4com. 0 0 (9 1 M E ... Blake is one of the top coaches and facilitators in the nation, bringing a diverse background in development, communications and public relations to Mitchell Communications Group. Her success is based in her keen understanding of messaging and communication, human behavior change, motivation and influence. This is evident in both her coaching methodologies and her learning design. Blake's leadership and innovation is evident as she has certifications from Neuroleadership Group, International Coaching Federation and International Institute of Facilitators. She is a member of Walmart's Executive Coaching Cohort. Gina brings expertise in organizational development, instructional design, HR and spent five years on Walmart's talent development team. With more than 25 years of experience in traditional and online learning, she has a reputation for engaging others through creative design. Her background includes development of training for pharmacists and technology audiences. She is certified in change management and has expertise in employment engagement. She currently leads the Center for Training, Business and Leadership Excellence, a practice area within Mitchell Communications Group, offering training, facilitation, executive coaching services and HR consultation services. Karen has more than 30 years of strategic human resources experience. Her expertise includes onboarding, talent development, succession planning, employee selection, organizational development, team diagnostics, and training design and delivery. She is a passionate advocate for building a culture that enhances employee engagement, diversity and inclusion. Prior to joining Mitchell, Karen was VP of Diversity and Leadership Development at Tyson Foods, Inc. 4- U0 I Detail Fee Phase One: Informational Interviews based on 1o) $3,900 Phase Two: Facilitated Session (1.5 days) $9,85o Participant fee for the facilitated session $15/person Wout-o f -pocket expenses (i.e., travel, food) are billed separate from the estimate above. 0 A4 Cc c kte jc_ q - rjP7A F I �-- -, /'5- C. pISL H Marr. Don From: Blake Woolsey<blake.woolsey@mitchcommgroup.com> Sent: Thursday, October 22, 2015 12:59 PM To: Marr, Don Subject: RE: Responding to Message: Blake Woolsey It would be $50 for each DISC profile. They do it on-line. It's a 23 -page report. We would print them a bring them to the session. $50 x number of participants. Do I need to include that in the document? Blake Woolsey Executive Vice President Mitchell Communications Group Fayetteville I Chicago I New York 479.443.4673 office 479 957 6301 cell Web l Facebook Twitter 1 P nterestI YouTube I Goa le* I Linked In 2014 Midsize Agency of the Year finalist - PRWeek 2013 Top 10 Fastest -Growing Agency Globally - The Holmes Report 2o12 Small PR Agency of the Year - The Holmes Report 5v CONFIDENTIAL. This email and any files transmitted with it are confidential and intended solely for the individual or entity to whom they are addressed. I f you have received this email in error destroy it immediately. Mitchell Communications Group The information contained in this email and any attachments may be private and is the confidential property of Mitchell Communications Group and its affiliates. IJ you are not the intended recipient(s) or have otherwise received this email unlawfully or in error, please delete this email and inform the sender as soon as possible. This email may not be disclosed, stored, used, published or copied by anyone other than the intended recipient(s). From: Marr, Don [mailto:dmarr@fayetteville-ar.gov] Sent: Thursday, October 22, 2015 8:07 AM To: Blake Woolsey; Blake Woolsey Subject: FW: Responding to Message: Blake Woolsey Blake — Just following up on the email below. Have you had a chance to look at this yet. I want to make sure that I have the total cost incorporated. Thanks, Don From: Marr, Don Sent: Tuesday, October 20, 2015 8:45 AM To: 'Blake Woolsey'<biake.woolsey@initchcomiiigraup.com> Subject: RE: Responding to Message: Blake Woolsey Blake — Thank you for your follow up (you are so good!). We are in the process of getting our other two quotes in order to be able to contract with you I have to have 3 quotes (or even a no quote from a potential provider) — you know government. The proposal I got from you looks great. I did have one question. We talked about some type of assessment tool that the City Council members would take (like a DISC, Myers Briggs, or any type of Strengths Finder/Communication Style tool — I think you spoke about a specific tool as well). I don't see that cost in the proposal or in the process. Can you address that for me — what tool it would be and the cost of giving and review that assessment with the City Council team. We are still working on dates to confirm for January. Do you have any that are "blacked out" already? Thanks, Don From: Blake Woolsey[mail to: blake.woolsey@mitchcommgroup.com] Sent: Monday, October 19, 2015 8:09 PM To: Marr, Don <dmarr@fayettgville-ar.t nv> Cc: Gina Miller <Gina,Miller_@rnitchcorrtmgroLip.coin>; Tommye Johnson <Tommye.Johnson@ riiitcliconinigroug.com> Subject: RE: Responding to Message: Blake Woolsey Checking in with you ... Let us know if there is anything else you need. Blake Woolsey Executive Vice President Mitchell Communications Group Fayetteville I Chicago I New York 479.443.4673 office 479 957 6301 cell Web I LLrcebook I Twitter I Pinterest I YouTub I Gooplle+ I Linkedln 2014 Midsize Agency of the Year finalist - PRWeek 2013 Top 10 Fastest -Growing Agency Globally - The Holmes Report 2012 Small PR Agency of the Year - The Holmes Report CONFIDENTIAL. This email and any files transmitted with it are confidential and intended solely for the individual or entity to whom they are addressed. I f you have received this email in error destroy it immediately, Mitchell Communications Group The information contained in this ernod and any attachments may be private and is the confidential property of Mitchell Communications Group and its affiliates. If you are not the intended recipient(s) or have otherwise received this email unlawfully or in error, please delete this email and inform the sender as soon as possible. This email may not be disclosed, stored, used, published or copied by anyone other than the intended recipient(s). From: Blake Woolsey Sent: Thursday, October 08, 2015 5:47 AM To: 'Marr, Don' Cc: Gina Miller; Tommye Johnson Subject: RE: Responding to Message: Blake Woolsey Dear Don, It was great to visit with you last week! Attached is a proposal capturing the request you have made, If you have thoughts, edits, insights, please share them with us after your review. We are happy to edit however needed to make sure we are communicating what you and the mayor hope — and the Council hopes — to accomplish. Take care and thank you for reaching out, bw Blake Woolsey Executive Vice President Mitchell Communications Group Fayetteville I Chicae0 I New York 479.4434673 office 479 957 6301 cell Web I Facebook I Twitter I Pinterest I Y_QUTUb(' I Gyle+ I Unkedln 2014 Midsize Agency of the Year finalist - PRWeek 2013 Top io Fastest -Growing Agency Globally - The Holmes Report 2012 Small PR Agency of the Year - The Holmes Report CONFIDENTIAL. This email and any files transmitted with it are confidential and intended solely for the individual or entity to whom they are addressed. I f you have received this email in error destroy It Immediately. Mitchell Communications Group From: Marr, Don [mail_toted+rlarCnFryetteville-ar,clov] Sent: Thursday, October 01, 2015 12:40 PM To: Blake Woolsey Subject: RE: Responding to Message: Blake Woolsey 4:30 pm today works for me. Do you want to call me or me to call you. If you are going to call me, call 479-575-8330 Ext 8303 or my cell 479-601-3929. If you want me to call you, then just let me know what number to call. Thanks Blake Don From: Blake Woolsey [rniiito:blake.woolsgy@a MJtchcoI11rnProL P.com] Sent: Thursday, October 01, 2015 8:53 AM To: Marr, Don <cirnarr(n)fayettev'elle-ar.gov> Subject: RE: Responding to Message: Blake Woolsey Any chance 4:30 p,m, might work? Or, 8:15 a.m. tomorrow morning? Blake Woolsey Executive Vice President Mitchell Communications Group fetteville Chicag J New York 479.4434673 office 479 957 6301 cell Web I Facebook I TwitterI Pinterest I YouTube I Google+I Linkedln 2014 Midsize Agency of the Year finalist - PRWeek 2013 Top 10 Fastest -Growing Agency Globally - The Holmes Report 2012 Small PR Agency of the Year - The Holmes Report CONFIDENTIAL. This email and any files transmitted with it are confidential and intended solely for the individual or entity to whom they are addressed. I f you have received this email in error destroy it immediately. Mitchell Communications Group The information contained in this email and any attachments may be private and is the confidential property of Mitchell Communications Group and its affiliates. If you are not the intended recipient(s) or have otherwise received this email unlawfully or in error, please delete this email and inform the sender as soon as possible. This email may not be disclosed, stored, used, published or copied by anyone other than the intended recipier,t(s). From: Marr, Don[mailto:dmarr�yetteville-ar.gov] Sent: Thursday, October 01, 2015 7:00 AM To: Blake Woolsey Subject: RE: Responding to Message: Blake Woolsey Blake — I have some vendors in for interviews this morning that start at 8:15 am. I could do first thing in the afternoon, or earlier than 8:15 am. Just let me know. Thanks and I look forward to talking with you. Don From: Blake Woolsey [maiito:blake.woolse nlitcltcot-ln7 roti.coni] Sent: Wednesday, September 30, 2015 7:05 PM To: Marr, Don Subject: Responding to Message: Blake Woolsey Dear Don, You know that we would love to work with you and help facilitate a session for the city Council. Could you visit tomorrow morning? Blake Woolsey Executive Vice President Mitchell Communications Group Fayetteville l Chicg90 I New York 479.443.4673 office 479 957 6301 cell Web I Facebooic I Twitter I Pinterest I YouTube I Google# I Linkedln 2014 Midsize Agency of the Year finalist - PRWeek 2013 Top to Fastest -Growing Agency Globally - The Holmes Report 2012 Small PR Agency of the Year - The Holmes Report CONFIDENTIAL. This email and any flies transmitted with It are confidential and intended solely for the individual or entity to whom they are addressed. I f you have received this emali in error destroy It Immediately. Mitchell Communications Group The information contained in this email and any attachments may be private and is the confidential property of Mitchell Communications Group and its affiliates, If you are not the intended recipient(s) or have otherwise received this email unlawfully or in error, please delete this email and inform the sender as soon as possible. This email may not be disclosed, stored, used, published or copied by anyone other than the intended recipient(s). From: Jacob Salinas [mailto:jacob_salinas@ajg.com] Sent: Tuesday, January 10, 2017 10:26 AM To: Marr, Don <dmarr@fayetteville-ar.gov> Subject: request for bid of Strategic Planning Facilitation Hi, Don, Thanks for the inquiry, unfortunately at this time we will decline to bid. Thanks for thinking of us, Jacob Salinas Area Vice President Arthur J. Gallagher & Co. 417-447-7071 aCob salinasst corn © Arthur J Gallagher & Co. 2017 Two Pierce Place, Itasca, IL 60143 www.aig.com 1 1.630.773.3800 2 City of Fayetteville W City of Fayetteville REPRINT PURCHASE EA 113 W MOLintain r 113 W Mountain St ORDER 1010 090 6600-5315 00 (Contract Services:) $19,000.00 Fayetteville, AR 72701 FAYETTEVILLE, AR 72701 NO. 2017-00000269 O $266.50 O 1010.090 6600-5315.00 (Contract Services :) $266.50 OPEN TOTAL COST $0.00 DATE 03/20/2017 VENDOR 90564 inVeritas Research & Consulting Inc AMOUNT VOIDED $0.00 OPEN AMOUNT EXPENSED $0.00 DELIVER BY 0inVeritas O Research & ConSulting Inc 650 S Shackleford Rd Ste 305 OPEN AMOUNT $0.00 CITY OF *4V r Tay le SHIP VIA FREIGHT TERMS 1 D Little Rock, AR 72211 � Y ORIGINATOR Bonnie Bolinger OPEN AMOUNT $0.00 i'. I A�KANS RESOLUTION # $0.00 0 $0.00 PAGE 1 OF 1 TOTAL DUE PAYMENT TERMS 30 APPROVED BY SPECIAL INSTRUCTIONS • 000 71,0 EA Professional Services - Other - Services Agreement with InVeritas Research & Consulting, LLC for $19,000.0000 $19,000.00 1010 090 6600-5315 00 (Contract Services:) $19,000.00 0 0000 Each Professional Services -Other -Travel expenses $266.5000 $266.50 1010.090 6600-5315.00 (Contract Services :) $266.50 OPEN TOTAL COST $0.00 AMOUNT VOIDED $0.00 OPEN AMOUNT EXPENSED $0.00 OPEN AMOUNT $0.00 AIMOUNTfDISCOUNTED $0.00 OPEN AMOUNT $0.00 i'. I SUBTOTAL $19,266.50 $0.00 �OP�Y SALES TAX $0.00 PAGE 1 OF 1 TOTAL DUE APPROVED BY SPECIAL INSTRUCTIONS ND AS NIS inVCntas° March 21, 2017 City of Fayetteville Mayor Lioneld Jordan c/o Chief of Staff Don Marr dmarr@fayetteville-ar.gov Re: Facilitated Planning Session Report Dear Mayor Jordan, It has been a pleasure working with you and the city council to develop your strategic plan for the City of Fayetteville. We are pleased to submit our final report with findings and recommendations. You have made great progress in identifying guiding principles and priorities that will guide you and the council in future strategic planning and policy development. Please know that we remain available to assist you as you continue to refine these strategic principles either through additional planning sessions or in a consulting capacity. Please let us know if you have -any questions. Again, thank you for the opportunity to work with the City of Fayetteville. Sincerely, 2/ - - Ruth Whitney NORTHWESTAR LITTLE ROCK WASHINGTON D.C. 3300 Market Street, Suite 438 650 South Shackleford, Suite 305 2 Wisconsin Circle, Suite 520 Rogers, AR 72758 Little Rock, AR 72211 Chevy Chase, MD 20815 479.802.6677 501.954.7878 301.951.8451 TABLE OF CONTENTS Methodology.........................................................................................Page 1 Fayetteville Vision 2050......................................................................Page 2 A Diverse Growing Local Economy...............................................................Page 4 ANaturally Beautiful City...................................................................................Page 5 Well -Maintained City Infrastructure............................................................Page 6 Greater Ease of Mobility - Effective TransportationSystem ............ Page 7 Financially Sustainable Government............................................................Page 8 Quality Public School System...........................................................................Page 9 Reputation as a Safe Community................................................................Page 10 A Fun City in Which to Live ........................... ..............................................Page 11 Pathwaysto Prosperity.....................................................................................Page 12 Education, Research and Healthcare Excellence.................................Page 13 Ecosystem Preservation..................................................................................Page 14 Operations...........................................................................................Page 15 City Organizational Effectiveness..............................................................Page 15 Appendix A Initial Report Appendix B Updated Initial Report with Session Notes Appendix C Council Questionnaire METHODOLOGY inVeritas was engaged by the City of Fayetteville to conduct strategic planning for its city council members and leadership. During February 2017, our moderators conducted one-on-one sessions with each of the City's eight council members and the mayor to ascertain individual priorities and goals for the city. The sessions were conducted based on a City -approved questionnaire focusing on the City's current master plans and strategic priorities. On March 3- 4, 2017, inVeritas moderated a day -and -a -half strategic planning session with Mayor Jordan and six city council members. The following individuals participated and contributed to the contents of this report:. PRE -SESSION INTERVIEWS Mayor Lioneld Jordan Council Member Sarah Bunch Council Member Adella Gray Council Member Mark Kinion Council Member John La Tour Council Member Alan Long Council Member Sarah Marsh Council Member Matthew Petty Council Member Justin Tennant SESSION ATTENDEES Mayor Lioneld Jordan Council Member Sarah Bunch Council Member Adella Gray Council Member Mark Kinion Council Member Sarah Marsh Council Member Matthew Petty Council Member Justin Tennant Conducted February 28 Conducted February 21 Conducted February 21 Conducted February 21 Conducted February 28 Conducted February 23 Conducted February 21 Conducted February 13 Conducted February 26 FAYETTEVILLE VISION 2050 STRATEGIC RECOMMENDATIONS During February and March 2017, inVeritas conducted strategic planning with the City of Fayetteville. Through the process, the mayor and council members identified specific priorities and guiding principles to guide policies and decision making to the year 2050. The following pages reflect the City's forward-looking vision and an overview of the City's primary focus areas. While much progress was made, we recommend the City take the following action to build on its work. Recommendations REFINEMENT OF MISSION & VISION: inVeritas recommends further refinement of the City's mission and vision statements. The process may involve public input to ensure the statements align with the values of the citizens. COMMUNICATIONS & MARKETING STRATEGY: The City should develop and implement a comprehensive communications and marketing strategy to maximize the value the public relations of its activities and to identify targeted audiences. INTERNAL ORGANIZATIONAL REVIEW: The City should conduct an internal review of organizational effectiveness to address issues identified by the Council. The review should make recommendations for new policies and programs the City should implement and identify and eliminate ineffective programs or policies. ADDITIONAL PLANNING SESSIONS: inVeritas recommendsthe City conduct additional planning sessions to identify the specific guiding principals, priorities, focus areas and means it would like to develop and execute in the next two and five years timeframes. VISION STATEMENT The City's vision provides the framework for the future planning. It should guide future policy, projects and plans, decisions and actions, and operations looking forward to the year 2050. Based on comments from the Mayor and City Council, inVeritas compiled the following suggested vision statement: To keep Fayetteville a vibrant and welcoming city that encourages diversity, creativity, and innovation while providing our citizens the opportunity to thrive* 'Subject to final approval by City Council FAYETTEVILLE VISION 2050 GUIDING PRINCIPLES During 2017 strategic planning, the Mayor and members of the Fayetteville City Council developed eleven guiding principles for Fayetteville's new Vision 2050 plan. The principles were based on existing principles from the 2003 Strategic plan along with additional principles developed by this Council. These principles will guide the City's vision for future policy, projects and planning, decisions and actions, and operations. For each of these principles, we have identified both the focus areas and the means to achieve these strategies. /44P A DIVERSE, GROWING A NATURALLY WELL-MAINTAINED LOCAL ECONOMY BEAUTIFUL CITY CITY INFRASTRUCTURE AND FACILITIES 7,11o.2 -01 -�- GREATER EASE OF A FINANCIALLY QUALITY PUBLIC MOBILITYTHROUGH SUSTAINABLE CITY SCHOOLS _ TRANSPORTATION GOVERNMENT REPUTATION AS A FUN CITY IN WHICH PATHWAYS TO SAFE COMMUNITY TO LIVE PROSPERITY EDUCATIONAL, RESEARCH AND HEALTHCARE EXCELLENCE ECOSYSTEM PRESERVATION A DIVERSE, GROWING LOCAL ECONOMY Maintaining a strong, diverse and growing local economy was the single most important principle and goal identified by council members for the City's success. FOCUS AREAS Business retention and attraction Entrepreneurship and innovation Lifestyle quality Age -friendly city Affordable housing Education/workforce Arts and culture Sustainability Marketing and communications MEANS Code improvements Cooperation with local schools Workforce training and development, especially for technical and skilled trades and forward -thinking skills Embracing new, innovative technology and prototyping Encourage the importance of a creative economy Improved communications Improved staff training Metrics for performance measurement Regional coordination Tax incentives for revitalization A NATURALLY BEAUTIFUL CITY A naturally beautiful city was recognized as another important principle for the City's success. FOCUS AREAS Protecting the City's natural beauty and heritage Appropriate'infill and revitalization Livable transportation network Enduring green network Attainable housing Discouraging sprawl while protecting choice MEANS Code improvements (downtown and non -downtown) Consistent design codes Emphasize low -impact design manual Suggested design standards and mandatory design review Metrics for performance measurement Reconsider commercial zones Restrictions where development pays for infrastructure maintenance Turnkey development processes WELL-MAINTAINED INFRASTRUCTURE AND FACILITIES Well-maintained city infrastructure and facilities and transportation is recognized as another important principle with council members noting the City needs to address its aging infrastructure. FOCUS AREAS Affordable broadband Maintenance of current infrastructure and facilities Improved sidewalks and overall City waIkabiIity Improved streets Improved playgrounds. parks and trail infrastructure Future street plans, MEANS Making broadband affordable and accessible Maintenance of current infrastructure as a preference to building new Short-term tax incentives to encourage development and revilatization of existing infrastructure Ensuring new development pays for infrastructure maintenance Implementing a program for street repair, rehabilitation and construction Developing a long-term plan to improve efficiency and upkeep of all City facilities GREATER EASE OF MOBILITY - EFFECTIVE TRANSPORTATION SYSTEM Greater Ease of Mobility through an Effective Transportation System is the fourth principle identified by the Council. FOCUS AREAS Citywal'kability Effective traffic flaw Public transportation Regional transit Transportation mode share MEANS Development of a transportation master plan 0 Transit hubs 0 Corridor -oriented express routes - Feasibility -studies Public/private partnerships Regional coordination Identify and allocate spending based on desired mode share FINANCIALLY SUSTAINABLE � GOVERNMENT PROVIDING TOP-NOTCH CITIZEN SERVICES Council members were in agreement that a financially sustainable government providing top-notch citizen services is a vitally important principle for future planning. FOCUS AREAS Balanced enterprise fLind and general fund budget Funding for capital projects Funding for infrastructure improvements Identification of new (diverse) sources of revenue Maximizing revenue sources Providing exceptional services to citizens MEANS "Do the Math" - ensuring long-term budget can sustain future planning Updating fiscal policy guidelines Encouraging focused and directed public input Maximizing potential of revenue sources, such as propertytaxes Lessening dependency on sales tax Ensuring salary and market studies are more granular Identifying and maximizing use of grants Postponing discussion of salary increases until year is closed out QUALITY PUBLIC SCHOOL SYSTEM Providing a quality public school system was another important principle recognized by the council, FOCUSAREAS Maintaining high quality public education Having a school in every neighborhood Healthy environment for children Technical and skilled trades k.l., " MEANS Code and infrastructure planningto promote safety and effective traffic flow around publicschools Collaboration and coordination with school boards through regular quarterly meetings Recognizing education's impact on City Support and resources for students who are ready to learn Support for technical education and skilled trades as an alternative to college preparation REPUTATION AS A SAFE COMMUNITY A reputation as a safe community is another principle vital to Fayetteville's long-term vision. FOCUS AREAS National reputation as safe community Safety and security of citizens Responsive emergency services Walkable community MEANS Addressing poverty and homelessness Cleaning up derelict areas Establishing population nodes along trails Investment in infrastructure to eliminate "broken -window effect" Investments in police/fire resources Revitalizing South Fayetteville A FUN CITY IN �� WHICH TO LIVE Council members recognize the quality of life of Fayetteville as a major draw for residents and tourists alike. FOCUS AREAS Creative Economy Dowfitown/Dickson Street South. Fayetteville Urban spaces Recreation: parks, traits and public spaces MEANS Addressing infrastructure Better communication about activities Collaboration and coordination with Experience Fayetteville and Parks and Recreation Commitment to quality parks, trails and recreation opportunities Creating and maintaining a quality downtown Creating identity moments and maximizing experiences through public art Developing a public commons Educating the public on the value of a creative economy Expanding arts and culture beyond downtown Support for the Fayetteville's arts and culture scene Support for a performance arts campus PATHWAYS TO Lf PROSPERITY Council members developed pathways to prosperity as a new principle in 2017 to address the City's vision of helping all citizens thrive and reducing poverty. FOCUS AREAS Access to duality healthcare Broad educational opportunities Poverty rate as a metric Quality, affordable childcare Deduction in poverty rate Reduction in food insecurity Safe and adequate housing Technical workforce training MEANS Addressing the achievement gap Affordable broadband Building strong neighborhood centers through appropriate infill Code and zoning review to encourage development of affordable housing Oversight of rental property; registry; warranties of habitability Metrics for performance measurement Training and education initiatives for current workforce Work with school boards to improve education and programs EDUCATION, RESEARCH AND HEALTHCARE EXCELLENCE The University of Arkansas was consistently mentioned as being one of the City's biggest strengths, however, the majority of council members recognize they have little control over what happens at the University. As a result, a new principle was developed as Education, Research and Healthcare Excellence. kOCUS AREAS University of Arkansas University of Arkansas for Medical Sciences (DAMS) Arkansas Children°s Hospital Reduction in brain drain MEANS Expanding healthcare opportunities Exploring new and innovative opportunities, such as becominga green medical hub or focusing on integrated healthcare More communication with current students to encourage involvement in community Regional coordination Reducing the size and reconsidering the scope of Town and Gown committee Strong partnerships and coordination with the University of Arkansas, UAMS, and Arkansas Children's Hospital ECOSYSTEM PRESERVATION The final guiding principle proposed by the Council recognized the importance of preserving the environment. FOCUS AREAS Climate action plan Maintaining and preserving ecosystem and natural resources Pollution reduction Protecting environment Sustainability MEANS Reduction in dependence on nonrenewable resources Expansion and improvements to recycling program Encouraging low -impact development �..� ryOPERATIONS Strategic planning also focused on the quality of city operations. The Council would like to see the following areas addressed to improve operations and organizational effectiveness. FOCUS AREAS Communications Community engagement Organizational effectiveness MEANS Improvements to City's communications initiatives - expanding channels 0 Newsletter O Review of effectiveness and transforming format o Digital and social media • More mobile workshops a Website 0 User-friendly methods of obtaining information Embracing technology, pilot programs and prototyping Staff concierge Staff training Communications between department heads to address issues of "silded departments" Reduction in barriers to entry/red tape Streamlining processes Retaining good, quality staff Use proper parliamentary procedure during meetings Citizen committee reviews City of Fayetteville, Arkansas - Budget Adjustment Form (Legistar) Budget Year Division COMMUNICATIONS/MARKETING Adjustment Number 2017 /Org2 (055) Requestor: Liz Hutchens BUDGET ADJUSTMENT DESCRIPTION / JUSTIFICATION: The Mayor has requested a strategic planning workshop for the City's Department Directors to present the results of the City Council strategic planning workshop from last Spring in order to inform management team and develop and prioritize an implementation plan. There will still be sufficient funds in the Services and Charges account for the remainder of 2017. RESOLUTION/ORDINANCE COUNCIL DATE: LEGISTAR FILE ID#: 10/17/2017 2017-0569 3awI VWc(. FeW 10/2/2017 2:27 PM Budget Director TYPE: DESCRIPTION: GLDATE: POSTED: Date TOTAL v.20170707 Increase / (Decrease)- Project.Sub# Account Number Expense Revenue Project Sub AT Account Name 1010.090.6600-5315.00 3,000 EX Contract Services - : 1010.090.6600-5320.01 (3,000) - EX Bank Charges - Service C:\Users\losmith\AppData\Roaming\L5\Temp\028d2cf5-ffcb-4918-8e68-a84fb9a7f8c0 1 of 1 AFFIDAVIT OF PUBLICATION I Karen Caler, do solemnly swear that I am the Legal Clerk of the Northwest Arkansas Democrat -Gazette, printed and published in Washington County and Benton County, Arkansas, and of bona fide circulation, that from my own personal knowledge and reference to the files of said publication, the advertisement of: CITY OF FAYETTEVILLE Ord. 6004 Was inserted in the Regular Edition on: October 26, 2017 Publication Charges: $ 130.00 y4L"J" Karn Caler Subscribed and sworn to before me This '51 day of Ct+ , 2017. Notary Public My Commission Expires: CATHY WILES Arkansas - Benton County Notary Public - COMM# 12397118 My Commission Expires Feb 20, 2024 **NOTE** ti - Please do not pay from Affidavit. Invoice will be sent. NOV 12017 Ordinance: 6004 File Number: 2017-0569 INVERITAS RESEARCH & CONSULTING, LLC: AN ORDINANCE TO WAIVE THE REQUIREMENTS OF FORMAL COMPETITIVE BIDDING AND APPROVE A CONTRACT WITH INVERITAS RESEARCH & CONSULTING, LLC IN THE AMOUNT OF $3,500.00 TO CONDUCT A WORKSHOP FOR THE CITY MANAGEMENT TEAM TO DEVELOP AN IMPLEMENTATION PLAN BASED ON THE INVERITAS STRATEGIC PLANNING FINAL REPORT SUBMITTED TO THE CITY COUNCIL AFTER THEIR SPRING WORKSHOP WHEREAS, on February 20, 2017, Mayor Jordan entered in a contract with InVeritas Research & Consulting, LLC for the City Council Facilitated Strategy and Planning Session in the amount of $19,000.00 which led to a revision of the City's Strategic Plan; and WHEREAS, the cost of the next phase of implementing the revised strategic plan would require competitive bidding unless waived by the City Council; and WHEREAS, because of its previous work with the Mayor and City Council, InVeritas has all of the relevant background material necessary to economically assist the City in completing the implementation plan based on the Strategic Planning Final Report prepared by InVeritas after the spring workshop. NOW, THEREFORE, BE IT ORDAINED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby determines that the facts shown above establish that an exceptional situation exists in which competitive bidding is not feasible or practical and therefore waives the requirements of formal competitive bidding and approves a contract with InVeritas Research & Consulting, LLC in the amount of $3,500.00 to conduct a workshop for the City management team to develop an implementation plan based on the InVeritas Strategic Planning Final Report submitted to the City Council after their Spring workshop. Section 2: That the City Council of the City of Fayetteville, Arkansas hereby approves a budget adjustment, a copy of which is attached to the agenda memo. PASSED and APPROVED on 10/17/2017 Approved: Lioneld Jordan, Mayor Attest: Sondra E. Smith, City Clerk Treasurer 74316545 Oct. 26, 2017