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HomeMy WebLinkAbout114-18 RESOLUTION113 West Mountain Street Fayetteville, AR 72701 (479) 575-8323 Resolution: 114-18 File Number: 2018-0230 RFP #18-03 ILLUMINATIVE STRATEGIES, INC.: A RESOLUTION TO AWARD RFP #18-03 AND AUTHORIZE A ONE YEAR CONTRACT WITH ILLUMINATIVE STRATEGIES, INC. FOR ORGANIZATIONAL DEVELOPMENT CONSULTING SERVICES AS NEEDED WITH AN OPTION TO RENEW FOR UP TO FOUR (4) ADDITIONAL ONE YEAR TERMS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards RFP #18-03 and authorizes a one year contract with Illuminative Strategies, Inc. for organizational development consulting services as needed with an option to renew for up to four (4) additional one year terms for the fees set forth in Appendix A to the contract. PASSED and APPROVED on 5/15/2018 Page 1 Attest: LILa'1W 6' itta Sondra E. Smith, City Clerk Treasurer ...T oN A \f r � r r M - C • "�. = Printed on 5116118 City of Fayetteville, Arkansas 113 West Mountain Street Fayetteville, AR 72701 f - • (479) 575-8323 i .� Text File - File Number: 2018-0230 Agenda Date: 5/15/2018 Version: 1 Status: Passed In Control: City Council Meeting File Type: Resolution Agenda Number: A. 5 RFP #18-03 ILLUMINATIVE STRATEGIES, INC.: A RESOLUTION TO AWARD RFP #18-03 AND AUTHORIZE A ONE YEAR CONTRACT WITH ILLUMINATIVE STRATEGIES, INC. FOR ORGANIZATIONAL DEVELOPMENT CONSULTING SERVICES AS NEEDED WITH AN OPTION TO RENEW FOR UP TO FOUR (4) ADDITIONAL ONE YEAR TERMS BE IT RESOLVED BY THE CITY COUNCIL OF THE CITY OF FAYETTEVILLE, ARKANSAS: Section 1: That the City Council of the City of Fayetteville, Arkansas hereby awards RFP #18-03 and authorizes a one year contract with Illuminative Strategies, Inc. for organizational development consulting services as needed with an option to renew for up to four (4) additional one year terms for the fees set forth in Appendix A to the contract. City of Fayetteville, Arkansas Page 1 Printed on 5118/2018 City of Fayetteville Staff Review Form 2018-0230 Legistar File ID 5/15/2018 City Council Meeting Date - Agenda Item Only N/A for Non -Agenda Item Brenda Reed 4/25/2018 HUMAN RESOURCES (120) Submitted By Submitted Date Division / Department Action Recommendation: Staff recommends approval of a one year contract with four automatic renewal options with Illuminative 1 Strategies Inc. as one of two primary providers for Organizational Development consulting as needed. Comments: Budget Impact: Various Various Account Number Fund Various Project Number Project Title Budgeted Item? Yes Current Budget Funds Obligated Current Balance $ Does item have a cost? Yes Item Cost $ Budget Adjustment Attached? No Budget Adjustment Remaining Budget $ V20180209 Previous Ordinance or Resolution # Original Contract Number: Approval Date: Comments: CITY OF FAYETTEVILLE 4". ARKANSAS MEETING OF MAY 15, 2018 TO: Mayor and City Council THRU: Don Marr, Chief of Staff FROM: Brenda Reed, HR Director DATE: April 25, 2018 CITY COUNCIL MEMO SUBJECT: Approval of a Contract with Illuminative Strategies Inc. — Organizational Development Consulting Services RECOMMENDATION: Staff recommends approval of a one-year contract with four automatic renewal options with Illuminative Strategies Inc. as one of two primary providers for organizational development consulting as needed. Since organizational development encompasses such a broad scope, utilizing more than one vendor will provide the City with the added value of having access to a wide range of subject matter experts in organizational development. BACKGROUND: In January 2018, the City published a Request for Proposal (RFP) for Organizational Development Consulting Services. Nine vendors responded to the RFP. The Organizational Development Consulting Services Committee interviewed three vendors and chose two preferred vendors. DISCUSSION: The City desires to utilize organizational development consulting services to support strategic and cultural alignment for short and long-term assignments across multiple departments. By engaging with organizational development consultants, the City will be able to develop a talent management philosophy supported by a forward -thinking workplace to deliver optimal services to the citizens of Fayetteville. Structural and cultural alignment strategies will optimize: • Infrastructure — Processes and Systems • Customer Service • Integrated Measurements • Change Management • Engagement Practices The outcomes will address such needs as talent acquisition and workforce planning, and provide pathways for growth and career enrichment, which will support development and job satisfaction. BUDGET/STAFF IMPACT: The 2018 budget has funding allocated for travel and training across departments. Mailing Address. 713 W. Mountain Street www.fayetteville-ar.gov Fayetteville, AR 72701 City of Fayetteville AAft E RFP 18-03, Organizational Development Consultant IVN T T S S �"L' Contract — Between City of Fayetteville, AR ARKANSAS and Illuminative Strategies, Inc. Renewable Terms: One (1) year with four (4) renewals This contract executed this l5 day of MU , 2018, between the City of Fayetteville, Arkansas (City), of 113 W. Mountain, Fayetteville, AR 72701 and uminative Strategies, Inc. (Illuminative) of 3309 Robbins Rd., #139, Springfield, Illinois, 62704, in consideration of the mutual covenants contained herein, the parties agree as follows: The Contract documents which comprise the contract between the City of Fayetteville and Illuminative consist of this Contract and the following documents attached hereto, and made a part hereof: a. Appendix A: Scope of Work & Fees b. Appendix B: Solicitation identified as RFP 18-03, Organizational Development Consultant c. Appendix C: Illuminative RFP response 2. These Contract documents constitute the entire agreement between the City of Fayetteville and Illuminative and may be modified only by a duly executed written instrument signed by the City of Fayetteville and Illuminative. 3. Illuminative shall not assign its duties under the terms of this agreement without prior written consent of the City. 4. Illuminative agrees to hold the City of Fayetteville harmless and indemnify the City of Fayetteville, against any and all claims for property damage, personal injury or death, arising from Illuminative performance of this contract. This clause shall not in any form or manner be construed to waive that tort immunity set forth under Arkansas Law. 5. Illuminative shall furnish a certificate of insurance addressed to the City of Fayetteville within ten (10) calendar days after contract finalization, presenting insurance which shall be maintained throughout the term of the Contract. Any work sublet, Illuminative shall require the subcontractor similarly to provide insurance. In case any employee engaged in work on the project under this contract is not protected under Worker's Compensation Insurance, Illuminative shall provide and shall cause each Subcontractor to provide adequate employer's liability insurance for the protection of such of his employees as are not otherwise protected. Worker's Compensation coverage shall be applicable with state law. 6. Illuminative shall furnish proof of licensure as required by all local and state agencies. Payments: a. Payments will be made after approval and acceptance of work, delivery, and submission of invoice. b. Payments will be made 30 calendar days after acceptance of invoice and prefers electronic delivery of invoices. 8. Terms: This contract shall be effective for one (1) year from date approved by City Council and shall be renewable for up to an additional four (4) one-year terms for a possible contract term of five (5) years. This contract may be terminated by the City of Fayetteville or Illuminative with 30 days written notice. The intent of this contract is for Illuminative to provide professional services on an as needed basis as budget appropriations allow to the City. The City makes no guarantee for a minimum amount of work. City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Contract: Illuminative Strategies, Inc. Page 1 of 3 9. Travel Cx eases: Travel expenses associated with performance of this work shall be considered for reimbursement subject to the following conditions: a. All travel expenses are pre -approved by the City b, All expenses are in accordance with the City's most recent travel policy c. Travel expenses are not excessive in nature d, Travel expenses are of the most economical means of travel available (such as: economy class airline tickets, small compact automobiles, shuttles with available, etc.) e. City approved per diem rates for meals f. Travel expenses are not reimbursable for consultants with an office located within 5o miles of 113 W, Mountain, Fayetteville, AR 72701. 10. Liquidated Damages: N/A 11. Independent Contractor: illuminative is an independent contractor of the City and shall maintain complete responsibility for applicable state or federal law on unemployment insurance, withholding taxes, social security, or other industrial, labor or discrimination law for its employees. Illuminative is responsible for its agents, methods and operations. 12. Notices: Any notice required to be given under this Agreement to either party to the other shall be sufficient if addressed and rrialled, certified mail, postage paid, delivery, e-mail or fax (receipt confirmed), or overnight courier. 13. Freedom of information Act: City of Fayetteville contracts and documents prepared while performing city contractual work are subject to the Arkansas Freedom of Information ,+act, if a Freedom of Information Act request is presented to the City of Fayetteville, the contractor will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. 25- 19-101 et, 5eq.). Only legally authorized photo coping costs pursuant to the FOIA may be assessed -for this compliance. 14, Chan es in Sco a or Price: Changes, modifications, or amendments in scope, price or fees to this contract shall not be allowed without a prior formal contract amendment approved by the Mayor and the City Council in advance of the change in scope, cost or fees. No modification of this contract shall be binding unless made in writing and executed by both parties. 15. Applicable Law: This Agreement shall be governed by and construed in accord with the laws of the State of Arkansas. Venue for all legal disputes shall be Washington County, Arkansas. 16_ Contract Administration: The Mayor or his/her Designated Representative shall be the Contract Administrator for this contract, llluminative's Principal or his/her Designated Representative shall be the primary contact for all matters pertaining to this contract. 17. Professional Res ansibilit : Illuminative shall exercise reasonable skill, care, and diligence in the performance of services and will carry out its responsibilities in accordance with customarily accepted professional practices. City of Fayetteville, AR RFP 18-03, organizational Development Consultant Contract: Illuminative Strategies, Inc. Page 2 of 3 18. Permits & Licenses: Illuminative shall secure and maintain any and all permits and licenses required to complete this Contract. 19, Debarment Certification: Illuminative hereby provides debarment/suspension certification indicating compliance with the below Federal Executive Order. Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving individual awards, using, federal funds, and all sub -recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. Illuminative hereby attests its principal is not presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. WITNESS OUR HANDS THIS15*�_DAY OF 2018. ILLUMINATIVE STRATEGiEES INC. i�JWA � ✓ s 07-0 05 _Geralyn Anastos President & CEO_ Prints a itis ATTEST (Signature) Kent James Company Secretary (printed Ncme) Business Address 3309 Robbins Rd_ #139 Springfield, Illinois 62704 City, State & Zip Code Date Signed: _4/29/2018 City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Contract: Illuminative Strategies, Inc. Rage 3 of 3 ATTEST: (Signature) Sondra E. Smith, City CieriS-,�, FAYETTi VILLk ; a -w Date Signed: 51 /6 1.20 - Aft CITY OF FAY TTEVI LE ARKANSAS RFP 18-03, ORGANIZATIONAL DEVELOPMENT CONSULTANT APPENDIX A —SCOPE OF WORK & PRICING VENDOR: ILLIMINATIVE STRATEGIES, INC. 1. Objectives: Illuminative Strategies, Inc. (ISI) shall lead the City through changes that may affect any of the common identifiers identified in the graphic included in this section and provide the following to the City: a. Experience in optimizing workforce related processes b. Experience and Certified across best practice process optimization methodologies including Lean, BPI, & BPM c. Provide Certified Lean Instructors d. Experience in implementing optimization initiatives in public sector agencies e. Experience in achieving positive results & a positive ROI in Public Sector agencies f. Experience in extensive business and IT alignment g. Certified Project Management experts h. Certified Change Management experts ISI -*s Common 3,P's Q.pUmization Outcomes !Curmnt Stat® Processes Inputs Common Factors Affecting Parfnrmartre In Public Service Organizations Future Starts bhtlrAflC {7Ptrimoal TI {Syteuire Nao�r,r11 Vrr)(r17i� 3) 1nyr9Ve M q� K"sW_-:W n. jJ1 L.W$ �) rrnprrWPfi7lPri.ci..[y ey smllllryt•Grn'um,cr krvci 7� vlZrelYie Slalxhaldrr +rvrAr�rme re yp,m'vr1 rn 6�sn,rs, rwu, Outcomes 2. Approach: a. Illuminative's transformation Framework diagram (provided in Appendix C) illustrates at a high-level the steps which will best serve the City of Fayetteville achieve organizational development objectives. b. Illuminative's Framework is flexible, experienced, and certified across a broad spectrum of capabilities, including: i. Business Process Management (BPM) ii. Lean iii. Systems Analysis iv. Project Management v. Change Management c. Illuminative's shall apply the right tools and approach at the right times during contract performance to ensure the City's objectives are met and exceeded. d. Illuminative's team shall use this framework as the basis for the workshops it will be facilitating with the City of Fayetteville, AR RFP 18-03, Appendix A — Scope of Work and Fees — Illuminative Strategies, Inc. Page 1 of 3 City's staff. City stakeholders and SMEs will have the opportunity to actively participate with the Illuminative team and build an understanding of Illuminative's Transformation Framework and why it has proven to be so effective. Illuminative believes that only by understanding the reasoning behind the methodologies implemented, can the City create a sustainable talent management system and improve functionality throughout its processes beyond Illuminative's projeceinvolvement. e. Illuminative's team is committed to ensuring the City of Fayetteville is positioned to sustain its continuous improvement culture after our engagement is complete. Key City staff shall have the opportunity to develop a deeper Lean understanding through additional training and the opportunity to earn a Lean Yellow Belt Certification. Developing internal mentors and Lean leaders will have a significant impact on internal continuous improvement. 3. Training & Certification: a. Illuminative shall involve key stakeholders in the Process by means of formal classroom training detailing the Lean Six Sigma methodology. Key City staff shall have the opportunity to develop a deeper Lean understanding through additional training and the opportunity to earn a Yellow Belt Certification. Illuminative and the City agree a yellow belt certification in Lean Six Sigma is an exceptional initial step in the development of a continuous improvement culture at the City of Fayetteville. b. City stakeholders and staff shall have continued access to Illuminative instructors to field questions related to Lean Process Improvement throughout the project life cycle. c. Illuminative's Transformation Framework, detailed in the "ISI Transformation Framework" (located in Appendix C) shall serve as the basis for the curriculum taught to the City of Fayetteville staff. Illuminative's framework shall provide the chosen City staff members with an effective and repeatable process that can be applied to the City's own Lean process improvement projects in the future. d. After Illuminative's workshops, the City of Fayetteville staff shall be well equipped to independently identify process improvement projects and execute these project throughout each step of ISI's Transformation Framework. e. ISI's Lean Process Improvement Workshops will enable the City of Fayetteville to: i. Successfully utilize ISI's 5 step Transformation Framework ii. Eliminate process waste or "Muda" from a Lean perspective iii. Deal with resistance to change on the individual, county, and state level iv. Create added value for the City of Fayetteville customers v. Contribute to the City of Fayetteville's continuous improvement culture vi. Act as Lean Process Improvement Mentor for City of Fayetteville vii. Achieves performance goals through Lean Process Improvement f. ISI would like to impart its knowledge and proficiency regarding Lean Process Improvement to the City of Fayetteville stakeholders. In doing so, we ensure the implementation of meaningful changes in the process are universally embraced, and fully sustainable beyond ISI's involvement. 4. Scope of Work & Deliverables: a. Ongoing services available: Illuminative shall provide services on an as -needed on-call basis to the City of Fayetteville as desired through the term of the contract. i. Upon services requested, a detailed scope shall be provided to Illuminative from the City. Illuminative shall provide the City with a quote based upon hourly rates presented in this contract. ii. The City makes no guarantee for an amount of work to be completed under this contract and Illuminative understands services requested depend on budget availability. b. Step 1— Getting Started (detailed scope of this step is further defined in Appendix Q i. Project Initiation & "kick-off' c. Step 2 —Current State (detailed scope of this step is further defined in Appendix Q i. Stakeholder Surveys ii. Talent Management Processes—Swim Lane Diagrams City of Fayetteville, AR RFP 18-03, Appendix A — Scope of Work and Fees — Illuminative Strategies, Inc. Page 2 of 3 1. Develop Sourcing Diagram 2, Develop Recruiting Diagram 3. Develop Onboarding Diagram 4. Develop Development Diagram iii. Develop Process Step Profiles iv. Conduct Technology Review v. Deliverable — Current State Understanding Content & Presentation d. Step 3 —Identify Opportunities (detailed scope of this step is further defined in Appendix C) i. Conduct Lean BPI Assessment of Business Processes ii. Updated Swimland Diagrams with Lean BPI and Optimization Assessments iii. Conduct Benchmarking Study iv. Deliverable — Opportunities Content & Presentation e. Step 4 —Future State (detailed scope of this step is further defined in Appendix C) i. Develop Recommendations to Optimize Talent Management ii. Develop Recommendations for the Optimal Allocation of Funding iii. Develop Recommendations to Leverage Technology iv. Deliverable — Future State Talent Management Content & Presentation f. Step 5 — Implementation Roadmap (detailed scope of this step is further defined in Appendix C) i. Develop Implementation Recommendations Deliverable —Implementation Presentation 5. Hourly Rates: Illuminative Strategies Inc. Staffing Cost Role Level Std. Rate Project Manager Sr. Consultant $190.00/hr Change Manager Sr. Consultant $190.00/hr Sr. Consultant Sr. Consultant $190.00/hr Sr. Process Analyst Sr, Consultant Consultant Consultant Consultant $135.00/hr $115.00/hr $115.00/hr �$11S.00/hr Process Analyst `Grainer � Technical Writer Technical Writer Associate $100.00/hr Jr, Process Analyst Associate $100.00/hr City of Fayetteville, AR RFP 18-03, Appendix A — Scope of Work and Fees — Illuminative Strategies, Inc. Page 3 of 3 I CITY OF City of Fayetteville, Arkansas �� � � � � � � � � Purchasing Division —Room 306 113 W. Mountain ARKANSAS Fayetteville, AR 72701 Phone: 479.575.8220 TDD (Telecommunication Device for the Deaf): 479.521.1316 REQUEST FOR PROPOSAL: RFP 18-03, Organizational Development Consultant DEADLINE: Wednesday, February 07, 2018 before 2:00:00 PM, local time RFP DELIVERY LOCATION: Room 306 —113 W. Mountain, Fayetteville, AR 72701 PURCHASING AGENT: Les McGaugh, Imc ag ugh@fayetteville-ar.gov DATE OF ISSUE AND ADVERTISEMENT: Tuesday, January 02 & January 09, 2018 REQUEST FOR PROPOSAL RFP 18-03, Organizational Development Consultant No late proposals shall be accepted RFP's shall be submitted in sealed envelopes labeled with the project number and name as well as the name and address of the firm. All proposals shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents attached hereto. Each Proposer is required to fill in every blank and shall supply all information requested; failure to do so may be used as basis of rejection. Any bid, proposal, or statements of qualification will be rejected that violates or conflicts with state, local, or federal laws, ordinances, or policies. The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in strict accordance with the specifications and general conditions of submitting, all of which are made a part of this offer. This offer is not subject to withdrawal unless upon mutual written agreement by the Proposer/Bidder and City Purchasing Agent. Name of Firm: Contact Person: E -Mail: Business Address: City: Signature: City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 1 of 22 State: Title: Phone: Date: Zip: City of Fayetteville RFP 18-03, Organizational Development Consultant Advertisement City of Fayetteville, AR Request for Proposal RFP 18-03, Organizational Development Consultant The City of Fayetteville, Arkansas is requesting proposals from qualified consulting firms to provide organizational development consulting services. To be considered, sealed proposals shall be received at the City Administration Building, City Hall, Purchasing — Room 306, 113 West Mountain, Fayetteville, Arkansas, by Wednesday. February 07, 2018 before 2:00:00 PIVI local time. No late submittals shall be accepted. Project documents & addendums can be obtained by request from the City of Fayetteville via request from Les McGaugh, Purchasing Agent at lmcigaug_hefayetteville-ar.gov or (479)575-8220. The invitation to bid, notice of and addenda issued will be made publically available at http://favetteville-ar.gov/bids. All questions regarding the process should be directed to Les McGaugh. Proposals submitted shall be qualified to do business and licensed in accordance with all applicable laws of the state and local governments where the project is located. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises. The City of Fayetteville reserves the right to reject any or all proposals and to waive irregularities therein and all Proposers shall agree that such rejection shall be without liability on the part of the City of Fayetteville for any damage or claim brought by any Proposer because of such rejections, nor shall the Proposers seek any recourse of any kind against the City of Fayetteville because of such rejections. The filing of any Proposal in response to this invitation shall constitute an agreement of the Proposer to these conditions. CITY OF FAYETTEVILLE, AR By: Les McGaugh Title: Purchasing Agent Ad date: 01/02/2018 and 01/09/2018 City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 2 of 22 City of Fayetteville RFP 18-03, Organizational Development Consultant Appendix SECTION: PAGE NUMBER Cover Page 01 Advertisement 02 SECTION A: General Terms & Conditions 04 SECTION B: Vendor References 14 SECTION C: Scope of Services and General Information 15 SECTION D: Submittal Signature 21 City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 3 of 22 City of Fayetteville RFP 18-03, Organizational Development Consultant SECTION A: General Terms & Conditions 1. SUBMISSION OF A PROPOSAL SHALL IN Each proposal shall contain the following at a minimum. Proposer must also address detailed requirements as specified in the Scope of Work. a. A written narrative describing the method or manner in which the Proposer proposes to satisfy requirements of this RFP in the most cost-effective manner. A description of the Proposer's experience in providing the same or similar services as outlined in the RFP. This description should include the names of the persons) who will provide the services, their qualifications, and the years of experience in performing this type of work. Also, include the reference information requested in this RFP. c. The complete fee and cost to the City for all services outlined in this RFP. d. Statement should be no more than twenty-five (25) pages; single sided, standard, readable, print on standard 8.5x11 papers. Proposers shall also submit a three (3) page (maximum) executive summary. The following items will not count toward the page limitations: appendix, cover sheet, 3 -page executive summary, resumes (resumes shall be no more than 1 page per person), and forms provided by the City for completion. All Proposers shall submit six (6) Identical sets of the proposal as well as one (1) electronic cow on a properly labeled CD or other electronic media device. The electronic copy submitted should be contained into one (1) file. The use of Adobe PDF documents is strongly recommended. Files contained on the CD or electronic media shall not be restricted against saving or printing. The electronic copy shall be identical to the original papers submitted inclusive of City forms for completion. Electronic copies shall not be submitted via e-mail to City employees by the Proposer. Proposals will be reviewed following the stated deadline, as shown on the cover sheet of this document. Only the names of Proposers will be available after the deadline until a contract has been awarded by the Fayetteville City Council. All interested parties understand proposal documents will not be available until after a valid contract has been executed. g. Proposers shall submit a proposal based on documentation published by the Fayetteville Purchasing Division. h. Proposals shall be enclosed in sealed envelopes or packages addressed to the City of Fayetteville, Purchasing Division, Room 306, 113 W. Mountain, Fayetteville, AR 72701. The name, address of the firm and Bid, RFP, or RFQ number shall be on the outside of the packaging as well as on any packages enclosed in shipping containers or boxes. Proposals must follow the format of the RFP. Proposers should structure their responses to follow the sequence of the RFP. Proposers shall have experience in work of the same or similar nature, and must provide references that will satisfy the City of Fayetteville. Proposer shall furnish a reference list of City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 4 of 22 clients for whom they have performed similar services and must provide information as requested in this document. Proposer is advised that exceptions to any of the terms contained in this RFP or the attached service agreement must be identified in its response to the RFP. Failure to do so may lead the City to declare any such term non-negotiable. Proposer's desire to take exception to a non- negotiable term will not disqualify it from consideration for award. Local time shall be defined as the time in Fayetteville, Arkansas on the due date of the deadline. Documents shall be received before the deadline time as shown by the atomic clock located in the Purchasing Division Office. 2. WRITTEN REQUESTS FOR INTERPRETATIONS OR CLARIFICATION: No oral interpretations will be made to any firms as to the meaning of specifications or any other contract documents. All questions pertaining to the terms and conditions or scope of work of this proposal must be sent in writing via e-mail to the Purchasing Department. Responses to questions may be handled as an addendum if the response would provide clarification to the requirements of the proposal. All such addenda shall become part of the contract documents. The City will not be responsible for any other explanation or interpretation of the proposed RFP made or given prior to the award of the contract. DESCRIPTION OF SUPPLIES AND SERVI Any manufacturer's names, trade name, brand name, catalog number, etc. used in specifications are for the purpose of describing and establishing general quality levels. Such references are NOT intended to be restrictive. Proposals shall be considered for all brands that meet the quality of the specifications listed for any items. 3. RIGHTS OF CITY OF FAYETTEVILLE IN REQUEST FOR PROPOSAL PROCESS: In addition to all other rights of the City of Fayetteville, under state law, the City specifically reserves the following: a. The City of Fayetteville reserves the right to rank firms and negotiate with the highest-ranking firm. Negotiation with an individual Proposer does not require negotiation with others. b. The City reserves the right to select the proposal it believes will serve the best interest of the City. c. The City of Fayetteville reserves the right to accept or reject any or all proposals. d. The City of Fayetteville reserves the right to cancel the entire request for proposal. e. The City of Fayetteville reserves the right to remedy or waive technical or immaterial errors in the request for proposal or in proposals submitted. The City of Fayetteville reserves the right to request any necessary clarifications, additional information or proposal data without changing the terms of the proposal. The City of Fayetteville reserves the right to make selection of the Proposerto perform the services required on the basis of the original proposals without negotiation. 4. EVALUATION CRITERIA: City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 5 of 22 The evaluation criterion defines the factors that will be used by the selection committee to evaluate and score responsive, responsible and qualified proposals. Proposers shall include sufficient information to allow the selection committee to thoroughly evaluate and score proposals. Each proposal submitted shall be evaluated and ranked by a selection committee. The contract will be awarded to the most qualified Proposer, per the evaluation criteria listed in this RFP. Proposers are not guaranteed to be ranked. 5. COSTS INCURRED BY PROPOSERS: All expenses involved with the preparation and submission of proposals to the City, or any work performed in connection therewith, shall be borne solely by the Proposer(s). No payment will be made for any responses received, or for any other effort required of, or made by, the Proposer(s) prior to contract commencement. 6. ORAL PRESENTATION: An oral presentation and/or interview may be requested of any firm, at the selection committee's discretion. 7. CONFLICT OF INTEREST: The Proposer represents that it presently has no interest and shall acquire no interest, either direct or indirect, which would conflict in any manner with the performance or services required hereunder, as provided in City of Fayetteville Code Section 34.26 titled "Limited Authority of City Employee to Provide Services to the City". b. The Proposer shall promptly notify Les McGaugh, City Purchasing Agent, in writing, of all potential conflicts of interest for any prospective business association, interest, or other circumstance which may influence or appear to influence the Proposer's judgment or quality of services being provided. Such written notification shall identify the prospective business association, interest or circumstance, the nature of which the Proposer may undertake and request an opinion to the City as to whether the association, interest or circumstance would, in the opinion of the City, constitute a conflict of interest if entered into by the Proposer. The City agrees to communicate with the Proposer its opinion via e-mail or first-class mail within thirty days of receipt of notification. 8. WITHDRAWAL OF PROPOSAL: A proposal may be withdrawn prior to the time set for the proposal submittal based on a written request from an authorized representative of the firm; however, a proposal shall not be withdrawn after the time set for the proposal. 9. LATE PROPOSAL OR MODIFICATIONS: Proposal and modifications received afterthe time setforthe proposal submittal shall not be considered. Modifications in writing received prior to the deadline will be accepted. The City will not be responsible for misdirected bids. Proposers should call the Purchasing Division at (479) 575-8220 to insure receipt of their submittal documents prior to opening time and date listed. City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 6 of 22 The time set for the deadline shall be local time for Fayetteville, AR on the date listed. All proposals shall be received in the Purchasing Division BEFORE the deadline stated. The official clock to determine local time shall be the atomic clock located in the Purchasing Division, Room 306 of City Hall, 113 W. Mountain, Fayetteville, AR. 10. LOCAL, STATE, AND FEDERAL COMPLIANCE REQUIREMENTS: a. The laws of the State of Arkansas apply to any purchase made under this request for proposal. Proposers shall comply with all local, state, and federal directives, orders and laws as applicable to this proposal and subsequent contract(s) including but not limited to Equal Employment Opportunity (EEO), Disadvantaged Business Enterprises (DBE), & OSHA as applicable to this contract. Pursuant to Arkansas Code Annotated §22-9-203 The City of Fayetteville encourages all qualified small, minority and women business enterprises to bid on and receive contracts for goods, services, and construction. Also, City of Fayetteville encourages all general contractors to subcontract portions of their contract to qualified small, minority and women business enterprises. 11. PROVISION FOR OTHER AGENCIES: Unless otherwise stipulated by the Proposer, the Proposer agrees to make available to all Government agencies, departments, municipalities, and counties, the proposal prices submitted in accordance with said proposal terms and conditions therein, should any said governmental entity desire to buy under this proposal. Eligible users shall mean all state of Arkansas agencies, the legislative and judicial branches, political subdivisions (counties, local district school boards, community colleges, municipalities, counties, or other public agencies or authorities), which may desire to purchase under the terms and conditions of the contract. 12. COLLUSION: The Proposer, by affixing his or her signature to this proposal, agrees to the following: "Proposer certifies that his proposal is made without previous understanding, agreement, or connection with any person, firm or corporation making a proposal for the same item(s) and/or services and is in all respects fair, without outside control, collusion, fraud, or otherwise illegal action." 13. RIGHT TO AUDIT, FOIA, AND JURISDICITON: a. The City of Fayetteville reserves the privilege of auditing a vendor's records as such records relate to purchases between the City and said vendor. Freedom of Information Act: City contracts and documents prepared while performing City contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the (contractor) will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. §25-19-101 et. sec.). Only legally authorized photocopying costs pursuant to the FOIA may be assessed for this compliance. c. Legal jurisdiction to resolve any disputes shall be Arkansas with Arkansas law applying to the case. City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 7 of 22 14. CITY INDEMNIFICATION: The successful Proposer(s) agrees to indemnify the City and hold it harmless from and against all claims, liability, loss, damage or expense, including but not limited to counsel fees, arising from or by reason of any actual or claimed trademark, patent or copyright infringement or litigation based thereon, with respect to the services or any part thereof covered by this order, and such obligation shall survive acceptance of the services and payment thereof by the City. 15. VARIANCE FROM STANDARD TERMS & CONDITIONS: All standard terms and conditions stated in this request for proposal apply to this contract except as specifically stated in the subsequent sections of this document, which take precedence, and should be fully understood by Proposers prior to submitting a proposal on this requirement. 16. ADA REQUIREMENT FOR PUBLIC NOTICES & TRANSLATION: Persons with disabilities requiring reasonable accommodation to participate in this proceeding/event, should call 479.521.1316 (telecommunications device for the deaf), not later than seven days prior to the deadline. Persons needing translation of this document shall contact the City of Fayetteville, Purchasing Division, immediately. 17. CERTIFICATE OF INSURANCE: The successful Proposer shall provide a Certificate of Insurance in accordance with specifications listed in this request for proposal, prior to commencement of any work. Such certificate shall list the City of Fayetteville as an additional insured. Insurance shall remain valid throughout project completion. 18. PAYMENTS AND INVOICING: The Proposer must specify in their proposal the exact company name and address which must be the same as invoices submitted for payment as a result of award of this RFP. Further, the successful Proposer is responsible for immediately notifying the Purchasing Division of any company name change, which would cause invoicing to change from the name used at the time of the original RFP. Payment will be made within thirty days of invoice received. The City of Fayetteville is very credit worthy and will not pay any interest or penalty for untimely payments. Payments can be processed through Proposer's acceptance of Visa at no additional costs to the City for expedited payment processing. The City will not agree to allow any increase in hourly rates by the contract without PRIOR Fayetteville City Council approval. 19. CANCELLATION: a. The City reserves the right to cancel this contract without cause by giving thirty (30) days prior notice to the Contractor in writing of the intention to cancel or with cause if at any time the Contractor fails to fulfill or abide by any of the terms or conditions specified. b. Failure of the contractor to comply with any of the provisions of the contract shall be considered a material breach of contract and shall be cause for immediate termination of the contract at the discretion of the City of Fayetteville. c. In addition to all other legal remedies available to the City of Fayetteville, the City reserves the right to cancel and obtain from another source, any items and/or services which have not been City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 8 of 22 delivered within the period of time from the date of order as determined by the City of Fayetteville. d. In the event sufficient budgeted funds are not available for a new fiscal period, the City shall notify the vendor of such occurrence and contract shall terminate of the last day of the current fiscal period without penalty or expense to the City. 20. ASSIGNMENT, SUBCONTRACTING, CORPORATE ACQUISITIONS AND/OR MERGERS: The Contractor shall perform this contract. No assignment of subcontracting shall be allowed without prior written consent of the City. If a Proposer intends to subcontract a portion of this work, the Proposer shall disclose such intent in the proposal submitted as a result of this RFP. In the event of a corporate acquisition and/or merger, the Contractor shall provide written notice to the City within thirty (30) calendar days of Contractor's notice of such action or upon the occurrence of said action, whichever occurs first. The right to terminate this contract, which shall not be unreasonably exercised by the City, shall include, but not be limited to, instances in which a corporate acquisition and/or merger represent a conflict of interest or are contrary to any local, state, or federal laws. Action by the City awarding a proposal to a firm that has disclosed its intent to assign or subcontract in its response to the RFP, without exception shall constitute approval for purpose of this Agreement. 21. NON-EXCLUSIVE CONTRACT: Award of this RFP shall impose no obligation on the City to utilize the vendor for all work of this type, which may develop during the contract period. This is not an exclusive contract. The City specifically reserves the right to concurrently contract with other companies for similar work if it deems such an action to be in the City's best interest. In the case of multiple -phase contracts, this provision shall apply separately to each item. 22. LOBBYING:. Lobbying of selection committee members, City of Fayetteville employees, or elected officials regarding request for proposals, request for qualifications, bids or contracts, during the pendency of bid protest, by the bidder/proposer/protestor or any member of the bid der's/proposer's/protestor's staff, and agent of the bidder/proposer/protestor, or any person employed by any legal entity affiliated with or representing an organization that is responding to the request for proposal, request for qualification, bid or contract, or has a pending bid protest is strictly prohibited either upon advertisement or on a date established by the City of Fayetteville and shall be prohibited until either an award is final or the protest is finally resolved by the City of Fayetteville; provided, however, nothing herein shall prohibit a prospective/bidder/proposer from contacting the Purchasing Division to address situations such as clarification and/or questions related to the procurement process. For purposes of this provision lobbying activities shall include but not be limited to, influencing or attempting to influence action or non -action in connection with any request for proposal, request for qualification, bid or contract through direct or indirect oral or written communication or an attempt to obtain goodwill of persons and/or entities specified in this provision. Such actions may cause any request for proposal, request for qualification, bid or contract to be rejected. City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 9 of 22 23. ADDITIONAL RE UIREMENTS: The City reserves the right to request additional services relating to this RFP from the Proposer. When approved by the City as an amendment to the contract and authorized in writing prior to work, the Contractor shall provide such additional requirements as may become necessary. 24. SERVICES AGREEMENT: A written agreement, in substantially the form attached, incorporating the RFP and the successful proposal will be prepared by the City, signed by the successful Proposer and presented to the City of Fayetteville for approval and signature of the Mayor. 25. INTEGRITY OF REQUEST FOR _PROPOSAL (RFP) DOCUMENTS: Proposers shall use the original RFP form(s) provided by the Purchasing Division and enter information only in the spaces where a response is requested. Proposers may use an attachment as an addendum to the RFP form(s) if sufficient space is not available on the original form for the Proposer to enter a complete response. Any modifications or alterations to the original RFP documents by the Proposer, whether intentional or otherwise, will constitute grounds for rejection of such RFP response. Any such modifications or alterations a Proposer wishes to propose shall be clearly stated in the Proposer's RFP response and presented in the form of an addendum to the original RFP documents. 26. OTHER GENERAL CONDITIONS: a. Proposers must provide the City with their proposals signed by an employee having legal authority to submit proposals on behalf of the Proposer. The entire cost of preparing and providing responses shall be borne by the Proposer. b. The City reserves the right to request any additional information it deems necessary from any or all Proposers after the submission deadline. c. This solicitation is not to be construed as an offer, a contract, or a commitment of any kind; nor does it Commit the city to pay for any costs incurred by Proposer in preparation. It shall be clearly understood that any costs incurred by the Proposer in responding to this request for proposal is at the Proposer's own risk and expense as a cost of doing business. The City of Fayetteville shall not be liable for reimbursement to the Proposer for any expense so incurred, regardless of whether or not the proposal is accepted. If products, components, or services other than those described in this solicitation document are proposed, the Proposer must include complete descriptive literature for each. All requests for additional information must be received within five working days following the request. Any uncertainties shall be brought to the attention to Les McGaugh immediately via telephone (479.575.8220) or e-mail (Imcgaugh@fayetteville-ar.gov). It is the intent and goal of the City of Fayetteville Purchasing Division to provide documents providing a clear and accurate understanding of the scope of work to be completed and/or goods to be provided. We encourage all interested parties to ask questions to result in all Proposers being on equal terms. f. Any inquiries or requests for explanation in regard to the City's requirements shall be made promptly to Les McGaugh, City of Fayetteville, Purchasing Agent via e-mail (Imcgaugh2fayetteville-ar.g_oy) or telephone (479.575.8220). No oral interpretation or City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 10 of 22 clarifications will be given as to the meaning of any part of this request for proposal. All questions, clarifications, and requests, together with answers, if any, will be provided to all firms via written addendum. Names, of firms submitting any questions, clarifications, or requests will not be disclosed until after a contract is in place. g. At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. Any information provided herein is intended to assist the Proposer in the preparation of proposals necessary to properly respond to this RFP. The RFP is designed to provide qualified Proposers with sufficient basic information to submit proposals meeting minimum specifications and/or test requirements, but is not intended to limit a RFP's content or to exclude any relevant or essential data. Proposers irrevocably consent that any legal action or proceeding against it under, arising out of or in any manner relating to this Contract shall be controlled by Arkansas law in Washington County. Proposer hereby expressly and irrevocably waives any claim or defense in any said action or proceeding based on any alleged lack of jurisdiction or improper venue or any similar basis. The successful Proposer shall not assign the whole or any part of this Contract or any monies due or to become due hereunder without written consent of City of Fayetteville. In case the successful Proposer assigns all or any part of any monies due or to become due under this Contract, the Instrument of assignment shall contain a clause substantially to the effect that is agreed that the right of the assignee in and to any monies due or to become due to the successful Proposer shall be subject to prior liens of all persons, firms, and corporations for services rendered or materials supplied for the performance of the services called for in this contract. k. The successful Proposer's attention is directed to the fact that all applicable Federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services shall apply to the contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The successful Proposer shall keep himself/herself fully informed of all laws, ordinances and regulations of the Federal, State, and municipal governments or authorities in any manner affecting those engaged or employed in providing these services or in any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals having anyjurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, s/he shall herewith report the same in writing to the City of Fayetteville. 27. CONTRACT REQUIREMENTS: Any contract between the successful proposer and the City shall include the following: Indemnification: The awarded Proposer shall indemnify and hold harmless City of Fayetteville and their agents and employees from and against all claims, damages, losses and expenses including attorneys' fees arising out of or resulting from the performance of the services, provided that any such claims, damage, loss or expense is attributable to bodily injury, sickness, disease or death, or to injury to or destruction of tangible property, including the loss of use resulting there from; and is caused in whole or in part by any negligent or willful act or omission of the successful Proposer and anyone directly or indirectly employed by him/her or anyone for whose acts any of them may be City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 11 of 22 liable. In any and all claims against City of Fayetteville or any of their agents or employees, by any employee of the successful Proposer, directly or indirectly employed by him/her, or anyone for whose acts any of them may be liable, the indemnification obligation shall not be limited in any way by any limitation on the amount or type of damages, compensation or benefits payable by or for the successful Proposer or under the Workers' Compensation Acts, Disability Benefits Acts or other employee benefits acts. b. Suspension or Termination of Services: City of Fayetteville or awarded Proposer shall have the right to terminate this agreement at any time upon thirty (30) days advance written notice to the other party of its intention to terminate. c. Daws and Regulations: The successful Proposer's attention is directed to the fact that all applicable Federal and State laws, municipal ordinances, and the rules and regulations of all authorities having jurisdiction over the services shall apply to the contract throughout, and they will be deemed to be included in the contract as though written out in full herein. The successful Proposer shall keep himself/herself fully informed of all laws, ordinances and regulations of the Federal, State, and municipal governments or authorities in any manner affecting those engaged or employed in providing these services or in any way affecting the conduct of the services and of all orders and decrees of bodies or tribunals having any jurisdiction or authority over same. If any discrepancy or inconsistency should be discovered in these Contract Documents or in the specifications herein referred to, in relation to any such law, ordinance, regulation, order or decree, s/he shall herewith report the same in writing to City of Fayetteville. i. Proposer shall at all times observe and comply with all such existing and future laws, ordinances and regulations, and shall protect and indemnify City of Fayetteville and its agents against the violation of any such law, ordinance, regulation, order or decree, whether by himself/herself or by his/her employees. Licenses of a temporary nature, necessary for the prosecution of the services shall be secured and paid for by the successful Proposer. d. Assipnments: The successful Proposer shall not assign the whole or any part of this Contract or any monies due or to become due hereunder without written consent of City of Fayetteville. In case the successful Proposer assigns all or any part of any monies due or to become due under this Con- tract, the Instrument of assignment shall contain a clause substantially to the effect that is agreed that the right of the assignee in and to any monies due or to become due to the successful Proposer shall be subject to prior liens of all persons, firms, and corporations for services rendered or materials supplied for the performance of the services called for in this contract. e. Insurance: The successful Proposer shall not commence work under this contract until all insurance described below has been obtained, certificate listing the City as an additional insured, and such insurance has been approved by City of Fayetteville. Premiums for all insurance policies required shall be the responsibility of the Proposer. It is the City's intent to be listed as an additional insured with the final Proposer after contract award. Proposer should submit current insurance coverages with RFP submittal. f. Payments: If the Consultant has made application for payment as above, the Project Manager will issue a request for payment to the Accounting Department for such amount as is determined to be properly due, or state in writing the itemized and specific reasons for withholding a payment. The City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 12 of 22 City intends to pay accepted invoice within thirty (30) calendar days. No payment shall constitute an acceptance of any services not in accordance with the Contract Documents. Final payment: Upon receipt of written notice from the Consultant that all contracted services are complete, the Project Manager will, within a reasonable time, review all services and reports. If the Project Manager finds the services and reports of the Consultant complete and acceptable in accordance with the provisions of the Contract Documents, s/he shall, within a reasonable time, process a pay request so that final payment can be made. The acceptance of final payment shall constitute a waiver of all claims by the Consultant except those previously made in writing and still unsettled. g. Freedom of Information Act: City of Fayetteville contracts and documents prepared while performing city contractual work are subject to the Arkansas Freedom of Information Act. If a Freedom of Information Act request is presented to the City of Fayetteville, the contractor will do everything possible to provide the documents in a prompt and timely manner as prescribed in the Arkansas Freedom of Information Act (A.C.A. 25-19-101 et. Seq.). Only legally authorized photo coping costs pursuant to the FOIA may be assessed for this compliance. h. Changes in Scope or 'rice: Changes, modifications, or amendments in scope, price or fees to this contract shall not be allowed without a prior formal contract amendment approved by the Mayor and the City Council in advance of the change in scope, cost or fees. 28. APPENDIX DOCUMENTS: The appendix documents below are included as part of this RFP: N/A City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 13 of 22 City of Fayetteville RFP 18-03, Organizational Development Consultant SECTION B: Vendor References TELEPHONE The following information is required from all firms so all statements of qualification may be reviewed and properly evaluated: COMPANY NAME: FAX NUMBER NUMBER OF YEARS IN BUSINESS: HOW LONG IN PRESENT LOCATION: TOTAL NUMBER OF CURRENT EMPLOYEES: FULLTIME PARTTIME NUMBER OF EMPLOYEES PLANNED FOR THIS CONTRACT: FULLTIME PARTTIME PLEASE LIST FOUR (4) REFERENCES THAT YOU HAVE PREVIOUSLY PERFORMED CONTRACT SERVICES FOR WITHIN THE PAST FIVE (5) YEARS (All fields must be completed): 1. 2. COMPANY NAME COMPANY NAME CITY, STATE, ZIP CITY, STATE, ZIP CONTACT PERSON CONTACT PERSON TELEPHONE TELEPHONE FAX NUMBER FAX NUMBER E-MAIL ADDRESS E-MAIL ADDRESS 3. 4. COMPANY NAME COMPANY NAME CITY, STATE, ZIP CITY, STATE, ZIP CONTACT PERSON CONTACT PERSON TELEPHONE TELEPHONE FAX NUMBER FAX NUMBER E-MAIL ADDRESS E-MAIL ADDRESS City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 14 of 22 City of Fayetteville RFP 18-03, Organizational Development Consultant SECTION C: Scope of Services and General Information 1. PURPOSE: The City of Fayetteville, Arkansas, hereinafter referred to as "the City", is requesting proposals for Organizational Development Consulting Services. The City is seeking proposals from qualified vendors to assist us in developing a talent management philosophy supported by a forwarding thinking workplace to deliver optimal services to the citizens of the City of Fayetteville. Questions from interested parties shall be submitted to Les McGaugh, City Purchasing Agent, no later than 4:00 PM, Thursday January 18, 2018 via e-mail to Lm_c_gaughL@fayetteville-ar.gov. 2. CURRENT PROGRAMS: The City of Fayetteville is located in the northwest corner of Arkansas and has an estimated population of 80,600. Fayetteville serves as the seat of Washington County. The City is part of the Fayetteville- Springdale -Rogers, AR -MO MSA (Metropolitan Statistical Area), with a population of just under 500,000. The City of Fayetteville operates under a Mayor -Council form of government. The City Council is composed of eight council members and a Mayor. The City's 2017 Budget provided for 789 full-time equivalent positions. 3. SCOPE OF WORK: The scope of work in this section has been provided to communicate what the City believes is critical for the success of this project. The City invites Proposers to provide different approaches as appropriate based on services offered. Proposers are invited to include all strategies and processes listed below, or only to those specific to the proposing firm. The City reserves the right to award to multiple vendors based on evaluation of each strategy and process submitted by the proposers. Talent Management Strategies and Processes a. Sourcing b. Recruiting City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 15 of 22 c. Onboarding d, Development i. Customer Service Training, and/or; ii. Other workforce development training e. Engagement f. Retention g. Next generation leadership h. Cultural integration i. Quality Process Improvement i. Lean Government Assessment ii. Process Improvement Training 4. SUBMITTAL REQUIREMENTS: The Proposer shall provide adequate information that will render it qualified and capable of effectively accomplishing the scope of services. The proposal will be reviewed by a Selection Committee which could include ranking. Since there is no assurance of the Proposer having any other opportunity to communicate its ability, the proposal response shall negate any ambiguity with respect to the Proposer's ability and approach. All respondents shall submit the following information with submittal at a minimum: a. Methods and Approach. Describe expected approach and identify each task. Describe the anticipated interaction with the City and a description of the method(s) which will be used to successfully accomplish the project. Provide a detailed timeline of the anticipated schedule for completing each task. b.- Scope of Work/Deliverables. Provide deliverables for the Scope of Work outlined by the City in this RFP.. Include services outlined in the Scope of Services, as well additional services offered or recommended by the bidder. Provide information on your firm's approach to accomplishing the work cited in the Scope of Work. C Technical or Professional Support, Describe your technical or professional support available to the City at no extra cost through your firm, such as legal counsel, communications, training programs or other services. d. Qualifications and Experience. Provide relevant information regarding previous experience related to developing similar projects. All proposers shall submit a minimum of three (3) references within the past five (5) years. Provide in this section, the company's primary business interest and/or operations including any affiliations. e. List of Project Personnel. Proposer shall provide a description of its staff and work force that will be assigned to effectively facilitate the requirements of this project. This City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 16 of 22 description shall include, at a minimum, the number of permanent employees, part time employees, and an organizational chart reflecting their responsibilities. It is the desire of the City that senior level strategic input is provided at all stages of the project. Resumes shall be no more than two pages (a page being defined as a single sided document), and shall include, at a minimum: • Position title for each person assigned to this project; Tenure with Proposer for each person assigned to this project; • Education of each person; • Experience of each person; • Estimated number of hours for each person assigned to this project; • Total billable hourly rate for each person assigned to this project; • Any other pertinent information related to this project f. Availability. Proposers shall describe the availability of project personnel and company to participate in this project in the context of the Proposer's other commitments. g. Listing of al! Fees. Proposer shall clearly itemize and provide a list of all fees to cover the requested scope of work and deliverables Proposer shall also provide an hourly rate for any additional work which is not included in the scope of work. Fees proposed are extremely important; however, fees will not be the determining factor in the selection process. It is not the intent of the City of Fayetteville to limit innovative solutions by dollar constraints, but rather to determine which proposal has the potential of providing the best value for the services required. City of Fayetteville shall not be liable for any expense incurred while preparing a response to this document. In addition, City of Fayetteville shall reserve the right to accept any part or the Proposer's entire fee schedule and to negotiate any charges contained therein, unless otherwise qualified by the Proposer. 5. PROPOSAL CONTENT: Proposals shall be prepared simply and economically, providing a straight forward, concise description its ability to meet the requirements for the project. Fancy bindings, colored displays, and promotional material are not required. Emphasis should be on completeness and clarity of content. All documents should be typewritten on standard 8 %" x 11" white papers and bound in one volume. Exceptions would be schematics, exhibits, one page resumes, and City required forms. Limit proposal to twenty- five (25) pages or less, excluding one-page team resumes, references, and forms required by the City for completion. All proposals shall be sealed upon delivery to the City of Fayetteville. City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 17 of 22 All Proposers shall submit ten (10) sets of their proposal as well as one (1) electronic copy on a properly labeled CD or other electronic media device. The electronic copy submitted shall be contained into one (1) electronic file and shall be identical to the hard copies provided. The use of Adobe PDF documents is strongly recommended. Files contained on the CD or electronic media shall not be restricted against saving or printing. Electronic copies shall not be submitted via e-mail to City employees by the Proposer and shall be provided to the City in a sealed manner. FedEx, UPS, USPS, or other packages should be clearly marked with the RFP number on the outside of the mailing package. 6. NEGOTIATIONS: If the negotiation produces mutual agreement, a contract will be considered for approval by the City Council. If negotiations with the highest ranking Proposer fail, negotiations shall be initiated with the next highest ranking Proposer until an agreement is reached. The City reserves the right to reject all offers and end the process without executing a contract. 7. CONTRACT ADMINISTRATION: The Contract Administrator for this Request for Proposal (RFP) shall be the City of Fayetteville's assigned Project Manager, which is intended to be Brenda Reed, Human Resources Director. The City's selected Project Manager will: a. Provide the successful Proposer direction and monitor the results within the limits of the contract's terms and conditions. b. Manage issues which may arise as to quality and acceptability of services performed. c. Shall judge as to the accuracy of quantities submitted by the successful Proposer in payment requests and the acceptability of the services which these quantities represent. d. Serve as the point -of -contact for developing contract changes and amendments to be approved by City of Fayetteville. e. Shall act as City of Fayetteville's Representative during the execution of any subsequent contract and related amendments. All questions arising, subsequent to the contract award, shall be addressed to the Purchasing Division. Other than the Project Manager, the successful Proposer shall not take guidance or influence from any group or individual in relation to this project. All communication, both formal and informal shall be routed through the Project Manager. 8. SELECTION CRITERIA: The following criteria will be used by the committee to evaluate and score responsive proposals. Proposers shall include sufficient information to allow the committee to thoroughly evaluate and score the proposal. City of Fayetteville reserves the right to accept a proposal, as submitted, and enter directly into a contractual agreement with a selected Proposer. Each proposal submitted is not required to be ranked by the selection committee; however, all proposals will be evaluated. The City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 18 of 22 contract may be awarded to the most qualified firm for each process or strategy, per the evaluation criteria listed below, based on the evaluation and voting of the selection committee. Following the evaluation of the proposals, the Selection Committee may request that the top ranking firm(s) make an oral presentation, be interviewed or submit best and final offers. If presentations are necessary, they will take place in Fayetteville, Arkansas. Notices will be sent by the Purchasing Division. 1) 30% Qualifications in Relation to Specific Project to be Performed: Information reflecting qualifications of the firm. Indicated specialized experience and technical competence of the firm in connection with the type and complexity of the service required. Subcontractors, if used, must be listed with RFP response. 2) 25% Experience, Competence, and Capacity for Performance: Including information reflecting the names, titles, and qualifications (including experience and technical competence) of the major personnel assigned to this specific project. 3) 20% Proposed Method of Doing Work: A proposed work plan (description of how the project would be conducted as well as other facts concerning approach to scope you wish to present) indicating methods and schedules for accomplishing scope of work. Include with this the amount of work presently underway. 4) 15% Past Performance: Previous evaluations shall be considered a significant factor. If previous evaluations with the City are not available, the professional firm's past performance records with other governmental agencies, and others will be used, including quality of work, timely performance, diligence, and any other pertinent information. Firm shall provide a list of similar jobs performed and person whom the City can contact for information. 5) 10% Cost/Fees: Proposer shall provide a total listing of any fee the City could be charged. A fee shall be included for the presented scope of work as well as any other additional fee. All fees shall be clearly identified with RFP response and be itemized as much as possible. 9. RENEWABLE TERMS: The initial term of this Agreement shall be for one (1) year, The Agreement shall automatically renew for up to four (4) additional one (1) year terms unless either party provides notice of non -renewal at least thirty (30) days prior to the end of a term. Annual renewals shall be subject to annual budget approval by the City Council. 10. ANTICIPATED PROJECT TIMELINE: subject to change City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 19 of 22 RFP 18-03, Organizational Development Consultant Tentative Timeline as of 11/29/17 Action Item Date Note City website and legal newspaper Advertisement 1 of 2 for RFP Tuesday, January 02, 2018 advertisement Advertisement 2 of ? for RFP Tuesday, January 16, 2018 legal newspaper advertisement Sealed and delivered before 2:00:00 PM, Deadline for RFP Wednesday, February 07, 2018 local time inform short listed vendors of Friday, March 09, 2013 6y end of day - if applicable interview March 6, 21118 through March 9, Interviews vy�ith short listed vendors. if Applicable 2018 Contract to be signed by vendor no later Deadline for contract negotiations Friday, March 23, 2018 than 5 PM, electronic scan acceptable City Council Agenda Deadline Friday, March 30, 2015 (internal Deadline) 4:00 PM - City Clerk City Council Agenda Session Tuesday, April 10, 2018 4:30:00 PM, City Hall, Room 326 Council to consider contract award, .5:30 City Council Meeting Tuesday, April 17, 2018 PM, City Hall, Room 219 PO Issue Date Tuesday, April 24, 2018 After receipt of Certificate of Insurance Start date of Contract Wednesday, April 2.5, 2018 City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 20 of 22 City of Fayetteville RFP 18-03, Organizational Development Consultant SECTION D: Signature Submittal — Required with all responses Proposers shall include_ this form completed in its entirety with RFP response. This form shall not count towards case limitations set forth in the RFP. 1. DISCLOSURE INFORMATION Proposer shall disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any relationship with any City of Fayetteville employee. Proposer response must disclose if a known relationship exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official. If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. This form must be completed and returned in order for your bid/proposal to be eligible for consideration. PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM: 1) NO KNOWN RELATIONSHIP EXISTS 2) RELATIONSHIP EXISTS (Please explain): I certify that; as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the information provided herein are accurate and true; and my organization shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment. 2. PRIMARY CONTACT INFORMATION At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the City a primary contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection committee can call for clarification or interview via telephone. Corporate Name of Firm: Primary Contact; Phone#1 (cell preferred): E -Mail Address: Title of Primary Contact: Phone#2 3. ACKNOWLEDGEMENT OF ADDENDA Acknowledge receipt of addenda for this invitation to bid, request for proposal, or request for qualification by signing and dating below. All addendums are hereby made a part of the bid or RFP documents to the same extent as though it were originally included therein. Proposers/Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject vendor to disqualification. City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 21 of 22 ADDENDUM NO. SIGNATURE AND PRINTED NAME DATE ACKNOWLEDGED 4. PRICING: Pricing shall be attached as a separate form. Reference RFP for details on what all pricing shall include. 5. DEBARMENT CERTIFICATION: As an interested party on this project, you are required to provide debarment/suspension certification indicating in compliance with the below Federal Executive Order. Certification can be done by completing and signing this form. Federal Executive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving individual awards, using federal funds, and all sub -recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. Signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency. Questions regarding this form should be directed to the City of Fayetteville Purchasing Division. NAME OF COMPANY: PHYSICAL ADDRESS: MAILING ADDRESS: PRINTED NAME: PHONE: FAX: E-MAIL: SIGNATURE: TITLE: DATE: DUNS#: TAX ID: City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 22 of 22 RFP 18-03, Addendum 1 Date: Friday January 26, 2018 To: All Prospective Vendors From: Les McGau,gh— 479.575.8220 — Imcgaugh@fayetteville-ar.goiv RE: RFP 18-03, Organizational Development Consultant CITY OF FAYETTEVILLE ARKANSAS This addendum is hereby made a part of the contract documents to the same extent as though it were originally included therein. Bidders should indicate their receipt of same in the appropriate blank of the Bid Form. BIDDERS SHOULD ACKNOWLEDGE THIS ADDENDUM ON THE DESIGNATED LOCATION ON THE BID FORM. 1. Signature Section on Page one shall be included in the proposal. 2. No "intent to submit" needs to be submitted prior to proposal submission. 3. The City does not currently have employee resources who are trained/ licensed in Lean Government. 4. Staff Directory and department listings available online are an accurate representation of organization structure and headcount by department. 5. There is no current project budget range or not -to -exceed for this project at this time. 6. After project deadline, the selection committee will make a recommendation for award to a single, or multiple vendors, based on evaluation criteria established in the RFP for all, a single, or any combination of strategies or processes that are in the best of the City, as outlined in the RFP Scope of Work. 7. Variance Correction. All proposers shall submit six (6) identical sets of the proposal as well as one i1) electronic copy on a properly labeled CID or either electronic media device. The Electronic copy submitted should be contained into one (1) electronic file. The Use of Adobe PDF documents is strongly recommended. City of Fayetteville, AR RFP 1 8. 0 3, Addend urn 1 Page1I1 TeleC©sig€tti«rffcatioi�s oevi�e fcr the Leaf TDD(479)521-1316 113 bVest AAoiifttain - rayettevi[fe, A,t 77711 I Illuminating Tomorrow's Possibilities Today 1 City of Fayetteville Arkansas — RFP 18-03, Organizational Development Consultant ILLUMINATIVE STRATEGIES PROPOSAL Offer Submitted By: Illuminative Strategies Inc. Response to RFP 18-03 Submitted: Feb 7, 2018 Geralyn Anastos, President & CEO DBE/WBE/BEP/SBSA 949/547-1493 Kent James, Project Lead I<ent@ilium-strat.com 847-421-7274 Optimizing Processes for Operational Excellence CITY OF City of Fayetteville, Arkansas Purchasing division -Room 306 FA E T T E L L E 113 W. Mountain 94F ARKANSAS Fayetteville, AR 72701 Phone. 479.575.8220 TDD (Telecommunication Device fdr the Deaf): 479.571.1316 REQUEST FOR PROPOSAL: RFP 18-03, Organizational Development Consultant DEADLINE: Wednesday, February 07, 2018 before 2:00:00 PM, local time RFP DELIVERY LOCATION. Room 306 —113 W. Mountain, Fayetteville, AR 72701 PURCHASING AGENT; Les McGaugh, liiicgat.igIi(��ayetteville-ar. ov DATE OF ISSUE AND ADVERTISEMENT: Tuesday, January 02 & January 09, 2018 REQUEST FOR PROPOSAL RFP 18-03, Organizational Development Consultant No late proposals shall be accepted. RFP's shall be submitted in sealed envelopes labeled with the project number and name as well as the name and address of the firru. All proposals shall be submitted in accordance with the attached City of Fayetteville specifications and bid documents attaches! hereto. Each Proposer is required to fill In every blank and shall supply all information requested; failure to do so may be used as basis of rejection. Any bid, proposal, or staternents of qualification will be rejected that violates or conflicts with state, local, or federal laws, ordinances, or policies. The undersigned hereby offers to furnish & deliver the articles or services as specified, at the prices & terms stated herein, and in strict accordance with the specifications and general conditions of subnritting all of which are made a part of this offer. This offer is not subject to with.drawai unless upon €nutual written agreement by the Proposer/bidder and City Purchasing Agent_ Name of Firm: Illuminative Strategies Inc. Contact Person: lent James -Mail trent@ilium-strat.com Title_ Executive Director Phone: (347) 421-7274 Business Address, 3309 Dobbins Rd # 130 city: Springfield State: Illinois Signature: - c Date: City of Fayetteville, AR UP 18-03, Organizational Development Consultant Page 1 of 22 February 1, 2013 City of Fayetteville RFP 18-03, Organizational Development Consultant SECTION D: Signature Submittal — Required with all responses Proposers shall include this form completed in its entirety with RFP response. This form shall not count towards page limitations set forth in the RFP. 1. DISCLOSURE INFORMATION Proposer shall disclose any possible conflict of interest with the City of Fayetteville, including, but not limited to, any relationship with any City of Fayetteville employee. Proposer response must disclose if a known relationship exists between any principal or employee of your firm and any City of Fayetteville employee or elected City of Fayetteville official, If, to your knowledge, no relationship exists, this should also be stated in your response. Failure to disclose such a relationship may result in cancellation of a purchase and/or contract as a result of your response. This form must be completed and returned in order for your bid/proposal to be eligible for consideration. PLEASE CHECK ONE OF THE FOLLOWING TWO OPTIONS, AS IT APPROPRIATELY APPLIES TO YOUR FIRM: 1) NO KNOWN RELATIONSHIP EXISTS 2) RELATIONSHIP EXISTS (Please explain): I certify that; as an officer of this organization, or per the attached letter of authorization, am duly authorized to certify the information provided herein are accurate and true; and my organization shall comply with all State and Federal Equal Opportunity and Non -Discrimination requirements and conditions of employment. 2. PRIMARY CONTACT INFORMATION At the discretion of the City, one or more firms may be asked for more detailed information before final ranking of the firms, which may also include oral interviews. NOTE: Each Proposer shall submit to the City a primary contact name, e-mail address, and phone number (preferably a cell phone number) where the City selection committee can call for clarification or interview via telephone. Corporate Name of Firm: Illuminative Strategies Inc Primary Contact: Kent James Title of Primary Contact: Executive Director Phone##1 (cell preferred): (847) 421 — 7274 E -Mail Address: kentl@ilium-strat.com Phone##2: 3. ACKNOWLEDGEMENT OF ADDENDA Acknowledge receipt of addenda for this invitation to bid, request for proposal, or request for qualification by signing and dating below. All addendums are hereby made a part of the bid or RFP documents to the same extent as though it were originally included therein. Proposers/Bidders should indicate their receipt of same in the appropriate blank listed herein. Failure to do so may subject vendor to disqualification. City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 21 of 22 ADDENDUM NO. SIGNATURE AND PRINTED NAME DATE ACKNOWLEDGED Geralyn Anastos 1/26/2018 - 4. PRICING: Pricing shall be attached as a separate form. Reference RFP for details on what all pricing shall include. 5. DEBARMENT CERTIFICATION: As an interested party on this project, you are required to provide debarment/suspension certification indicating in compliance with the below Federal Executive Order. Certification can be done by completing and signing this farm, Federal Fxecut:ive Order (E.O.) 12549 "Debarment and Suspension" requires that all contractors receiving individual awards, using federal funds, and all sub -recipients certify that the organization and its principals are not debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded by any Federal department or agency from doing business with the Federal Government. Signature certifies that neither you nor your principal is presently debarred, suspended, proposed for debarment, declared ineligible, or voluntarily excluded from participation in this transaction by any federal department or agency, Questions regarding this form should be directed to the City of Fayetteville Purchasing Division. NAME OF COMPANY: Illuminative Strategies Inc. PHYSICAL ADDRESS: 3309 Robbins Rd # 139, Springfield, Illinois 62704 MAILING ADDRESS: 3300 Robbins Rd # 139, Springfield, Illinois 62704 PRINTED NAME: Geralyn Anast®s PHONE: (847) 421 - 7274 FAX: E-MAIL: geralyn@' I m-strat.com SIGNATURE: # TITLE: President aild o DATE: February 1 , DUNS##: 080381947 City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 22 of 22 TAX ID: 47-3359732 1 City of Fayetteville RFP 18-03, Organizational Development Consultant SECTION B: Vendor References The following information is required from all firms so all statements of qualification may be reviewed and properly evaluated: COMPANY NAME: Illuminative Strategies NUMBER OF YEARS IN BUSINESS: 3 yrs HOW LONG IN PRESENT LOCATION: 3 yrs TOTAL NUMBER OF CURRENT EMPLOYEES: 12 FULLTIME PARTTIME ` NUMBER OF EMPLOYEES PLANNED FOR THIS CONTRACT: FULLTIME 2 PARTTIME PLEASE LIST FOUR (4) REFERENCES THAT YOU HAVE PREVIOUSLY PERFORMED CONTRACT SERVICES FOR WITHIN THE PAST FIVE (5) YEARS (All fields must be completed); 1 Illinois Toll Highway Authority 2 Montana Dpt. of Environmental Quality COMPANY NAME COMPANY NAME Downers Grove, Illinois, 60515 Helena, Montana, 59620 CITY, STATE, ZIP Caussaundra Rouse CONTACT PERSON (630) 241 - 6800 ext. 1311 TELEPHONE FAX NUMBER crouse@getipass.com E-MAIL ADDRESS CITY, STATE, ZIP Peggy MacEwen CONTACT PERSON (406) 444-1760 TELEPHONE FAX NUMBER PMacEwen@mt.gov E-MAIL ADDRESS 3 Illinois Emergency Management Agency 4 Illinois Department of Transportation COMPANY NAME COMPANY NAME Springfield, Illinois, 62704 Springfield, Illinois, 62704 CITY, STATE, ZIP Adnan Khayyat CONTACT PERSON (217) 558-3945 TELEPHONE CITY, STATE, ZIP Ann Schneider CONTACT PERSON (217) 622-0693 TELEPHONE FAX NUMBER FAX NUMBER Adnan.Khayyat@illinois.gov AnnSchneider100@gmail.com E-MAIL ADDRESS City of Fayetteville, AR RFP 18-03, Organizational Development Consultant Page 14 of 22 ;E-MAILADDRESS Illuminating Tomorrow's Possibilities Today ! City of Fayetteville Arkansas — RFP 18-03, Organizational Development Consultant ILLUMINATIVE STRATEGIES PROPOSAL Offer Submitted By: Illuminative Strategies Inc. Response to RFP 18-03 Submitted: Feb 7, 2018 Geralyn Anastos, President & CEO DBE/WBE/BEP/SBSA 949/547-1493 www.Illum-strat.com Kent James, Project Lead Kent@illum-strat.com 847-421-7274 Optimizing Processes for Operational Excellence Table of Contents ExecutiveSummary.................................................................................................. 1 A. Method and Approach.................................................................................... 4 Training & Certification......................................................................................... 4 ;P ISI Transformation Framework............................................................................ 5 Step 1: Getting Started "Kick Off" .................................................................... 5 Step 2: Define the Current State ................................................. ,.................. . 8 Step 3: Identify Improvement Opportunities ................................................ 11 Step 4: Define the Future State..................................................................... 13 Step 5: Implementation Approach & Roadmap ............................................ 16 Project Management......................................................................................... 17 Organizational Change Management................................................................. 19 B. Scope of Work/Deliverables............................................................................... 21 C. Technical or Professional Support...................................................................... 21 D. Qualifications and Experience............................................................................ 22 E. Project Personnel................................................................................................ 24 F. Personnel Availability......................................................................................... 25 G. Fees ..................................... .......................... ............................... -.................... 26 Appendix A - Resumes Appendix B — Proof of Insurance Ma M.Hngromo.��w,�a�>;na;_rrA, roeorr Executive Summary 1 - Illuminative Strategies Inc. Firm Overview Our firm's name articulates our passion and approach to solving organizational performance challenges of all types through a proven process by illuminating toinorrow's possibilities today. ISI is headquartered in Springfield, Illinois and has served verb, illuminate 1. to supply or brighten with light 2. to make lucid or clear 3. to enlighten, as with knowledge organizations spanning: Federal, State, County, Local, and the Private Sector. The ISI Team is highly experienced, capable, certified across methodologies, and dedicated to improving the business of government. Our consultants bring proven track records having consistently delivered successful, sustainable, cost- effective projects with the goal of always exceeding expectations. On each engagement, ISI consultants focus on gaining a deep understanding of the client's project environment; this includes its customers, culture, business drivers, risks, and objectives. From there, we engage our principals across methodologies to affect process improvements efficiently, effectively, and with a high return on investment (ROI) for clients. Our focus on Public Sector clients gives ISI the experience to transform the business of Government. This focus has provided ISI with specialized expertise regarding Federal and State Regulatory Processes, Public -Private Partnership programs, and developing talent management philosophies. In each area, we consistently develop and implement solutions that leverage current investments while positioning our clients strongly for the future. ISI's team will use a multi -discipline and multi -methodology approach to deliver the City of Fayetteville's Goals & Objectives. Our proposed ISI team has been specifically matched to the City's Objectives to ensure a successful delivery of project objectives. Our team understands and is fully capable of delivering the City of Fayetteville's objectives and achieving a positive ROI. We will lead the City of Fayetteville from their Current State to their desired Future State of operational excellence while ensuring the City's staff has the knowledge and tools to implement Lean principles and continuously improve their processes in the future. Furthermore, our experience faciliatating efficient and effective Public -Private Partnerships will bring significant value to the City of Fayetteville. Page 1 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant Our teatn will lead the City through changes that may affect any of the common factors identified in this graphic. Our approach to achieving the City's objectives is described throughout our proposal. ISI's Team will provide the City of Fayetteville with the following capabilities: 1. Experienced in Optimizing ISI's Common Workforce related processes results & a positive ROI in Public 3P's Optimization Outcomes 3. Experienced and Certified across 6. Certified Project Management Current State experts - 7. Certified Change Management Processes experts 4. Experienced in implementing Future State optimization initiatives in Public experience. 1) Improve Operations — I 2) optimize Business Processes �. ` I i � 3) Improve Governance 1 4) Reduce Overall Costs People / 5) Improve Efficiency flTechnolo Policy Processes Technology Environment Staff G) Improve Customer Service 7) increase Stakeholder Involvement Inputs s) Reduce Risks 9) Improve technology alignment to Business Common Factors Affecting Performance needs In Public Service Organizations —� Outcomes Our teatn will lead the City through changes that may affect any of the common factors identified in this graphic. Our approach to achieving the City's objectives is described throughout our proposal. ISI's Team will provide the City of Fayetteville with the following capabilities: 1. Experienced in Optimizing 5. Experienced in achieving positive Workforce related processes results & a positive ROI in Public 2. Certified Lean Instructors Sector agencies 3. Experienced and Certified across 6. Certified Project Management best practice process optimization experts methodologies including Lean, BPI, 7. Certified Change Management & BPM. experts 4. Experienced in implementing 8. Extensive business and IT alignment optimization initiatives in Public experience. Sector agencies Pa -e 2 of 26 Illuminative Strategies Inc. - City of FayettevilFe RFP 18-03, Organizational Development Consultant m,mm,nnq T,mmmw', vo„itrmnne, r,d,y i Approach Summary ISI's Transformation Framework diagram (shown to the right) illustrates at a high-level the steps we believe will best serve the City of Fayetteville achieve their organizational development objectives. Our Framework is flexible, and our Team is experienced and certified across a broad spectrum of capabilities, including Business Process Management (SPM), Lean, Systems Analysis, Project Management, and Change Illuminative Strategies Transformation Framework Training, Work Sessions, Assessment, Implementation � Ag ncy Enabled Continuous Improvement f� STEP 1 + STEP 2 i STEP 3 STEP 4 STEP 5 !I Define Identify Define Implementation Getting the Improvement the Approach pproarh & Started "Current Opportunities future Roadmap "Kirk -Off" State" ` state" r Project Management (PMBOK) Lean Process Improvement (BPR, BPI), Organizational Change Management Management. We will apply the j. right tools and approach at the right times during our engagement to ensure the City's objectives are met and exceeded. The ISI team will be using this framework as the basis for the workshops it will be facilitating with the City's staff. City stakeholders and SMEs will have the opportunity to actively participate with the ISI team and build an understanding of ISPs Transformation Framework and why it has proven to be so effective. We believe that only by understanding the reasoning behind the methodologies we implement, can the City create a sustainable talent management system and improve functionality throughout its processes beyond ISI's project involvement. Our team is committed to ensuring the City of Fayetteville is positioned to sustain its continuous improvement culture after our engagement is complete. Key city staff will have the opportunity to develop a deeper Lean understanding through additional training and the opportunity to earn a Leaf Yellow Belf Cerrl:ficatign. Developing internal mentors and Lean leaders will have a significant impact on internal continuous improvement. Page 3 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant r�s�ar A Method &Approach Training & Certification Based on the outlined objectives identified in the City's RFP, ISI recommends key stakeholders involved in the Process should receive formal classroom training detailing the Lean Six Sigma methodology. Key city staff will have the opportunity to develop a deeper Lean understanding through additional training and the opportunity to earn a Yellow Belt Certified. We believe a yellow belt certification in Lean Six Sigma is an exceptional initial step in the development of a continuous improvement culture at the City of Fayetteville. Illuminative Strategies Transformation Framework Training, Work Sessions, Assessment, Implementation Agency Enabled Continuous Improvement i STEP 1 i STER 2 STEP 3 S7EP 4 STEP 5 Geifinp !I Oejine Ideofil, Do 6 Implemento6on staHefl fbe ifmprnvemrnt fhe Approach & "Kirk-O//"urrenf I�RppartuaiNas "Fafate Roadmap h itafr" ! state' L.-- Project Management (PMBQK) _ Lean process Improvement (BAR, BPH_ Organizational Change Management y City stakeholders and staff will have continued access to ISI instructors to field questions related to Lean Process Improvement throughout the project life cycle. ISI's Transformation Framework, detailed in the "ISI Transformation Framework" section of this proposal, will be the basis for the curriculum taught to the City of Fayetteville staff. Our framework will provide the chosen City staff members with an effective and repeatable process that can be applied to their own Lean process improvement projects in the future. After our workshops, the City of Fayetteville staff will be well equipped to independently identify process improvement projects and execute these project throughout each step of ISi's Transformation Framework. ISI's Lean Process Improvement Workshops will enable the City of Fayetteville Staff Students to: 1. Successfully utilize ISI's 5 step Transformation Framework 2. Eliminate process waste or "Meda" from a Lean perspective 3. Deal with resistance to change on the individual, county, and state level. 4. Create added value for the City of Fayetteville customers 5. Contribute to the City of Fayetteville's continuous improvement culture 6. Act as Lean Process Improvement Mentor for City of Fayetteville. 7. Achieves performance goals through Lean Process Improvement ISI's would like to impart its knowledge and proficiency regarding Lean Process Improvement to the City of Fayetteville stakeholders. In doing so, we ensure the implementation of meaningful changes in the process are universally embraced, and fully sustainable beyond ISI's involvement. Page 4 of 26 Illuminative Strategies Inc. - City of Fayetteville RFI' 18-03, Organizational Development Consultant tli�mincof .y Tnm^rrow'c ToariEtt�Jirt ISI Transformation Framework Step 1: Getting Started "Kick -Off' To ensure we have a thorough understanding of the City of Fayetteville's goals and objectives as well as a clearly established path of communication with the City's management team, we will begin the project with a formal, structured planning process. Approach Illuminative Strategies Transformation Framework Training, Work Sessions, Assessment, Implementation Agency Enabled Continuous Improvement r STEP 1 STEP 2 STEP 3 STEP A STEP 5 Define Identify Ae�ar Implementation Getfing Me lrtrprarement flee q Started pproadr & "Current c7prfprtuaFffr?.s "FufIN'C Foadmop "Kick - Off " State" Stole" Our Team's project start-up approach _ Project Management 1PM80Kl will include the following key activities: —Lean Process Improvement (BPR, Bpi) _ Document Business Scope, Goals, and I Organizational Change Management _t Objectives. Although the City of Fayetteville will benefit from our extensive experience with many other Public -Sector Agencies, each project is unique, each Agency is unique, and each Agency Culture is unique. Your project goals establish the context in which our work will be accomplished. We will need to be informed of project history, key issues and needs, key stakeholders, and expectations. Establish a Partnership — Our job is to work with the City to achieve the outcomes articulated in the Scope. Our Team will guide the City through territory which may be unfamiliar to you, but well known to us. A strong partnership will ensure the City of Fayetteville achieves their desired outcomes. Project Management— We will confirm with the City of Fayetteville the project's organizational structure and project management standards which will include the following elements: a) Identification of all Stakeholders and their roles b) Communications approach and plan (internal and external to the project) c) Issue resolution process d) Status reporting process (i.e. what will be communicated, to which stakeholder[s], in what format, via what vehicle, and on what schedule) e) Standards for project administrative activities, such as documentation structure and the organization of paper and electronic files, including instructions on where staff can access project documentation, archive rules, etc... f) This activity includes all day-to-day project management tasks not addressed elsewhere in the approach, such as status reporting, project team meetings, budget tracking and analysis, issue resolution, project management and stakeholder briefings, and general project -related communications Page 5 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant mummonnoT mn,row,vo„murar, T.d.yI Quality Control Process — Our Team's Quality Assurance and Quality Control process will ensure the project plan and Lean methodology are being followed. We will ensure issues and risks are identified and addressed enabling the City of Fayetteville to achieve their project objectives. All recommendations will include a risk impact perspective proportional to the potential impact of each task order. Develop and Maintain Project Plan — The project will be organized in accordance with our Team's proven Transformation Framework and based on the project's work breakdown structure (WBS). The project plan will show start and end dates and staff assigned to each task, as well as dependent relationships among tasks, and will depict the project's critical path. Project schedule and communication milestones, work products, and deliverables will also be included in the plan. The plan will be prepared based on the City's input regarding staffing, timing, and other factors that impact project timelines and tasks. The project plan will be refined on an ongoing basis to reflect more detailed information as it becomes available and to track progress. Our standard tools for developing and maintaining project work plans is Microsoft Project or Excel depending on client needs. The ISI Proposed Project Plan for the Agency's project is presented in the Project Management Section. Page 6 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant Illumino NnB Tomorrow's ft.lbfk;f , Tod,I C r a L i C r ' 90 GJ 60 00 °rW' Q7 07 C-0 d.1 ° j --^I Co 00 00 Lei 5 P7 Ui u'1 G al 4 Q a e3 3 CO ny 7 p v <'t v 3 O a ;�' QJ Si ,tl In a, N 0o a�w n 00 R7 °0 H .w -I — 1 \ H x -V C�'J "_+i 07 ti -I v0 .3 - Ln`CZ e7' `.^`�, 4i/1 W1 � � aY �l �1 In In y y '3 lL LL lL L4 l,l.. M r '7 ra ro ro m m U 4U ra va . 6M N N N m e -r N N N CT In e! N r1 <t N N N H 6n ul rr} N W �7 N C � io "U c� C v u. n E n c h0 a � 0 Q G O Qj u0 _C h rC ij O p Ct v E a u E c c Gj � E -a N a ajtc :° E v en w o o .m, 0 0 0 c QLA LA a E(U bbo ro 1v c w > v n * m o c v v 9m ro Ca n E o Q3 3 o c o a w e v t ro g cc N uo ' 4 o a p C U u a f� hu `-" vel I+ s -am "p E aT a wl N 4 tL p +P _v M Q c m p al aJ tL L, v a, "u � E 2 E f1 C Cl �' ir' O W 9 Ll. C� m 4]. i1. 00 :� o a> v c u c O E E E v aE n o u a Y 'n io H N vi rx. G b b `� lo M c vn o o d .Y Y a! al G al tll Y al al tll V1 p al O _E O T, m O Q G 0 H ,p q -� v, al ca ,p `p CL CC Ix ;�j 4? .6 w ni o a, a n� w- t ro 3% �' E t 3 a OL a 12 �� X 0 2 > > > > 6 a, of p d.,+ : N v d d U W e y 9 al = E w E w v w v > E -c m -u > E v w a, M E a> v o m o G d ra > c c a w c ro.> �I m C Q, C� .� C, �. w p 4, L w al al Q, s. N N C,I U q W O LL O O O lit_ U- 0 Gl a ISI's Recommended Project Plan - Draft Page 7 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant Io�o��in�,rtAy, run s �nu.ed�nn Today I" Step 2: Define the Current State The purpose of this phase is to document Illuminative Strategies all aspects of the City's Public -Private Transformation Framework Partnership Processes. Equally important is the development of a Process Performance Tracker, which Training, Work Sessions, Assessment, Implementation Agency Enabled Continuous Improvement will provide each project with a qualitative method to measure the STEP 1 STEP 2 STEP 3 STEP4 STEP 5 improvement In Future State Getting Wine identify Define Implementation Started tha 7mprorecnent the Approach & performance vs. the baseline developedCurrent (7ppArtaaitfPS "Future Roadmop 'Kick- Off- StctY" state" !II and defined in Step 2. Project Management (PMBOK) During this Phase, our Team will obtain 1 _ Lean Process Improvement (BPR, BPI)-. i a broad and deep understanding of exist organizational change Management functional and non-functional environment. Aspects of the City of Fayetteville's Current state, which the ISI Team will document, include: workflow, paper document generation points and causes, existing process performance factors, interaction points between stakeholders, application systems, and approval processes. PROCESS DOCUMENTATION APPROACH Our Team has experience interacting and engaging at all levels of an organization. Our approach to documenting and analyzing business processes follows best practices across PMI-PMBOK, Lean, and BPI is as follows: 1. Determine processes to analyze In this step, we will work collaboratively with City's stakeholders to develop an initial high- level understanding of the City's processes. Core processes will be identified for initial discovery. 2. Identify subject matter experts (SMEs) to participate in the process analysis effort In this step, SMEs will be identified who have the process knowledge, interest, authority (empowered), and time to assist in documenting the Current State of the City's process. We also suggest that each process workgroup have: a. At least one representative from each of the process -participant groups involved in the process. b. At least one individual who is knowledgeable about each of the systems supporting the process. Page 8 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant nmmmona mmo..ow', ro,�erMne: roea�r 3. Document the Current State processes j_ With the support of the City's SMEs, the Current State processes will be documented using a i variety of tools and techniques which align to the needs of each specific task order. These techniques could include: one-on-one sessions, facilitated workshops, and surveys. Our facilitated workshops have proven to be highly efficient and effective during the identification, agreement, and signoff of Current State process documentation. Because all relevant stakeholders are present at the same time and able to communicate and collaborate effectively, they will have greater confidence and "buy -in" with the results. Both our one-on-one and facilitated workshop sessions will use modeling and presentation techniques developed and tuned through our extensive experience. Techniques used during our workshops may include: brainstorming, storyboards, rich pictures, SWOT analysis, as well as interactive mapping and diagramming. Our Team will circulate information to the selected participants in advance, so they fully understand the objective and background of the workshop. An agenda detailing when, where and who will be attending, as well as the order of proceedings, will be distributed in advance, together with any pre - workshop reading / preparation that may be necessary. Prior to the initial meeting, our Team will conduct a desk review of any relevant process and system documentation available to obtain an overall understanding of current processes. We are fully aware that existing documentation does not always fully represent actual practice. ISI respects and appreciates the expected high degree of interaction from the City of Fayetteville Stakeholders and is committed to ensuring that all interactions with the City's personnel is well organized and efficient. The ISI Lean Team will assess all elements impacting the City's performance including: a. Policy e. Equipment b. Training f Technology tools c. Administrative processes g. Resources Skills d. Personnel management PROCESS DEFINITION TOOLS AND TECHNIQUES The following is a description of the major elements of our Team's approach for analyzing and documenting the Agency's Current State environment. Our Team's standard tools include: Swim Lane diagrams, Process Step Profiles, and Cycle Time Measurement. We will use cross -functional (swimlane) diagrams that depict activities, the sequence of activities across functional areas, decision points, and system interaction. An example of how a process's cross - functional swim lane diagram would appear is shown in Figure 1. Actual process diagrams may have significantly more or fewer process steps. The depth of detail will be task order specific and sufficient to fully support the desired Lean assessment and optimization effort. Yellow process boxes in Figure 1 Page 9 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant 11/uminorin0 Tomorrow's vanlbllifia TOd.pl indicate current process steps within a process. The diagram not have a continuous process flow for example, may be an early indicator of process improvement opportunities. Current State -Talent Management Process Figure 1 — Current State Cross Functional Swimlane Diagram -Md —A. 5004 Y(bw • 959i It is important that sufficient depth is developed to ensure all improvement opportunities are identified and considered. Each process map is further supported with detailed Process Step Profiles. The Process Step Profiles will provide detailed characteristics of each process step identified in the swim lane diagrams. An example of a Process Step Profile is shown in Figure 2. Figure 2 - Process Step Profile Pa -e 10 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant Process Step Profile Process Step Elements Description & Details (Process step and purpose Description of why One process is aerformed and the key objective. (Process triggers lEvent(s) that causes the process to begin ;Key process Participants ]Primary process owner Involved in the execution of the process. Ilnputs: Input 1Description of inputs to the process. Ilnputs: Format (Format of each process input ,inputs: Volutne/Tlme 'Volume and frequency of each process. €nputs: Suppliers Supplier(s) of each input type. outputs Output Output(s) from the process. Outputs: Format (Format of each output from process Outputs: volume/Time 'Volume of each output per some period of time, 'Outputs: Recipients I Recipients of Tne process outputs. Figure 2 - Process Step Profile Pa -e 10 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant nremmonft radoy t Step 3: Identify Improvement Opportunities Once the ISI team has completed Step 2 Illuminative Strategies and delivered a robust understanding of Transformation Framework the City's Current State, we will use various Lean and BPI techniques to § Training, Work Sessions, Assessment, Implementation identify improvement opportunities. j Agency Enabled Continuous Improvement Examples Of Lean non -Value STEP 1 LMR STEP 3 STEP 4 STEP 5 — added/Waste types are shown in Figure Identify Urfinrr Implementation Gelling' im rovemenrStarred p Fh e' Appraacly3. The ISI team will assess all Current r npparrunitles "littene Roadmap"krrk�Dfj" State documents produced in Phase 2 for 1 stat`' I r,` --- -- -- improvement opportunities through the Project Management( MROK) , f' lens of Lean. This phase will consist of Lean Process Improvement (BPR, BPI mmorganizatianal change Management , /r an extensive analytical desk review in addition to the norinal interactive sessions between ISi's Lean Process Improvement experts, stakeholders and staff. Cycle times will be assessed against best practices to further identify opportunities for improvements. Furthermore, ISI will seek to identify unnecesary handoffs, excessive delays, and bottlenecks that congest activities across mutiple processes and functions. Sign -offs, decision points, and agreements will be examined to determine if they are truly "value -add" pratices or contribute to the waste "Meda" of the process. These factors will be physically identified on the swimlane diagrams. ., �.�v^•l�./btilralidip ,. Nt,Irlltilir.rtitT.,l��t Effons eas.rsed by Prahxvun rhtx+s more VVdsled tin -e wailing Undelufillfir {reopl'+fs + rework, scrap, and lrlan needed or for rfia ne! ( step talent$ SW✓fli, N incorrect mformalion, telor� lr Is rg[iddxl. in a process knowledge. Ut"wess•my Exce55 ptodtias Unrmcv imy Mate VMtk or higher Mwmvnems of and (PAterWs not movements by gaallly lhan rs te4kal Cd PnXjUCtsam erlal9.. tM109Presas5Md. pe,&(el g„waWng). by Ole (vvanmer. Figure 3 — Lean Assessment An example of what an updated Current State Swim Lane diagram would look like once reviewed through the Process Optimization lens of Lean is shown in Figure 4. Each opportunity identified may then be further assessed using tools like the Waste Recording Form. Page 11 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant to mF ffng romo,+ , s�o,grae�er>f 10deyl Opportunity Identification - Talent Management Process i':.. SOptl Y 1M&A-95% Figure 4 — Process Diagram Indicating Opportunities All Optimization opportunities must be weighted and prioritized based on the Opportunity Governance Process established with the City of Fayetteville during the project Kick -Off. ISI's goal will be to achieve or surpass the City of Fayetteville's task order objectives. Each recommendation will be evaluated on numerous characteristics including: Magnitude or Impact, Implementation effort, cost, Root Cause and time to implement. An example of this evaluation can be seen in Figure 5. Figure 5 — Opportunity Matrix Pa g e 12 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant Magnitude Implement LEAN Waste Types of Impact Effort ID b Low Low(<i mo) General Observations / Opportunities Root causes m �xx Medium High Med(< 6 mo) High(- yr) .I Lack of Communication bet%veen L x x x x x x H M Duplication of Effort (business units, Lack of Cohesion Ibel4veen approachs to meeting business needs 3vot leveraging existing technlogy. z x >c x x x x x H M Unnecessary Steps (Historical precedent. Unclear Proiect5cope. +;hang People 3 x x x x x H M Cycle Time Delays Assigned to project. Accountability not enforced F)y management. d x x +e x H L lexcessive Handoffs Historic process of requiring physical Ognature on many docs. Lack of Benchmarks/€� trics to Measure Team is taking on too much. Unrealistic S x x H performance eca{s. Figure 5 — Opportunity Matrix Pa g e 12 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant I11um1-1,g Tamorr ,Pwsibiki,, Todoy f Step 4: Define the Future State The ISI Team will continue to build upon the output of prior steps to develop a proposed Future State for the City of Fayetteville relative to the improvements and system changes necessary within each process and system. The Future State recommendations, as needed, will span all aspects of the City's requirements including management, administrative processes, personnel management, equipment, technology tools and available resources to Illuminative Strategies Transformation Framework Training, Work Sessions, Assessment, Implementation Agency Enabled Continuous Improvement STEP 1 STEP'a STEP; ITE STEP 5GettingAarIdenlify Implementation he I+rmprovement� Approach& nenzopport+rnlNrs' Roadmap'A'r"State'' address and resolve the gap between the current Project Management [PMIROK) > performance levels and the project objectives. Lean Process Improvement (BPR, BPI) organizational Change Management > / BPI and Lean process excellence methodologies will be used to address non -value add activities, bottlenecks, and Waste across the City of Fayetteville environment. Benchmarking and best practices will also be considered in the development of City's Future State profile. The ISI Team acknowledges the City of Fayetteville's objectives and will design a Future State which meets these objectives. All recommendations will be assessed for risk, technical viability, and alignment to the City's unique needs. The Future State Swim Lane Diagram shown in Figure 6 is an example of processes that have been adjusted based on an ISI Lean Team assessment. This diagram shows an optimized process, including the following Lean specific optimizations: 1) Numerous rework / correction loops, which were present in the Current State, have been removed. 2) Non -value added steps have been removed including: repetitive approvals and reviews, umiecessary handoffs, and excessive paper processing. 3) Wait times have been significantly reduced. 4) Work in progress has been reduced to virtually continuous flow. Page 13 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant TPdW f Future State - Talent Management Process ' tlwt .a.n m1 IP e0 fa i �'P-1000 Figure 6 - Future State Processes Future State performance targets will be developed using the Process Performance Tracker initially developed in Step 2. ISI will evaluate all recommendations against the tracker to simulate how each recommendation will contribute towards achieving the City's optimized Future State. The Talent Management Philosophy (pictured in Figure 7) recommended for each subdivision, will touch on the same basic categories: Organizational Performance, Leadership Behavior, Talent Retention, Team Accountability, and Career Growth. Based on the ISI's findings in the prior 3 steps of our framework, ISI will use this Talent Management criteria to make achievable Future State recommendations regarding Talent Management. Page 14 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant IO-1-da0 P.WJ AN'. rodayI organizational Performance Career Leadership Growth ) S I's Talent Behavior Management Philosophy Team Talent Accountability Retention Using these 5 hemispheres to establish the City ofFayetteville's Talent Management Strategy, ISI will provide Future state recommendations that: 1. Foster Talent Growth — Insuring the City's employees are receiving the right training to yield the desired Performance 2. Develop Talent Relationships — Workforces across multiple departments work collaboratively to create an open and productive workplace. 3. Create an Inclusive Talent Environment — Integrating new process strategies that key on inclusion, diversity, and culture. 4. Generate effective Talent Practices — Employing the right methods at the right times to produce the highest value -add services for the City's Stakeholders and customers. Page 15 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant 19—f—Mg Tomorrow's P—iblliri., Toddy Step 5: Implementation Approach and Roadmap ATPhase 5 of ISi's Transformation Illuminative Strategies Framework will provide the City with the Transformation Framework specific Future State Business Process and Application System requirements needed to move forward with l Training, Work Sessions, Assessment, Implementation implementation. Agency Enabled Continuous Improvement Process Optimization opportunities were STEP 1 STEP 2 STEP 3 STEP 4 STEP 5 identified ranked b impact, and selected Define Identify 8elrne Implemenmtion Gel [in y I> > the lmpre venrent rhe approach & Started "Curren[ QppOrrun7iliP3 'FUrltr2 Roadmap h in prior steps in the Transformation -Kick-off Rote" Framework. Additionally, metrics were , — Project Management (PMsoK) �`.> captured, and Current State perfornance Lean process Improvement (BPR, BPI was recorded. KPIs and supporting Organizational Change Management templets and tools will be identified and f provided during the working sessions. This information will provide the basis for implementation impact measurement and ROI determination. During this Step, the ISI Team will facilitate option selection workshops with the City's stakeholders. The purpose of these workshops is to engage staff in selection of implementation options most likely to succeed in the unique environment at the City of Fayetteville. The ISI Team is highly experienced in the facilitation of multi Jurisdictional change, which will be necessary at the City of Fayetteville. Our maturity in this specific capability is another reason we believe ISI is uniquely positioned to create the most effective solutions available for each improvement opportunity identified within the City of Fayetteville. This Step will include the development of implementation time and resource estimates necessary for planning. Our Team's financial analyst is experienced in quantifying the performance outcomes of improvements in business processes and supporting application systems. Page 16 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant 111 m1 orrng mmo,o enumurtw: TodvyI Project Management ISI will use a proven Project Illuminative Strategies Management methodology to ensure an Transformation Framework effective and efficient attainment of project goals. Quality project LAgTraining, Work Sessions, Assessment, Implementation management is critical to a project's - -- -- �Agency Enabled Continuous Improvement success; with this understanding, ISI's Project Management methodology is , STEP I srEv zz STEEP 33 LSTEP s1pbuilt on the generally accepted standards Getting °.1Identify ImplementotlooSlotted Imprpremene defined in the Project Management uKrt�_off. "eanear LJppUrfanr+res " Institute's A Guide to the Project Management Body of Knowledge Project Management (IRMBOR) - - --� (PMBOK). Lean Profess lmprovement (PPR, BPI) organizational Change Management Project Management Team Effective Project Management is critical to the success of any project where success is defined as achieving the objectives of the project on schedule and within the agreed budget. ISI's Project Management approach provides the City the best possible services delivered in the most effective and cost-efficient manner. Our Team's approach is simple and straightforward. ■ Be highly responsive to the City's needs and respectful of the City's resources and time. • Maintain the highest levels of quality and transparency. • Sustain a superior level of service, commitment, and professional excellence throughout the project. Communication Plan An important component in the success of any project engagement is the Project Manager's (PM) ability to define and implement an effective Communication Plan which informs stakeholders and team members of the project's status throughout its lifecycle. Our PM will provide timely exchanges of information (verbal, written, visual, etc.) between individuals and/or groups to facilitate awareness and influence motivation, to encourage active participation and commitment to the change, and to sustain enthusiasm and momentum. A well -executed Communication Plan supports the project team as they work to achieve the project's objectives and acts as the project's communication guide assuring stakeholder involvement, buy -in, and adoption of the technology business assessment, its findings, and our recommendations. During the project initiation phase, the PM, along with the City's sponsor, will define and agree upon the reporting needs. Our Team will incorporate communication management planning within the project initiation phase of our Project Management methodology. During the project initiation phase, our PM will work with the Project Sponsor and the project team to develop the Communication Plan. The primary objective of Page 17 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant 111 minodngTomnrruw',7oiaibnt0- Todvyl the Communication Plan is to determine the information and communication needs of the project stakeholders. The plan defines who needs what information, when it is needed, and how it will be provided. We understand the need for transparency in communicating the status of projects to all stakeholders, including external constituents who may have a keen interest in monitoring government investments and expenditures. The format and content of regular status reports, as described below, will satisfy this essential requirement for tracking and reporting progress. Reporting and Deliverables During the project initiation phase, the PM, along with the City's sponsor, will define and agree upon the reporting needs. Examples include: Project Status Reports — This report is delivered periodically and with the conclusion of each Step in ISI's Transformation Framework and will include a summary of project status, an updated project plan, a dashboard (green, yellow, red) status of tasks, milestones, and deliverables, as well as a section for changes, risks register and issues log. Project Deliverable Sign Off—This documented process will track the formal handover and authorized acceptance of each project deliverable. Change Requests —All changes to the agreed scope, project schedule and project budget will be formally managed per the agreed Change Control Plan. Risk Management Strategy Our Team's risk management strategy will be comprised of processes that are performed throughout the project's lifecycle including: risk identification, risk response development and risk monitoring. Risks are initially identified for the Change Governance Team to use with the Decision Support Model discussed earlier in this document. Our PM will work with project team members to define and document the mitigation strategy for issues and risks. We will utilize an internal issue - risk and response mitigation template that supports the team in defining the risk response actions for potential project risks. This template provides risk response actions that may be used to mitigate risks related to project scope, schedule, budget, dependencies, business/organization impacts, technology, and third -party relationships. Change Control Process Once a final Contract for Services is signed, any changes to the contracted work plan, including scope, schedule, resources, or costs are processed using a formal Change Control process. Page 18 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant Illumlpprf,y Tomo—, P—ibJJW,, TOdpyI Organizational Change Management The City's Business Process Illuminative Strategies Improvement initiatives will, by Transformation Framework definition, change the way Public and Private sector organizations work together. When people experience ,_Training, Work Sessions, Assessment, Implementation change, resistance is a natural response. Agency Enbied continuous lmpinement ISI's Change Management approach will guide affected stakeholders through P ISrP zz srP 3a sTP a STEP 5 Gaffing I?rfirfr lrlcnfiify Aefjne implementation the change process to ensure the City's !� +mAraaemerrf tHr jjj Approach& Sfnrrrd •^Curren! Clpporinnjrtes "Furore j Roadmap �. Future State vision is embraced, "Kkk•Of{` Sfafr" stare' adopted, and used by impacted '— -- Project Management (PMBOK) ..� organizations. Lean Process Improvement. (BPR, BPI) Change comes in many forms and may Organizational change Management include removing duplicated process 'fr steps, changing process sequences, changing approval roles, and many others. Employees may have performed these processes the same way for decades, and in some extreme cases, employee involvement in a process may represent an identity or culture. These types of changes are significant for employees, and ISI is highly experienced in navigating this type of organizational change. For many stakeholders, transitioning from the Current State to the Future State would be synonymous with leaping across a wide canyon. By itself, neither side of the canyon is daunting. However, the transition can be frightening. A robust Change Management plan can significantly ease the uncertainty associated with taking the leap from one side of the canyon to the other. THE CHANGE MANAGEMENT CLIFF City of Fayetteville It doesn't work to leap a 100 -foot chasm in multiple jumps. Get Change right the first time, with ISI's Transformation Framework. Page 19 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant xn„aman A Tomorrow's YaaaibUifies TcdayI During times of significant organizational change, it is important to ensure employees understand how to navigate the transition from the Current State to the Future State. The ISI Team will ensure the following Change Management objectives are achieved: • Creating Awareness for the need to change - Awareness includes creating an understanding of the nature of the change (an ending of the Current State), why the change is being made, the risk of not changing, along with a clear picture of the Future State and its impact on each employee (often referred to as "what's in it for me" or WIIFM) • Identifying obstacles to change • Supporting open lines of Communication: o The 4 P's — the Purpose, the Picture, the Plan, and their Part to play o Transparent communication of expectations and results o Multiple forms of communication (web, face to face, email) o Robust mechanism to capture and act on employee feedback • Encouraging and supporting inter- & intra -agency cooperation related to executing change initiatives ISI will ensure the leadership team is well equipped with the skills needed to make relevant changes in their own and their employees' behavior. In addition, ISI will utilize its extensive experience in Organizational Change Management to manage and mitigate risks associated with the organizational change. Pale 20 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant 111 -f -Mg W.y i B. Scope of Work / Deliverables Each of the deliverables being recommended by the ISI Team are identified within the project plan. A complete project plan was provided in the Step 1 Section of this proposal. A copy of the specific deliverables section is provided in the table below. • Illuminative. Strategies - Fayetteville Project Plan • ISI Framework Step 1- Getting Started Project Initiation • ISI Framework Step 2 -Current State Stakeholder Surveys • Talent Management Processes - Swim Lane diagrams Develop Sourcing Diagram Develop Recruiting Diagram Develop Onboarding Diagram Develop Development Diagram Develop Process Step Profiles Conduct Technology Review Deliverable - Current State Understanding Content & Presentation a ISI Framework Step 3 - Identify Opportunities Conduct Lean BPI Assessment of Business Processes Updated Swimlane Diagrams with Lean BPI and Optimization Assessments. Conduct Benchmarking Study Deliverable - OpportunitiesContent & Presentation • ISI Fra meworkStep 4- Future State Develop Recommendations to Optimize Talent Management Develop Recommendations for the Optimal ,allocation of Funding Develop Recommendations to Leverage Technology Deliverable - Future State Talent Management Content & Presentation • ISI Framework Step S - Implementation Roadmap Develop Implementation Recommendations Deliverable- Implementation Presentation C. Technical or Professional Support The ISI Team offers Lean material and ongoing mentorship after projects are complete. P,wc 21 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant II/uminvNnp T.mn 's Po i6Uiti.s rodw r D. Qualifications and Experience At ISI, we are very proud of the recommendations earned from each of our clients and career references. Below are several references we have earned over the last few years. Reference 1 - Business Process Improvement (BPI)/ Reengineering Agency: Montana Department of Environmental Quality Dates of Service: 9/15/16 - Present Contact: Peggy MacEwen, Division Administrator, 1520 E. Sixth Ave. Helena, MT. 59620-0901, 406-444-1760, PMaeEwen(a),mt. ov Project Detail: Under multi-year contract to provide Business Process Improvement / Reengineering and optimization services. Initiatives currently underway include the optimization of business processes & application systems across: Human Resource Services, permitting, remediation, inspection, and restructuring the Information Technology department. Reference 2 - Business Process Optimization Agency: Illinois Toll Highway Authority Dates of Service: 03/11/17 - Present Contact: Caussaundra Rouse, Chief of Internal Audit, 2700 Ogden Ave. Downers Grove, Il. 60515, 630-241-6800 ext. 1311 Project Detail: Under contract to perform Business Process Improvement services across State Human Resource Services, including: Development of Current State process diagrams across departments, performed a LEAN assessment of processes, Identification of process improvement opportunities, developed process & organizational rationalization recommendations, developed Future State process recommendations, implemented a pilot of recommendations, Rutan, Collective Bargaining Units, EEO, etc... Reference 3 - Business Process Rationalization & O 7thuization Agency: Illinois Emergency Management Agency Dates of Service: 5/31/2017 - Present Contact: Adnan Khayyat, Chief Radiation Safety, 1035 Outer Park Dr., Springfield, IL. 62704, 217- 558-3945, Adnan.KhayyatQillinois. og_v Project Details: Under contract to perform Business Process Improvement and Rationalization across the Agency's Radiation Safety departments. Initiatives underway include: Development of Current State process diagrams across departments, performed a LEAN assessment of processes, identification of process improvement opportunities, developed process & Organizational Rationalization recommendations, developed Future State process recommendations, hnplemented a pilot of recommendations. Reference Business Process Optimization Organization: AMVAC Chemical Corporation Dates of Service: 03/11/16 - Present Contact: Rick Rice, Director Application Technology, 1155 Halle Park Circle Collierville, TN 38017,901-221-8083. RickR AMVAC-Chemical.com Project Detail: Under multi-year contract to perform Business Process Improvement services including: Program Management product design, testing and implementation. Page 22 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant Illuminming Tom--, P—ibilid,, Today! Rcference 5 - Business Process Optimization Agency: Will County, Illinois Dates of Service: 03/11/17 - Present Contact: Nick Palmer, Chief of Staff, 302 N. Chicago St. Joliet, Illinois 60432, 815-774-7488, npalmei tiw llcountyillinois.com Project Detail: Under multi-year contract to perform Business Process Improvement, Program Management and Oversight for transportation planning strategy across Federal, State, County, and NGAs (P3 facilitation) for the Will County Illinois region. Will County has the largest inland port in the U.S. and the fastest growing multi -modal distribution point. Reference_6 - Lean Assessment & Business Process Optimization Agency: Cook County Medical Examiner Dates of Service: 2014 — 2016 Contact: Mary Marik, 2121 W. Harrison St. Chicago, ll. 60612-3705, 312-666-0500, Mai-y.M4rik(dWookCountyiLgov Project Detail: Provided LEAN assessment and process optimization across every department of the highest volume crime laboratory in the U.S.. Departments included in the assessment: Field Investigations, Intake, Autopsy, Radiology, Histology, Toxicology, Administration, and all external "customer" touch points. Provided Lean training to staff. Responsible for strategy development, opportunity identification, implementation roadmaping, implementation, and change management. Broad organizational efficiencies have been recorded including achievement of National Association of Medical Examiners (NAME) accreditation. Reference 7 - Business Process Reengineering Agency: Illinois Department of Transportation Dates of Service: 2012 - 2015 Contact: Ann Schneider, Secretary (retired), 217-622-0693, AnnSchneider100.(u),;grnail.com Project Detail: Provided Lean & Business Process Re-engineering assessments across all major departments. Successful LEAN projects include: Process Optimization across Human Resource Services, Reduction in hiring cycle times of 30%, Significantly increasing the efficiency and effectiveness of the Office of Secretary and direct reports, Implementation of an Information Technology Governance & Project Prioritization process, Procurement Cycle Time Reductions of 40%, and Optimization of Federal Grant Disbursement and Reimbursement (achieved over 100% improvement in performance). Page 23 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant IIIuml—My Tomorrow's P—ihllirie, Tad,I E. Project Personnel Key ISI resources, which will be assigned to the City's initiative, are identified below. Detailed professional profiles and resumes for each key resource have also been provided. Kent James — Kent has led comprehensive process and system optimization engagements worldwide with 25+ years of experience. He has deep experience delivering process optimization in regulatory and scientific laboratory environments, and laboratory accreditation preparedness. Kent has led Homeland Security Exercise & Evaluation Programs and has extensive FEMA training. He is a Certified Scrum Master, Certified Lean Six Sigma Black Belt, ASQ Certified Quality Auditor, ASQ Certified Organizational Excellence, and a certified Project Management Professional (PMP). Kent has been involved in the following business process and systems optimization related projects within the last 5 years: Texas Comptroller, Illinois Department of Emergency Management, Illinois Department of Central Management Services, Will County Illinois, Cook County Medical Examiner, Texas Comptroller, Montana Department of Environmental Quality. Kew's role in the City of Fayetteville's project includes: Lead Consultant, Project Manager (Daily Point of Contact), Quality Manager, Process & Organizational Optimization Analyst, and Client Satisfaction. ISI is recommending Kent James as the Project Manager for this Project. He will be fully available to fulfill these duties throughout the duration of the project. Geralyn Anastos — Certified Project Management Professional (PMP), Certified Scrum Master (CSM), Program & Project Manager for Optimization engagements, experienced trainer, Certified Organizational Change Management Professional. Geralyn has over 20+ years of extensive experience leading Public -Sector technology and business process optimization initiatives. Geralyn has been involved in the following related projects within the last 5 years including: Illinois Department of Information Technology, Illinois Department of Transportation, Will County Illinois, Cook County Medical Examiner. Geralyn's role in the City ofFayetteville's project includes: Change Management, and Client Satisfaction. Maureen O'Donnell — Juris Doctorate, Certified Lean practitioner, and Registered Nurse. Maureen has over 25+ years of experience leading organizational change, organizational optimization, and business process improvement initiatives primarily in the Public Sector. Maureen's role in City of Fayetteville's project includes: legal review, policy review and organizational and workforce efficiency & effectiveness. Gary Sloan — Certified Lean practitioner. Gary has experience facilitating Lean and business process improvement initiatives specifically related to Information Technology (IT) and business alignment. Gary has been involved in the following Business Process Reengineering projects within the last 4 years including: Montana Department of Environmental Quality, and the Illinois Tollway. Gary's role in the City of Fayetteville's project includes: Sr Process Architect, Business Process Optimization Analyst and Business IT Alignment. Page 24 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant 111—fro My Tomorrow's P—iblliti,s TOdnyl Michael Clemons — Certified Lean practitioner. Michael has experience facilitating Lean and business process improvement initiatives specifically related to assessing financial impacts and ROI determination. Michael has been involved in the following business process optimization related projects within the last 4 years including: Montana Department of Environmental Quality, Will County Illinois, and the Illinois Tollway. Michael's role in the City of Fayetteville's project includes: Sr Process Architect, Business Process Optimization Analyst and financial assessments. Sean Colton — Certified Lean practitioner, and Certified Project Management Professional (PMP). Sean has experience facilitating Lean and business process improvement initiatives. Sean has been involved in the following business process optimization related projects within the last 3 years including: Montana Department of Environmental Quality, Will County Illinois, and the Illinois Tollway. Sean's role in the City of Fayetteville's project includes: Jr Process Architect, Jr Project Manager, Business Analyst, Process Mapping, and Lean Training. Illuminative Strategies Inc. Staffing Plan Summary of Capabilities (Experience in Years) Estimated Buxinexs Haus Profesaionel x Information Governmental. ISI Team Member Role Technology Entity Education & Certifications Assignedto E><peri�nce daces Optimization Fayetteville Experience Experience Experience Project Management Professional (PMP), Ceitifed Quality Auditor (CQA), Certified Manager Project Lead, Organizational Excellence (CMOI:), Certified Lean Six Project Sigma Black Belt (CLSSBB), C.er;ified Organizational Manager, Change Management Professional, Sci um Master, Process Master of Business Administration, Bachelor of Kent lames Architect 1 264 25+ 20+ 25+ 8 Science Cornputei Science �Pioject Management Professional (PMP), Certified Change Lean Practictioner, Certified Organizational Change Manager, Management Professional, Scrum Master, Bachelor Geralyn Anastos Training 136 25+ 15+ 4c 6 Df Science Psychology organization Effectiveness, Workforce Maureen Development, Juris Doctorate, Master of Business Administration, O'Do+tne€I Legal Review 120 30 15+ 4 10 Bachelor of Science Nursing Project Management Professional (PMP), Certified J, Process Lean Practitioner, Bachelor of Science Business Sean Colton Architect 264 10 5 2 4 Management Financial Analyst, Certified Lean Practitioner, Bachelor of Science Michael Clemons Si Process 384 20 10+ 10+ 4 .Accounting Sr. Process _ Certified Lean Practitioner, Bachelor of Science Gary Sloan Architect 312 25 15+ 20+ 7 Computer Science F. Personnel Availability The project team referred to throughout this proposal has been assigned to the City's project. The estimated number of hours each person is assigned and committed to provide are identified in the Staffing Plan Matrix. Illuminative Strategies is comprised of very experienced consultants capable and experienced in solving complex organizational performance challenges. Page 25 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant 01—Mortng T—'r'W'S P ... ibl&ie' Today I G. Fees The table below identifies the fully loaded costs associated to each deliverable identified in our recommended project plan. We have reserved a very experienced team for the City, which is fully capable of resolving even the most complex issues. Our team is highly experienced in operating in dynamic environments. Should the City need fewer or additional deliverables we are here to assist the City in achieving their objectives. • illuminative Strategies - Fayetteville Tanent Management Project Plan ISI Framework Step 1- Getting Started ISI Framework Step 2- Current State ISI Framework Step 3 - Identify Opportunities 151 Framework Step 4 - Future State ISI Framework Step S - Implementation Roadmap $2SO,560.00 $8,400.00 $110,560.00 $ 35,840.00 $S9,760.00 $36,000M Each ISI Team member is identified in the table below. Additionally, each member's role and standard rate is included. Illuminative Strategies Inc. Staffing Cost and Rale ISI Team Member Rale Std: Rate Lead Consultant, Project Manager (Daily Point of Contact), Quality KentJames Manager, Process & Organizational Optimization Analyst, and $200.00/hr Client Satisfaction. Geralyn Anastos Chane Management, and Client Satisfaction. $200.00fhr Maureen O'Donnell Organizational Effectiveness, Legal Revieaa,,, $200.Gofhr Sr Process Architect, Business Process Optimization Analyst and 5135:00fhr Michael Clemons financial assessments. :Sr Process Architect, Business Process Optimization Analyst and $135.00/hr Gary Sloan Business IT Alignment. Jr Process Architect, Jr Project Manager, Business Analyst, Process $i25.r�0/hr Sean Colton Mapping, and Lean Training. **** END OF DOCUMENT **** Paue 26 of 26 Illuminative Strategies Inc. - City of Fayetteville RFP 18-03, Organizational Development Consultant 111—i—ing Tomorrow's Possibilities Toeny I Illuminative Strategies Inc. Geralyn Anastos Geralyn is the President and CEO of Illuminative Strategies and actively contributes on every engagement. Known as a dynamic and diverse professional, Geralyn has exceeded expectations in every phase of her career. She is at the forefront of process optimization and operational excellence with a proven ability to inspire, facilitate, and influence both individuals and teams to embrace change. Geralyn is a results -driven, decisive leader experienced in achieving performance excellence across numerous public and private sector organizations. Her passion and personality consistently build lasting relationships with a proven ability to engage successfully at all levels of an organization. Geralyn has more than 20 years of progressive leadership and management experience involving: • Program and Project Management Training, Curriculum Design and • Organizational Change Management Implementation • Business Process Management • Executive & Leadership Coaching • Staff & Management Development Sales Force Effectiveness PROFESSIONAL EXPERIENCE Illuminative Strategies Inc. —Springfield, IL 2013 - Present Solving organizational performance challenges of all types through a proven process by illuminating tomorrow's possibilities today. President and CEO Clients include: ➢ Illinois Department of Central Management Services, Springfield, IL ➢ Illinois Emergency Management Agency, IL ➢ Texas Comptroller of Public Accounts, Austin, TX ➢ Montana Department of Environmental Quality, Helena MT Cook County Medical Examiner, Chicago, IL Other Professional Experience Ace Group/Combined Insurance Company of America — Vice President 2011-2013 Unum Provident/Colonial Life — Training and Staff Development 2008-2011 Home Financing Network — Process Optimization Manager 2003-2008 Education, Certifications, and Recognitions • Montclair State University, New Jersey B.A. Psychology • Certified Project Management Professional (PMP — PMI) • Certified Organizational Change Management (Prosci) • Certified Scrum Master (Scrum Alliance) • Certified Lean Illummarinp lomorlow's Yosslb111U¢s Totlny 1 Illuminative Strategies Inc. Kent W James Visionary and passionate executive offering 25 years of global leadership experience with a focus on process optimization and organizational performance excellence. Recognized as a progressive, decisive, and highly innovative change agent, Kent has the proven ability to challenge business norms and implement breakthrough initiatives. Kent possesses a unique command of expertise across strategic planning, technology, operations, and the ability to incorporate the latest thinking across methodologies and best practices to achieve operational excellence. Recognized by peers and clientele for coaching, mentoring and training all levels of the organization on the principles of process improvement and management philosophies. PROFESSIONAL EXPERIENCE Illuminative Strategies Inc. —Springfield, IL Solving organizational performance challenges of all types through a proven process by illuminating tomorrow's possibilities today. Executive Director Clients Include' Illinois Emergency Management Agency ➢ Cook County Medical Examiner ➢ Will County Center for Economic Development ➢ Illinois Department of Central Management Services ➢ AMVAC Chemical Company ➢ Montana Department Environmental Quality ➢ Texas Comptroller ➢ Peerless Networks ➢ Illinois Tollway Other Professional Experience • CGB Global —Associate Partner • Ace Group — Director Program Management • Walgreens — Process Optimization Consultant • Abbott Laboratories — Process Optimization Consultant Education, Certifications, and Recognitions • Master of Business Administration — Technology Management • Bachelor of Science — Computer Science • Certified Lean Six Sigma Black Belt • Certified Organizational Change Management • Certified Project Management Professional (PMP- PMI) • Certified Manager of Quality/Organizational Excellence (ASQ) • Certified Six Sigma (Motorola) • Professional Certificate in IT Benchmarking (Stanford University) • Certified Scrum Master (Scrum Alliance) 2014 - Present 2012-2014 2011- 2012 2010- 2011 2007-2010 I11umi-6,g Tamarrgw's Pe..ibilitm, Today 1 Illuminative Strategies Inc. Maureen T. O'Donnell Highly accomplished, results oriented executive with unique blend of leadership experience in private sector, public sector, and non-profit organizations. Successful track record of leading teams facing tough challenges and in need of turnaround expertise or major business transformation. Adept at building and developing organizations to ensure team success. Proven skills in administration and program development. Committed to customer satisfaction and stakeholder values. Specific Competencies • Turnaround Performance Improvement • Strategic Planning • Operational Leadership • Organizational Development and Design • Collaborative Relationship Building • Quality Improvement • Labor Management • Risk and Compliance PROFESSIONAL EXPERIENCE Illuminative Strategies Inc. —Springfield, IL Solving organizational performance challenges of all types through a proven process of illuminating tomorrow's possibilities today. VP — Legal Strategies Practice Clients Include: ➢ Illinois Tollway Other Professional Experience Roseland Community Hospital Association — Vice President Talent Management Cook County Government — Chief, Bureau of Human Resources Illinois Department of Employment Security — Director Illinois Department of Central Management Services — Assistant Director Education, Certifications, and Recognitions EDUCATION AND CERTIFICATION 2017 - Present 2014-2017 2011- 2014 2008- 2011 2006 —2008 ➢ Northwestern University Kellogg Graduate School of Management, Master of Business Administration ➢ DePaul University College of Law, Juris Doctorate ➢ Northern Illinois University, Bachelor of Science in Nursing Illvmin.,in� T.--0, P ... WIN., Today! Illuminative Strategies Inc. Michael Clemens Results oriented professional with 15+ years of experience, proven success in leading business and IT optimization and alignment initiatives. Possesses strong analytical problem -solving skills and brings accounting, operations and IT experience as well as working in cross -functional team environments. Excellent interpersonal and communication skills. Leader with an interactive and collaborative style. Core competencies and expertise in' • Business Process Engineering/Process Improvement ip Project Management • Risk Assessment & Mitigation • Algorithm Development • Business Requirements and Analysis • Automation • Leadership and Team Building • ERP / BSS / OSS CAREER TRAJECTORY AND PROFESSIONAL EXPERIENCE Illuminative Strategies Inc. —Springfield, IL 2015 - Present Solving organizational performance challenges of all types through a proven process by illuminating tomorrow's possibilities today. Sr. Business Optimization Consultant Responsible for assessing client business processes and all aspects of Business Process Improvement. Responsible for developing recommendations specifically impacting financial & ERP systems. Clients include: ➢ Montana Department Environmental Quality ➢ Illinois Toll Highway Authority ➢ Illinois Emergency Management Authority. Other Professional Experience • GOGO LLC - Director ERP Systems, Revenue Assurance 2007-2015 • FOCAL COMMUNICATIONS — SOX Compliance, Systems Manager 1998 —2007 • WORLDCOM — Sr Business Analyst 1997-1998 • FEDERAL BUREAU OF INVESTIGATIONS - Special Agent 1996-1997 ........ — — Education, Certifications, and Recognitions • Eastern Illinois University, Bachelor of Science in Accounting • DePaul University, Software Engineering Studies • Certified Lean Practitioner W-1-1mg Tomorrow's Possibilities Tetloyl Illuminative ,strategies Inc. Gary Sloan Senior Business Process Optimization leader offering over 20 years if business and IT leadership, problem solving, process optimization and implementation and execution expertise. Gary's collaborative approach and energy consistently achieves successful project completion and benefit realization. PROFESSIONAL EXPERIENCE Illuminative Strategies Inc. —Springfield, IL 2016 - Present Solving organizational performance challenges of all types through a proven process by illuminating tomorrow's possibilities today. Process Optimization Consultant Advising clients and managing engagements focused on delivering the following services: • Business Process Management / Optimization • Change Implementation • Program & Project Management Clients Include: ➢ Illinois Emergency Management Agency Montana Department Environmental Quality Illinois Tollway ... ... .... __. Other Professional Experience Netrix — Project Portfolio Manager Project Leadership Associates — Management Consultant Intelligent Generation — Chief Technology Officer Sidley Austin — Program Manager Education, Certifications, and Recognitions • Bradley University- Bachelor of Science, Computer Science - Magna Cum Laude • Certified Lean 2015-2016 2013-2015 2010-2013 2005-2010 l7dumMet�rlg ltlm—}_.WAAUtrr .dey l Illuminative Strategies Inc. Sean Colton Known as a dynamic and diverse professional, Sean has exceeded expectations in every phase of his career. He is at the forefront in process optimization and operational excellence with a proven ability to inspire, facilitate, and influence both individuals and teams to embrace change. Sean is a results -driven, decisive leader experienced in achieving performance excellence across numerous public and private sector organizations. His passion and personality consistently build lasting relationships with a proven ability to engage successfully at all levels of an organization. Sean has more than 10 years of progressive leadership and management experience involving: • Project Management • Training, Curriculum Design and • Organizational Change Management Implementation • Business Process Management PROFESSIONAL EXPERIENCE Illuminative Strategies Inc. —Springfield, IL July 2014 — Present Solving organizational performance challenges of all types through a proven process of illuminating tomorrow's possibilities today. Senior Consultant and Business Strategist • Business Process Improvement documenting Current State, identification of optimization opportunities, documenting the Future State, and implantation of process change. • Key facilitator of interactive and real-time process mapping sessions. • Change Management involving: Changes in work duties and responsibilities, business process changes, new IT system functionality, and performance optimization. • Applied Lean Six Sigma, continuous improvement techniques, and predictive analytics to identify and develop sustainable process improvements and expense reductions. Clients have included: Illinois Tollway, ➢ CCK Automations, ➢ Montana Department Environmental Quality ➢ Illinois Emergency Management Agency Other Professional Experience • Target Inc. — Executive Team Lead, Logistics Education, Certifications, and Recognitions • University of California, Irvine, Bachelor of Science in Business Information Management • Saddleback College, Associate Degree in Business • Certified Lean/Six Sigma, Green Belt • Certified Project Management Professional (PMP - PMI) 2010-2014 =DATEYYYY) CERTIFICATE ®F LIABILITY INSURANCE THIS CERTIFICATE IS ISSUED AS A MATTER OF INFORMATION ONLY AND CONFERS NO RIGHTS UPON THE CERTIFICATE HOLDER. THIS CERTIFICATE DOES NOT AFFIRMATIVELY OR NEGATIVELY AMEND, EXTEND OR ALTER THE COVERAGE AFFORDED BY THE POLICIES BELOW. THIS CERTIFICATE OF INSURANCE DOES NOT CONSTITUTE A CONTRACT BETWEEN THE ISSUING iNSURER(S), AUTHORIZED REPRESENTATIVE OR PRODUCER, AND THE CERTIFICATE HOLDER. 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AUTHORIZED REPRESENTATIVE David Fritz ACORD 25 (2010105) ©1988-2010 ACORD CORPORATION. All rights reserved. The ACORD name and logo are registered marks of ACORD GEN`_ AGGREGATE LIMIT APPLIES PER- POLICY PRO- LOC AUTOMOBILE LIABILITY GENERALAGGREGATE5 2,000,000 PRGOUCTS•COMP/OP AGG S 2,000,000 ---U _ S ANY AUTO ALL OWNED SCHEDULED AUTOS AUTOS NON -OWNED HIRED AUTOS AUTOS BODILY INJURY (Per peron) S - BODILY INJURY (Per accidenl). S PRO I]Awc1 E S r acradcn r _ 1 A IOFPICEFUMEMBEREACLUOED? ff §UMBRELLAOAB OCCUR 'EXCESS LIAR O1151M5•MAOE: _.. -- f 11ED RET -NTION S WORKERS COMPENSATION AND EMPLOYERS' LIABILITY YIN ANY' PROPRIE..TOWPARTNFEWEXECUTIVE I ONIA (Mandatory In NAI H yyM, describO under 83WECBY3567 04/01/2017 04/01/2018 MHOCCURRENS:E . S - �S AGGREGATE INC STATU i pTFI. i Q S .100,000 "'- - E.L. DISEASE - EA EMPLOYEE? 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