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Home My WebLink About2016-06-01 PACKET 03.B. Cottage J Grove ��er� Pride and Qro�P�rity Me�t C I t�/ C O U Yl C I� Agenda Item Acfion Request Form 3.8. Meeting Date 6/1/2016 Department Administration Title of Request Community Engagement Workshop Staff Recommendation Review the proposal from N EXT Generation Consulting for Cottage Grove's 2016 Community Engagement project. ATTACH MENTS: Description Type Upload Date Community Engagement Consultant Contract Memo Cover Memo 5/26/2016 Community Engagement RFP Backup Material 5/26/2016 NEXT Generation Consulting Proposal Backup Material 5/26/2016 Cottage � Grove �here Pride andPcOSPerity Meet To: Honorable Mayor and City Council Charlene Stevens, City Administrator From: Becky Ahlvin, Management Assistant-Administration Date: May 27, 2016 Subject: Community Engagement Consultant Contract Introduction The City Council adopted the 2016 Strategic Plan in March. As part of the fourth strategic direction, Engaging the Community and Forming the Vision, strategy#1 is to hire a consultant to help facilitate community engagement for a community wide vision for the next 20 years. Staff issued a Request for Proposal (RFP) to four consulting firms: the Novak Consulting Group; Hue Life; Craig Rapp, LLC; and NEXT Generation Consulting. The RFP received proposals from three consulting firms: the Novak Consulting Group; Craig Rapp, LLC; and NEXT Generation Consulting. The committee, consisting of Mayor Bailey, Charlene Stevens, Robin Roland, Sharon Madsen, and Becky Ahvlin, interviewed Craig Rapp, LLC and NEXT Generation Consulting and is recommending hiring NEXT Generation Consulting. NEXT Generation Consulting worked with the City of Eagan's Eagan Forward project in 2015 and is currently working with the City of Minnetonka on their community visioning project. Rebecca Ryan is the founder and owner of NEXT Generation Consulting and will facilitate most of the community engagement project. She is a Futurist with degrees in Economics and International Relations and a certificate in Strategic Foresight. Rebecca has authored several books and papers, including The Next Big Things: The Next 20 Years in Local Government(2015). The cost for the community engagement will be $57,200. Travel expenses will not exceed $6,000. NEXT Generation Consulting provides two payments options. Option A is a one-time, prepayment with a five percent discount for a total of$54,340. Option B requires Cottage Grove to make a 50% deposit of$28,600 at the start of the project with two more payments of$14,300 each. Staff recommends Option B because it more closely reflects how this item is budgeted. Cottage Grove's RFP and NEXT Generation Consulting's proposal with contract are attached to this memo. Staff Recommendation Approve the proposal and contract from NEXT Generation Consulting. March 3, 2016 Cottage J Grove �her� Pride ana P�osPerity Meet Request for Proposal for Cottage Grove's 2016 Community Visioning Project OVERVIEW We are seeking to partner with a forward-thinking organization to create a future vision for the community of Cottage Grove, Minnesota.The community visioning project should engage all stakeholders by encouraging input on the expectations, hopes and dreams of our constituents. The end result should serve as a short-and long-term guide for the community to ensure Cottage Grove is a community of choice to live, work and play. Background Cottage Grove is situated in the Southeast Twin Cities Metropolitan Area and is close to St. Paul. Our residents and businesses take advantage of convenient access to urban opportunities while enjoying the recreational amenities, open spaces, high-quality schools, and close-knit community that Cottage Grove offers. Cottage Grove has a wide range of housing options, two golf courses, 30 parks, and over 45 miles of trails. Currently, Cottage Grove's population is estimated to be around 36,000 and is expected to rise to nearly 38,000 by 2018. The median age of Cottage Grove residents is 33.77. One goal that came from Cottage Grove's Strategic Planning 2016 is "Engaging the Community and Forming the Vision." The Council wants to develop a community-wide vision through engagement with the entire community to ensure Cottage Grove is going in the direction the community wants. Project Details/Deliverables The City of Cottage Grove requests proposals that demonstrate how your organization will develop and implement a plan to engage the community in creating a future vision for Cottage Grove. Proposals should include the following deliverables: 1. Define how you will include community stakeholders in the process, reaching into all age groups, lifestyles, ethnicities, cultures and socio-economic demographics (i.e. ensure participation by those who have not typically participated in City functions/activities). 1 March 3, 2016 Cottage J Grove �her� Pride ana P�osPerity Meet 2. Identify how representatives of businesses, faith communities, educational institutions, and non-profit and civic organizations could be involved in the process. Include any successful models in which the community partners serve as a financial partner(s) in the visioning effort. 3. Identify the variety of inethods you will use to gather input and engage the community in creating an authentic vision for Cottage Grove. 4. Recommend a leadership model to guide the visioning process. Identify the role of the City Council and City staff. 5. Describe how the community visioning process will provide new insight to the City Council and City staff on where Cottage Grove is headed and expectations the community may have on what type of City they want Cottage Grove to become. 6. At the conclusion of the project, provide a written summary of short- and long-term findings, including an executive summary. 7. Provide a written analysis on the findings of visioning exercise, which will be used to assist in developing a vision for the City and identifying future goals and initiatives. 8. Offer suggestions to the City on the best ways to continue engaging the numerous and diverse community stakeholders in the future as we build upon the anticipated success of the visioning process. Expectations The expectation of Cottage Grove's visioning project is to develop a vision for the community that will: • Inspire and engage a broad range of community stakeholders (go beyond including only the "usual suspects" who participate in community functions) • Help the community identify, celebrate and build upon its many assets • Build greater collaboration and partnerships in the community to accomplish a shared vision • Identify key findings to assist the City and its partners in establishing specific goals to help influence and shape the future of Cottage Grove • Make Cottage Grove citizens feel more energized and engaged in their community Proposal Content Proposal: Include the process and timeline for facilitating the entire project. Quotes provided must be valid through March 31, 2017. Project Team: Note whom will serve as the point person(s) on the project from your organization. 2 March 3, 2016 Cottage J Grove �here Pride and��o�Perity Meet Costs: Proposals must include an all-inclusive rate for services identified in the proposal, including travel, lodging, materials, meetings and other associated expenses. References and Additional Documentation: Supply references or history for similar work, noting relevant project experience. Include resumes of key personnel that will be working directly on this project. Timeline: We anticipate launching the project in May/June 2016 and welcome your recommendation on the appropriate length of time to complete the community visioning project. Materials: All firms, statements, spreadsheets, guides, photos, logos and materials created for visioning project will become the property of the City of Cottage Grove. Evaluation Criteria • In addition to considering proposal content and cost, the City will award a contract to the respondent that the City Council determines is the most compatible and best qualified to perform the work. • Proposers should demonstrate professionalism, enthusiasm for the project, and be community-minded. Project Timeline The timetable for submission, evaluation, and award shall be as follows: • RFP Issued: Thursday, March 3, 2016 • Proposals Due: Monday, April 4, 2016 • Possible Oral Interviews: April 2016 (DatesTBD) • Contract Award: May 2016 • Community Visioning Process Begins: May/June 2016 Resources • 2016 City of Cottage Grove Priorities—See Appendix A 3 March 3, 2016 Cottage J Grove �here Pride and��o�Perity Meet Submittal and Deadline Please submit one (1) electronic copy (.pdf format) of your response to this Request for Proposal. The submittals shall be received at the City of Cottage Grove no later than Monday, April 4, 2016. Proposals shall be sent via email to Management Assistant Rebecca Ahlvin at rahlvin@cottage-grove.org. Please direct questions to Rebecca at (651) 458-2814 rahlvin@cottage-grove.org. This Request for Proposal is a solicitation for information only. The City is not obligated to enter into a contract nor is it responsible for any costs associated with the preparation of Proposals. Proposals received after the deadline will be disqualified from consideration. The City reserves the right to reject any and all proposals. 4 March 3, 2016 Cottage J Grove �here Pride and��o�Perity Meet APPENDIX A 2016 City of Cottage G rove Priorities • 3 Priorities over the next 3-5 years: o Business Environment ■ Create a dynamic business environment which creates jobs and increases tax base ■ Develop a thriving retail environment that encourages residents to shop ■ Known for excellent delivery of services as a respected, responsive, community-oriented organization, particularly Cottage Grove Public Safety o Quality of Life ■ Have housing options for everyone ■ Have a recognized brand ■ Have a wide variety of premier recreational amenities for everyone o Organization Culture ■ Meet or exceed financial targets toward improved financial best practices while maintaining a stable tax burden for the residents ■ Achieve an open organizational culture dedicated to excellence in all facets of operations where great service is delivered • Those 3 priorities lead to 4 goals or 4 strategic directions: o Positioning for Growth o Reforming Organizational Culture o Making Cottage Grove a Recreation Destination o Engaging the Community and Forming the Vision 5 u u re orwar o a e rove A Proposal for Cottage Grove's Visioning Project � ne � , . . CONTENTS An Open Letter to the City of Cottage Grove ...................................................................................3 Project Details & Deliverables.............................................................................................................4 1. A Process Open to All................................................................................................................5 2. Stakeholder Engagement & Financial Partnership...............................................................6 3. Methods of Engagement ............................................................................................................7 4. Leadership Model........................................................................................................................8 5. How Will We Gain New Insights?.............................................................................................9 6 & 7. The "Final Product" & Analysis of Visioning Exercise Inputs....................................10 8. How to Keep the Community Engaged ..................................................................................11 Plan Overview, Options, and Investment Schedule........................................................................12 Meetthe Team.......................................................................................................................................14 References ...........................................................................................................................................16 JointAccountabilities .........................................................................................................................17 Terms & Conditions ............................................................................................................................18 Acceptance ...........................................................................................................................................18 2 AN OPEN LETTER TO THE CITY OF COTTAGE GROVE We believe that great projects — projects that unlock new insight and community energy — start with juicy questions. In my experience, these are the questions at the heart of vibrant communities: Is Cottage Grove a place where all people feel welcome, i.e. youth and elders, global families, non-English speakers? Minnesota and Cottage Grove are becoming more diverse. How can Cottage Grove be "home" to existing and new residents? Why Cottage Grove? What makes your community special and how can we preserve and nurture those characteristics for future generations? Who are tomorrow's leaders and how are they engaged? They may be young professionals, members of traditional "minority" groups, or those who fly under the radar. How can we meaningfully engage them in Cottage Grove's future? What really matters to people? "Low taxes" or "safe streets" are often uttered at election time, but when you dig deeper, residents want communities where they feel connected, a place they can be proud of. How do we tap into these deeper truths? Is Cottage Grove future-ready? The great shift in suburban living is away from bedroom communities and towards urban villages. Do the City's policies, zoning, staffing priorities, and investments prepare it for a future that will be more tech- enabled, more diverse, and more people-centered? Your Visioning process is an exciting opportunity to address these questions and more. Your new City Administrator, the build-out of your industrial park, and the Council's new Strategic Plan create a unique opportunity to engage residents in a dynamic discussion about Cottage Grove's future. We want to help. The following pages include our responses to the eight core requirements outlined in your RFP and provide links to work samples, references, and other materials you requested. Thank you for your consideration, Rebecca Ryan NEXT Generation Consulting, Inc. 3 PROJECT DETAILS AND DELIVERABLES We believe this project can be completed in six to nine months and will require an investment of �55,000 - 70,200 plus �6,000 max in travel and materials, depending on the number of options included. A complete investment schedule is on page 12. Below, we outline our approach to the eight questions posed in the RFP: 1. A Process Open to All We pride ourself on our commitment to ensuring that all citizens and partners will have an opportunity to participate in Cottage Grove's Visioning project. We go out of our way to go where residents are (instead of asking "them" to come to "us") because we know that having a say in a Visioning process is critical. For example, we have: Bid at late-night arts auctions to build trust with the arts community (Indianapolis) Hosted meetings with Somali and Spanish language interpreters (Willmar, MM Set up tents at Beer Festivals to get "Joe Public's" input on priorities (Lafayette, IN) Translated flyers into Russian and Hmong for distribution at churches (Eagan, MN) Met with Imams (religious leaders) from Muslim churches (Willmar, MM Attended the LGBT Chamber of Commerce meeting (Montreal, Quebec) Eaten pizza with 7-10th graders and doughnuts with senior citizens (Eagan, MN) Drunk gallons and gallons of beer with young professionals (Milwaukee, Quad Cities, Halifax, Fort Worth, etc. etc.) _.- , � ,i i � _ ,� �; ... � , - - - � , -- �� , - - . , ,:� - �, , . . -----�--_..- � � .. �,�.�. fi� . ._ _ � � � �•. ;� -�.: � � � �� `..E � � > � � .�� il,� �� '�, � �� , . � � � � ;�•..,r � For mainstream audiences that don't require extraordinary measures, we use a mix of input methods, detailed in our response to Question 3 below. 4 2. Stakeholder Engagement and Financial Partnership "Stakeholder engagement" and "Financial partnership" are two discreet issues that can overlap, i.e. your stakeholders are the investors who fund the Visioning process. We have seen this happen successfully in Willmar, MN; Greater Lafayette, IN; Nashville, TN; and Charlotte, NC. We are happy to discuss the ins and outs with you, and believe a frank discussion is required before making a prescriptive recommendation. We can work within whatever model works best for Cottage Grove. From our experience: "Key Stakeholders" include groups that have a unique (and usually positive) partnership with the City. They frequently include the School District, the largest employer(s), the Chamber of Commerce, active community groups, the United Way or Community Foundation, and others. Sometimes "Key Stakeholders" are willing to invest in the Visioning process because: (a) they want to use the results, e.g. statistics, demographics, trend analysis, etc. in their own strategic planning, and/or (b) they want to influence, lead, or support one of the goals that emerges from the process, and/or (c) they want to be seen as good community partners. Whether your key stakeholders and your financial partners are the same group or not, we will work with you to ensure they all feel engaged in the Visioning process. 5 3. Methods of Engagement In our experience, public meetings (image below from Eagan, MN) are important but insufficient. We generally use a blend of online and real time tools to engage the public and solicit input. As we mention in Question 1, we have to meet the people where they are. � � . „ , . � . � . 'Y. � �' '`�b � � � � .1 ♦ �. r' i � �� :._� • '� � •a ' ' � �`'�t^ � � . �. .. `; /��.�� .�t.� / � . / •' . •` .i � ~, � ��' . � � � I _ � ' � - . — .. � These are the most common tools we use: Online surveys. This is a great way to have citizens rank and prioritize, which is extremely valuable in a Visioning process. "One Wish" chalkboards (see photo on page 4). These may be loaned and shipped from Willmar, or new chalkboards can be built on-site in Cottage Grove. The great benefit of these chalkboards is that they are mobile and can be taken around to different locations in Cottage Grove, e.g. the Strawberry Festival in June, the Highland Park splash pad during the summer, Park High School and the middle and/ or elementary schools in the fall, North Bank Bulls games, etc. Facebook and social media campaigns, e.g. in Eagan, we did "Forward Fridays" - every Friday we asked the community one question about Eagan's future on its Facebook Page. With over 5,800 followers on Cottage Grove's Facebook page and 1,200 followers on Twitter, social media seems like a terrific option for Cottage Grove. Alternatively, we can create custom Facebook pages, hashtags, and other tools. Neighborhood or special interest meetings, e.g. high schoolers won't participate as fully at a public meeting if their parents or other adults are there, so you often have to go to them. Public input sessions 6 We strongly recommend a communications plan that runs parallel to the Visioning project, to spur engagement and keep the community updated. This could include: Editorial meetings and updates with key members of the media (TV, radio, newspaper) Scheduled appearances/updates through the CottageGroveMN YouTube channel and the City's Communications page A dedicated website, e.g. Willmar Lakes Area Vision 2040 (image below): http:// willmarlakesarea2040.com/?page_id=88 Willmar Lakes Area 2040 Home Abou[Vision 2040 Coal Updates Mee[ing Calendar \�.-^,c.;1r;`.�ic�.-� Forms» Community Portal Project Updates IOIN US FOR We LEAD '"'",°° Em werm .)wY ' Vo i �' � leadMMp. VISION I0�0 - = . � :rl i-��- F.G�rtrceAM �n� � �. _ . �.; �V ' DevelW�ml " . ... VISIONI0�0 = �� " W�Ilmar La�Cs Ar VISION 2040 � Vi�ion 20111 Pro��.iteport li".i . ,.i ��,i:,._i,�� ii,.��.•:��:i'� li".i� .. �r�.�,-ri I i� .. .. i �ii�.�.�: i �ii.��i..-��ri�:�:1 WeLEAD Event Registration : � ' ",°,;=,„i � � Vision 2040 Progress Report You're Invited to a Celebration& 11'el.k.�1i�h:,,rcle�a;cd[heu�upcoming:Ul�� COIIVOiSflYIOR OI1 FC�1UI'dl'y Z9Lll Ilrnsnioad[he PUF'vers�on a�the 1+ision''0�10 schedule.Visit the WeLEAD website here for ��rc,gress Report here or read the report more details and to register.Click here Jom us to celebrate flte progress that your below!1'his report shows Ihe progress... neighbors,friends,and family are making[o make our communities a place... 7 4. Leadership Model This is another area where we believe a conversation with the City Council and City staff is necessary. We strongly believe that a group of community leaders is critical to providing oversight to the Visioning process and acting as "first responders." Here are other important considerations: Will investors expect to (or want to) serve or appoint a designee to serve on a Visioning Steering Committee? Does the City want to offer seats on the Steering Committee to the public? Eagan, MN had an application process, and the City Council made the final decisions/ appointments. Does Cottage Grove want to ensure diversity on the Steering Committee, and intentionally invite leaders from traditionally underrepresented groups to serve on the Steering Committee? Who will be the "point person" in Cottage Grove, who will serve as the liaison to the consulting team, work directly with the Steering Committee, and help coordinate the work on the ground. (Dianne Miller, the Assistant City Manager in Eagan, MN did a tremendous job throughout the Eagan Forward process.) 8 5. How Will We Gain New Insights? We recommend a two-pronged approach to get the most value from this Visioning process: 1. An ambitious, broad-based community input process During this phase, which will run for several months and include the methods in Questions 1 and 3, the goal is to solicit as much meaningful community input as possible. This is a "bottom up" process. It taps into the opinions and preferences of your community members and gives them a say in the future of Cottage Grove. In our opinion it must include a prioritization process and not just be one giant "wish list" from the community. 2. A rigorous foresight process This exercise is carried out by professional futurists (see Meet the Team). You can also exercise the option to have some of the work done in a workshop format, e.g. with the Steering Committee, City Council, department leaders, etc. r; � l%� ' r l, 'r' •'�+}''�'��' - � � � i. : � ... � � �.__ � �`�.�� ✓'' •h''� �',✓ ; ' . � ys �,� . . ,. �� -� � . � - �d � ... ,, � .- � � ..� � :.:� - � - - � �� , .�� __,: _ _ � _� � . _ � � � , _ � .�� r � � � � �:�. �.._.. _ _�• � �o�. -� J _. . +��c�,� ,k� ,m�� __ CE „� . � m� `a'��""� ``� R .,. � ��"-'� ` + The foresight process (photo above) examines the trends that will impact Cottage Grove in the next 20 years, e.g. demographics, education, economy, natural resources, traffic/transportation, urbanization, technology, etc. and prioritizes how Cottage Grove can be future ready. You can see a national example of our foresight work in The Next Big Things: The Future of Local Government. At the conclusion of these two activities, Cottage Grove will have a vision that reflects the community's input and will stand up to the greatest trends likely to impact the community. 9 6 & 7 The Final Product & Analysis of the Visioning Inputs At the end of the project, Cottage Grove will receive a customized plan that blends the results of the two projects outlined above. Past examples include Eagan Forward (cover image below) and Southwest Louisiana. � � �• �• ��,,. �.� ! _�\�/\` w i \ � �� v i � �' } �� ; .' 'Y ,r� � �� ;"��y�` '�''� ��, ' l�l r ! � � �� p ��, 1 �� ld�� R��, ,�., ,.� ,� ^,,� ��7�� ,.:�,a - '� ��, � � .,� � rw r �,�� o a �+ � .�:e�,�� ^ �,� ��° ! �i4a� � . � �;� .��;;�'"i1� , � , h� �* '... �� _ ,\ � �r��` `i �►� � , �- , , ��'�.'�_ 'Mw^'.t „ f' ' A �"`xr�'' _ � = �� A Vision for Eagan's Next 20 Years Depending on the communication and implementation goals, we can also provide powerpoint slides, videoscribe, or will partner with local designers on a custom explainer. 10 8. How to Keep the Community Engaged We see several "communities" to keep engaged: The community at-large, e.g. folks who participated in the process; The investors (if any) and key stakeholders as described in the response to Question 2 The City Council The City staff, especially department heads and emerging young professionals Community members who want to help execute the plan For some audiences, regular updates will be sufficient and can be embedded into the City's normal communications channels, e.g. State of the City address, Strategic Plan updates, and community meetings. In addition: The Vision should be embedded into City staff's work plans. This may require a workshop or several meetings with the consulting team. Community members can be organized and activated for action. We strongly recommend the Strategic Doing process, which requires three hours of time, and has many features highly suited to ongoing community input: open networks (anyone can drop out or in at any time); asset-based approach (what can we do NOW based on what we already have). See the Strategic Doing Addendum at the end of this proposal. � � , � � � - a � . - - • - � � - . . . . . � . . . � • - - � � - . � - � � - � - . � � � � - • � : � � � . � • • - -� - � - - � � - - - - - � 1 • - : � - - . � - • • - � • • - - - � � - - - � . � - • � - � . - y � � - - � . - . . - . - . - - . • - • - 11 PLAN OVERVIEW, OPTIONS, AND INVESTMENT SCHEDULE The following table outlines the basic and optional components of the plan we propose. Optional items are italicized and have additional investments. � - � • . . 1. Gather Community Input 1.1 Four public input sessions/meetings X 1.2 Online community survey X 1.3 Social media campaign X 1.4 Special interest meetings (two) [1] X 1.5 One Wish chalkboards [2] � �2,200 1 �. (�nvvivviiinirnlinnc nlnn �� 'I 7 ll,,.J�,.l,+,,.J , „L...�+„ �� 2. Strategic Foresight 2.1 Futurists assess trends impacting Cottage Grove � X � � �,,,-„��nti+ , ,,,-i,�ti,,., ti„�+�a '+ti � � 'i c+„ zz�o,-csr� ��rn�""rr � 'c�'i;c;-�.�-«.efif�� C—e,;,,;,;�To„ n,,.,.,,-+..,,,.,+ a;,-,,,.+,,,-� .,.,a/,,,- , ., +„ i�n .., ..,�,,,,-� „f �b-89� �� 3. Vision Plan Preparation 3.1 Writing, editing and design of plan X 'Z '� DI-,., � .��I,,.,�.-r�L,,, ., .,+4,,,r �. „L,_L,-,�„�I ., T� �.,�.,�-,r� �� r,+.,r-,.-+��.., F.,r.,�,-,+ 4. Post-Plan Community Engagement 4.1 Strategic Doing workshop X 4.2 Community Roll-out Event to present the Vision and Plan X 5. Project Management/Administration 5.1 Three meetings with Steering Committee at project milestones (one in-person meeting and two via Skye or X teleconference) 5.2 Unlimited phone and email support to Vision liaison, e.g. X City staff inember or Steering Committee chair BASE INVESTMENT - PROFESSIONAL FEES $55,000 TOTAL ALL OPTIONS INCLUDED - PROFESSIONAL FEES $57,200 ESTIMATED TRAVEL $6,000 12 Notes: [1] Additional special interest meetings may be required to reach populations that don't normally attend public meetings, e.g. youth, non-English speakers, etc. If more than two are required, each additional day of ineetings can accommodate up to three meetings and requires an investment of �4,000 per day. [2] One wish chalkboards can be shipped to and from Cottage Grove from Willmar at a cost of �1,100 each way. They can also be built on-site; material and labor costs are estimated at �2,000. 13 MEET THE TEAM The following people will play a role in Cottage Grove's Visioning process: Rebecca Ryan - Futurist '��"� ��;'� Rebecca will serve as your resident futurist and will facilitate most � a community meetings. Rebecca's strengths are engaging and � � mobilizing stakeholders towards the project's vision. Rebecca is � � � the author of The Next Big Things: The Next 20 Vears in Local Government(2015); ReGENERATION:A Manifesto for America's 1 � Future Leaders (2013); and Live First, Work Second: Getting Inside the Head of the Next Generation (2007). Described as a "human spark plug," she is the founder and owner of NEXT Generation Consulting, the Resident Futurist at the Alliance for Innovation, the Resident Futurist at AGRiP, and a Senior Advisor at the Governing Institute. Rebecca has degrees in Economics and International Relations from Drake University and a certificate in Strategic Foresight from the University of Houston. Linkedln. Website. � �, � Lisa Loniello - Project Management "�,�;i� �'; Lisa will help serve as the day-to-day point of contact for our ' � consulting team. She will coordinate calendars, meetings and � logistics. Lisa joined the NEXT Generation Consulting Consulting � , . r - team in September 2014 after twelve years at the Greater Madison Chamber of Commerce where she wowed 2,300 members in her ` role as Executive Assistant to the CEO. Lisa has a Bachelors degrees in Spanish from the University of Wisconsin-Oshkosh. Stephanie Ricketts - Social Media Stephanie is our social media strategist and community coordinator. She will assist with some of the behind the scenes � trend analysis and data gathering, and also provide regular (and -., � f - sometimes hilarious) updates about the Cottage Grove Visioning t�� / and Foresight project via Facebook, Linkedln, Twitter, and Instagram. Stephanie has a graduate certificate in Sustainability from Edgewood College, a project management certificate from the University of Wisconsin and a Bachelor of Arts from the University of Wisconsin. 14 - - Dr. Charlie Grantham - Futurist & Advisor �� Dr. Charlie Grantham will assist with the trend analysis and � provide advice on the project's direction. Dr. Grantham is the "� '� Founder of the Community Design Institute (CDI) and is the �, author of seven books including Corporate Agility, The Future of ��f� �� ,� Work, and several dozen technical papers. Dr. Grantham � �� < received his Ph.D. in Sociology from the University of Maryland � � �%�r,. in 1980. He is a Viet Nam combat Veteran who served 8 years in the U.S. Army as a Chief Warrant Officer in the Intelligence Corps. Prior to launching CDI, Dr. Grantham was a Co-Founder of the Work Design Collaborative where he worked with companies and individuals to re-think and re-design what work can - and should - look like for 21st century knowledge workers. 15 REFERENCES The following clients have agreed to provide a reference for our work: Dianne Miller City of Eagan (651) 675-5014 dmi ller@cityofeagan.com Bryan Derreberry, President and CEO Charleston Metro Chamber of Commerce (843) 577-2510 bderreberyy@charlestonchamber.org Karen Thoreson, Executive Director Alliance for Innovation (602) 496-1100 kthoreson@transformgov.org 16 JOINT ACCOUNTABILITIES NEXT Generation Consulting will: adhere to agreed upon deadlines; provide progress reports at agreed upon milestones; be available to members of the Steering Committee for issues as they arise; provide all meeting materials required by on-site and other meetings; provide professional facilitation during all meetings; collaborate with local media and social media experts to generate and retain interest in this project; and keep track of all decisions made and next actions as a record for both the Steering Committee and ourselves. The City of Cottage Grove will: appoint one person to serve as the day to day contact and liaison between the consulting team, steering committee, and other stakeholders. The City will also appoint a Steering Committee to provide general oversight to the project. Together, the City, designee, and/our the Steering Committee will: provide all information material to this project; provide administrative support and references as needed to schedule meetings with key stakeholders; provide meeting space and meals to meeting participants when needed; and pay in conformance with the terms below. We will both: alert each other immediately of anything we learn that may materially affect the success of this project. We will respect each other's confidentiality and proprietary materials and approaches. We will achieve reasonable accommodation for conflicts, unforeseen events, and other priorities. We will act in a spirit of partnership. 17 TERMS AND CONDITIONS Payment Terms The total professional fees for this project are �57,200. Cottage Grove has two payment options: Option A: Prepay for Discount Cottage Grove will receive a five percent courtesy discount on professional fees if it prepays at the start of the contract. If this option is chosen, it brings your professional fees to �54,340, a savings of �2,860. Option B: 50-25-25 Cottage Grove makes a fifty percent deposit of �28,600 at the start of the project. Another 25% (�14,300) will be due within 90 days. And the final balance (�14,300) is due at the final roll-out event, or within ten days of the community receiving the final plan document. Your deposit, in the absence of your signature below, also will indicate acceptance of this project and the terms and conditions stated herein. Expenses will be billed monthly as accrued and are due on presentation of our invoice. Expenses will not exceed �6,000. Expenses include air, train, rental car, taxi, lodging, food, and related expenses; they will not include fax, copying, phone courier, office support, and related expenses. The terms outlined in this project are valid through July 1, 2017. The quality of our work is guaranteed. If our work in not consistent with the quality expressed in the accountabilities section, we will refund your full fee less any expenses already incurred during the project. Acceptance Your signature below indicates acceptance of the options checked and your agreement with all terms and provisions specified in the proposal. We choose the following payment option: ____ Option A: Prepay for Discount 18 ____ Option B: 50-25-25 We affirm the work scope, terms and conditions herein, For the City of Cottage Grove, MN For NEXT Generation Consulting, Inc. ----------------------------- ----------------------------- Charlene Stevens Rebecca Ryan City Manager Founder Date: ________________________ Date: May 24, 2016 19