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Proposal for
Facilitation of Strategic Planning Workshops
and Development of a Strategic Plan 2020-30
City of Rosemead
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In response to RFP #2020-02 •i
February 6, 2020
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Management Partners
Management 2107 North First Street, Suite 470
San Jose, California 95131
Partners (408) 437-5400
www.managementpartners.com
jnewfarmer@managementpartners.com
Management
Partners
February 6, 2020
Ms. Ericka Hernandez
City Clerk
City of Rosemead
8858 E.Valley Blvd
Rosemead, CA 91770
Dear Ms. Hernandez:
Management Partners is pleased to respond to Rosemead's request for proposals(RFP)to create a 10-
year strategic plan that will guide the City through 2030. Management Partners is well-qualified and
eager to assist with this effort.
Our team members have a wealth of experience facilitating and preparing strategic plans for
jurisdictions of all sizes.We regularly work with councils and executive teams, as well as other
stakeholders to develop useful and practical strategic plans.We have carefully reviewed the City's
desired outcomes and scope of work and know that our team can accomplish your objectives and that
our work plan encompasses all elements in your RFP.All team members are based in Southern
California,which will allow them to be on site as needed. It also provides an understanding of the
regional context in which the City's goals are being developed.
We are local government experts who have worked with leaders for 25 years to help them improve the
way their governments function. We are focused on results and have a bias for action. Our team is
excited about the potential of this project and we look forward to discussing our approach and
qualifications with you in more detail.
Our team is excited about the potential of this project and we look forward to discussing our approach
and qualifications with you in more detail.We agree that this proposal is guaranteed for 60 after
February 6, 2020. Please let me know if there is any other information we can provide.
Sincerely,
Jerry Newfarmer
President and CEO
1730 MADISON ROAD • CINCINNATI,OH 45206 • 513 8615400 • FAX 513 8613480 MANAGEMENTPARTNERS.COM
2107 NORTH FIRST STREET,SUITE 470 • SAN JOSE,CALIFORNIA 95131 • 408 437 5400 • FAx 408 453 6191
3152 RED HILL AVENUE,SUITE 210 • COSTA MESA,CALIFORNIA 92626 • 949 2221082 • FAx 408 453 6191
City of Rosemead
TABLE OF CONTENTS
PROPOSAL SUMMARY 1
PROFILE OF MANAGEMENT PARTNERS 4
QUALIFICATIONS 5
Our Experience Conducting Strategic Planning 5
References 6
WORK PLAN/PROPOSED APPROACH 9
Proposed Work Plan 10
STAFFING 17
PROPOSED INNOVATIONS 20
PROPOSAL COST SHEET, RATES and schedule 21
CONCLUSION 21
City of Rosemead
PROPOSAL SUMMARY
Strategic planning is fundamental to successful work planning. It enables the goals of the organization to
be aligned with the annual budget processes and helps use resources intelligently. Periodic review and
updating of a strategic plan ensure that current realities(internal and external) are taken into
consideration and appropriately factored into the operations of the organization.
Management Partners has helped local governments across California and throughout the U.S.to create
strategic plans that establish a vision for the future and a clear mission; articulate the organization's
values; conduct a scan of the environment to identify opportunities and potential impediments that
could affect the organization; establish goals; identify priority strategies and critical success factors; and
create an implementation action plan to ensure timely results.
The major steps in our proposed strategic planning process are:
1. Start Project. We will convene a meeting with the City Manager, Council members, and City
staff to discuss objectives,the overall process, and the schedule.
2. Gather and Analyze Information. We will administer questionnaires to Council members and
department heads; administer surveys to staff and the community;facilitate a community
meeting; review documents; and advise staff on preparation of an environmental scan.The
information gathered in this step will assist us in preparing for the subsequent strategic planning
workshops.
3. Design and Facilitate First Strategic Planning Workshop.This first half-day workshop will center
on discussions with Council and the management team about the results of the data gathering;
a review and possible refinements to the current vision, mission and values; and a preliminary
discussion of long-range goals.
4. Design and Facilitate Second Strategic Planning Workshop. During the second workshop we
will guide participants to finalize the vision, mission and values; identify several broad 10-year
goals, with corresponding strategies and action items; decide on reporting and accountability
mechanisms; and discuss a plan for communicating the strategic plan to the community.
5. Prepare Strategic Plan.We will produce a draft strategic plan that outlines the process and
results of the entire effort.We will review it with project leaders, make modifications based on
their input, and prepare a final document for review and approval.We will also present the
strategic plan to City Council.
6. Facilitate Third Workshop and Prepare the Implementation Action Plan.We will create a
template for an Implementation Action Plan with key tasks,timeline, resources, assigned staff
and milestones.We will then facilitate a workshop to determine implementation details for the
strategies and action items in the new strategic plan.
Should the City desire additional stakeholder engagement, we have ideas about how to gather input and
we would be pleased to discuss with them with City officials.We would also create a scope of work in
consultation with the City, if desired.
Management
Partners
Page 1
Facilitation of Strategic Pla g Workshops and Development of a Strategi.., ,an 2020-30
Our Team
Our proposed team for this engagement brings extensive experience, both as consultants helping local-
government professionals improve their operations and plan for their communities' futures, and as
local-government professionals themselves who understand the unique challenges and opportunities of
public-sector work.The following table summarizes our team's expertise and roles.
Project Team Expertise
Jan Perkins,Vice President, Expertise in strategic planning; has completed hundreds of local
Project Director government consulting assignments; deep knowledge of industry best
practices; based in Orange County _
Jay Trevino, Partner, Broad local government experience and knowledge; project management
Project Manager for numerous strategic plans; based in Orange County
Gloria Hurtado,Special Extensive experience working with diverse groups of stakeholders and
Advisor helping local government organizations improve and plan for the
future
Jarrod Burguan,Special Former police chief of San Bernardino; recently joined Management
Advisor Partners after a 29-year career in law enforcement
Lisa Phan,Management Analytical skills;will administer and compile surveys and other analysis as
Analyst part of project
Strategic Planning Clients
Some of our current strategic planning clients include:
• Brea Police Department, California • Monte Vista Water District,California
• Reno, Nevada • Pleasanton, California
• Victorville, California • Roswell, Georgia
• Heber Public Utility District, California • McFarland, Wisconsin
• Monterey County Water Resources • Tinley Park, Illinois
Agency, California ■ Wheaton, Illinois
• Monterey County Cannabis Program • Wilton Manors, Florida
(County Administrative Office)
Recent California strategic planning clients include:
• Union City • Laguna Beach Fire Department
• Beverly Hills Community Services • Modesto
Department • Monterey County(multiple departments)
• Coastside County Water District • Pleasanton
• Cypress Police Department • South San Luis Obispo Sanitation District
• Davenport Institute • Tracy
• East Contra Costa Fire Protection District • Tustin
• El Segundo • Ventura County General Services Agency
• Hillsborough
Other strategic planning clients are listed on a subsequent page under Qualifications.
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City of Rosemead
Contact Information
Jerry Newfarmer
President and CEO
Management Partners
jnewfarmer@managementpartners.com
(513) 313-0503
Jan Perkins
Vice President/Project Director
Management Partners
iperkins@managementpartners.com
(949) 202-8870
Management
Partners
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Facilitation of Strategic Plaiiimg Workshops and Development of a Strategic,, ,a.i 2020-30
PROFILE OF MANAGEMENT PARTNERS
Management Partners helps local governments across the U.S. to work more
effectively and run more efficiently.
Founded: 1994
Offices: Costa Mesa and San Jose, California; Cincinnati, Ohio
Associates: 100+, including 23 former city/county managers
Clients to date:900+ local governments in 42 states
Projects completed: More than 1,700
Services offered:
• Strategic and Business Planning • Service Sharing and Service Consolidation
• Organization Assessments • Management Services
• Organization Development • Executive Recruitment
• Performance Management • Financial Planning, Budgeting and
• Process Improvement Analysis
Our many repeat clients tell us they choose us because of the principles on which our work is
built:
Knowledge.We have served in local governments,so we understand the environment in which you work.
Collaboration.We strive to ensure our work supports your overall corporate strategy and goals.
Proven Methodologies.We use field-tested techniques for each aspect of the work.
Customization.We tailor each project to the client's unique needs.
Quality Work.Our processes ensure first-rate staff work and adhere to the highest ethical
standards.
Action.Our strategic plans are designed for implementation.
Financial/Litigation Statement
Since its founding in 1994, Management Partners has maintained an impeccable financial record. We
maintain our own working capital reserve well in excess of most client contracts and have a line of credit
with US Bank should additional working capital be required. We have never missed a payroll or been
unable to meet any financial obligation on time.We have never been the subject of a lawsuit or a
judgment and are not a party to a currently pending legal action.We have never been dismissed from a
client contract for non-performance or failure to meet our commitments.
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City of Rosemead
QUALIFICATIONS
We help cities across the U.S. assess their processes and organization. Our
projects are delivered on time and on budget with quality results.
Management Partners specializes in providing quality strategic planning and facilitation to local
government clients. In addition to the references below, our website, managementpartners.com, has
information about our past clients, which includes hundreds of jurisdictions in 42 states.You are
welcome to contact any of them about our performance. We believe our track record completing similar
projects on time and on budget, with quality deliverables specifically designed to be implemented,
makes Management Partners well qualified to successfully complete this work for the City of Rosemead.
Our Experience Conducting Strategic Planning
We are proud to have assisted a wide range of organizations with strategic planning and are
experienced working with small and large jurisdictions, as illustrated by the list of recent clients below.
• Alameda, California • Lomita, California
• Berkeley, California • Madison, Connecticut
• Beverley Hills, California • Martinez,California
• Bladensburg, Maryland ■ McFarland,Wisconsin
• Boone County, Kentucky • Modesto, California
• Boulder City, Nevada • Monterey County, California
• Butler County, Ohio • Montgomery, Ohio
• Cass County, Michigan ■ Newport, Rhode Island
• Coastside County Water District, • Oakland, California
California • Parkland, Florida
• Cypress, California • Pleasanton,California
• Davenport Institute, California • Port Chester, New York
• Davie, Florida • Rochester, Minnesota
• Deerfield Beach, Florida • San Rafael,California
• East Contra Costa Fire Protection, • Santa Barbara County, California
California • South San Luis Obispo Sanitation District,
• El Segundo, California California
• Florence, Kentucky • Tinley Park, Illinois
• Green Township, Ohio • Tracy, California
• Heber Public Utility District, California • Tustin, California
• Hillsborough,California • Ventura County General Services Agency,
• Ingham County, Michigan California
• Laguna Beach, California • West Palm Beach, Florida
• Lake Worth, Florida
In addition to strategic planning,the firm has extensive experience helping improve both the efficiency
and effectiveness of all local government services. We have assisted jurisdictions with organizational
staffing and improvement projects in virtually every type of local government service, including reviews
of entire governments as well as selected studies of individual departments and functional activities.
Management
Partners
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Facilitation of Strategic Plai......g Workshops and Development of a Strategic.. .,..i 2020-30
References
We are happy to provide contact information for any former client and have selected several to
highlight.
City of Union City, California Strategic Planning Facilitation
Project: Management Partners was engaged to facilitate the development of Union City's first strategic
plan.This followed a citywide organization assessment conducted by Management Partners in which
opportunities for improvement and key needs were identified.The strategic planning process involved
input from the City Council, boards and commissions,feedback from a community survey conducted by
City staff, and engagement with City departments. We facilitated three workshops, of which two
involved the City Council.The third workshop was to develop the implementation action plan.The result
was a five-year strategic plan with a vision and mission statement, set of values, several multi-year
goals, and strategies to achieve each of the goals.The project was completed on time and within
budget.
Links: https://www.unioncitv.org/DocumentCenter/View/3030/2-Union-City-Strategic-Plan?bidld=
https://www.youtube.com/watch?v=IcNOZzg6 90&feature=voutu.be
Contact: Ms.Joan Malloy, City Manager
(510) 675-5327
joanm@unioncitv.org
Ms. Lauren Sugayan, Communications and Marketing Manager
(510)-675-5400
laurens@unioncitv.org
City of Pleasanton, California Multiple Strategic Plans
Projects: Management Partners has been engaged to facilitate several strategic plans for the City of
Pleasanton.The first two were for the Alviso Adobe Community Park and the Operations Services
Department.Strategic plans have also been completed for the Community Development Department,
the Pleasanton Library, and most recently the Recreation Department.
To develop the Alviso Adobe Community Park strategic plan, a significant amount of stakeholder input
was involved, including a task force appointed by the City Council.We facilitated several meetings with
the task force,whose role was to achieve consensus on the strategic plan to be presented to the City
Council.Through this process, a new vision and mission were created, along with several goals with both
long-and short-term strategies.The engagement process also involved identifying issues related to
nearby residents and the adjacent regional park. Focus groups,an online survey, and committee
meetings served as important sources of input. Management Partners prepared the strategic plan for
review by the committee, staff, and the City Council.
For the Operations Services Department, Community Development Department, Pleasanton Library,and
Recreation Departments, Management Partners worked closely with the directors and their teams to
develop their first strategic plans for their departments. Each process involved deploying a confidential
online employee survey, analyzing a gap analysis questionnaire completed by department managers,
and facilitating three workshops. Management Partners prepared the strategic plan for review by staff
statement, set of key values with behaviors defined for each value, long-range goals, and strategies to
achieve each goal. Management Partner also provided an implementation action plan that identifies
Page 6
City of Rosemead
success measures, key tasks, resources needed,timelines and lead assignments.All projects in
Pleasanton were completed on time and within budget.
Contact: Mr. Nelson Fialho, City Manager
200 Old Bernal Avenue, Pleasanton, CA 9456
(925) 931-5002
nfialho@ci.pleasanton.ca.us
City of El Segundo, California *Strategic Plan and Updates
Project: Management Partners was engaged to develop a strategic plan for the City of El Segundo as
well as several annual updates.The City had developed its first strategic plan a year prior and engaged
us to update and refine it, and to develop a new format and document. Management Partners
facilitated Council workshops to set priorities each year for several years. We created a new format and
document that was easy to read and use by the Council, staff and community. Management Partners
created both an "in brief"version and a full version of the strategic plan. It clearly identified the
Council's priorities in the document.All projects were completed on time and within budget.
Link: https://docs.elsegundo.org/weblink8/0/doc/1109982/Electronic.aspx
Contact: Mr.Joseph Lillio, Finance Director
350 Main Street, El Segundo, CA 90245
(310) 524-2301
jlillio@elsegundo.org
City of El Cerrito, California *Strategic Plan and Multiple Updates
Project: Management Partners has assisted the City of El Cerrito with the development of(2013) and
updating(2015 and 2019)the City's strategic plan. In 2013, the City of El Cerrito retained Management
Partners to facilitate the development of a City mission statement, which was adopted in June of that
year.The City then selected Management Partners to assist with a broad-based strategic planning
process that included extensive community outreach. We worked closely with the staff to solicit
community input to inform the strategic plan, including advising on approaches.The strategic planning
process began with an analysis of strengths, limitations, opportunities and threats(SLOT) identified
through interviews,focus groups, and a community survey. We incorporated the results of a recent
community climate survey and the results of targeted outreach compiled by the City's Outreach
Specialist and created special "word clouds" depicting current perceptions about the City as well as
words to describe a desired future ten years in the future. We then guided staff's preparation of an
environmental scan of current and future factors influencing the City.The combination of broad-based
qualitative input and quantitative trend data formed the foundation for two interactive workshops with
Council and staff during which a vision,values and goals and strategies were developed and confirmed.
A graphic recorder captured the final Council workshop results in a visual storyboard format.
Management Partner is now beginning work to facilitate a full update to the strategic plan, including
extensive outreach and Council engagement.The new plan is expected to be complete by spring 2020.
All projects was completed on time and within budget.
Link: https://www.el-cerrito.org/747/Strategic-Plan
Contact: Ms. Karen Pinkos, City Manager
10890 San Pablo Avenue, El Cerrito, CA 94530
(510) 215-4302
KPinkos@ci.el-cerrito.ca.us
Management
Partners
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Facilitation of Strategic Pla.......g Workshops and Development of a Strategic, —.12020-30
City of Tustin, California Strategic Planning
Management Partners has facilitated development of two five-year strategic plans for the City of Tustin.
The first was in 2012 and the most recent was in 2018.The processes involved developing a vision
statement, mission for the organization, set of values,five multi-year goals, strategies to achieve the
goals, and preparation of an implementation action plan. Stakeholder input was gathered from various
sources including members of the Council,employees, management staff and the City's appointed
commissions.The combination of broad-based qualitative input and quantitative trend data formed the
basis for two highly interactive workshops with staff and City Council members. Management Partners
prepared the strategic plan documents based on the input and workshops. Both projects were
completed on time and within budget.
Contact: Mr. Matt West, City Manager
300 Centennial Way,Tustin, CA 92780
(714) 573-3012
mwest@tustinca.org
County of Monterey, California c Multiple Strategic Planning Projects
Management Partners has carried out numerous strategic planning projects for the County of Monterey,
as briefly described below. Each project was completed on time and within budget.
• Cannabis Program Strategic Plan. Management Partners facilitated development of the first
strategic plan for the County's new cannabis program and we are currently facilitating an update
of the plan.The initial process involved working with ten County departments, including elected
officials.The current process involves multiple meetings, a workshop and various stakeholders.
• Monterey County Human Resources Department Strategic Plan. Management Partners recently
completed a strategic plan for the Human Resources Department(HRD).The process involved
conducting an online survey of departments and interviews with department heads,
administering a gap analysis to HRD managers, and facilitating several retreats.The result was a
comprehensive strategic plan setting a new vision, mission,values,goals, strategies,
performance measures and a description of department responsibilities.
• Multi-yearstrategicplan for the Parks Department. Management Partners conducted research,
designed and administered two confidential online surveys, conducted focus groups,
interviewed a wide variety of stakeholders and prepared an environmental scan. We facilitated
strategic planning workshops and worked with County staff and an ad hoc committee of the
Board of Supervisors.The result was a comprehensive strategic plan including a vision, mission,
values, goals, strategies and action plan.
• Annual Board of Supervisors/executive retreats. Management Partners has designed and
facilitated several annual one-day retreats.The early retreats were used to develop the County's
strategic initiatives and subsequent retreats have been to discuss progress on the initiatives,
along with other policy and organizational effectiveness interests.
Contact: Mr. Nick Chiulos,Assistant County Administrative Officer
168 West Alisal Street, 3rd Floor, Salinas,CA 93901
(831) 755-5145
Page 8
City of Rosemead
WORK PLAN/PROPOSED APPROACH
We make a commitment to quality and timely performance with each client we
serve.
Rosemead is a city of 54,412 people in western San Gabriel Valley in Los Angeles County. Rosemead
contracts for its public safety services through the Los Angeles County Sheriff's Department and the Los
Angeles County Fire Department.The City employs 58 full-time and 141 part-time or seasonal
employees.The City is essentially built out, with little population growth. More than 60%of residents
are Asian, about a third are Latino, and 20%are white. Rosemead is part of a cluster of cities in the
western San Gabriel Valley with a growing Asian population.The City's average household size (3.74)
and average family size (3.99)are well above the national averages of 2.6 and 3.14, respectively.
Over a decade ago, Rosemead leaders asked community members through a survey what they liked
about the City and where opportunities for improvement existed. Officials used the survey results to
create a statement of Community Values. Later in 2009 public meetings were held that led to the
Rosemead Strategic Plan,which established the vision for the community through 2020.
Rosemead officials have updated the strategic plan every two years over the past decade through public
workshops and meetings.The process has also included an examination of internal and external factors
affecting the City,a SWOT(strengths, weaknesses, opportunities and threats)analysis, and the
development of goals, strategies and action items.
The plan aims to enhance Rosemead's identity as a new kind of small town in the heart of an urban
environment by honoring tradition, uniting in diversity, and evolving for the future. Organizational
goals include improve public areas including infrastructure and community facilities; enhance public
safety and the overall community quality of life; and ensure the City's financial stability to be able to
meet these goals and provide basic services to the community. Each goal has corresponding strategies
and action items.
With the City's current plan expiring this year, Rosemead officials want to create a new Strategic Plan to
guide its efforts through 2030.They wish for a process that will:
• Identify the City's major strategic issue areas, including a defined goal for each area as
well as outline of associated priorities for achieving those goals.
• Provide methods for implementing and measuring recommended goals and objectives.
• Evaluate and categorize current City Council priorities into each identified strategy and
assist in the development of new priorities as needed.
• Transform the conceptual goals of the visioning process into realistic,achievable targets.
• Develop a clear and concise mission and vision for the organization that reflects the
community's current and future needs and identifies the challenges the organization can
expect to face and should prepare for in the future.
Management Partners has extensive experience with similar work and is prepared to assist the City of
Rosemead with all elements of the scope of work as identified in the RFP. Our approach emphasizes
engagement and partnership with Rosemead leaders,staff and the community,taking into account the
distinctive circumstances of the organization and community.This approach will ensure a meaningful
vision, mission,values,goals, and strategic priorities are articulated to inform budget development as
well as the use of resources in the coming years.
Management
Partners
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Facilitation of Strategic Plah,.....g Workshops and Development of a Strategic, —.12020-30
The following key components of strategic planning are provided as an overview of the elements we
recommend for inclusion in the process.Our strategic planning framework and supporting definitions
and descriptions correspond to the planning goals stated in the RFP.
A vision is a clear and concise statement of where the organization wants to be in the future. Setting a
vision is a fundamental element of the strategic planning process.All goals,objectives and strategies are
directed toward achieving an established vision for the future.The City's current vision is:
In the year 2020, Rosemead will be recognized as a welcoming and thriving small town
community in the heart of an urban environment. Rosemead residents from different
cultural backgrounds will unite in diversity and will get to know their neighbors through
family-oriented amenities and programs. The City's boundaries will be distinguished by
its attractive appearance and commitment to sustainability.
A mission statement states the purpose of the organization and guides the prioritization of
opportunities. It defines what the organization stands for and what it will do.The mission also directs
the day-to-day actions of an organization and its employees.
The values are the core operating principles of an organization.Values govern the actions and behaviors
of policy makers and employees to effectuate the mission and vision of the organization. Rosemead's
current values are grounded, welcoming and thriving.
Goals are closely aligned with the vision and state the desired outcomes to
be achieved. Goals provide the "why" of the specific actions the Vision
organization will take.Typically, a strategic plan has four to six goals, Mission
which may be achieved over several years.
Values
Strategies are the means to achieve multi-year goals.They are Goals
measurable, with specific resources assigned,timeframes allocated, Strategies
and responsibilities determined. Generally, several strategies are
established for each goal. Action Items
Implementation
Action items express the final results that are desired. Action Plan
Indicators(often called metrics) should answer the question:
How will we know if we are successful at achieving what we
set out to do?
Proposed Work Plan
We would be pleased to refine the following framework to address your specific interests.
Based on our experience and our understanding of the needs of the City of Rosemead as outlined in the
RFP, we have prepared the following detailed plan of work that will result in a strategic plan document
and draft Implementation Action Plan.
The result of the strategic planning effort is that City leaders will align current efforts with a newly
focused strategic vision and goals,as well as a plan for prioritizing and executing them.This will ensure
that the City is pursuing its goals with intention and purpose and will provide a way to measure
achievement of the goals.This shared vision will create consensus among those tasked with moving
Rosemead forward and reduce or eliminate effort spent on work that falls outside of the City's agreed-
upon vision.
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City of Rosemead
Rosemead staff and leaders will have an important role in preparing the strategic plan, including
developing goals and strategies.We will provide expert advice,facilitation and preparation of the
strategic plan document.
Activity 1 — Start Project and Conduct Initial Meeting with City Council and Staff
We will begin by meeting with the City Manager,City Council, and City staff. During the kickoff meeting,
we will discuss the objectives,the overall process and detailed schedule.This initial planning meeting
will afford the opportunity to share information, establish communication protocols and refine the
schedule and approach so it is comfortably integrated with other work demands during the project.
Required from staff:Assistance with logistics, attendance at initial meeting
Deliverables:Kickoff agenda, detailed work plan/schedule
Activity 2— Gather and Analyze Information
Next,we will gather information through a variety of methods as described below. If City officials wish
to conduct any tasks in languages other than English,the City will be responsible for arranging
translation services.
■ Interview Council.We will conduct individual telephone interviews with each member of the
City Council. We will ask about their vision for the future, accomplishments, challenges,goals
and priorities. We will also seek comments about the existing strategic plan and what they hope
will be included in the new one being developed. Following the interviews, we will provide a
consolidated summary of the results,which will be used as we prepare for the first workshop
described in Activity 3 below.
■ Design and Administer Department Head Gap/Needs Analysis Questionnaire.We will seek
input from each department head about strengths, weaknesses/limitations, opportunities and
threats(SWOT); major projects and new programs planned over the next five years; unmet
needs to be considered in the next five years; and other information.This information will be
important as goals and strategies are identified for the next 10 years.We will analyze and then
summarize this information for discussion in the workshop described in Activity 3.
■ Design and Administer Confidential Online Staff Survey. Rosemead employees will have
important observations and suggestions that will be helpful in creating the strategic plan.
Management Partners will design a confidential online survey to seek their input about values,
needs of the City, and potential goals.
The City will send the link to all employees. It will be important to provide computer access for
any staff that do not normally have access, so they are encouraged to participate. Once the
survey is closed,we will summarize the survey results, and present them at the first workshop
described in Activity 3.
• Design and Administer Online Community Survey. Seeking input from Rosemead residents and
business community members, along with the City's board and commission members, will also
be important in developing the strategic plan.We will design and administer a confidential
online survey to obtain their input. Questions will elicit respondents' ideas about a vision for the
City and priorities for the future. (Please note: This will not be a scientific, statistically valid
survey such as a polling firm would provide but will offer useful insights from those community
members who wish to participate.)
Management
Partners
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Facilitation of Strategic Pla......,g Workshops and Development of a Strategl n 2020-30
• The City will send a link to the survey to a wide variety of individuals for whom there are
email addresses(e.g., board, commission, and committee members; business owners
and local business associations; service clubs; recreation class participants;volunteers;
and others), and also place a link on the City's website (and any other locations the City
identifies as helpful for dissemination).
• Once the survey is closed,we will summarize the results and prepare a document
containing the key themes, including charts and graphs showing respondents' answers.
• We will provide the results at the first workshop described in Activity 3.
■ Design and Facilitate Community Meeting.We will work with you to plan and facilitate a
community meeting to offer additional opportunities for all interested community members to
provide input about services and ideas for the strategic plan.
• The community input session will be engaging and interactive so that participants can
offer input in constructive ways.
• A summary of the results from the community meeting will be included in the
preparatory materials for the workshop described in Activity 3.
• Review Documents. We will review a variety of background materials, such as the City's last
Strategic Plan,current and past budgets, General Plan, economic development plans and other
documents that will help inform the strategic planning process.
• Obtain Information on Council Priorities. Management Partners will seek information from City
staff about current Council priorities,the status of each of those priorities and the expected
timeline for them if they are expected to continue into the future. We will review existing
information which may be helpful in creating a template for City staff to use to report on Council
priorities and the status of each.This information will be essential to ensure that these priorities
are integrated into the new Strategic Plan.We will provide information about Council priorities
at the first workshop described in Activity 3.
• Advise City Staff on Environmental Scan.City staff will prepare an environmental scan with
advice from Management Partners.An environmental scan will provide important information
for discussions in the workshop described in Activity 3. Examples of the types of information
that could be gathered for the environmental scan include:
• Financial information (revenue and expenditure trends over the past five years and
forecasts for the next 5 to 20 years, as available),
• Service demand drivers,
• Demographic trends and projections,
• Infrastructure needs profile,
• Housing profiles and projections, and
• Regional and state mandates.
We will provide examples of environmental scans to staff. After staff prepares the scan,we will
review it and provide feedback.We suggest staff present the information in a PowerPoint
format.
As noted above,the results of all of this data gathering will be used in the first strategic planning
workshop as described in Activity 3 below.
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City of Rosemead
Required from staff:Assistance distributing surveys and gap questionnaire, logistics for community
meeting, document retrieval,preparation of environmental scan, and printing of materials
Deliverables:Summary of department head gap analysis questionnaire,summary of online staff survey,
summary of online community staff survey, examples of environmental scans
Activity 3 — Design and Facilitate First Strategic Planning Council/Staff Workshop
During this activity,we will prepare for and facilitate a half-day workshop with the City Council and
senior management team.This will be the first of three workshops. Given the amount of material to go
through and discussions that will be needed,we recommend that a minimum of four hours be allocated
to this session, with additional time for lunch.
During this workshop we will engage the Council and management team in a dialogue about the
following items:
• Key results from last Strategic Plan;
• Results of the data gathering (strategic planning surveys, community meeting,gap analysis, and
environmental scan);
• Discussion of vision, mission, and values; and
• Identification of major multi-year goals.
Workshop Preparation. To prepare for the workshop, we will complete the following tasks.
• Prepare draft agenda. We will prepare a detailed agenda for the workshop and review it with
you.
• Prepare workshop materials. Management Partners will prepare a PowerPoint slide deck,and a
workbook for the workshop,which will include the results of information gathered in the
previous activities.The workbook and other handouts will be provided to the City to be copied
for the workshop.
Our strategic planning workshops are engaging and interactive. We will work in a combination of small
and large groups to ensure full participation and meaningful dialogue. Following the workshop,
Management Partners will prepare a summary of the outcomes.
Outcomes:Council consensus, with staff input, on key concepts for vision, mission,values and long-
range goals.
Required from staff:Coordination of room set up and other logistics,printing materials,providing
flipcharts,providing refreshments, technology(computer, laptop, projector), nametags, attendance at
workshop
Deliverables:Agenda, PowerPoint, workshop workbook, summary
Activity 4— Design and Facilitate Second Strategic Planning Council/Staff Workshop
During this activity we will prepare for and facilitate the second half-day strategic planning workshop
which will be held with the Council and senior management team. During this workshop we will engage
the Council and management team in a dialogue about the following items:
• Confirm vision, mission, and values;
• Confirm the major multi-year goals;
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Facilitation of Strategic Planning Workshops and Development of a Strateg in 2020-30
• Create action items for each multi-year goal;
• Create consensus on Council priorities;
• Determine how success will be measured for each of the goals;
• Determine reporting and accountability mechanisms; and
• Determine how the strategic plan will be rolled out to internal and external stakeholders.
Workshop Preparation.To prepare for the workshop, the following tasks will be completed.
• Prepare draft agenda. We will prepare a detailed agenda for the workshop and review it with
you.
• Prepare workshop materials. Management Partners will prepare a PowerPoint slide deck and
workshop materials to aid in discussions.These will be provided to the City to be copied.
Outcomes: Finalize vision, mission,values, long-range goals. Determine strategies for achieving the goals
over the 10-year period. Determine how success will be measured and progress will be reported.
Required from staff:Coordination of room set up and other logistics,printing materials,providing
flipcharts,providing refreshments, technology(computer, laptop,projector), nametags, attendance at
workshop
Deliverables:Agenda, PowerPoint, workshop workbook, summary
Activity 5 — Prepare and Present Strategic Plan
Next, Management Partners will prepare the draft strategic plan. It will contain the following
components, subject to discussion with project leaders to ensure we are capturing the elements the City
wishes to have in the document.
• Background on the strategic planning process;
• Vision, mission,values; ,4401
• Multi-year goals; %ye
• Council priorities; OSE EA D
• Several action items for each goal; < <� ``, iii `
11 N1110114.1
• Success indicators for each goal;
• Reporting and accountability mechanisms for the strategic plan;
• Environmental scan; and
• Other information desired (such as key information about the City and its services).
We will seek photos from the City for inclusion in the strategic plan.We will review the draft strategic
plan with project leaders and make modifications based on their input.A final strategic plan document
will be prepared for review and approval by the City.
Presentation at a Council Meeting. The RFP calls for the consultant to present the Strategic Plan to the
City Manager, City Council and City staff at a City Council meeting.We are prepared to do that.
However, our advice is that the Strategic Plan be presented by the City Manager or other senior staff
member at a Council meeting rather than the consultant or that it be a collaboration between
Management Partners and senior staff.The reason is that the Strategic Plan, once created, contains the
results of the work of the Council and staff, informed and assisted by Management Partners.
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City of Rosemead
Create "Strategic Plan in Brief'. Management Partners will create a two-page version of the Strategic
Plan.This can be a useful communication piece for the public and employees.
Required from staff:Photos for plan,feedback on draft plan,presentation of final plan to City Council
Deliverables:Draft and final Strategic Plan, PowerPoint for presentation to the City Council, "strategic
plan in brief"version
Activity 6— Facilitate Third Workshop (Staff) and Prepare the Implementation
Action Plan
This third workshop will be with the City's management team and is focused on implementation. Once
the Strategic Plan is approved, Management Partners will create a template for an Implementation
Action Plan. Having a comprehensive Implementation Action Plan is the best way to ensure that the
contents of the strategic plan get integrated into the work of Rosemead and into future budgets.The
Implementation Action Plan template will contain the following elements, subject to modification based
on discussion with staff.
• Key tasks,
• Timeline (start and completion dates),
• Resources needed and currently available (and sources),
• Staff assigned (including a lead person), and
• Milestones.
We will conduct a half-day workshop with City staff and use this template to determine all of the
implementation details for each of the strategies contained in the new strategic plan. It should be
considered a "living" document, to be used in ongoing reporting and accountability.
Required from staff:Assistance with logistics, room arrangements, copies of materials,flipcharts,
technology(computer, laptop, projector), nametags, attendance at workshop
Deliverables:Draft Implementation Action Plan
Optional Activity A —Facilitate Two-Year Update of Strategic Plan
Management Partners would be pleased to facilitate an update of the strategic plan for the City of
Rosemead following the first two year, and in subsequent two-year intervals. We will scope this work in
collaboration with the City to ensure that it precisely meets your needs.A typical update process will
involve the key activities described below.
• Gather Information. Examples of tasks include obtaining progress reports on goals and action
items contained in the Strategic Plan, conducting interviews with each member of the City
Council, meeting with the senior management team to learn about changes that will be
important to incorporate into the updated strategic plan, and reviewing financial information.
• Facilitate Strategic Planning Workshops.Typically, we propose two workshops for an update.
The first would be with the senior management team to discuss progress and changes relevant
for the update.The second would be with the City Council and senior management staff to
make adjustments to the Strategic Plan and to set the Council's priorities for coming two years.
• Prepare Updated Strategic Plan Document. We will update the document after the workshop
to contain revised strategies and priorities, as directed. We would also typically recommend that
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Facilitation of StrategicPL irinig Workshops and Development of a Strateg.... .an 2020-30
the City provide new photos to refresh the document.There may be other information desired
to be added to the document, reflecting new information of relevance to the update.
We will price this update upon consultation with the City of Rosemead staff after we collaboratively
scope it to reflect the City's interests and needs.
Optional Activity B - Facilitate Additional Stakeholder Engagement
If the City desires additional stakeholder engagement beyond what we have described above,
Management Partners can design other ways of gathering input. Examples include focus groups with
residents and business representatives, meetings with board and commission members, and additional
sessions with community members.
Additional engagement would be scoped separately in consultation with the City and priced accordingly.
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City of Rosemead
STAFFING
Our core team of associates assigned to this project all possess relevant
experience, including many years of public service and consulting expertise.
• Jan Perkins will serve as project director. Her role is to provide strategic direction to the project
manager and also set context and provide useful insights to the City of Rosemead.
• Jay Trevino will serve as project manager and will be responsible for the day-to-day
management of the project.
• They will be supported by Gloria Hurtado,Jarrod Burguan, and Lisa Phan.
0 Jan Perkins Jay Trevino
Project Director Project Manager
I I I I
0 Gloria Jarrod Lisa
Hurtado Burguan Phan
The qualifications of each team member are summarized below.
Jan Perkins, Vice President
• Provides assistance to government leaders in organizational analysis,
leadership development,facilitation,strategic planning,teambuilding,
executive performance evaluation, and policy board/staff effectiveness. •
et
• 30 years of management experience in local government. -
• Before joining Management Partners in 2005, served in several California
and Michigan jurisdictions, including as city manager in Fremont and
Morgan Hill,California.
• Also served the cities of Santa Ana, California; Grand Rapids, Michigan; and Adrian, Michigan.
• Consulting clients include the counties of Monterey,Orange,Santa Barbara and Ventura;the
California cities of Seal Beach, Beverly Hills, El Segundo, Pasadena,Tustin, Pleasanton, Garden
Grove,Santa Ana, Laguna Beach, Newport Beach, Orange, Huntington Beach, Del Mar, Encinitas,
Fullerton,Santa Maria, Martinez,Vallejo, Concord, Hayward, and San Jose; Dallas,Texas; and
Reno and Las Vegas, Nevada.
• Frequent speaker at professional conferences and has received awards from professional and
civic associations.
• Honored by ICMA with its Distinguished Service Award in 2016.
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Facilitation of Strategic Planning Workshops and Development of a Strateg,..roan 2020-30
• Author of a number of articles on leadership,executive performance evaluation,ethics and
successful hiring strategies.
• Completed the Program for Senior Executives in State and Local Government from Harvard
University and is an ICMA Credentialed Manager.
Jay Trevino, Partner
• As a consultant, helps government leaders improve inter-departmental
collaboration and use performance measurement to improve
effectiveness and provides management services to clients for special
projects or to augment management capacity.
• Consulting work focuses on many different areas of government, including
organizational assessments and executive recruitment, police,fire, public
works, library,finance, community services and community development.
• Since joining Management Partners, has assisted client cities of Los Angeles, Santa Monica,
Beverly Hills, Pasadena, Manhattan Beach,San Jose, Morgan Hill, South Gate, Downey, Whittier,
Santa Fe Springs, Huntington Beach, Perris, Newport Beach, Pico Rivera, La Mirada, Norwalk,
Costa Mesa, Chula Vista, Seal Beach, Cypress, Garden Grove, Los Alamitos and Fullerton.
• Spent more than 31 years in California local government, serving four cities in various executive
and management roles and developing expertise in all aspects of policy development,
organizational leadership, and planning and development services.
• Worked for the cities of Santa Monica and Brea and served as the executive director of the
Planning and Building Agency for the City of Santa Ana before retiring in 2013.
• Skilled at building effective teams, strategic planning, managing for performance, community
outreach and process improvement.
Gloria Hurtado, Special Advisor
• Recently joined Management Partners, bringing 25 years of local
government management experience in three communities: as deputy ,
city manager for Santa Rosa, California; assistant city manager for San
Antonio,Texas; and human services director for the City of Phoenix,
Arizona.
• Provides assistance to local governments through her strong !
organizational and communication skills, and her ability to work with diverse
groups and stakeholders.
• Expertise facilitating groups, leading strategic planning,teambuilding and developing group
norms, mentoring and career development, program development, and problem solving.
• Held major leadership positions in professional organizations and has participated as a speaker
at conferences.
• Member of the International City/County Management Association and recently received
ICMA's Career Development Award.
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City of Rosemead
Jarrod Burguan, Special Advisor
• Joined Management Partners following a 29-year career in local law
enforcement, most recently as Chief of Police for the City of San Mei
,.
Bernardino.
• Managed the department through a number of critical incidents,
including the 2015 San Bernardino terror attack and the municipal
bankruptcy process.
• Served a term as the San Bernardino's Acting City Manager.
• Started his career as a civilian employee with the Riverside County Sheriff's Department and
joined the San Bernardino Police Department as a sworn officer in 1992,where he worked a
variety of assignments and ascended the ranks of the department.
• Graduate of The California Command College,The Senior Management Institute for Police at
Boston University, and the FBI's Law Enforcement Executive Development Seminar in
Quantico,Virginia.
Lisa Phan, Management Analyst
• Background in teambuilding,workshop facilitation, improving
customer service,and organizational development.
• Supports consultant teams by conducting financial and operational
analyses,developing surveys and compiling data, and facilitating
workshops.
• Experience collecting data and using analysis and modeling tools for
forecasting and organizing tools for project management.
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Facilitation of Strategic Pldlirlulig Workshops and Development of a Strateg...�.an 2020-30
PROPOSED INNOVATIONS
We have included creation of an Implementation Action Plan (IAP), as well as a facilitated workshop
with staff to assign responsibility and resources for carrying out action items in the plan. Conducting the
half-day workshop encourages buy-in and accountability from staff members, since they are involved in
the creation of strategies and milestones rather than being handed strategies to carry out.
An Implementation Action Plan is the blueprint for carrying out the strategic plan. It contains the
detailed steps that must be taken to assure that the goals and objectives are achieved. Action plans
provide a framework for determining specific timelines,assignments,and resource allocations.They are
designed to be a management tool to help the organization assure that goals are attained and are suited
to periodic check-in about progress, changes or challenges.An example of an Implementation Action
Plan template is shown below.
Goal:
Action Item 1:
Resources
(Staff,Funding,Other)
Fiscal Year to Currently Lead Manager/
Key Tasks Start/Complete Available Needed Team Members Milestones
Reporting on progress in implementing the Strategic Plan is a key element.As part of the process, a
reporting structure and timeline is created. It can range from a quarterly update of each goal and action
item to a semi-annual review,once as part of the budget process and again in six months,with
adjustments made to reflect changing conditions and accomplishments.
Facilitating a workshop with staff to review the draft Implementation Action Plan (IAP) and assign staff
and resources to each action item ensures that the plan won't simply sit on a shelf. Managers can return
to the IAP at regular intervals to chart progress toward meeting goals.The IAP adds accountability,clear
expectations and clarity on the steps needed to execute the strategic plan.
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City of Rosemead
PROPOSAL COST SHEET, RATES AND SCHEDULE
Management Partners anticipates devoting 345 hours of our staff time to complete the plan of work
described above.The total cost of this project as described in Activities 1 through 6 is$63,900,which
includes all fees and expenses.The ultimate test of a quality project is that the client is pleased with the
results, and we are committed to achieving that goal.
The two optional activities described would be scoped and priced separately, if desired, in consultation
with City officials. If more meetings or sessions are required than outlined in this proposal, we will be
happy to provide those services for an additional fee. We suggest a contingency be added if staff thinks
it is likely that additional meetings or sessions may be requested of Management Partners.
The following schedule is proposed. Week 1 begins after contract award, and we are anticipating a start
date no earlier than mid-March 2020.
Activity Schedule
1—Start Project and Conduct Initial Meeting with City Council and Staff Weeks 1 through 2
2—Gather and Analyze Information Weeks 3 through 12
3—Prepare for and Facilitate First Strategic Planning Council/Staff Workshop Weeks 13 through 17
4—Prepare for and Facilitate Second Strategic Planning Council/Staff Workshop Weeks 18 through 21
5—Prepare and Present Strategic Plan Weeks 22 through 23
6—Facilitate Third Workshop with Staff and Prepare Implementation Action Plan Weeks 23 through 24
Note:Management Partners will be able to have the final Strategic Plan document completed within the
six-month timeframe anticipated by the City,from the date of contract award, assuming that the
information, reviews, meetings and workshops can be carried out by the City on the expected schedule.
CONCLUSION
Management Partners has the experience,the professional talent,and the commitment to quality
necessary to successfully complete this project for the City of Rosemead. We welcome the opportunity
to provide additional information that may be helpful, and we look forward to the chance to discuss the
ideas contained in this proposal.
Cover photo:Courtesy of the City of Rosemead—City Hall Facebook page
Management
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Management
Partners
1730 Madison Road
Cincinnati, Ohio 45206
513-861-5400
2107 North First Street, Suite 470
San Jose, California 95131
408-437-5400
3152 Red Hill Avenue, Suite 210
Costa Mesa, California 92626
949-222-1082