HomeMy WebLinkAboutUNI Institue of Decision Making - Strategic Planning Proposal - 2/10/2020Please return this copy to:
City Clerk & Finance Dept.
715 Mulberry St.
Waterloo, IA 50703
City of Waterloo:
Proposal for Strategic Planning
January 13, 2019
The Institute for Decision Making at the University of Northern
Iowa submits this proposal to assist the City of Waterloo
develop a new strategic plan for the organization.
Institute for Decision Making
University of Northern Iowa
Project Overview
The Institute for Decision Making (IDM) at the University of Northern Iowa (UNI) proposes to assist the City of Waterloo
with the development of a new strategic plan for the organization. The planning process will be designed collaboratively
with Mayor Quentin Hart and City staff to ensure a process that meets the organization's needs. IDM will assist in the
development of a consensus -based strategic plan that will include the development of goals and strategies. This
proposal was developed based upon IDM staff's conversation with Mayor Hart.
About IDM
IDM is the community and economic development outreach arm of the University of Northern Iowa. IDM has a 33-year
record of delivering tailored and innovative planning, technical assistance, applied research and training to well over 800
communities, chambers of commerce, economic development organizations, local government, state agencies,
statewide associations, convention and visitor bureaus, community planning groups and other similar not -for -profit
organizations throughout Iowa.
With staff possessing a combination of advanced training and education in a variety of applied fields and practical
professional economic development experience, IDM is able to provide clients with customized services to meet their
needs. IDM staff has designed and facilitated implementation -focused planning processes for numerous organizations,
communities and regions in Iowa and beyond, including current and recent projects for: Greater Dubuque Development
Corporation (strategic planning), Ames Chamber of Commerce and Development (strategic planning), Mills County
Economic Development Foundation (strategic planning), Grow Cedar Valley (strategic planning), Cedar Falls Tourism &
Visitors Bureau (strategic planning), Vinton Unlimited (strategic planning), Ottumwa Economic Development
Corporation (public relations planning), Appanoose County Economic Development Corporation (strategic planning),
Salvation Army of Waterloo/Cedar Falls (strategic planning), Iowa Heartland Habitat for Humanity (strategic planning),
Boone County Economic Growth Corporation (strategic planning), and many others.
Proposed Scope of Services
The purpose of the project is to assist the City of Waterloo with the development of a new strategic plan that reflects
the City Council and Mayor's priorities and meets the organization's needs. The resulting strategic plan will include goals
developed by the City Council and Mayor, and strategies developed by staff leadership designed to help achieve the
goals.
Pre- o—
Planning • Input
a= i Gathering
Planning Developing
Sessions ... the Plan
Implementation
Support
Institute for Decision Making, The University of Northern Iowa
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Pre -Planning
City Council &
Moyor Input
Staff City
Leadership Council
Planning . Review &
Sessions ...<. , Adoption
Task 1: Pre -Planning
Successful organizational planning requires an intentional process and a shared commitment by the organization's
leadership and staff. IDM will work with Mayor Hart and staff leadership to design the planning process, identify who
must be engaged through the process, and determine the best methods for involving those key stakeholders.
Task 2: Situation Analysis and Input Gathering
IDM, with assistance from the City staff, will design and distribute an online questionnaire to collect input from the City
Council, Mayor and staff leadership. The information gathered will be used in the Goal Setting Session to help the City
Council and Mayor evaluate the City's past accomplishments and help them with developing a consensus on priorities
for the City of Waterloo over next five years. IDM will also examine Waterloo's and the metro's current demographic
and economic situation and highlight key findings and trends that will be presented during the Goal Setting Session.
Task 3: City Council and Mayor Goal Setting Session
IDM will design and facilitate a 4 hour Goal Setting Session with the City Council and Mayor Hart to develop a consensus
on the strategic priorities for the City of Waterloo over the next five years and the City's goals for the next 1-3 years that
will focus on addressing those priorities. The Goal Setting Session will include a presentation of the situational analysis,
and a review and discussion of the key issues and themes identified in the pre -session input. IDM will work with the City
Council and Mayor to reach consensus on strategic priorities and goals.
Specifically, the Goal Setting Session will involve the following activities:
• Presentation of the situational analysis
• Presentation of the input gathered from the City Council, Mayor and staff leadership
• Develop consensus on strategic priorities
• Begin the development of goals that address the strategic priorities
Following the session, IDM will provide a summary report to the City Council and Mayor that will capture the work of the
session and an initial set of draft Goals. Upon the delivery of the summary report, Mayor Hart must work with City
Council members to review and reach a consensus on revisions to the draft Goals. The City Council and Mayor must
reach a consensus on the draft Goals before Task 4 can be undertaken.
Task 4: Developing Strategies for Goals by Staff Leadership
IDM will design and facilitate two planning sessions with the City's Department Heads and other key leadership staff to
develop strategies that will help accomplish the draft Goals agreed upon by the City Council and Mayor. The two
planning sessions will lead to the development of draft City of Waterloo Strategic Plan for the City Council and Mayor to
review and formally adopt.
Task 4 steps include:
• Staff Leadership Session I — IDM will design and facilitate a 4 hour planning session with the staff leadership to
review the strategic priorities and draft Goals developed by the City Council and Mayor. IDM will work with the
City staff to develop draft Strategies which will address the strategic priorities and help accomplish the draft
Goals:
■ IDM will provide a summary report of the session to include:
✓ Summary of the interactive session
V An initial draft of a City of Waterloo 2021-2026 Strategic Plan
Institute for Decision Making, The University of Northern Iowa 2
• Staff Leadership Session II — IDM will design and facilitate a 2-3 hour planning session with the City's staff
leadership to review and revise the draft strategies (including implementation responsibility and timelines) and
finalize the draft City of Waterloo 2021-2026 Strategic Plan.
■ IDM will provide a summary report of the session to include:
✓ Summary of the interactive session
✓ A final draft of a City of Waterloo 2021-2026 Strategic Plan
Task 5: Finalization and Adoption of the Strategic Plan
IDM will work with Mayor Hart and appropriate City staff to prepare a final draft of the City of Waterloo 2021-2026
Strategic Plan that can be presented and formally adopted by the City Council. IDM will also provide guidance to Mayor
Hart and Department heads related to implementation launch of the new Strategic Plan.
Task 5 steps include:
• IDM will work with the Mayor's Office and appropriate City staff to prepare a final draft of a City of Waterloo
2021-2026 Strategic Plan
• IDM will outline recommended next steps for the City Council and Mayor to review and formally adopt the draft
City of Waterloo 2021-2026 Strategic Plan
• IDM will outline recommended next steps for the City Departments to undertake action planning tied to
accomplishing the newly adopted City of Waterloo 2021-2026 Strategic Plan
• IDM will provide recommendations to Mayor Hart and appropriate City staff related to approaches for
monitoring plan implementation and overall uses for the plan and its distribution
Proposed Proiect Schedule
The proposed timeframe to complete the planning process is 6 months with an approximate project start date of March
1, 2020. A final timeline for the planning process shall be mutually determined by Mayor Hart and IDM.
Timeline March
Task 1: Pre -Planning
'Task 2: Situation Analysis and Input Gathering
Task 3: City Council and Mayor Goal Setting
Session
Task 4: Developing Strategies for Goals by Staff
Leadership
Task 5: Finalization and Adoption of the
Strategic Plan
April
May
June
July
August
Proposed Fees
The cost for conducting the proposed project is $6,578.00. The proposed project cost includes an IDM Partnership fee
($500) which provides access to 1.5 hours of topical board training e.g., BR&E 101 for ED Boards, access to IDM staff for
ongoing consultation and troubleshooting, and reduced fees on other IDM planning and research services. IDM will
invoice $6,578.00, following the delivery of the draft City of Waterloo 2021-2026 Strategic Plan to Mayor Hart.
The proposed project price is valid for a period of 60 days following submission of this proposal.
City of Waterloo would agree to do the following:
• Select recipients of pre -session questionnaires, distribute, assure completion
• Direct the Plan adoption process at City Council and staff level
• Assume responsibility for overall implementation of the plan
• Make arrangements for session facilities and refreshments, if necessary
• Print the plan and develop other promotional materials, as desired
• Update the plan annually
Institute for Decision Making, The University of Northern Iowa 3
Liability Statement
In no event shall The University of Northern Iowa's liability arising in connection with or under this agreement (whether
under the theories of breach of contract, tort liability, misrepresentation, fraud, warranty, negligence, strict liability, or
any other theory of law) exceed the purchase price paid by the client (City of Waterloo) for the services rendered by IDM
under this Agreement.
City of Waterloo
Date Institute for Decision Making Date
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